Minutes of Clubs and Societies Committee Committee meeting held 17th February 2011
University of Melbourne Student Union
Minutes of the Clubs & Societies Committee
Meeting 2/11
CONFIRMED
11 AM at, 17 2 2011
Location: Resource Room, Union House
Agenda
1. Procedural Matters
1.1. Election of Chair
1.2. Acknowledgement of Indigenous Owners
1.3. Attendance
1.4. Apologies (Brooke Sullivan, Quinn Oakley)
1.5. Proxies
1.6. Membership
1.7. Adoption of Agenda
2. Confirmation of Previous Minutes (31.1.2011)
3. Matters Arising from the Minutes
3.1. Regulations recommended to Students’ Council
3.1.1. 26.11.2010
3.1.2. 31.1.2011
3.2. Policy to Adopt
3.2.1. Publications Stand
3.2.2. Storage Area
3.3. Room Booking competition in Union House
3.3.1. Guide revision (‘once-a-week’ error?)
3.4. C&S Compulsory Training: revision of deadlines & advice to non-compliant Clubs
3.5. Income Tax Compliance
3.6. Audits
3.6.1. Indian Club
3.6.2. CastOn Charity Group
3.7. Alcohol Review & Liquor Licensing Compliance
3.8. Membership Prices not submitted
3.9. Union publications for International Students
4. Office Bearers’ Report & Action List
5. Correspondence
5.1. German Club Orientation Grants
5.2. Response to Socialist Alternative
5.3. Response to Jocelyn Law
5.4. Megha Mizerni regarding lockers and wall system
6. Grants
6.1. Standard
6.2. Grants For Discussion (incomplete Orientation Grants)
6.3. Grants for Discussion (Other)
6.4. Grants (Welcome Back Week)
7. Orientation
7.1. Quote (Theatre Groups charge)
7.2. Wilson Hall
7.3. Committee Tasks and Availability
7.4. Union Publications on Club Stalls
8. Proposed Spending
8.1. Stationery $370 (03 60 605 3356)
8.2. SFH Resources $30 (03 60 605 3161)
8.3. BBQ Pack Restock $80 (03 60 605 3839)
8.4. Orientation Incidentals $150 (03 60 605 3163)
8.5. Wall System $500 (03 60 605 3839)
8.6. Lockers & Combination Locks $650 (03 60 605 3839)
9. Office Bearer Still a Club Executive Member (C&S Reg 2.5)
10. Revision of Advertising FAQ
11. Other Business
12. Next Meeting (time, date)
13. Close
Meeting opened at: 11:05 PM, by Cassandra Lutzko
Agenda Item 1; Procedural Matters
1.1 Election of Chair
Motion 1: That Cassandra Lutzko be elected as chair
Moved: CASSANDRA LUTZKO Seconded: STEPH FIELD
CWD
1.2 Acknowledgement of Indigenous Owners
So acknowledged
1.3 Attendance
Committee: SARAH LLOYD, GABE BERNASOCHI, PATRICK CLEARWATER, DAPHNE NI JIANG
Office Bearers: CASSANDRA LUTZKO, STEPH FIELD
Admin: Fiona Sanders
Absent: Brooke Sullivan, Quinn Oakley, Tim Hall
1.4 Apologies
Brooke Sullivan, Quinn Oakley, Tim Hall
1.5 Proxies
Brooke Sullivan to GABE BERNASOCHI
1.6 Membership
No change
1.7 Adoption of Agenda
Motion 2: Add Grant List 2 as item 6.4 and thus adopt the amended agenda.
Moved: Chair
CWD
Agenda Item 2: Confirmation of Previous Minutes
Typo pointed out in item 16.
Motion 3: To adopt previous minutes with the amendment.
Moved: Chair
CWD
Agenda Item 3: Matters Arising from the Minutes
3.1 Regulations recommended to Students’ Council
3.1.1 26.11.2010
3.1.2 31.1.2011
Students’ Council was inquorate. At the next quorate meeting all regulation amendments will be able to be voted on.
3.2. Policy to Adopt
3.2.1. Publications Stand
Motion 4: To adopt the publications stand policy.
Moved: Chair
CWD
3.2.2. Storage Area
Motion 5: To adopt the storage area policy.
Moved: SARAH LLOYD Seconded: PATRICK CLEARWATER
CWD
3.3. Room Booking competition in Union House
3.3.1. Guide revision (‘once-a-week’ error?)
Once a week is not correct. New Room Booking Guide is being distributed with Exec cards.
