Minutes of Clubs and Societies Committee Committee meeting held 21/10/2010
University of Melbourne Student Union
Minutes of the C&S Committee
Meeting 21/10
CONFIRMED
10 AM at, 21/10/2010
Location: Mary Cooke A, Union House
Agenda
1. Procedural Matters
1.1. Election of Chair
1.2. Acknowledgement of Indigenous Owners
1.3. Attendance
1.4. Apologies (Shaun Khoo, Steph Field)
1.5. Proxies
1.6. Membership
1.7. Adoption of Agenda
2. Confirmation of Previous Minutes
2.1. 16/9/2010
2.2. 8/10/10
3. Matters Arising from the Minutes
3.1. Regulation Amendments (Progress through Students’ Council)
3.1.1. Recommendation for 4.3.2 (IGM Elections)
3.1.2. Recommendation for 2.2.1.a (Affirmative Action)
3.1.3. Consumables / Safe Food Handling Qualification Regulation Amendments
3.1.4. Deletion of 2.2.4 (Conflicts with UMSU Constitution)
3.2. Pin-board Purchase
4. Office Bearers’ Report
4.1. Jonathan Donagan
4.2. Piper O’Dowd (2 reports)
4.2.1. Evaluation of OB Goals
5. Request to be Wound Up
5.1. Biomedical Engineering Students Association
5.2. Footbag (Hacky Sack) Club
5.3. Architecture, Property, Planning, landscape, Environments (APPLe)
6. Petitions to Discipline
6.1. Iranian Society
6.1.1. Iranian Society Correspondence
6.2. AGMs not Held
6.2.1. African Club Correspondence
6.2.2. PIRATES Called AGM
6.2.3. 4WD Club
6.2.4. Filmmakers Guild
6.2.5. Crazy 8AM Stretching Club
7. Training Invoices ($425 from 03 60 605 3161)
8. Grants
8.1. Budget Report
8.2. Standard
8.3. For Discussion
9. New Clubs
9.1. Affiliations
9.1.1. Indonesian Campus Ministries
9.1.2. Australia Youth Climate Coalition
9.1.3. Fresh Life First
9.1.4. Community Development Club
9.1.5. Hindu Society
9.2. Cross Cultural Dialogue Society failed IGM
9.3. Progress of Batch 3 IGMs
10. AGM Issues
10.1. Papers insufficient to process
10.2. Inquorate AGMs
10.2.1. Vietnamese Students Association
10.2.2. Physiotherapy Students Society
10.2.3. 85 Broads
10.3. Not 2 UMSU on Executive
11. Membership Reporting Issues
11.1. Korean Christian Group (G4R)
11.2. Chinese Law Society
12. Late Applications for Payment
12.1. Japanese Club
12.2. WISE (C&S error)
12.3. Student Exchange Society (see correspondence)
13. Why Can’t My Club Buy My Union Membership? FAQ
14. Income Tax Issues
15. Financial Management Guidelines
16. Other Business
17. Next Meeting (Thursday November 4, 10 am Training Room 2)
18. Close
Meeting opened at: 10:25 AM, by Piper O’Dowd
Agenda Item 1; Procedural Matters
1.1 Election of Chair
Motion 1: That Piper O’Dowd be elected chair
Moved: Piper O’Dowd
CWD
1.2 Acknowledgement of Indigenous Owners
So acknowledged
1.3 Attendance
C&S Committee: Liam Hedge, Cassie Lutzko, Quinn Oakley, Gindi Hovenga-Wauchope,
C&S Officer: Piper O’Dowd
C&SB Administrator: Fiona Sanders
Hye Jin Kwon (Korean Christian Group)
Absent
Jonathan Donagan
1.4 Apologies
Shaun Khoo, Steph Field
1.5 Proxies
Steph Field to Quinn Oakley. Steph is drawn on Quinn’s hand. She’s less angry than Shaun’s proxies.
