Minutes of Clubs and Societies Committee Committee meeting held 30/7/2012
University of Melbourne Student Union
Minutes of the Clubs & Societies Committee
Meeting 12/12
CONFIRMED
4:15 PM, 30/07/2012
Location: OB Meeting Space, 1st Floor Union House
Agenda
1. Procedural Matters
1.1. Election of Chair
1.2. Acknowledgement of Indigenous Owners
1.3. Attendance
1.4. Apologies (Patrick Clearwater, Erin Morton)
1.5. Proxies
1.6. Membership
1.7. Adoption of Agenda
2. Confirmation of Previous Minutes
2.1. 21/6/2012
2.2. 17/7/2012
3. Matters Arising from the Minutes
3.1. Income Tax
3.2. Regulations
3.2.1. Recommended to Students Council 21/6
3.2.2. Recommended to Students Council 17/7
3.2.3. Small Clubs / Increase (decrease) Expression of Interest
3.3. Orientation 2013
3.4. Vet Werribee
3.5. Mailboxes
3.6. CPG Financial and Governance Issues (Formal Request for Documents)
3.7. Advice to Students Council regarding payments to clubs
3.8. Malaysians of Melbourne University Grant Appeal
3.9. Website Projects
3.9.1. Grants
3.9.2. Online Club Management
3.10. C&S Cuddle Party
3.11. TEDx Elections
4. Reports
4.1. Officers
4.2. Committee
5. Petition to Discipline
5.1. Vision Generation
6. Correspondence
6.1. MUSEX Grant Rejection Appeal
6.2. Juggling Club Grant Rejection Appeal
6.3. Youth Charity Society Complaint
6.4. ASOC Publicity Concern
6.5. UoM Charity Talent Show Advertising
6.6. COSDU Name Change
7. Grants
7.1. Standard & Semesterly
7.2. Grants For Discussion
8. New Clubs
8.1. Payments for Bank Account Submission (03 60 605 3839) due 27/7/2012
8.1.1.1. Animal Appreciation Society
8.1.1.2. Cantonese Students Association
9. Payment to SmallPrint ($65 from 03 60 605 3161)
10. Meeting Schedule
11. Other Business
11.1. Misc Democrifail
12. Next Meeting (time, date)
13. Close
Meeting opened at: 4:22 PM, by Quinn Oakley
Agenda Item 1: Procedural Matters
1.1 Election of Chair
Motion 1: That Quinn Oakley be elected as Chair
Moved: Tom Walker Seconded: Yitong Wang
CWD
1.2 Acknowledgement of Indigenous Owners
So Acknowledged
1.3 Attendance
C&S Officers: Steph Field, Quinn Oakley
C&S Committee: Tom Walker, Melinda Keys, Yitong Wang, Chris Heath, Cassie Lutzko
C&S Administrator: Fiona Sanders
Other: Marie Kelly
Absent
Nil
1.4 Apologies
Erin Morton, Patrick Clearwater
1.5 Proxies
Nil
1.6 Membership
No Change
1.7 Adoption of Agenda
Motion 2: That the agenda be adopted with the addition of “Misc Democrifail” to Other Business
Moved: Chair
CWD
Agenda Item 2: Confirmation of Previous Minutes
Motion 3: That the previous minutes (21/6/12 and 17/7/12) be accepted en bloc with the corrections to 17/7/12 as follows:
Section 3.10 – Correct spelling of “Lewis” to “Louis”
Motion 58 – List Patrick Clearwater as abstaining, result is still carried
Motion 55 – List Chris Heath as abstaining , result is still carried
Section 3.1 – Change “…Chris Heath admits…” to “… Chris Heath reveals…”
Moved: Tom Walker Seconded: Yitong Wang
CWD
Agenda Item 3: Matters Arising from the Minutes
3.1 Income Tax
No Progress to report
3.2 Regulations
3.2.1 Recommended to Students Council 21/6
Sent to Mark Kettle and Justin for approval and circulation in absence of Saaaaahm calling a Students Council Meeting
3.2.2 Recommended to Students Council 17/7
Sent to Mark Kettle and Justin for approval and circulation in absence of Saaaaahm calling a Students Council Meeting
3.2.3 Small Clubs/Increase (decrease) in Expressions of Interest
There was discussion of what would be available to small clubs regarding funding, rooms ect.
