minutes 2012-17 01-10-12

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Minutes of Clubs and Societies Committee Committee meeting held 01/10/2012

University of Melbourne Student Union

Minutes of the Clubs & Societies Committee

Meeting 17/12

CONFIRMED

4:15 PM, 01/10/2012

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 (13/9/2012)

3. Matters Arising from the Minutes

3.1. Income Tax

3.2. Regulations

3.2.1. Amendment to correct internal referencing

3.3. Orientation 2013

3.4. Mailboxes

3.5. Online Projects

3.6. City of Melbourne & Food Handling

3.7. Animal clubs name thing

4. Petitions to Discipline

4.1. Socialist Alternative

4.2. Clubs not holding AGMs5. Reports

5.1. Officers

5.2. Committee

6. Correspondence

6.1. Bulletin Requests

6.1.1. Leaders in Community

6.1.2. Orientation Hosts

6.2. Democrifail

6.2.1. Oaktree

6.2.2. Oxfam

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6.3. Chinese Students and Scholars Association Problem

7. Grants

7.1. Standard

7.2. Grants For Discussion

7.2.1. PIRATES Grounds Booking submitted

8. New Club Progress

8.1. Classics

8.2. Printmakers

8.3. 180 DC

8.4. Melbourne Globalist

9. HKSA Safe Food Handling non-compliance

10.Masters of Public Health Student Club App for Payment

11.Budget Review

12.Banners

13.Clubs Council

13.1. October 11, 1-3pm

13.2. Agenda Items

14.Other Business

15.Next Meeting (Thursday October 18, 11 am)

16.Close

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Meeting opened at: 4:20 PM, by Tom Walker

Agenda Item 1: Procedural Matters

1.1Election of Chair

Motion 1: That Quinn Oakley be elected as ChairMoved: Tom Walker Seconded: Quinn OakleyCWD

1.2Acknowledgement of Indigenous OwnersSo Acknowledged

1.3 AttendanceC&S Officers: Quinn Oakley, Steph FieldC&S Committee: Chris Heath, Melinda Keys, Tom Walker, Yitong Wang, CassieLutzkoC&S Administrator: Fiona Sanders

Socialist Alternative Representatives: Jade Eckhaus, Phoebe Kelloway, Steph Price(advocate)Other: Devrim van Dijk

AbsentErin Morton, Patrick Clearwater

1.4ApologiesErin Morton, Patrick Clearwater

1.5ProxiesNil

1.6MembershipNo Change

1.7Adoption of Agenda

Motion 2: That the agenda be adopted as presentedMoved: ChairCWD

Agenda Item 2: Confirmation of Previous Minutes

Motion 3: To confirm the previous minutes (13/09/12) as a true andaccurate representation of proceedings.

Moved: ChairCWD

Agenda Item 3: Matters Arising from the Minutes3.1 Income TaxThere is a form for review from the accountant

Steph Field arrived at 4.25 pm

3.2 Regulations3.2.1 Amendment to correct internal referencing to Section 1

Motion 4: To recommend the amendments to Students CouncilMoved: Tom Walker Seconded: Chris HeathCWD

3.3 Orientation

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The University has confirmed South Lawn for the Orientation carnival. This isa good thing.

3.4 MailboxesNo progress.

3.5 Online Projects

A decision has been made, the projects will be moving forward soon.

3.6 City of Melbourne & Food HandlingHave not heard anything new.

3.7 Animal Clubs Name ThingCorrespondence received, issue resolved/dropped by Animal Protection

Society.

Agenda Item 4: Petitions to discipline4.1 Socialist AlternativeThe letter tabled at the last meeting (not yet responded to) was raised.Replied that we have not received the necessary legal advice to respond.

Reassured that C&S were actively seeking said advice.The question was asked if the discussion should be had today, given thelack of advice.Pheobe Kelloway tabled a document hereafter referred to as MUARCCorrespondence.Phoebe feels that there are not sufficient grounds to discipline SocialistAlternative.Phoebe tables an unsigned letter from the Melbourne University RefugeeAction Collective stating that it did not support the disaffiliation of SocialistAlternative.