1.6 Membership
No change
1.7 Adoption of Agenda
Motion 2: That the agenda be adopted with item 11.1 to be moved to after item 2
Moved: Liam Hedge Seconded: Quinn Oakley
CWD
Agenda Item 2: Confirmation of Previous Minutes
1.1. 16/9/2010
1.2. 8/10/10
Motion 3: That the previous minutes be accepted en bloc
Moved: Liam Hedge Seconded: Cassie Lutzko
CWD
Agenda Item 11: Membership Reporting Issues
11.1 Korean Christian Group (G4R)
Korean Christian Groups membership list was adjusted with 5 non-union members dropping off the list, making it seem like the club was trying to stay in Band A. To compound this, recent Application for Payment has many people saying that they are indeed members of the club.
Committee decides to give the club the benefit of the doubt and put them in the eligible band when they hand in an updated membership list.
Petition: To place the Korean Christian Group on probation for 6 months due to the provision of manifestly false information in order to gain an unfair advantage (C&S Regulation 6.1.c).
Petitioners: Quinn Oakley and Cassie Lutzko
Motion 4: To process the Application for Payment strictly according to the resubmitted membership list and pay 75% of what they are entitled to.
Moved: Liam Hedge Seconded: Cassie Lutzko
CARRIED with 1 abstention
Agenda Item 3: Matters Arising from the Minutes
3.1 Regulation Amendments (Progress through Students’ Council)
3.1.1 Recommendation for 4.3.2 (IGM Elections)
3.1.2 Recommendation for 2.2.1.a (Affirmative Action)
3.1.3 Consumables / Safe Food Handling Qualification Regulation Amendments
3.1.4 Deletion of 2.2.4 (Conflicts with UMSU Constitution)
There has been no quorate student council meetings yet and there is unlikely to be any again this year.
Motion 5: That all outstanding regulation amendments be recommended to the 2011 C&S Committee.
Moved: Liam Hedge Seconded: Gindi Hovenga-Wauchope
CWD
3.2 Pin-board Purchase
Motion 6: That the committee authorise up to $500 from special events (03 60 605 3839) to purchase a pin-board from Melbourne Office Furniture.
Moved: Liam Hedge Seconded: Gindi Hovenga-Wauchope
CWD
Agenda Item 4: Office Bearers’ Report
4.1 Jonathan Donagan
Motion 7: That Jonathan Donagan’s office bearers report be accepted
Moved: Liam Hedge Seconded: Cassie Lutzko
CWD
4.2 Piper O’Dowd (2 reports)
Motion 8: That Piper O’Dowd’s first office bearers report be accepted
Moved: Liam Hedge Seconded: Quinn Oakley
CWD
Motion 9: That Piper O’Dowd’s second office bearers report be accepted
Moved: Gindi Hovenga-Wauchope Seconded: Liam Hedge
CARRIED with 1 against
4.2.1 Evaluation of OB Goals
Piper presented an evaluation of the 2010 goals. Many have been partially achieved, although it was noted that goals change throughout the year.
The value of the goals is a debate for next year’s committee.
Recommended: That next year’s committee look at this year’s goal and re-evaluate.
Agenda Item 5: Request to be Wound Up
5.1 Biomedical Engineering Students Association
5.2 Footbag (Hacky Sack) Club
5.3 Architecture, Property, Planning, landscape, Environments (APPLe)
Motion 10: That the Biomedical Engineering Students Association, Footbag (Hacky Sack) Club and Architecture, Property, Planning, landscape, Environments (APPLe) be wound up.
Moved: Liam Hedge Seconded: Cassie Lutzko
CWD
Agenda Item 6: Petitions to Discipline
6.1 Iranian Society
6.1.1 Iranian Society Correspondence
The petitions are deferred. The C&S committee requests submission of Bank Statements that show that the money was repaid, and a revised treasurer’s report, by 4.30 pm on Friday October 29.
6.2 AGMs not Held
6.2.1 African Club Correspondence
Held AGM
6.2.2 PIRATES Called AGM
Held AGM
6.2.3 4WD Club
6.2.4 Filmmakers Guild
6.2.5 Crazy 8AM Stretching Club
Amended; African Club, Footbag (Hack Sack) Club and PIRATES are removed from the petition.
