Minutes of Clubs and Societies Committee

Committee meeting held 27/8/2012

University of Melbourne Student Union Minutes of the Clubs & Societies Committee Meeting 15/12 CONFIRMED 4:15 PM, 27/08/2012 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 (Erin Morton, Yitong Wang, Patrick Clearwater) 1.5. Proxies 1.6. Membership 1.7. Adoption of Agenda 2. Confirmation of Previous Minutes (23/8/2012) 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 3.3. Orientation 2013 3.4. Mailboxes 3.5. CPG AGM 3.6. Online Projects 3.6.1. Grants 3.6.2. Online Club Management 4. Reports 4.1. Officers 4.2. Committee 5. Correspondence 5.1. Starlight Foundation 5.2. Festival of Ideas 5.3. Complaints about Socialist Alternative behaviour 5.4. Animal Societies Names (again!) 5.5. Chinese Music Group AGM Extension 6. New Club Applications

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Minutes of Clubs and Societies Committee 6.1. Campus Refugee Rights Campaign 6.2. Running Man Melbourne 6.3. 180 Degrees Consulting 6.3.1. Correspondence Received 7. Grants 7.1. Standard 7.2. Grants For Discussion

Committee meeting held 27/8/2012

7.2.1. China Rural Education Initiative (Late Application) 8. Payments 8.1. MYO ($1500 to Entertainment from 03 60 605 3163) 8.2. BBQs ($800 to Entertainment from 03 60 605 3839) 9. Problem Application for Payment 9.1. Infinite Images Attendance List 10.Department Logo 11.Can we do Theatre Clubs Better? 12.Other Business 13.Next Meeting (Thursday September 13, 11am) 14.Close

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Minutes of Clubs and Societies Committee

Committee meeting held 27/8/2012

Meeting opened at: 4:20 PM, by Tom Walker Agenda Item 1: Procedural Matters 1.1Election of Chair Motion 1: That Steph Field be elected as Chair Moved: Tom Walker Seconded: Yitong Wang CWD 1.2Acknowledgement of Indigenous Owners So Acknowledged 1.3 Attendance C&S Officers: Steph Field, Quinn Oakley C&S Committee: Yitong Wang, Chris Heath, Cassie Lutzko, Melinda Keys, Tom Walker C&S Administrator: Fiona Sanders Nick Fabbri and Harrison Fenton from 180 Degree Consulting, Vincent Tran from Running Man Melbourne Absent Erin Morton, Patrick Clearwater 1.4Apologies Erin Morton, Yitong Wang, Patrick Clearwater 1.5Proxies Nil 1.6Membership No Change 1.7Adoption of Agenda Motion 2: That the agenda be adopted with the addition of Item 12.1 BBoys Name Change to Other Business Moved: Chair CWD Agenda Item 2: Confirmation of Previous Minutes Procedural Motion: That proceedings be moved to Item 6.2 Moved: Chair CWD Item 6.2 Running Man Melbourne The insurer says that they are approved. Must stipulate in the constitution they get permissions from the venues before they run events. Motion 3: To grant initial approval to begin the affiliation process to Running Man Melbourne, conditional on appropriate provisions in their constitution to ensure legal and insurable events are held. Moved: Melinda Keys Seconded: Yitong Wang CWD Procedural Motion: That proceedings be moved to Item 6.3 Moved: Chair CWD 6.3 180 Degrees Consulting

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Minutes of Clubs and Societies Committee