Procedural Motion: That the meeting be moved to a formal debate on

the issue of whether or not the petition will be dealt with at the presentmeeting, with speaking time limited to 2 minutes.Moved: Chris HeathCWD

Formal DebateTW: Serious allegations of harassment have been brought up by security. Why

shouldnt the Committee seek disciplinary proceedings against aclub that has harassed people?

JE: Louise OShea and Jasmine Ali are not members of Socialist Alliance,furthermore, the petition being dealt with when information wasunclear about the people and the club involved.

CH: Requests clarification of the date that security was asked for further details

in relation to the meeting where the petition was made.This was after the C&S Committee where the petition was made.SP: The chronology of events is not correct and displays unclear information.

Claims that Socialist Alternative was not involved.TW: The confusion in the reports was cleared up prior to the last meeting.

Louise OShea clearly has involvement with the club as sherepresented the interests of the club at a previous C&S Meeting.

PK: It is difficult to see what the allegations are as the information wasunsubstantive and unrelated.

FS: The breach of Rule 4 of Union House Rules has been clearly advised to theclub.

The staff involved knew who was breaching these rules when they sent thecomplaint.

JE: Contested the content of the reports. Stated that so-called small detailwere not so small, e.g. the name of the club involved.

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CH: Asked the representatives from Socialist Alternative to address thesubstantiative issues of the reports. Although Louise may not be onthe membership list for the club, she is clearly involved in the club,as mentioned previously.

SP: Asserts that the clarified allegations are not clear enough to respond to.QO: Read aloud the MUARC Correspondence

CH: Asked if the events raised by the reports occurred.PK: Says she cant respond to the allegations without more details. Still unclear

how the actions in the reports were a breach of Union House Rules.Asked if the actions of individuals constitute actions of a club.

TW: Read from the second report. States that it clearly describes harassing andintimidating behaviour.

JE: States that SA refers to Socialist Alliance in the original report, which isdefinitely not the same as Socialist Alternative.

CH: Is it the contention of Socialist Alternative that no Socialist Alternativemembers were present at the events in question?

Do Socialist Alternative believe it is unreasonable to discipline a club due toharassment on the basis of political belief?

SP: The C&S Regulation do not provide for the power to act on political

discrimination. Requests that mediation be attempted.FS: The Rule under which the petition was made was know at the time of

petitioning. The requests for extra information made to the staffmember who submitted the report were for the purposes of clarity.Based on conversations with that staff member the people and clubinvolved was clear.

JE: Wants the right to face her accuser based on principles of natural justice.Questions if the anecdotal reports were being considered.

SP: Is there no option of mediation?SF: No framework exists for mediation of unaffiliated entities.TW: Given that this is being treated as a case of harassment this is not an even

playing field where mediation would be the best option.

Direct question to Fiona Sanders Was there a request for mediation?FS: A request for mediation was made in a sarcastic and non-genuine mannerdue to a phone call by a Socialist Alternative member to a UnionHouse contractor.

CH: Discipline was also requested by some of those involved.

Patrick Clearwater arrives 5:15 PM

Debate ContinuesTW: Are or were Jasmine Ali and Loiuse OShea members of Socialist Alternative

and did the events discussed in the reports occur or not?SP: Ask what Socialist Alternative are being accused of exactly? Based on what

evidence?

CH: Reads section from the security reports. Is it Socialist Alternativescontention that the events did not occur? Asks if Phoebe Kellowaycan respond to the allegations, given that she is mentioned aspresent?

PK: States that the frequency of the events is unclear and that the allegationsseem anecdotal. It is unclear what constitutes harassment basedon political belief.

TW: We are not talking about anecdotal evidence, only written reports fromUnion House staff members. Taking anecdotal evidence intoaccount would not be favourable for Socialist Alternative.

JE: The MURAC Correspondence states that there was no harassment and thatMURAC do not support the disaffiliation petition. Jasmine Ali andLouise OShea are not members of Socialist Alternative.

