Minutes of Clubs and Societies Committee Committee meeting held 5/03/10
University of Melbourne Student Union
Minutes of the Clubs & Societies Committee
Meeting 3/10
CONFIRMED
2 PM on Friday the 5th of March 2010
Location: Mary Cooke A, 2nd Floor, Union House
1. Procedural Matters
1.1 Election of Chair
1.2 Acknowledgement of Indigenous Owners
1.3 Attendance
1.4 Apologies
1.5 Proxies
1.6 Membership
1.7 Adoption of Agenda
2. Confirmation of Previous Minutes (18/2/10)
3. Matters Arising from the Minutes
3.1 RSA Certificates (not actioned yet)
3.2 Greek Association Response (not actioned yet)
3.3 SFH/Melbourne City Council Issue
4 Office Bearers’ Report
5 Correspondence
5.1 Science Students Society Event/Alcohol
5.2 Cage Free Campus Society Name Change
5.3 Extensions for Membership Lists
5.4 Education Students Association Executive Issue
6 Schedule of Meetings
7 Orientation Feedback
8 Grants
8.1 Standard
8.2 For Discussion
8.3 Semesterly
9 Asset Checking
10 Socialist Alternative Postering in Union House
11 Certificate of Currency Letter
12 C&S Council Regulation Amendment
13 Other Business
14 Next Meeting
15 Close
Meeting opened at: 2:05 PM, by Jonathan Donagan
Agenda Item 1; Procedural Matters
1.1 Election of Chair
Motion 1: That Jonathan Donagan be appointed chair.
Moved: Shaun Khoo Seconded: Gindi Hovenga-Wauchope
CWD
1.2 Acknowledgement of Indigenous Owners
So Acknowledged
1.3 Attendance
Committee: Shana Besanko, Quinn Oakley, Cassandra Lutzko, Shaun Khoo, Fei Gao, Gindi Hovenga-Wauchope
Officers: Piper O’Dowd, Jonathan Donagan
Administrator: Fiona Sanders
Other: Jesse Overton-Skinner, Mujdat Keser (Cross Cultural Dialogue Society
Absent
Liam Hedge
1.4 Apologies
Liam Hedge
1.5 Proxies
Nil
1.6 Membership
No change
1.7 Adoption of Agenda
Motion 2: That the agenda be adopted.
Moved: Chair
CWD
Agenda Item 2: Confirmation of Previous Minutes
Motion 3: That the C&S Committee minutes of 18/02/10 be confirmed as a true and accurate account.
Moved: Chair
CWD
Procedural Motion: That Item 13.1: Discussion of Cross Culture Dialogue Society’s new club application is added to the agenda and that it is brought forward to before Agenda Item 3.
Moved: Shaun Khoo
CWD
13.1 Discussion of Culture Dialogue Society’s new club application
· Mujdat Kesser spoke about Cross Culture Dialogue Society’s new club application and about an upcoming large project beginning on the 16th of April
· Committee suggested clubs who operate independently can approach the university
· Discussed the amount of funding available for affiliated clubs, very limited compared to the scope of their project
· Committee formed consensus that it will follow affiliation timetable
Mujdat Kesser left at 2:17 pm
Agenda Item 3: Matters Arising from the Minutes
3.1 RSA Certificates
No action taken
3.2 Greek Association Response
No action taken
3.3 SFH/Melbourne City Council Issue
Clubs have been informed about the issue; Melbourne City Council has not been contacted yet.
Agenda Item 4: Office Bearers’ Report
Report Outlined the C&S Expo and thanked the C&S committee for its help. It informed C&S Committee that the regulation changes that have been passed on to students’ council have now been approved. That the C&S office will begin an outreach program to VCAM and also outlined a possible sexual health initiative.
Motion 4: That the OB report be accepted.
Moved: Chair
CWD
Agenda Item 5: Correspondence
5.1 Science Students Society Event/Alcohol
Discussion of problem and correspondence with the university
Fei Gao arrived at 2:25pm
Jesse Overton-Skinner left at 2:30pm
Petition to discipline:
Shaun Khoo, Gindi Hovenga-Wauchope Petition to put Science Students Society on Probation for 6 months under regulation 6.1.a for breach of regulation 7.3.1.h
Quinn Oakley, Cassandra Lutzko Petition to put Science Students Society on Probation for 12 months under regulation 6.1.a for breach of regulation 7.3.1.h
12 month petition is amenable to Shaun Khoo and Gindi Hovenga-Wauchope.
6 month petition lapses
5.2 Cage Free Campus Society Name Change
Motion 5: That C&S Committee approve the name change of the Cage Free Campus Society to Animal Protection Society
Moved: Chair
CWD
5.3 Extensions for Membership Lists
Discussion of the application from the Earth Science Students’ Society - no orientation intake
Discussion of the application from the Cambodian Students’ Association - was at orientation expo
Club should just submit current list by deadline.
Motion 6: That C&S Committee approves an extension for membership lists to 1/4/10 for the Earth Science Students’ Society and that it rejects the application of the Cambodian Students’ Association.
Moved: Chair
Carried, 1 abstention (Shana Besanko)
5.4 Education Students Association Executive Issue
Discussion of the resignation of the entire executive committee
Motion 7: That the Education Students’ Association be given an extension till the 5/4/10 to hand in their membership lists then if there is no student interest they will be disaffiliated.
