University of Melbourne Student Union. Minutes of the C&S Committee. Meeting 19/2014 CONFIRMED. 2 PM Tuesday 7 October 2014
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1 University of Melbourne Student Union Minutes of the C&S Committee Meeting 19/2014 CONFIRMED 2 PM Tuesday 7 October 2014 Location: Clubs & Societies Office, Union House Agenda 1. Procedural Matters 1.1. Election of Chair 1.2. Acknowledgement of Indigenous Owners 1.3. Attendance 1.4. Apologies (Alice Ferguson, Dorothy Teng) 1.5. Proxies (Alice to Melinda) 1.6. Membership 1.7. Adoption of Agenda 2. Confirmation of Previous Minutes /8/ /8/ am /9/2014 (not available) /9/2014 (not available) 3. Matters Arising from the Minutes 3.1. Classics & Biomed constitutions 3.2. Keys/Lockers 4. Reports 4.1. Officers 4.2. Committee 4.3. SAG 5. Correspondence 5.1. PIRATES Name/Aim Change 6. Grants 6.1. Standard 6.2. Grants For Discussion Debating Society Mechatronics Society 7. AGMs not convened 8. New Clubs progress (IGMs) 8.1. Swappers Society 8.2. Theatre Appreciation Group Page 1
2 9. AGMs 9.1. Papers not submitted Late No AGM Inquorate Winding up 10. Clubs Council 11. Activities: after Semester ends? 12. Problem Application for Payment COSDU Grounds Booking 13/ planetuni Participant Info Forms 13. Postgraduate Physics Student Society Bank Account Details submitted 14. Other Business 15. Next Meeting (Thursday October 23, 9 am) 16. Close Meeting opened at: 2:05 PM, by Rachel Withers 1. Procedural Matters 1.1. Election of Chair Motion 1: To elect Rachel Withers as Chair. Moved: Stephen Smith 1.2. Acknowledgement of Indigenous Owners Acknowledged 1.3. Attendance C&S Committee: Gulsara Kaplun, Melinda Keys, Tom Hayes and Braden Moore 2014 C&S Officers: Rachel Withers, Tom Walker 2015 C&S Officers: Stephen Smith, Claire Pollock C&S Staff: Fiona Sanders Other: Dan Hanna 1.4. Apologies (Alice Ferguson, Dorothy Teng) C&S Committee: Alice Ferguson, Dorothy Teng 1.5. Proxies (Alice to Melinda) Alice Ferguson to Melinda Keys 1.6. Membership No change 1.7. Adoption of Agenda Motion 2: To adopt the agenda Page 2
3 2. Confirmation of Previous Minutes /8/2014 Okay /8/ am Okay /9/2014 (not available) /9/2014 (not available) Motion 3: To confirm the minutes from the 26/8 and the 28/8 9am. Carried 3. Matters Arising from the Minutes 3.1. Classics & Biomed constitutions Okay 3.2. Keys/Lockers 4. Reports Tom Walker arrives yay! 2:14AM MUSUL are paying for all the fixing and new keys for some strange reasons Officers Welfare training, minutes, Grand Buffett, Arvo tea, Clubs Online v. slow, IGMS are soon! Dan agreed to do the one tomorrow, YAY! Motion 4: To accept the Office Bearers report. Seconded: Tom Hayes 4.2. Committee Nope 4.3. SAG Nope 5. Correspondence 5.1. PIRATES Name/Aim Change Motion 5: To approve the proposed changes to the PIRATES club name and aims. Seconded: Rachel Withers 6. Grants 6.1. Standard Motion 6: To approve all standard grants 6.2. Grants For Discussion Motion 7: To reject the Fashion and Beauty Society grant. Motion 8: To reject the Anime and Manga Club Grant. Page 3
4 Carried Motion 9: To approve the Bollywood Liaisons 26/9 grants conditional on submission of Certificate of Currency by application of payment. Motion 10: To approve the Wine Society Grant conditional on approved designs before event. Motion 11: To reject the Bollywood Liaisons 26/9 funtion grants. Motion 12: To approve the Society for Electronic Entertainment 5/10 Approved conditional on submission of Certificate of Currency by Application for Payment. Motion 13: To approve the Infinite Images Gaming Club Approved camp grant conditional on submission of Cert Currency, & Matthew's SFH & RSA, other RSA certificates. Motion 14: To reject the Habitat for Humanity grant. Motion 15: To approve the Youth Charity Society printing grant conditional on submission of acceptable designs before printing. Carried Motion 16: To approve QUEST 21/10 grant conditional on submission of appropriate designs before printing. Motion 17: To approve the Pakistani Society 8/10 grant conditional on submission of grounds confirmation, and online SFH compliance before event. Motion 18: To approve the More Beer 10/10 grant conditional on grounds confirmation, online SFH compliance (Clint) & RSA forms before event. Motion 19: To reject the Cantonese Students Association and Film Society 3/10 grants with no off campus exemption. Motion 20: To approve the Cantonese Students Association 3/10 grant conditional on prizes being acceptable. Page 4