Action: Email the full committee for a better discussion
3.3 Orientation 2013
No action yet
3.4 Vet Werribee
Action: Steph Field to advise the club of the Week 7 constitutional deadline
3.5 Mailboxes
Heard Nothing as yet
Action: Fiona Sanders to investigate a stacker
Cassie Lutzko arrives 4:35 PM
3.6 CPG Financial Governance Issues (Formal Request for Documents)
3.7 Advice to Students Council regarding payments to clubs
No action as Saaaahm has failed to call a Students Council
3.8 Malaysians of Melbourne Uni Grant Appeal
They told us the date was changed due to rain, but correspondence reveals that it was changed in O’Week (a week before the event).
The Committee upholds its previous decision to reject the payment.
3.9 Website Projects
3.9.1 Grants
No Action
3.9.2 Online Club Management
No Action
3.10 C&S Cuddle Party
Suit Up and bring people
ACTION: Put a reminder in the Bulletin
Motion 5: To Approve up to $1200 from the Special Projects budget line to pay for Catering.
Moved: Tom Walker Seconded: Cassie Lutzko
CWD
3.11 TEDx Elections
Fiona Sanders has met with the Club and informed them they cannot carry out unofficial elections for Secretary and that they should elect their General Committee as well
Club Invited to review their own Constitution, particularly the committee structure.
Action: Someone will attend their SGM, Fiona Sanders to advise
Agenda Item 4: Reports
5.1 Officers
Written Report was submitted covering the activities of the Officers over the past three weeks.
Motion 5: To accept the OB Report
Moved: Tom Walker Seconded: Marie Kelly
CWD
5.2 Committee
Yitong Wang translated the Ming Fa Foods contract
Tom Walker did some filing
Agenda Item 5: Petitions to Discipline
Motion 6: To suspend the grants of Vision Generation, due to the failure to open a bank account and provide account details to the C&S department, which is a breach of Regulation 4.4.3 and 6.1.a
Moved: Chair
CWD
Agenda Item 6: Correspondence
6.1 MUSEX Grant Rejection Appeal
Committee holds that the rejection stands
6.2 Juggling Club Grant Rejection Appeal
Motion 7: To recind the previous rejection (Motion 48 from 17/7/2012) and approve the Functions Grant for the Juggling Club.
Moved: Steph Field Seconded: Melinda Keys
CWD
6.3 Youth Charity Society Complaint
Tom Walker or Patrick Clearwater to attend AGM
Action: Advise the anonymous complainant of the University’s Grievance Policy
Patrick Clearwater arrives at 5:23 PM
6.4 ASOC Publicity Concern
Action: Write to ASOC that they should use the correct logo
6.5 UoM Charity Talent Show advertising
Action: Send out 100 words in bulletin
6.6 COSDU Name Change
Motion 8: To approve the name change for “Catholic Overseas Students Down Under” to “Catholics of One Spirit Down Under”
Moved: Patrick Clearwater Seconded: Chris Heath
CWD
Agenda Item 7: Grants
7.1 Standard
Motion 9: To approve all standard and semesterly grants en bloc.
Moved: Tom Walker Seconded: Chris Heath
CWD
7.2 For discussion
Motion 10: To reject all late Promotional Period Grants en bloc. This encompasses the Promotional Grants of the Arts Students Society, Japanese Club, Melbourne School of Land and Environments Club, Korean Students Society, Christian Union, Scandinavian Club and the grants on the 25/7 and 1/8 for the Political Interest Society.
Moved: Chair
CARRIED, Chris Heath Abstains
Motion 11: To approve the joint funding application, off-campus exemption and the grant for Japanese Club and Weekly Watchers of Wonderful Anime
Moved: Patrick Clearwater Seconded: Melinda Keys
CWD
Motion 12: To grant the Off-Campus exemption and approve the Postgrad Environment Network Function Grant.
Moved: Chair
CWD
Motion 13: To approve the Psychology Association grant conditional on the alcohol plan, food plan and grounds booking being supplied before the event date.