Committee meeting held 27/8/2012

6.1 Correspondence Received Insurer says that is most likely fine, will hear confirmation within the next couple of days Procedural Motion: To move the meeting in camera, excluding Fiona. Moved: Chair CWD Motion 4: To grant initial approval to begin the affiliation process to 180 Degrees Consulting conditional on confirmed insurance cover at no extra cost. Moved: Melinda Keys Seconded: Chris Heath CWD them. Nick and Harrison invited back to the meeting, decision explained to Nick Fabbri and Harison Fenton Leave Procedural Motion: That proceedings be moved to Item 2. Moved: Melinda Keys CWD Agenda Item 2: Confirmation of Previous Minutes (23/08/2012) Defered to next meeting Agenda Item 3: Matters Arising from the Minutes 3.1 Income Tax No Action 3.2 Regulations 3.2.1 Recommended to Students Council 21/6 Circulated, awaiting next quorate Students Council meeting 3.2.2 Recommended to Students Council 17/7 Circulated, awaiting next quorate Students Council meeting SC Meeting Wednesday, hopefully quorate. 3.3 Orientation 2013 Ideas: Half the clubs each day in Wilson Hall Not many other options Yitong Wang leaves at 4:45 Pm Uni Square South Lawn with flooring 3.4 Mailboxes Heard nothing as yet 3.5 CPG AGM Many internal problems Leave it to see what happens 3.6 Website Projects Sydney Uni has and online grants and club management system. Maybe just buy theirs. Agenda Item 4: Reports 4.1 Officers

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Minutes of Clubs and Societies Committee

Committee meeting held 27/8/2012

Verbal report – grants list, minutes and misc

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Minutes of Clubs and Societies Committee

Committee meeting held 27/8/2012

Motion 5: To accept the OB Report Moved: Chair CWD 4.2 Committee Cassie Lutzko – Did stuff Chris Heath and Patrick Clearwater to RO the Labor Club AGM Agenda Item 5: Correspondence 5.1 Starlight Foundation No Action 5.2 Festival of Ideas No Action – Not relevant to clubs at the moment 5.3 Complaints about Socialist Alternative behaviour Defer until Patrick Clearwater arrives 5.4 Animal Society Names (again!) Advise the complainant that the committee has received no complaints from the clubs and no new information to change their decision. 5.5 Chinese Music Group AGM extension They were told not to do the same thing again last year Should be plenty of people around during a production to hold an AGM Motion 6: To grant an AGM extension to the Chinese Music Group until the end of week 10 of the academic calendar Moved: Tom Walker Seconded: Melinda Keys CWD Agenda Item 6: New Clubs 6.1 Campus Refugee Rights Campaign Would prefer to have “Club”, “Association” or even “League” as we do not want to associate ourselves with some ephemeral wider social movement Patrick Clearwater arrives at 5:20 PM Motion 7: To grant initial approval to begin the affiliation process to the Campus Refugee Rights Campaign conditional on an acceptable name change to be approved by the C&S Officers Moved: Chair CWD Agenda Item 7: Grants 7.1 Standard Motion 12: To approve all standard grants en bloc. Moved: Melinda Keys Seconded: Quinn Oakley CWD 7.2 For discussion (refer to the attached grants list) Motion 13: To approve grant #1 conditional on the grounds booking and alcohol scans being submitted before the event. Moved: Chair CWD

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Minutes of Clubs and Societies Committee

Committee meeting held 27/8/2012

Motion 14: To accept grant # 2 conditional on a grounds booking being supplied before the date of the event. Moved: Chair CWD Motion 15: To reject grant # 3. Moved: Chair CWD Motion 16: To reject grant # 4. Moved: Chris Heath Seconded: Chair CWD Motion 17: To approve grant # 5 conditional on the location of the event and a confirmed room/grounds booking being provided before the event date Moved: Chris Heath Seconded: Chair CWD Motion 18: To reject grants #6 and #7 :( Moved: Chris Heath Seconded: Quinn Oakley CWD Motion 19: To reject grant #8 Moved: Chair CWD Motion 20: To reject grant #9 Moved: Quinn Oakley CWD Motion 21: To reject grant #10 Moved: Quinn Oakley CWD Action: Tell Fotoholics not to do it again

Seconded: Patrick Clearwater

Seconded: Tom Walker

Motion 22: To approve joint event funding and grant #11. Moved: Chair CWD Action: Fiona to confirm the event with Seven Motion 23: To approve the banner as an asset and the cashbox as a Purchases (Other) grant in grant # 12 Moved: Chair Carried with one abstention Motion 24: To approve grant # 13 conditional on the alcohol forms being handed in before the event Moved: Quinn Oakley Seconded: Chair CWD Motion 25: To reject grant # 14 Moved: Chair CWD