Moved: Shana Besanko Seconded: Cassandra Lutzko
CWD
Jonathan Donagan volunteers to help get the club running again if any students come forward.
Agenda Item 6: Schedule of Meetings
Wednesday 4pm fortnightly meeting appear to be consensus
Meeting schedule will be finalised via correspondence
Agenda Item 7: Orientation Feedback
Microphone not suitable – need better choral microphones.
Setup/ layout – ok
Remind clubs to bring stationary items that they might need like string and tape
Shana Besanko left at 3:00
Piper O’Dowd left at 3:00
C&S Committee formed consensus that the Expo went well and that we all dislike the job Entertainment did.
Agenda Item 8: Grants
8.1 Standard Grants
Motion 8: That all standard grants be accepted en bloc.
Moved: Shaun Khoo Seconded: Quinn Oakley
CWD
8.2 Grants for discussion
Mega BBQ
Combined event - Engineering Students Club, Engineering Music Society, International Engineering Students Society, Computer Students Association, Environmental Engineering Students Society, Geomatics Society
Motion 9: That an exemption be granted for Mega BBQ under regulation 8.g and the Grant Applications be approved.
Moved: Gindi Hovenga-Wauchope Seconded: Shaun Khoo
CWD
Physiotherapy Students Society
Orientation BBQ – resubmitted due to C&S admin error
Motion 10: That Motion 9 form the C&S Committee meeting 18/2/10 be rescinded and the grant approved.
Moved: Chair
CWD
Psychology Association
Welcome Back BBQ 11/3 – incomplete alcohol paperwork
Motion 11: That the grant be approved conditional that the relevant paperwork is submitted prior to the event
Moved: Chair
CWD
Chinese Music Group
6/3 – no event or purchasing details
Motion 12: That the grant application be rejected due to incomplete paperwork
Moved: Shaun Khoo Seconded: Gindi Hovenga-Wauchope
CWD
Consistently Amazing Kitchen Adventures & Fantasy & Science Fiction Appreciation Society
No food plans for events – events in past
Motion 13: That the grant applications be rejected due to lack of food plan submitted
Moved: Chair
CWD
Greens on Campus
No food plan – event in future
Motion 14: That the grant application be approved conditional the food plan is submitted prior the event
Moved: Chair
CWD
Film Society
Off campus – no exemption or certificate of currency
Motion 15: That the grant application be rejected as not off-campus exemption was applied for and no certificate of currency was supplied
Moved: Chair
CWD
Greek Association
No grounds booking
Motion 16: That the grant application be rejected as no grounds booking was made
Moved: Chair
CWD
International Commerce Students’ Society
Welcome Back – late submission, correspondence submitted
Motion 17: That the grant application be rejected
Moved: Chair
CWD
Korean Christian Group
Off-campus at RMIT, exemption applied for
Motion 18: That the off-campus exemption and grant application be approved.
Moved: Chair
CWD
Secular Society
Off-campus – no certificate of currency
Motion 19: That the grant application be rejected
Moved: Shaun Khoo Seconded: Gindi Hovenga-Wauchope
CWD
Universe (Campus Ministry)
Off-campus, exemption applied for and certificate of currency provided
Motion 20: That the grant application be approved
Moved: Shaun Khoo Seconded: Gindi Hovenga-Wauchope
CWD
8.3 Semesterly Grants
Motion 21: That all semesterly grants be accepted en bloc.
Moved: Chair
CWD
Procedural Motion: That Item 10 be brought forward and discussed now.
Moved: Gindi Hovenga-Wauchope
CWD
Agenda Item 10: Socialist Alternative Postering in Union House
Socialist Alternative breached Union House rules by repeatedly postering and sticking stickers on painted and varnished surfaces
Cassandra Lutzko, Gindi Hovenga-Wauchope Petition to put Socialist Alternative on Probation for 12 months for breach of regulations 6.1.k and 6.1.o
Socialist Alternative have repeatedly ignored the C&S Administrators request to stop using the “Supported by UMSU” logo and use the “Affiliated to UMSU” logo
Motion 22: C&S Committee direct Jonathan Donagan to write to Socialist Alternative to cease and desist using “Supported by UMSU” on their material
Moved: Cassandra Lutzko Seconded: Quinn Oakley
CWD
Gindi Hovenga-Wauchope left at 3:20pm
The C&S Committee meeting will continue invoking the 30 minute rule
Agenda Item 9: Asset Checking
Motion 23: That all assets for asset checking must be brought to the C&S office before 4.30 pm on April 1 2010.
Moved: Shaun Khoo Seconded: Cassandra Lutzko
CWD
Agenda Item 11: Certificate of Currency Letter
Motion 24: That the Certificate of Currency letter be adopted as an official publication of C&S Committee.
Moved: Shaun Khoo Seconded: Cassandra Lutzko
Carried, 1 against
Agenda Item 12: C&S Council Regulation Amendment
Shaun Khoo and Fiona to draft amendments. Discussed whether council should be compulsory. Nominations can close 15 min from advertised opening time. Most work to be done offline.
Agenda Item 13: Other Business
13.2 Crazy 8am stretching club application for refund of deposit
Boredom is not a sufficient reason for abandoning the table!
Motion 25: That the application for refund be rejected
Moved: Chair
CWD
Agenda Item 14: Next Meeting
To be advised by email
Agenda Item 15: Close
Meeting closed at: 3:34 PM by Jonathan Donagan
Certified by Chair:
Signed: Dated:
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