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 AGMs 5. 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 Page 1

Minutes of Clubs and Societies Committee

Committee meeting held 01/10/2012

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. 13.2. October 11, 1-3pm Agenda Items

14.Other Business 15.Next Meeting (Thursday October 18, 11 am) 16.Close

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Minutes of Clubs and Societies Committee

Committee meeting held 01/10/2012

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 Chair Moved: Tom Walker Seconded: Quinn Oakley CWD 1.2Acknowledgement of Indigenous Owners So Acknowledged 1.3 Attendance C&S Officers: Quinn Oakley, Steph Field C&S Committee: Chris Heath, Melinda Keys, Tom Walker, Yitong Wang, Cassie Lutzko C&S Administrator: Fiona Sanders Socialist Alternative Representatives: Jade Eckhaus, Phoebe Kelloway, Steph Price (advocate) Other: Devrim van Dijk Absent Erin Morton, Patrick Clearwater 1.4Apologies Erin Morton, Patrick Clearwater 1.5Proxies Nil 1.6Membership No Change 1.7Adoption of Agenda Motion 2: That the agenda be adopted as presented Moved: Chair CWD Agenda Item 2: Confirmation of Previous Minutes Motion 3: To confirm the previous minutes (13/09/12) as a true and accurate representation of proceedings. Moved: Chair CWD Agenda Item 3: Matters Arising from the Minutes 3.1 Income Tax There is a form for review from the accountant Steph Field arrived at 4.25 pm 3.2 Regulations 3.2.1 Amendment to correct internal referencing to Section 1 Motion 4: To recommend the amendments to Students Council Moved: Tom Walker Seconded: Chris Heath CWD 3.3 Orientation Page 3

Minutes of Clubs and Societies Committee

Committee meeting held 01/10/2012

The University has confirmed South Lawn for the Orientation carnival. This is good thing. 3.4 Mailboxes No progress. 3.5 Online Projects A decision has been made, the projects will be moving forward soon. 3.6 City of Melbourne & Food Handling Have not heard anything new.

3.7 Animal Clubs Name Thing Correspondence received, issue resolved/dropped by Animal Protection Society. Agenda Item 4: Petitions to discipline 4.1 Socialist Alternative The 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 the lack of advice. Pheobe Kelloway tabled a document hereafter referred to as MUARC Correspondence. Phoebe feels that there are not sufficient grounds to discipline Socialist Alternative. Phoebe tables an unsigned letter from the Melbourne University Refugee Action Collective stating that it did not support the disaffiliation of Socialist Alternative. 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 present meeting, with speaking time limited to 2 minutes. Moved: Chris Heath CWD Formal Debate TW: Serious allegations of harassment have been brought up by security. Why shouldnt the Committee seek disciplinary proceedings against a club that has harassed people? JE: Louise OShea and Jasmine Ali are not members of Socialist Alliance, furthermore, the petition being dealt with when information was unclear 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 she represented the interests of the club at a previous C&S Meeting. PK: It is difficult to see what the allegations are as the information was unsubstantive and unrelated. FS: The breach of Rule 4 of Union House Rules has been clearly advised to the club. The staff involved knew who was breaching these rules when they sent the complaint. JE: Contested the content of the reports. Stated that so-called small detail were not so small, e.g. the name of the club involved.

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Minutes of Clubs and Societies Committee

Committee meeting held 01/10/2012

CH:

