Minutes 2012-16 13-09-12

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Minutes of Clubs and Societies Committee Committee meeting held 13/09/2012

University of Melbourne Student Union

Minutes of the Clubs & Societies Committee

Meeting 16/12

CONFIRMED

11 AM, 13/09/2012

Location: OB Meeting Space, 1st Floor Union House

Agenda1. Procedural Matters

1.1. Election of Chair

1.2. Acknowledgement of Indigenous Owners

1.3. Attendance

1.4. Apologies (Yitong Wang, Melinda Keys)

1.5. Proxies

1.6. Membership

1.7. Adoption of Agenda

2. Confirmation of Previous Minutes

2.1. 23/8/2012

2.2. 27/8/2012

3. Matters Arising from the Minutes

3.1. Income Tax3.2. 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. Online Projects

3.5.1. Grants

3.5.2. Online Club Management

3.6. MoMU & Oxfam Democrifail

4. Reports

4.1. Officers

4.2. Committee

5. Correspondence

5.1. Socialist Alternative Bank Account

5.2. Animal Protection Society Name

5.3. Unsolicited Email alert

6. Petition to Discipline

6.1. Socialist Alternative

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7. Grants

7.1. Standard

7.2. Grants For Discussion

7.3. Grants Estimate

8. New Club Progress

8.1. Campus Refugee Rights NAME?

8.2. 180 Degrees Consulting

8.2.1. Insurance

8.2.2. Portal notices

8.3. Constitutions and IGM Training

8.3.1. BAMBII

8.3.2. Chinese Dance Association

8.3.3. Vet Werribee

8.3.4. Classics & Archaeology Students Society

8.3.5. Almost Professional Printmakers League

9. Reaffiliation

9.1. AGM Training Not Attended

9.2. AGM Not Called

9.3. Information Technology Society Wind-Up

9.4. AGM Extensions

10.Event Food Handling

11.Disorientation Week

12.Payments

12.1. BBQ subsidies

12.2. Training Certificates

13.SEE Application for Payment

13.A Other Business

14. Next Meeting (Monday October 1st, 4.15 pm)

15.Close

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Meeting opened at: 11:08 AM, by Quinn Oakley

Agenda Item 1: Procedural Matters

1.1Election of Chair

Motion 1: That Patrick Clearwater be elected as ChairMoved: Patrick Clearwater Seconded: Quinn OakleyCWD

1.2Acknowledgement of Indigenous OwnersSo Acknowledged

1.3 AttendanceC&S Officers: Quinn OakleyC&S Committee: Chris Heath, Melinda Keys, Tom Walker, Patrick Clearwater, ErinMorton, Cassie LutzkoC&S Administrator: Fiona Sanders

Socialist Alternative Representatives: Jade Eckhaus, Phoebe Kelloway, Steph PriceAbsent

Yitong Wang

1.4ApologiesYitong Wang

1.5ProxiesNil

1.6MembershipNo Change

1.7Adoption of Agenda

Motion 2: That the agenda be adopted with the addition of Item 13.AOther Business, the addition of Item 9.4 AGM Extensions, the moving ofItem 6.1 to above Item 2 and the moving of Item 5.1 to after Item 6.1.Moved: ChairCWD

Agenda Item 6: Petitions to Discipline6.1 Socialist Alternative

Phoebe Kelloway tabled email correspondence

Procedural Motion: To move the meeting in camera with the exception of

Fiona.Moved: Chris HeathCWD

Cassie Lutzko arrived at 11:20AM

Motion 3: To defer the petition to discipline Socialist Alternative to thenext meeting (October 1st).Moved: Chris Heath Seconded: Quinn OakleyCWD

Procedural Motion: To move the meeting out of camera

Moved: Quinn OakleyCWD

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Patrick Clearwater explained what will happen in this meetingChris Heath makes a statement the outline of which is:

The petition has been deferred

The details of the meeting at which the petition will be discussed willbe forwarded to the club

Minutes are the responsibility of the secretary of UMSU There will be no discussion of the constitution as we are awaiting

legal advice

In regards to the allegations of misconduct and prejudice Chrisreaffirms that the same actions would have been taken with anyother club

States that they are welcome to discuss the petition today eventhough it is not being considered

The tabled email will be replied to in writing and not discussed at thismeeting

Reminded all present that the OB Space is designated as a SafeSpace in Union House

Motion 4: That the petition to disaffiliate the Socialist Alternative Clubnot be considered or voted on at this meeting of the C&S Committee.Moved: Phoebe Kelloway Seconded: Jade Eckhaus

