General Meeting Agenda Club name: Media and Communications Student Society Annual General Meeting Date of meeting: Monday 16 October Advertised time: 12:15pm Venue: Media Space, Level 4, Union House Item 1 1.1 1.2 1.3
Attendance Opening Attendance Apologies
Item 2
Adoption of the Agenda (motion)
Item 3
Chairperson’s Welcome
Item 4 4.1 4.2
Constitution Distribution of club constitution Ratification (adoption) of club constitution (motion)
Item 5 5.1 5.2 5.3
Reports President’s report General Secretary’s report Education Officer’s Report (motion to accept reports ‘en bloc’)
Item 6 6.1 6.2 6.3
Elections Appointment/confirmation of Returning Officer (motion) Outline of election procedure Nomination and election of each Constitutional committee position
Item 7 7.1
Other Business Appointment of bank account signatories (motion including names and bank account number)
Item 8
Close
10/11/2017
Gmail - Notice of 2017 AGM!
Daniel Beratis <dberatis@gmail.com>
Notice of 2017 AGM! Media and Comm Society <mediacomm.society@gmail.com> Reply-To: mediacomm.society@gmail.com To: *|FNAME|* *|LNAME|* <dberatis@gmail.com>
Mon, Oct 9, 2017 at 10:10 AM
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Notice of 2017 AGM! Dear members, I hereby give notice for the 2017 Macss AGM, to be held Monday 16 October, 12:15pm at the Media Space, Level 4, Union House. Find the Agenda here. It’s straightforward to find the space – all you need to do is take the lifts to Level 4 (the top floor) of Union House. We’ll have people and signs to guide you from there. The agenda is attached. There are no proposed constitutional amendments. We need twenty student members to make quorum. A current copy of our constitution can be found at: https://issuu.com/ unimelbmacss/docs/macss_constitution At the AGM, we will be electing the following Executive positions: - President - General Secretary - Communications Officer - Education Officer And the following non-Executive general positions: - Two Social Events and Opportunities Officers - Two Professional Events and Opportunities Officers Nominations can occur on the day or previously by emailing this address, but it’ll make things easier for us if you do email us beforehand (let us know as soon as you’ve decided you’re keen, if you can). Thanks, https://mail.google.com/mail/u/0/?ui=2&ik=0d77be8a14&jsver=khUFNOKniXg.en.&view=pt&msg=15efe4124985a3b3&search=inbox&siml=15efe4… 1/2
10/11/2017
Gmail - Notice of 2017 AGM!
Ed Pitt, President
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General Meeting Minutes Club name: Media and Communications Student Society Annual General Meeting Date of meeting: 16/10/2017 Advertised time: 12:15pm Venue: Media Space, Level 4, Union House Item 1 Attendance 1.1
Opening Meeting Opened by Ed Pitt as chairperson at 12:17pm. Minutes taken by Daniel Beratis.
1.2
Attendance
Circulated, see attached. 1.3
Apologies
No apologies received. Item 2 Adoption of Agenda That the agenda be adopted. Mover: Chair
Seconder: Daniel Beratis
Voted: CWD Item 3 Chairperson’s Welcome The President and Chair welcomed the members to the AGM. Item 4 Constitution 4.1
Distribution of club constitution.
4.2
Discussion and ratification (adoption) of club constitution.
That the constitution as presented be adopted. Mover: Chair
Seconder: Martin Ditmann
Voted: CWD Item 5 Reports 5.1
President’s Report (full report attached):
This year has been a relatively quiet one for the club. As a result, we've maintained a surplus of approximately $2,700 – an increase of $300 over last year. The club started well, recruiting approximately 80 members at our start of year O-Week stall and about a dozen more at our Trivia Night. Since then, although the club has not put on many events, all of the required paperwork has been completed and we have been meeting our constitutional requirements.
As for events, although we put on multiple events, only one really achieved our expectations – that being our semester one trivia night. This is a fairly tried-and-trusted format – I would recommend it to next year's executive for the relative ease with which you can conduct a trivia night.
Our O-Week stall went well – despite hurdles with our various organisations we have partnered with for showbags. Other events that have been done in the past include industry talks, workshops, and dinners. These are all fine ideas – some of the more academic events have been less attended than the explicitly social events but they have their purpose and should not be disregarded.
Other events that should be considered include barbecues held jointly with other small faculty-based clubs and possibly a karaoke night.
5.2
General Secretary’s Report (full report attached):
From the beginning of the 2017/18 Executive’s term to now we have recorded a surplus of $682.55. The club’s accounts now stand at $2,795.81, from $2,113.26 as at the 22nd of October 2016, being the date of the 2016 AGM.