Moved: Chair
CWD
Motion 14: To approve the Science Student Society grant conditional on the grounds booking being supplied before the event date.
Moved: Chair
CWD
Motion 15: To approve the Science Student Society conditional on the Certificate of Currency being provided before the application for payment.
Moved: Chair
CWD
Motion 16: To approve the Adventist Students On Campus grant for T-Shirts conditional on a larger readable and acceptable design being submitted before the date of purchase.
Moved: Chair
CWD
The Chinese Debating Group grant was deferred due to no forms having been submitted yet for the camp.
Action: Write to them concerning their AGM
Motion 17: To approve the International Vietnamese Students at the University of Melbourne grant for a camp.
Moved: Chris Heath Seconded: Cassie Lutzko
CWD
Motion 18: To approve the Melbourne International relations Society Functions and Purchases (Events and Hiring) grants and the off-campus exemption, and to approve the grant for a banner conditional on an acceptable design being supplied before the date of purchase.
Moved: Chair
CARRIED, Yitong Wang abstaining
Motion 19: To approve the Next Entrepreneurs grants for flyers and business cards conditional on an acceptable design being provided before the date of printing
Moved: Chair
CWD
Motion 20: To approve Political Interest Society grant for printing conditional on an acceptable design being supplied before the date of printing
Moved: Chair
CARRIED, Chris Heath and Cassie Lutzko abstaining
Motion 21: To approve the Political Interest Society semesterly grant (after 8/8 inclusive) conditional on Certificate of Currency being supplied before the application for payment.
Moved: Chair
CARRIED, Chris Heath abstaining
Motion 22: To approve the Queers in Engineering Science and Technology grant for printing conditional on the correct “affiliated to” logo being used in the design that is supplied before the printing date and to approve the Functions grant conditional the alcohol paperwork scans and grounds booking being supplied before the event date
Moved: Chair
CWD
Motion 23: To approve the Society for Electronic Entertainment grant and off-campus exemption conditional on the certificate of currency being supplied prior to the Application for Payment
Moved: Chair
CWD
Motion 25: To reject the Student Life (Disciplemakers) grant for a Function on 26/7 and to approve their Promotional Grant on 20/7 and their Functions Grant on 27/7 and 28/7
Moved: Tom Walker Seconded: Patrick Clearwater
CWD
Fiona Sanders, Melinda Keys and Tom Walker depart at 5:55 PM
Patrick Clearwater begins taking minutes
Motion 26: To approve the Universe (Campus Ministries) Functions Grant and to approve the Purchases & Hiring (Events) grant conditional on an Off Campus Activities Form being supplied before the event date and on a certificate of currency being provided before the application for payment.
Moved: Chair
CWD
Motion 27: To approve the Youth Charity Society grant conditional on a grounds booking being supplied before the event date.
Moved: Chair
CWD
Motion 28: To approve the Habitat for Humanity grant conditional on printing being supplied before 13/8.
Moved: Chris Heath Seconded: Yitong Wang
CWD
Agenda Item 8: New Clubs
8.1 Payments for Bank Account Submission (03 60 605 3839) due 27/7/2012
8.1.1.1 Animal Appreciation Society
8.1.1.2 Cantonese Student Association
Motion 29: To approve the start-up grants ($100 each) payments to the Animal Appreciation Society and the Cantonese Students Association ‘en bloc’ from budget line 03 60 605 3839.
Moved: Chair
CWD
Agenda Item 9: Payment to SmallPrint ($65 from 03 60 605 3161)
Motion 30: To approve payment of $65 from budget line 03 60 605 3161 to SmallPrint
Moved: Chris Heath Seconded: Cassie Lutzko
CWD
Agenda Item 10: Meeting
OB’s to add Patrick’s availability and Yitong’s amendments and circulate
Agenda Item 11: Other Business
11.1 Democrifail
The Thai Club has had some democracy failure. They have organised an AGM.
No Action
Agenda Item 12: Next Meeting TBC
Agenda Item 13: Close
Quinn Oakley declares the meeting closed at 6:10PM
Certified by Chair:
Signed: Dated:
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