Motion 11: Petition: To disaffiliate the clubs that failed to call an AGM by the 2010 deadline (September 17) and have not applied for an extension. This is a failure to fulfil their obligations under C&S Regulation 5.3.5 which is grounds for discipline (Regulation 6.1.a). Clubs to which this petition applies are:
· 4P’s Club
· 4WD Club
· Crazy 8AM Stretching Club
· Filmmakers’ Guild
· Friends of the Asian University for Women
· Macedonian Awareness Society
· Men’s Union
Moved: Quinn Oakley Seconded: Cassie Lutzko
CWD
Agenda Item 7: Training Invoices ($425 from 03 60 605 3161)
Motion 12: That the invoices for training for the year to date be paid: $425 to South West Training Services from 03 60 605 3161.
Moved: Chair
CWD
Motion 13: To approve spending of up to $650 for more training resources (Liquor Licensing and SmallPrint books) and $1000 for the NOV/DEC training (South West Training Services) from the Training budget line (03 60 605 3161).
Moved: Chair
CWD
Agenda Item 8: Grants
8.1 Budget Report
Motion 14: That $1500 from Printing be moved to Grants, and to move the surplus after purchase of the pin-board from Special Projects to Grants.
Moved: Chair
CWD
ACTION: Advise clubs of the following:
· We have no money left
· Defer non-function spending to next year
· Grant payments will be processed in the order that they are received
· Grant approval is no guarantee that a grant will be paid
Shaun Khoo arrives at 11.15 am
8.2 Standard Grants
Motion 15: That all standard grants be approved en bloc except the Engineering Students Club’s T-shirts and the CastOn Charity Group’s sewing machine.
Moved: Chair
CARRIED with 1 abstention
8.3 For Discussion
Performing Arts Student Society- 2 exec have completed online SFH fully, one partial, C&S error in advice
Motion 16: That the grant be approved
Moved: Shaun Khoo Seconded: Liam Hedge
CWD
Physics Student Society- Public Liability cover confirmed, off campus exemption applied for (see reason)
Motion 17: That the grant be approved
Moved: Gindi Hovenga-Wauchope Seconded: Shaun Khoo
CWD
Choral Society- Artwork not provided
Motion 18: That the grant be rejected
Moved: Quinn Oakley Seconded: Cassie Lutzko
CWD
Club of Kites- What the?
Motion 19: That the grant be rejected
Moved: Gindi Hovenga-Wauchope Seconded: Liam Hedge
CARRIED with 1 abstention
Club of Kites and CAKE- No grounds bookings
Motion 20: That the grants be rejected
Moved: Liam Hedge Seconded: Shaun Khoo
CARRIED with 1 abstention
Hong Kong Student Association- MUOSS funding applied for ($400)
Motion 21: That the grant be approved
Moved: Liam Hedge Seconded: Gindi Hovenga-Wauchope
CARRIED with 1 against and 1 abstention
Islamic Society- Only 2 exec have completed online SFH
Motion 22: That the grant be rejected
Moved: Chair
CWD
Islamic Society-Banner artwork required
Motion 23: That the grant be rejected
Moved: Chair
CWD
More Beer- No Food Handling certificate
Motion 24: That the grant be rejected
Moved: Chair
CWD
PlanetUni- Printed 'planetUNI', no UMSU
Motion 25: That the grant be rejected
Moved: Chair
CWD
Secular Society- Banner artwork required
Motion 26: That the grant be rejected
Moved: Chair
CWD
Socialist Alternative- Alcohol service or BYO to be confirmed
Motion 27: That the grant be approved
Moved: Chair
CARRIED with 2 against
Student Exchange- Certificate of Currency out of date, new cert6ificate submitted prior to meeting
Motion 28: That the grant be approved
Moved: Chair
CWD
WISE- Banner already purchased without approval
Motion 29: That the grant be rejected
Moved: Chair
CWD
IGM’s
Motion 30: That the IGM grants be approved pending affiliation and that those grants are paid first.
Moved: Chair
CWD
Agenda Item 9: New Clubs
9.1 Affiliations
9.1.1 Indonesian Campus Ministries
Non students participated in the elections but are members of the club.