3.4 C&S Compulsory Training: revision of deadlines & advice to non-compliant Clubs
Fiona has advised Clubs, they are now registering. Will be able to report further in March of non-compliant clubs.
3.5. Income Tax Compliance
Not actioned.
3.6. Audits
3.6.1. Indian Club
Is now resolved. Was caused by an invoicing error.
3.6.2. CastOn Charity Group
Vice-President has responded but was not very helpful. Steph will email Treasurer.
3.7. Alcohol Review & Liquor Licensing Compliance
New university policy has been posted on property and campus services website but C&S has not been advised.
Licensing: Membership fees are considered an indirect sale of alcohol. Ideas discussed to mitigate the need for licenses:
- Fees can be used to buy something other than membership
- Do a non-alcohol purchases vs. membership income declaration
- Not possible to do a UMSU or C&S license.
- Do not limit alcohol to members; not a benefit of membership
- Clubs are advised to take responsibility
Action: Write to Clubs and advise that they should either get liquor licenses or alcohol must not be restricted to members but they are not obliged to widely advertise that fact. Also advise that according to university policy they must also provide food to people being provided with alcohol.
3.8. Membership Prices not submitted
Poker Club: is fixed.
Finance: not yet submitted.
Motion 6: C&S Committee demands a copy of the meeting minutes where the membership price was set for 2011 by the end of week one.
Moved: PATRICK CLEARWATER Seconded: SARAH LLOYD
CWD
Action: “Have not advised C&S” on list.
3.9. Union publications for International Students
No publications planned. Will be reviewed after mid-year changes to services & amenities fee laws are know, and impact on membership is understood.
Noted. No further action.
Agenda Item 4: Office Bearers’ Reports
Orientation: Well under control.
AGMs: Completed and filed up-to-date.
Regulation Progress: Students’ Council was inquorate.
Executive Packs: Made up packs: exec cards, room booking info, and other fun things. Distribution facilitated.
Publication Stand: Obtained. Drafted a publications stand policy.
Wall Display and Forms
Investigated wall display system for forms. Restocked forms in preparation for Welcome Back Grants.
Committee Timetables and Meeting Schedule: Collated timetables and determined possible meeting times.
Audits: Sri Lankan and Indian clubs have collected their stuff. Cast On Charity Group is yet complete their audit.
Motion 7: To accept the report
Moved: SARAH LLOYD Seconded: GABE BERNASOCHI
CWD
Agenda Item 5: Correspondence
5.1. German Club Orientation Grants
Committee wanted to give the benefit of the doubt. They noted that the Club had a good track record with submitting forms and that it was the first time this kind of issue occurred with this Club. Thus they have decided to give the Club 75% of their total possible grant allocation.
5.2. Response to Socialist Alternative
Motion 8: To endorse the response to Socialist Alternative and to send it to them.
Moved: SARAH LLOYD Seconded: GABE BERNASOCHI
CWD
5.3. Response to Jocelyn Law
Noted, no further action.
5.4. Megha Mizerni regarding lockers and wall system
Noted.
Agenda Item 6: Grants
6.1 Standard
Motion 9: To approve standard grants en bloc.
Moved: Chair
CWD
6.2 Grants For Discussion (incomplete Orientation Grants)
Motion 10: To conditionally approve the grants provided that the clubs complete the outstanding grant application information by 4:30pm Monday February 21st or the portion of the grant that pertains to the missing information will be denied.
Moved: Chair
CWD
6.3. Grants for Discussion (Other)
Motion 11: To grant Performing Arts Student Society an off-campus exemption and approve their grant application.
Moved: Chair
CWD
Motion 12: To grant Food Interest Group an off-campus exemption and approve their grant application.
Moved: Chair
CWD
Motion 13: To approve the German Club Orientation grant, to be funded 75% of their eligibility.
Moved: Chair
CWD
Student Exchange Society: Avoided Orientation advertising and applied for a functions rather than a Clubs and Societies promotional grant.
Motion 14: To fund Student Exchange Society 50% of eligibility.
Moved: SARAH LLOYD
WITHDRAWN
Motion 15: To fund 100% of entitlement conditional on providing a certificate of currency and to grant an off-campus exemption
Moved: PATRICK CLEARWATER Second: SARAH LLOYD
CARRIED with 4 for and 1 against.