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Minutes of Clubs and Societies Committee

Committee meeting held 27/8/2012

Motion 26: To approve grant # 15 Moved: Chris Heath Seconded: Tom Walker CWD Motion 27: To approve grant # 16 conditional on the printing design being submitted before the invoice date Moved: Chris Heath Seconded: Steph Field CWD Motion 28: To approve the snacks portion of grant # 17 and to reject the printing component Moved: Chair CWD Motion 29: To approve grant # 18 conditional on the certificate of currency being submitted before the date of the application for payment Moved: Chair CWD Motion 30: To reject grant # 19 Moved: Patrick Clearwater Seconded: Chris Heath CWD Motion 31: To approve the joint event funding for grant # 20 Moved: Chair CWD Action: Send the joint event guidelines to the Japanese Club and the Mahjong Club Motion 32: To approve grant # 21 conditional on the logo being the correct size Moved: Chair CWD Motion 33: To approve grant # 22 conditional on the grounds booking being submitted before the date of the event Moved: Chair CWD Motion 34: To approve grant # 23 and grant an off campus approval for this event Moved: Chair CWD Motion 35: To approve grant # 24 conditional on the grounds booking and alcohol scans being provided before the date of the event Moved: Chair CWD Motion 36: To approve grant # 25 Moved: Chair CWD Motion 37: To approve the biscuits from grant # 26 and to reject the promotional materials Moved: Chair CARRIED, Patrick Clearwater Abstains Page 8

Minutes of Clubs and Societies Committee

Committee meeting held 27/8/2012

Motion 38: To reject grant # 27 Moved: Chair CWD Motion 39: To approve grant # 28 conditional on the grounds booking being submitted before the event date Moved: Chair CWD Motion 40: To approve grant # 29 conditional on an acceptable design being provided before the date of printing Moved: Chair CWD Motion 41: To approve grant # 30 conditional on a room booking being made before event Moved: Chair CWD Procedural Motion to Item 5.3 Moved: Tom Walker CWD 5.3 Complaints about Socialist Alternative behaviour Discussed that the club should be rejecting the actions of the individuals if they are actually not related to the club Action: Steve to confirm the name of the group and correct typographical errors in his statement Action: Contact Socialist Alternative Petition 1: To disaffiliate Socialist Alternative under grounds 6.1.n and 6.1.i (in this case Regulation 1.g was invoked and the official ruling of the Clubs & Societies Committee that verbal harassment and intimidatory behaviour based on political belief constitutes the promotion of violence on discriminatory grounds) Petitioners: Patrick Clearwater, Melinda Keys, Tom Walker, Cassie Lutzko, Chris Heath Melinda Keys and Tom Walker depart at 6:10PM Meeting continues under Standing Order 7.5 Agenda Item 8: Payments Motion 42: To approve the Payments to the Entertainment department for MYO ($1500 from budget line 03 60 605 3163) and for BBQ hire subsidies ($800 from budget line 03 60 605 3839) en bloc Moved: Chair CWD Agenda Item 9: Problem Application for Payment 9.1 Infinite Images Attendance List Motion 43: To accept the indemnity forms as a record of attendance list in this case Moved: Patrick Clearwater Seconded: Chris Heath CWD Agenda Item 10: Department Logo

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Minutes of Clubs and Societies Committee