Procedural Motion: That discussion of this and the subsequent motionbe moved into a formal debateMoved: ChairCWDPhoebe Kelloway: Concerned about the notice given to Socialist Alternativeregarding this petition and not receiving the complaints soon enough to considerthem. Does not believe that the C&S Committee has the authority to disaffiliateclubsChris Heath: States that there is no need to vote on this motion as thepetitionhas already been deferred. Reminds those present that the UMSU Constitution,and hence the C&S Committees power to affiliate/disaffiliate clubs, is not to bediscussed at this meetingJade Eckhaus: Mentions the lack of due process that has been applied toSocialist Alternative. Mentions that they only received the allegations in questionyesterday. Asks if the date of the next meeting has been set.Chair:The motion is not affirmative in nature hence is not in order.MOTION LAPSES

Motion 5: The C&S Committee acknowledges and reiterates itscommitment to complying with regulation 1(d) which requires the C&S

Administrator and the C&S Committee to treat all clubs and clubmembers equitably without regard to political, religious or ideologicalconviction.Moved: Phoebe Kelloway Seconded: Jade Eckhaus

Quinn Oakley:The notice given to Socialist Alternative is consistent with theoperating practices of clubs the C&S Office.Jade Eckhaus: Mentions that the spurious allegations raised recorded in the C&SCommittee minutes have not been raised before, there has been no opportunityfor dispute resolution.Erin Morton:The looser interpretation of notice requirements is reciprocal andbeneficial to clubs.Steph Price:The length of time given to provide documents is problematic and

unfair. Claims that the club has not been dealt with in a fair way.Tom Walker: States that we adhere to the Regulations and Constitution, thepetition has been deferred in order to make this a non-issue.

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Phoebe Kelloway: Concerned about not receiving other materials andaccusations.Chris Heath: Reminds those present that the tabled document is not going to bediscussed. States that we do not respond or take action on off-hand or anecdotalaccusations and the petition being considered is not related to such anaccusation. People often make unofficial complaints about various clubs but the

clubs concerned are not informed of these unless action is being taken as it wouldbe a waste of time.Jade Eckhaus: Wants the right to address her accusers, states that the C&SCommittee is generally negligent, late and last minute.Quinn Oakley: Referring to Erins comment, states that the operating procedurewith regards to notice is not an official Policy.Steph Price: Asks if new evidence will be considered at the next meetingProcedural Motion: That the Motion be putMoved: Tom WalkerMOTION WITHDRAWNFiona Sanders: States that most disciplinary matters do not need suchadditional information and the club concerned is already aware of why they arebeing disciplined. This caused oversight not to send the complaints with the

notice of the petition. States that good faith dealings instead of legal threatswould have elicited a quicker response. Also states that Regulation 1(d) is alsobinding on clubs.Chris Heath: States that Fiona seeking more information regarding the securitycomplaints was reasonable and did not constitute unfair treatment. Takesexception to accusation that the C&S Office has been conducting a campaignagain Socialist Alternative by doing so.Steph Price: Stated that Fionas emails seemed to transpose evidence on toSocialist Alternative. Stated that legal action only a course of action.Motion 6: To amend Motion 5 to include and affiliated clubs after the C&S CommitteeMoved: Chris Heath

Amendment not amenable to the mover of the original motion.Seconded: Tom WalkerSteph Field arrived 12:05 PM

Jade Eckhaus: The motion is intended to speak to the C&S Committee, not aboutthe conduct of clubs.Chris Heath: States the since the petition being considered is concerning actionby a club around Union House the amendment is necessary.Phoebe Kelloway: States that it distorts the original motion.As the speaking list was exhausted the Chair called for a vote on theamendment.Motion 6: CWDMotion 5 (amended): The C&S Committee acknowledges and reiterates

its commitment to complying with regulation 1(d) which requires theC&S Administrator and the C&S Committee and affiliated clubs to treatall clubs and club members equitably without regard to political,religious or ideological conviction.Moved: ChairCWD

Steph Price leaves 12:05 PM

Agenda Item 5: Correspondence5.1 Socialist Alternative Bank Account

Procedural Motion: To move the meeting out of formal debate

Moved: ChairCWD

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Erin Morton leaves 12:10 PM

Fiona explained what she knew of the situation.Jade states that there was genuine account keeping errors and that it

appears the bank allowed other signatories from RMIT SA and RUSU without theprovision of appropriate documentation.