5 Motion 21: To reject the French Club grant no date. Motion 22: To approve the Wu Cultural Society and Cantonese Student Association 2/10 grant. Motion 23: To reject the Cantonese Students Association 30/9 grant. Motion 24: To approve the Food Interest Group 10/10, International Vietnamese Students 1/10 and Youth Charity Society 4/10 grants. Motion 25: To approve the Hong Kong Students Association conditional on Online SFH compliance before event. Motion 27: To approve the Republic Club 16/10 grant conditional on Online SFH compliance before event. Motion 28: To approve the Biomedical Engineering Society 8/10 grant conditional on advice of compliant entry fee less than $20. Motion 29: To approve the Oxfam Group and Oaktree Club 16/10 grant as a joint event.. Motion 30: To approve the Secular Society and Queers in Engineering, Science and Technology 10/10 grant as a joint event. Motion 31: To approve the Japanese Club and Film Society 10/10 grant as a joint event but reject the off campus component due to no off campus exemption. Motion 32: To approve the Mobile Apps Playing and Programming Society 10/10, Monarchist Club 21/10, Riddles and Enigmas 9/10 grants conditional on affiliation. Motion 33: To rescind the previous motion and approve the Debating Club 20/9 grant. Page 5
6 Motion 34: To approve the Mechatronics Society grants at 50% of eligability. 7. AGMs not convened See item 9 8. New Clubs progress (IGMs) 8.1. Swappers Society Not proceeding with Affiliation 8.2. Theatre Appreciation Group Did not get quorum, may retry. 9. AGMs 9.1. Papers not submitted Late All submitted No AGM To disaffiliate the following clubs on the ground of 6.1.a. (fails to fulfil Regulation obligations, that is failure to convene a quorate Annual General Meeting in 2014 (Regulation 5.2)). Clubs: Baha'i Society, Electronic Music and DJs Society, MacKillop Society, Medicine Moves, Running Man Melbourne, Sociedad De Español, Students of Anatomy & Physiology, Students Playing Go, Urban Design Society. Petitioners: Gulsara Kapulan, Tom Hayes, Melinda Keys, Braden Moore Motion 35: To accept the Vietnamese Student Association AGM papers conditional on submission of an attendance list and Statutory Declaration by 13 October demonstrating quorum. Motion 36: To grant the 23+ Mature Age and the Indonesian Studies and Language Society an extension on holding an AGM till the Friday of week 12. Moved: Tom Walker Seconded: Tom Hayes 10. Clubs Council Motion 27: To approve $1000 of expenditure from the Special Projects budge line for food and non-alcoholic drinks for an afternoon tea after Clubs Council. Seconded: Tom Walker Motion 28: To approve $250 from the Special Projects budget line to pay for a microphone at Clubs Council. Seconded: Stephen Smith 11. Activities: after Semester ends In exam period is okay. Page 6
7 12. Problem Application for Payment COSDU Grounds Booking 13/8 No action planetuni Participant Info Forms Motion 29: To fund the planet Uni camp at 50% of eligibility. Moved: Tom Walker Seconded: Rachel Withers 13. Postgraduate Physics Student Society Bank Account Details submitted Motion 30: To pay the Postgraduate Physics Student Society $150 from Special Projects as a start up grant. Moved: Tom Walker Seconded: Rachel Withers 14. Other Business Christmas Party find a date and book Tsubu. End-of-semester Promo Period Motion 31: To declare Week 12 and SWOT VAC as a C&S Promotional Period with the deadline for grants as standard, 5 days before. Events should be placed on the website. To also increase the C&S Promotional Cap to $1050. Moved: Tom Walker Motion 32: To pay Rachel Withers $20 and approve an additional $40 for facebook promotion of IGMs from the Special Projects budget line. 15. Next Meeting 9am Thursday 23 October, C&S 16. Close Meeting closed at: 3:13 PM Page 7
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