CH: Asks again if Phoebe or other members of Socialist Alternative werepresent at events mentioned in the report dated 14th of August andwere they engaged in harassment.

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PK: States that she cant answer for all presence or movements. She cannot besure of her own whereabouts on the date and time in question.States she may have engaged in discussion with MURAC membersat that time. States that she was not at the MURAC meeting atwhich the tabled motion was passed. States that just becausesomeone has cried fire doesnt mean there is a fire. States that

there should be no discussion of the petition.SF: Asks that the MURAC Correspondence be accepted by the Committee at

face value as it is of the same quality as the reports from UnionHouse staff members.

QO: The documents are quite clearly different due to their origins.CH: Although he is not necessarily contesting the veracity of the letter, it

cannot be accepted on face value given the circumstance,specifically who is presenting it to the Committee.

SP: The quality is the same as the reports.TW: Suggests ending discussion.FS: Suggests that the best way forward is for both the Committee and

representatives from Socialist Alternative to compile a list ofquestions that need to be addressed.

SP: States that under natural justice the club should be able to respond to theiraccuser(s).

CH: States that the C&S Committee is effectively their accuser.JE: Questions the impartiality of the governing body also being the accuser.

Mentions the University grievance committee. The evidenceconsidered is clearly anecdotal in nature.

CH: Clarifies that being the accuser is only due to administrative necessityand maintains the Committees impartiality. Restates that askingfor clarity does not constitute anecdotal evidence.

QO: Declares the speaking list closed.PK: Questions the procedural fairness of the actions taken by the Committee.

No specific grounds since the expansion of the Regulations to

include political harassment would mean Students Council wouldbe tantamount to harassment.SP: The petition is based on unfounded accusations. Fiona is aware that

Jasmine Ali is not a member of Socialist Alternative and has hadcontact with her. Speculates about Fionas motives.

FS: Stop implying things and ask me an actual question.SP: Do any anecdotal complaints come from Jasmine Ali?FS: No.

Motion 5: That the petition do disaffiliate Socialist Alternative Club (asper Item 4.1) lapseMoved: Phoebe Kelloway Seconded: Jade Eckhause

Meeting already in formal debate

PK: There are number of irregularities with this petition, hence it should lapse.CH: There are unaddressed question regarding this petition, should continue.JE: The petition is based on unfounded speculation and is above the power of

the C&S Committee to act on as political harassment is notcondemned by the UMSU Constitution.

MOTION FAILS, 0 FOR, 6 AGAINST

Motion 6: To defer the petition to disaffiliate Socialist Alternative.Moved: Chris Heath Seconded: Melinda KeysCWD

Committee invited the Socialist Alternative representatives to submit in

writing any questions they have so that they can be responded to.

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Motion 7: That petitions against Socialist Alternative will not beconsidered at the next C&S Meeting unless the results of legal adviceare communicated to Socialist Alternative by 5pm Thursday the 11th ofOctober.Moved: Chair

CWD

Phoebe Kelloway, Jade Eckhause and Steph Price depart 6:03 PM

Action:To write Union House security requesting a clarification regardingthe groups involved in the previous reports.

In order to bring all petitions in line with each other:

Motion 8: To amend the petition to disaffiliate Socialist Alternative toremove the grounds for discipline 6.1.i (with reference to 1.g).Moved: Chris Heath Seconded: Cassie LutzkoCWD

Action: Fiona find out who had the North Court booking on August 9.

4.2 Clubs not holding AGMs

Motion to recommend to Students Council that they disaffiliate theAfrican Drumming Club, Chemistry Students Society, German Club,Performing Arts Students Society, Resistance, Share Traders Association,Chinese Publishers Group, Fresh Life First, Multicultural Media andCommunication Group, Oaktree Club and Scribble Creative Writing Club.Moved: ChairCWD

Agenda Item 5: Reports

5.1OfficersVerbal report tabled, concerns Disorientation Week, AGM processing,Websiting events, Compilation of the grants list etc.