Phoebe requests the correspondence concerning this matter.Quinn asks what problems will be caused by this and possible solutionsOption 1: CBA gives the account to UoM SA and RMIT SA set up a new oneOption 2: Both clubs set up new accounts

Patrick Clearwater, Jade Eckhaus and Phoebe Kelloway leave 12:15 PM

Chair Vacant

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Motion 7: That Quinn Oakley be elected as Chair by power of RPS.Moved: Steph Field Seconded: Quinn OakleyCWD

Agenda Item 2: Confirmation of Previous Minutes (23/08/2012)

Motion 8: To confirm the previous minutes from the 23/08/2012 and27/08/2012 en blocMoved: ChairCWD

Procedural Motion: That proceedings be moved to Item 7Moved: ChairCWD

Agenda Item 7: Grants7.1 Standard and Semesterly

Motion 9: To approve all standard and semesterly grants en bloc

Moved: Tom Walker Seconded: Chris HeathCWD

7.2 Grants for discussion (see the attached grants list for information on thisitem)

Motion 10: To approve grant #1 conditional on an acceptable designbeing provided before the date of printingMoved: ChairCWD

Motion 11: To approve grant #2 conditional on an acceptable designbeing provided before the date of printing

Moved: ChairCWD

Motion 12: To approve grant #3 conditional on alcohol forms beingprovided before the event dateMoved: ChairCWD

Motion 13: To approve the grant #4 and off-campus exemptionconditional on a valid certificate of currency being provided before theapplication for paymentMoved: Chair

CWD

Motion 14: To approve grant #5 conditional on the grounds booking andfood plan being supplied before the event dateMoved: ChairCWD

Motion 15: To approve the off-campus exemption and grant #6Moved: ChairCWD

Motion 16: To approve the off-campus exemption and grant #7

Moved: ChairCWD

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Motion 29: To reject grant #21Moved: ChairCWD

Motion 30: To reject grant #22Moved: ChairCWD

Motion 31: To approve grant #23 conditional on a valid certificate ofcurrency being supplied before the application for paymentMoved: ChairCWD

Motion 32: To approve grant #24 conditional first aid certificate beingsuppliedMoved: ChairCWD

Motion 33: To approve grant #25 conditional on the food plan beingsupplied before the date of the eventMoved: ChairCWD

Agenda Item 3: Matters Arising from the Minutes

3.1 Income TaxFiona has written to Scott the accountant, action is pending

3.2 Regulations

3.2.1 Recommended to Students Council 21/6Passed3.2.2 Recommended to Students Council 17/7Passed

Action: Propose correction amendment to 6.1 & 1.e (internal referencing)

3.3 Orientation 2013Meeting with Training and Orientation people after this meeting

3.4 MailboxesLocations are still being looked for, but MUSUL has agreed to pay for them

as CapEx

3.5 Online ProjectsAwaiting quotes on Monday. UMSU are currently looking into an UMSU

Phone App, Clubs could be integratedRecommend that Whole of Union pay for it this year.

3.6 MoMU and Oxfam DemocrifailAction: Include a list of banned words in the democracy guide such as

ApplyAction: Advise clubs that greater stricture will be applied starting next year

Procedural Motion: To move proceedings to Item 13.AMoved: Tom WalkerCWD

Agenda Item 13.A Other Business13.A.1 Food Handling

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City of Melbourne are becoming concerned with Union run events, not surehow this will affect club events. UMSU is seeking regulatory advice.13.A.2 UMSU ReviewThe consultants are available to be contacted regarding the UMSU

restructure.Action: Quinn Oakley to circulate the consultants details to the Committee

Agenda Item 4: Reports

4.1OfficersWritten report tabled, concerns Disorientation Week, AGM processing,

Websiting events, Compilation of the grants list etc.