Asked the representatives from Socialist Alternative to address the substantiative issues of the reports. Although Louise may not be on the 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 and intimidating behaviour. JE: States that SA refers to Socialist Alliance in the original report, which is definitely not the same as Socialist Alternative. CH: Is it the contention of Socialist Alternative that no Socialist Alternative members were present at the events in question? Do Socialist Alternative believe it is unreasonable to discipline a club due to harassment 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 staff member who submitted the report were for the purposes of clarity. Based on conversations with that staff member the people and club involved 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 manner due to a phone call by a Socialist Alternative member to a Union House contractor. CH: Discipline was also requested by some of those involved. Patrick Clearwater arrives 5:15 PM Debate Continues TW: 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 Alternatives contention that the events did not occur? Asks if Phoebe Kelloway can respond to the allegations, given that she is mentioned as present? PK: States that the frequency of the events is unclear and that the allegations seem anecdotal. It is unclear what constitutes harassment based on political belief. TW: We are not talking about anecdotal evidence, only written reports from Union House staff members. Taking anecdotal evidence into account would not be favourable for Socialist Alternative. JE: The MURAC Correspondence states that there was no harassment and that MURAC do not support the disaffiliation petition. Jasmine Ali and Louise OShea are not members of Socialist Alternative. CH: Asks again if Phoebe or other members of Socialist Alternative were present at events mentioned in the report dated 14th of August and were they engaged in harassment. Page 5

Minutes of Clubs and Societies Committee

Committee meeting held 01/10/2012

PK:

SF: QO: CH: SP: TW: FS: SP: CH: JE: CH: QO: PK:

SP: FS: SP: FS:

States that she cant answer for all presence or movements. She cannot be sure of her own whereabouts on the date and time in question. States she may have engaged in discussion with MURAC members at that time. States that she was not at the MURAC meeting at which the tabled motion was passed. States that just because someone has cried fire doesnt mean there is a fire. States that there should be no discussion of the petition. Asks that the MURAC Correspondence be accepted by the Committee at face value as it is of the same quality as the reports from Union House staff members. The documents are quite clearly different due to their origins. 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. The quality is the same as the reports. Suggests ending discussion. Suggests that the best way forward is for both the Committee and representatives from Socialist Alternative to compile a list of questions that need to be addressed. States that under natural justice the club should be able to respond to their accuser(s). States that the C&S Committee is effectively their accuser. Questions the impartiality of the governing body also being the accuser. Mentions the University grievance committee. The evidence considered is clearly anecdotal in nature. Clarifies that being the accuser is only due to administrative necessity and maintains the Committees impartiality. Restates that asking for clarity does not constitute anecdotal evidence. Declares the speaking list closed. 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 would be tantamount to harassment. The petition is based on unfounded accusations. Fiona is aware that Jasmine Ali is not a member of Socialist Alternative and has had contact with her. Speculates about Fionas motives. Stop implying things and ask me an actual question. Do any anecdotal complaints come from Jasmine Ali? No.

Motion 5: That the petition do disaffiliate Socialist Alternative Club (as per Item 4.1) lapse Moved: 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 not condemned 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 Keys CWD 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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Minutes of Clubs and Societies Committee

Committee meeting held 01/10/2012

Given the legal situation of the UMSU constitution, more petitions are created for greater flexibility. Petition 1: To suspend the grants of the Socialist Alternative for 12 months under Regulation 6.1.n. Petitioners: Chris Heath, Tom Walker Petition 2: To put Socialist Alternative on probation for 12 months under Regulation 6.1.n. Petitioners: Chris Heath, Tom Walker Petition 3: To withdraw Socialist Alternative access to Union House facilities for 12 months under Regulation 6.1.n. Petitioners: Chris Heath, Tom Walker Tom Walker and Melinda Keys depart at 6:00 PM Tom Walker proxies to Chris Heath

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Minutes of Clubs and Societies Committee