Motion 31: That the Indonesian Campus Ministries be affiliated
Moved: Chair
CARRIED with 1 against, 3 abstention
9.1.2 Australia Youth Climate Coalition
21 people present, 19 members
Motion 32: That the Australia Youth Climate Coalition be affiliated
Moved: Shaun Khoo Seconded: Liam Hedge
CWD
9.1.3 Fresh Life First
9.1.4 Community Development Club
9.1.5 Hindu Society
Motion 33: That Fresh Life First, Community Development Club and the Hindu Society be affiliated.
Moved: Chair
CWD
9.2 Cross Cultural Dialogue Society failed IGM
The Cross Cultural Dialogue Society can still hold an IGM since there is still time in semester.
9.3 Progress of Batch 3 IGMs
Batch 3 IGM’s are processing well.
Agenda Item 10: AGM Issues
10.1 Papers insufficient to process
Petition: To disaffiliate Amnesty International due to the failure to complete reaffiliation by submitting AGM papers; which is a failure to fulfil obligations stipulated in the C&S Regulations (5.3, 6.1.a).
Petitioners: Gindi Hovenga-Wauchope and Cassie Lutzko
Mauritian Student Society has indicated they wish to wind up, deferred to seek written confirmation form the society. Deadline for response 25th October
PIRATES (extension to October 15): not yet submitted AGM papers. New deadline set of 25th of October
Biomedicine Students Society did not hand in new executive details. Deadline 25th of October to hand in their new exec details.
10.2 Inquorate AGMs
10.2.1 Vietnamese Students Association
10.2.2 Physiotherapy Students Society
Both re-holding AGM. Vietnamese Students Association and Physiotherapy Students Society are given an extension for submission of papers of 25th of October.
10.2.3 85 Broads
Petition: To disaffiliate 85 Broads due to the failure to complete reaffiliation by holding a valid AGM; which is a failure to fulfil obligations stipulated in the C&S Regulations (5.3, 6.1.a).
Petitioners: Quinn Oakley and Cassie Lutzko
Gindi Hovenga-Wauchope leaves at 11:40am
10.3 Not 2 UMSU on Executive
Petition: To disaffiliate the clubs who do not have 2 Executive Committee members who are also Student Union members; which is a failure to fulfil obligations stipulated in the C&S Regulations (5.6.i, 6.1.a, 6.1.q). These clubs are:
· Indian Club
· Land and Food Resources Students Association
· Sri Lankan Students Association
Petitioners: Liam Hedge and Quinn Oakley
Agenda Item 11: Membership Reporting Issues
11.2 Chinese Law Society
ACTION: To write to the Chinese Law Society and tell them to do better for next time, and refer the matter to the next committee.
Petition: To place the Chinese Law Society on probation for 6 months due to the deliberate contravention of the C&S Regulations; that the club draws at least 66% of its membership from the Melbourne Uni student population, and the membership list contain the requisite information for each member (C&S Regulation 6.1.a, 5.6, 5.6.g).
Petitioners: Liam Hedge and Cassie Lutzko
Agenda Item 12: Late Applications for Payment
12.1 Japanese Club
Motion 34: That the grant be rejected
Moved: Chair
CWD
12.2 WISE (C&S error)
Motion 35: That the grant be approved
Moved: Shaun Khoo Seconded: Liam Hedge
CWD
12.3 Student Exchange Society (see correspondence)
Grant & Payment Applications submitted after spending, 2 months after Grants Training was attended.
Motion 36: That the grant be rejected
Moved: Chair
CWD
ACTION: Tell MUSEX that they have the right to attend the next C&S Committee meeting as planned but the committee wont change its decision.
Agenda Item 13: Why Can’t My Club Buy My Union Membership? FAQ
Motion 37: That the FAQ be adopted and sent to clubs.
Moved: Chair
CWD
Agenda Item 14: Income Tax Issues
Deferred
Agenda Item 15: Financial Management Guidelines
Deferred
Agenda Item 16: Other Business
PlanetUni invites the Committee to their Stress Busting event
Agenda Item 17: Next Meeting (Thursday November 4, 10 am Training Room 2)
Agenda Item 18: Close
Meeting closed at: 11:50 AM
Certified by Chair:
Signed: Dated:
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