Motion 9: To accept the OB Report.Moved: Chris Heath Seconded: Patrick ClearwaterCWD

5.2 CommitteeChris Heath: SAPatrick Clearwater: Coversheets and SA

Agenda Item 6: Correspondence

6.1 Bulletin Requests6.1.1 Leaders in CommunityAllowed to be in bulletin6.1.2 Orientation HostsAllowed to be in bulletin

6.2 Democrifail6.2.1 OaktreeOaktree ignored will deal with next year6.2.2 OxfamNo clear answer given

6.3 Chinese Students and Scholars Association Problem

Action: Write to all members of the committee asking them if they haveresigned

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Agenda Item 7: Grants

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7.1 Standard

Motion 10: To approve all standard grants en blocMoved: Patrick Clearwater Seconded: Chris HeathCWD

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

item)Motion 11: To approve grant #1 conditional on an acceptable designbeing providedMoved: ChairCWD

Motion 12: To approve grant #2 conditional on an acceptable designbeing providedMoved: ChairCWD

Grant #3:

Action:They have been advised that their grants have been suspended.Defer the grant to the next meeting.

Motion 13: To approve the grant #4 conditional on the applicant groupcompleting the affiliation process.Moved: ChairCWD

Motion 14: To approve grant #5 conditional on the applicant groupcompleting the affiliation process.Moved: ChairCWD

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

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

Motion 17: To rescind Motion 30 of meeting 16 (13/9/12) and approvegrant # 8Moved: Chair

CWD

Motion 18: To approve grant #9 as pubs are close enough to campusshould be acceptable for C&S Promo if we are granting exemptions forbars that arent INU anywayMoved: Steph Field Seconded: Cassie LutzkoCARRIED, Chris Heath and Patrick Clearwater abstaining

Motion 19: To approve grant #10Moved: ChairCWD

Motion 20: To approve grant #11 as pubs close enough to campusshould be acceptable for C&S Promo if we are granting exemptions for

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bars that arent INU anyway and as long as the receipts reflect that foodas well as alcohol are being bought for members.Moved: ChairCARRIED, Patrick Clearwater abstaining

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Motion 21: To reject grant #12 as there is no off campus exemptionapplied for.Moved: ChairCWD

Motion 22: To approve grant #13 conditional on the grounds bookingand printing being supplied before the event dateMoved: ChairCWD

Motion 23: To approve grant #14 conditional on a Food Plan andgrounds booking being supplied before the event dateMoved: ChairCWD

Agenda Item 8: New Club Progress8.1 Classics

Have produced significant evidence to the effect that they were inattendance at IGM training.Action: Allow them to continue with the affiliation process

8.2 PrintmakersWritten to twice, no response yet.

8.3 180 DCInsurance has said it is not covered, and we have advised such to thecontacts. They are no longer proceeding with affiliation

8.4 Melbourne GlobalistAfter some correspondence with Quinn, Nick decided to withdraw his

application for affiliation without explanation

Agenda Item 9: HKSA Safe Food Handling ComplianceAction: Ask for a written response regarding the food at their camp. The BBQ isokay.

Agenda Item 10: Masters of Public Health Student Club App for PaymentAction: Tell them they need to complete green forms but we will pay the grant thistime.

Agenda Item 11: Budget Review

Motion 24: To move $300 from the Special Projects line into the OB

Photocopying line.Moved: Chris Heath Seconded: Cassie LutzkoCWD

Agenda Item 12: Banners

Motion 25: To authorise all the funds for rebranding and posters fromthe Advertising Line ($9,750).Moved: Chris Heath Seconded: Patrick ClearwaterCWD

Agenda Item 13: Clubs Council13.1 Next Thursday the 11th of October

13.2 Agenda ItemsPlease send through any agenda items you want addedCurrently we have Orientation, democracy to be handled in the OB Report

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Agenda Item 14: Other BusinessNil

Agenda Item 15: Next Meeting Thursday 18th October, 11 AM

Agenda Item 16: Close

Quinn Oakley declares the meeting closed at 7:02 PM

Appendix Grants for discussion list

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Documents