Committee meeting held 01/10/2012

Motion 7: That petitions against Socialist Alternative will not be considered at the next C&S Meeting unless the results of legal advice are communicated to Socialist Alternative by 5pm Thursday the 11th of October. Moved: Chair CWD Phoebe Kelloway, Jade Eckhause and Steph Price depart 6:03 PM Action: To write Union House security requesting a clarification regarding the 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 to remove the grounds for discipline 6.1.i (with reference to 1.g). Moved: Chris Heath Seconded: Cassie Lutzko CWD 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 the African Drumming Club, Chemistry Students Society, German Club, Performing Arts Students Society, Resistance, Share Traders Association, Chinese Publishers Group, Fresh Life First, Multicultural Media and Communication Group, Oaktree Club and Scribble Creative Writing Club. Moved: Chair CWD Agenda Item 5: Reports 5.1 Officers Verbal 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 Clearwater CWD 5.2 Committee Chris Heath: SA Patrick Clearwater: Coversheets and SA Agenda Item 6: Correspondence 6.1 Bulletin Requests 6.1.1 Leaders in Community Allowed to be in bulletin 6.1.2 Orientation Hosts Allowed to be in bulletin 6.2 Democrifail 6.2.1 Oaktree Oaktree ignored will deal with next year 6.2.2 Oxfam No clear answer given 6.3 Chinese Students and Scholars Association Problem Action: Write to all members of the committee asking them if they have resigned

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Minutes of Clubs and Societies Committee Agenda Item 7: Grants

Committee meeting held 01/10/2012

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Minutes of Clubs and Societies Committee

Committee meeting held 01/10/2012

7.1 Standard Motion 10: To approve all standard grants en bloc Moved: Patrick Clearwater Seconded: Chris Heath CWD 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 design being provided Moved: Chair CWD Motion 12: To approve grant #2 conditional on an acceptable design being provided Moved: Chair CWD 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 group completing the affiliation process. Moved: Chair CWD Motion 14: To approve grant #5 conditional on the applicant group completing the affiliation process. Moved: Chair CWD Motion 15: To approve the off-campus exemption and grant #6 Moved: Chair CWD Motion 16: To approve the off-campus exemption and grant #7 Moved: Chair CWD Motion 17: To rescind Motion 30 of meeting 16 (13/9/12) and approve grant # 8 Moved: Chair CWD Motion 18: To approve grant #9 as pubs are close enough to campus should be acceptable for C&S Promo if we are granting exemptions for bars that arent INU anyway Moved: Steph Field Seconded: Cassie Lutzko CARRIED, Chris Heath and Patrick Clearwater abstaining Motion 19: To approve grant #10 Moved: Chair CWD Motion 20: To approve grant #11 as pubs close enough to campus should be acceptable for C&S Promo if we are granting exemptions for

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Minutes of Clubs and Societies Committee

Committee meeting held 01/10/2012

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

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Minutes of Clubs and Societies Committee

Committee meeting held 01/10/2012

Motion 21: To reject grant #12 as there is no off campus exemption applied for. Moved: Chair CWD Motion 22: To approve grant #13 conditional on the grounds booking and printing being supplied before the event date Moved: Chair CWD Motion 23: To approve grant #14 conditional on a Food Plan and grounds booking being supplied before the event date Moved: Chair CWD Agenda Item 8: New Club Progress 8.1 Classics Have produced significant evidence to the effect that they were in attendance at IGM training. Action: Allow them to continue with the affiliation process 8.2 Printmakers Written to twice, no response yet. 8.3 180 DC Insurance has said it is not covered, and we have advised such to the contacts. They are no longer proceeding with affiliation 8.4 Melbourne Globalist After some correspondence with Quinn, Nick decided to withdraw his application for affiliation without explanation Agenda Item 9: HKSA Safe Food Handling Compliance Action: Ask for a written response regarding the food at their camp. The BBQ is okay. Agenda Item 10: Masters of Public Health Student Club App for Payment Action: Tell them they need to complete green forms but we will pay the grant this time. 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 Lutzko CWD Agenda Item 12: Banners Motion 25: To authorise all the funds for rebranding and posters from the Advertising Line ($9,750). Moved: Chris Heath Seconded: Patrick Clearwater CWD Agenda Item 13: Clubs Council 13.1 Next Thursday the 11th of October 13.2 Agenda Items Please send through any agenda items you want added Currently we have Orientation, democracy to be handled in the OB Report Page 12

Minutes of Clubs and Societies Committee

Committee meeting held 01/10/2012

Agenda Item 14: Other Business Nil 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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Minutes of Clubs and Societies Committee

Committee meeting held 01/10/2012

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