Motion 34: To accept the OB ReportMoved: Chris Heath Seconded: Melinda KeysCWD

4.2 CommitteeMelinda Keys Did filling, found some mailbox alternativesChris Heath regarding Labor Club AGM UncontestedTom Walker, Patrick Clearwater and Chris Heath have assisted with the SAresponsePatrick Clearwater has assisted with 180 DC and TMG issues

Agenda Item 5: Correspondence

5.2 Animal Protection Society NameAction: Office to mediate a discussion if the clubs wish

5.3 Unsolicited email alertAction: Warn clubs next bulletin, Tom Walker to draft

Agenda Item 7: Grants

7.3 Grants EstimateMotion 35: To -Double the overall grant cap per club to $5700

-Increase the percentage funding of Purchases (Assets) to90%

-Increase the percentage funding of Purchases (Other) to75%

-To set all Purchases and Functions per-grant grant caps at$650

And to apply these new categories to all applications forpayment received since the start of semester 2Moved: Steph Field Seconded: Tom WalkerCWD

Motion 36: To designate DisOrientation Week (Teaching Week 9) as aC&S Promo Week with advertising deadline (advertising to be on thewebsite) as 21/9 and to increase the per-club C&S Promo grant cap to$1050Moved: Steph Field Seconded: Tom WalkerCWD

Agenda Item 8: New Club Progress8.1 Campus Refugee Rights NAME?They went with Club

8.2 180 Degrees Consulting

8.2.1 InsuranceStill waiting to hear from the insurer

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8.3 Constitutions and IGM Training8.3.1 BAMBIINo Constitution, not affiliating

8.3.2 Chinese Dance AssociationNo constitution, not affiliating

8.3.3 Vet WerribeeThey decided not to pursue affiliation

8.3.4 Classics & Archaeology Students AssociationDid not attend IGM Training, not affiliating

8.3.5 Almost Professional Printmakers LeagueDid not attend IGM Training, correspondence receivedAction: Waive IGM Training requirement, C&S Representative to

chair the IGM

Agenda Item 9: Reaffiliation

9.1 AGM Training not attendedPetition 1: To disaffiliate the following clubs due to a failure to hold anAnnual General Meeting in 2012. The grounds are Regulations 6.1.a(failure to fulfil obligations of the Regulations, which is Regulation 5.2Annual General Meeting)

-African Drumming Club-Chemistry Students Society-German Club-Performing Arts Students Society-Resistance-Share Traders Association

Petitioners: Melinda Keys, Tom Walker, Cassie Lutzko, Chris Heath

Action: Defer action on the Progressive Students Association as they haverequested to be wound up

9.2 AGM Not CalledPetition 2: To disaffiliate the following clubs due to a failure to hold anAnnual General Meeting in 2012. The grounds are Regulations 6.1.a(failure to fulfil obligations of the Regulations, which is Regulation 5.2Annual General Meeting)

-Chinese Publishers Group-Fresh Life First-Multicultural Media and Communication group-Oaktree Club

-Scribble Creative Writing ClubPetitioners: Melinda Keys, Tom Walker, Cassie Lutzko, Chris Heath

Steph Field leaves 1:56PM

9.3 Information Technology Society wind up

Motion 36: To wind up the Information Technology Society in accordancewith their wishes and with regulation 6.5 and transfer the assets thesociety directly to the Melbourne University Computer StudentsAssociationMoved: ChairCWD

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9.4 AGM Extensions

Motion 37: To grant the Korean Christian Group, the Society for CreativeAnachronism and Lets Talk an extension for their AGMs until the end ofTeaching Week 10, and to empower the C&S Administrator to grantidentical extensions to other clubs without quorate AGMs upon request.Moved: Cassie Lutzko Seconded: Chris Heath

CWD

Agenda Item 10: Event Food HandlingAs explained it will be investigated

Agenda Item 11: DisOrientation WeekWeek being organised by Quinn, Goldie, Evie, Mark and QwebbClubs Trivia Night, clubs entering teams, big clubs to advertiseBulletin used to promote to clubsThursday BBQ

Motion 38: To authorise $5000 from the special projects line for theClubs Trivia Night and up to $2500 from the same line for the joint club

BBQ (03 60 605 3839)Moved: ChairCWD

Agenda Item 12: Payments12.1 BBQ Subsidies

Motion 39: To pay Entertainment $850 for BBQ hire subsidies from theSpecial Projects budget line (03 60 605 3839)Moved: ChairCWD

12.2 Training Certificates

Motion 40: To pay South West Training Services $680 from the Trainingbudget line (03 60 605 3161)Moved: ChairCWD

Patrick Clearwater arrives 2:15 PM

Agenda Item 13: SEE Application for payment

Motion 41: To pay the 24/7 payment application as a C&S promo grant,reject the 31/7 payment application and reject the late receipt.Moved: ChairCWD

Agenda Item 14: Next Meeting Monday 1st October, 4:15 PM

Agenda Item 15: Close

Quinn Oakley declares the meeting closed at 2:16 PM

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Documents

Minutes 2012-16 13-09-12