Committee meeting held 27/8/2012

The logo options were discussed, the best choices were decided as the image from concept 4 with the text from concept 3. Agenda Item 11: Can we do Theatre Clubs better? It was discussed that theatre clubs should be more accountable. OBs will provide input during the consultation process. Committee can forward contributions to them. Agenda Item 12: Other Business 12.1 B-Boys name change Motion 44: To approve the name change of the B-Boys to the Breakdance Club. Moved: Chris Heath Seconded: Steph Field CWD 12.2 More Democrifail (raised by Patrick Clearwater) Malaysians of Melbourne University Action: Check the their constitution to see if this is true democrifail Oxfam Club Action: Send an angry email warning the club and appoint an RO to their AGM with nominations taken at the meeting Wording along the lines of “C&S takes the proper application of democracy seriously, the ramifications include disaffiliation ect.” Agenda Item 12: Next Meeting Thursday 13 September, 11 AM Agenda Item 13: Close Steph Field declares the meeting closed at 6:39 PM

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Minutes of Clubs and Societies Committee
Grants for Discussion
Geomatics Society ALP Club Cantonese Students Association 1 Functions 2 Functions 3 Functions 4 Functions China Rural Education Initiative 5 Functions 6 Purchases 7 Functions 8 Functions 9 Functions 10 Purchases 11 Purchases

Committee meeting held 27/8/2012

Christian Union Coffee Appreciation For Enthusiasts Food Interest Group Fotoholics Habitat For Humanity International Commerce Students Society Filipino Students Association Heavy Metal Club

30/8 AGM and BBQ with alcohol No grounds booking submitted 16/8 Dinner No Cert Currency, Off campus exemption applied for 15/8 Dinner No Cert Currency, Off campus exemption applied for, Late Application (15/8) 31/8 Welcome party Need Event Location 18/8 Launch lunch & Hiring (Events) 18/8 Posters for launch lunch Late Application (14/8), Printing Required 21/8 BBQ and Snacks No grounds booking submitted 21/8 Coffee and Drinks No Cert Currency, Off Campus Exemption not applied for 17/8 BBQ No Grounds Booking provided & Hiring (Events) 25/8 Studio Hire No Certificate of Currency & Hiring (Events) Printing and raffle prize money (iPad 3 and Galaxy S3)

12 Purchases (Assets) 13 Functions

Hong Kong Student Association Indian Club

14 Functions 15 Purchases (Other) 16 Purchases (Assets)

Juggling Club Malaysians of Melbourne University Mahjong Club Mahjong Club Japanese Club Melbourne International Relations Society Pakistani Club

17 C&S Promotional Events 18 Functions 19 Purchases (Other) 20 Functions

Joint event application submitted Banner and cash box No Printing submitted, cash box as asset? 28/8 BBQ No grounds booking submitted 29/8, 30/8 Food for Food Of Nations Money-making event Booklets, snacks, stationery, lanyards Stationery items only approved 10/8, booklet submitted Media Wall No compliant Design Submitted Open day supplies and printing No compliant Design Submitted 31/8 Dinner at RMIT Off Campus Exemption applied for Lollies and Flyers Printing Required 22/8, 24/8 Joint mahjong event Joint event application not submitted Website Hosting UMSU Logo needs to be resized 28/8 BBQ Lunch 28/8 BBQ Hire No grounds booking submitted 12/9 Pizza and drinks for pool night 12/9 Table hire and prize for pool night Off Campus Exemption applied for, Cert Currency Provided 23/8, 30/8, 6/9, 13/9, 4/10, 11/10, 18/10, 25/10 Court Hire Confirmed acceptable with Insurer Banner No design submitted Promotional Material No design submitted 20/8 Networking Session Late grant application (17/8) 10/9 AV for Speaker event No booking confirmed, no Certificates of Currency from AV provider Posters for event No design submitted 1/9 Socialising Event No Certificate of Currency for "Zen Harmony Apartments" No Off-Campus Exemption Applied for

21 Purchases (Other) 22 Functions 23 Purchases & Hiring (Events) 24 Functions 25 Purchases & Hiring (Events) 26 Purchases & Hiring (Events) 27 Purchases (Assets) 28 Purchases & Hiring (Events)

Pool Club

Russian Society Secular Society

Singapore Students Society TEDx

29 Functions 30 Purchases & Hiring (Events) 31 Purchases (Other)

Youth Charity Society

32 Functions

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