Action: To write to them and tell them that supporting the department through promotion of events (such as Orientation and Welcome Back) in official media is an obligation of affiliated Clubs. If doing non-standard grants they must correspond in writing in a timely fashion.
6.4 Grants (Welcome Back Week)
Motion 16: To have standard and semesterly conditionally approved en bloc conditional on confirmation of grounds booking approval.
Moved: Chair
CWD
Motion 17: For the Mega BBQ to be approved for joint funding with the addition of Chemical Engineering Society and for the grants to be approved.
Moved: STEPH FIELD Seconded: SARAH LLOYD
CWD
Motion 18: To conditionally approve the grant applications of 1701 Star Trek Club, Christian Union and Korean Christian Group on submission of venue details by the deadline of Monday 21st of February at 4:30.
Moved: Chair
CWD
Motion 19: To conditionally approve the grant applications of the Actuarial Students Society, the ALP Club, the Arts Students Society, Baha’i Society, Chinese Music Group, Chinese Debating Group, German Club, Food Interest Group, Italian Social Club and International Engineering Students Society on submission of information requested by C&S by the deadline of Monday 21st of February at 4:30.
Moved: STEPH FIELD Seconded: SARAH LLOYD
CWD
ALP Club: To advise regarding their function on the 8th of March.
Motion 20: To conditionally approve the grant applications of the Korean Student Society and Political Interest Society on submission of a Certificate Of Currency prior to their event.
Moved: STEPH FIELD Seconded: SARAH LLOYD
CWD
Agenda Item 7: Orientation
7.1 Quote (Theatre Groups charge)
Committee saw new quote and found it acceptable. Theatre groups will be charged $85 for two days or $45 for one.
7.2 Wilson Hall
Is no longer a construction zone.
7.3 Committee Tasks and Availability
Roster was circulated.
7.4 Union Publications on Club Stalls
Motion 21: To require Clubs to prominently display union membership collateral on their tables at the expo.
Moved: SARAH LLOYD Seconded: GABE BERNASOCHI
CWD
Agenda Item 8: Proposed Spending
8.1. Stationery $370 (03 60 605 3356)
Motion 22: To approve the spending of $370 on stationery.
Moved: Chair
CWD
8.2. SFH Resources $30 (03 60 605 3161)
Motion 23: To approve the spending of $30 on SFH Resources.
Moved: Chair
CWD
8.3. BBQ Pack Restock $80 (03 60 605 3839)
Motion 24: To approve the spending of $80 on BBQ Pack Restock.
Moved: Chair
CWD
8.4 Orientation Incidentals $150 (03 60 605 3163)
Motion 25: To approve the spending of $150 on Orientation Incidentals.
Moved: Chair
CWD
8.5. Wall System $500 (03 60 605 3839)
Motion 26: To approve the spending of $500 on the Wall System.
Moved: Chair
CWD
8.6. Lockers & Combination Locks $650 (03 60 605 3839)
Motion 27: To obtain the free lockers from the Training Room and approve spending up to $400 on combination locks and take it from the Special Project fund.
Moved: Chair
CWD
Agenda Item 9: Office Bearer Still a Club Executive Member (C&S Reg 2.5)
Steph spoke about her submission to the committee, including the difficulties of resigning from her committee positions. Committee felt that it was unfair for a Club to lose an executive, but that it had to be kept on a case-by-case basis with a committee decision required.
Motion 28: To exempt Steph from resigning under the terms of regulation 2.5 from the positions of Treasurer of Science Students Society and President of Club of Kites.
Moved: SARAH LLOYD Second: PATRICK CLEARWATER
CWD
Agenda Item 10: Revision of Advertising FAQ
Deferred until it’s ready to present.
Agenda Item 11: Meeting Schedule
Motion 29: To adopt the meeting schedule as presented: 3.15pm Friday 11th March 2011 (Week 2); 25th March 2011 (Week 4); 1st April 2011 (Week 5) – new Clubs; 15th April 2011 (Week 7); 6th May 2011 (Week 9); 20th May 2011 (Week 11) and 12.00pm Thursday 2nd June 2011 (SWOT Vac)
Moved: SARAH LLOYD Second: PATRICK CLEARWATER
CWD
Agenda Item 12: Other Business
None
Agenda Item 13: Next Meeting
Next meeting on: 3.15pm Friday 11th March 2011 (Week 2)
Agenda Item 14: Close
Meeting Closed at: 1:25 PM
Certified by Chair:
Signed: Dated:
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