Significant sources of funding for the club include both sponsorship arrangements and Oweek signups, as well as C&S grants. In future, the practice of providing showbags (ideally sourced via sponsorship or otherwise in kind) at the O-week stall is an effective way of generating interest, enquiries and signups, and it is recommended that this be continued. The current membership fee of $2 is recommended to stay as is, and in future, full advantage should be taken of other opportunities for funding, including more sponsorship arrangements over the long term.
5.3
Education Officer’s Report (full report attached):
Macss continues to have a good relationship with Media Super – through Media Super we can offer our members attendance to various events and talks, in addition to their material support.
Despite a relative lack of events, some were partly educational in nature. This is an area that the club could have done much better in. We did little in the way of advocating for media and communications students this year. In addition, Macss should have a more active role in advocating our members' desires. Media and Communications students frequently complain about the lack of practical subjects
and this continues to be an issue. Furthermore, Cadmus, although not a problem just for media students, will adversely affect the way in which students write, is a gross over-reach in terms of privacy, and will do relatively little to tackle academic dishonesty. It also potentially raises problems for subjects in which students are required to perform and then transcribe interviews. This is another area in which the club should take a stance and advocate in our members' interests to the university. That the reports as presented are accepted en bloc. Mover: Chair
Seconder: Daniel Beratis
Voted: CWD Item 6 Elections 6.1 Appointment/Confirmation of Returning Officer That Daniel Beratis is appointed as the Returning Officer. Mover: Chair
Seconder: Martin Ditmann
Voted: CWD 6.2
Outline of Procedure
If an election is contested, approval voting for each position. 6.3
Nomination and Election of each Constitutional committee position
Nominations were opened sequentially for each Constitutional committee position. Kergen Angel nominated for President. The nomination was accepted. Kergen Angel was elected unopposed to the position of President.
Maggy Liu nominated for General Secretary. The nomination was accepted. Maggy Liu elected unopposed to the position of General Secretary.
Alain Nguyen nominated for Communications Officer. The nomination was accepted. Alain Nguyen elected unopposed to the position of Communications Officer.
Wing Kuang nominated for Education Officer. The nomination was accepted. Wing Kuang elected unopposed to the position of Education Officer.
Noni Cole nominated for Professional Events and Opportunities Officer. The nomination was accepted. Danielle Scrimshaw nominated for Professional Events and Opportunities Officer. The nomination was accepted. Noni Cole and Danielle Scrimshaw elected unopposed to the positions of Professional Events and Opportunities Officers.
Trent Vu nominated for Social Events and Opportunities Officer. The nomination was accepted. Ruby Perryman nominated for Social Events and Opportunities Officer. The nomination was accepted. Trent Vu and Ruby Perryman elected unopposed to the positions of Social Events and Opportunities Officers.
Kergen Angel spoke briefly to his plans for 2018. President: Kergen Angel General Secretary: Maggy Liu Communications Officer: Alain Nguyen Education Officer: Wing Kuang Professional Events and Opportunities Officers: Noni Cole, Danielle Scrimshaw Social Events and Opportunities Officers: Trent Vu and Ruby Perryman Item 7 Other Business That Kergen Angel (President), Maggy Liu (General Secretary), Alain Nguyen (Communications Officer) and Wing Kuang (Education Officer) be appointed as the Bank Account signatories to Bank Account 123373157 at the NAB Bank. Mover: Daniel Beratis Voted: CWD
Item 8 Close The meeting is closed by Ed Pitt. Meeting closed at 12:33pm.
Seconder: Chair
President's Report This year has been a relatively quiet one for the club. As a result, we've maintained a surplus of approximately $2,700 – an increase of $300 over last year. The club started well, recruiting approximately 80 members at our start of year O-Week stall and about a dozen more at our Trivia Night. Since then, although the club has not put on many events, all of the required paperwork has been completed and we have been meeting our constitutional requirements. I take responsibility for the club's inactivity this year – I won't equivocate or attempt to excuse myself. Whilst the club started fruitfully, my actions, or lack thereof, prevented the club from achieving what it could. However, I won't dwell on these things and will spare you the details. As for events, although we put on multiple events, only one really achieved our expectations – that being our semester one trivia night. This is a fairly tried-and-trusted format – I would recommend it to next year's executive for the relative ease with which you can conduct a trivia night. Our O-Week stall went well – despite hurdles with our various organisations we have partnered with for showbags. Martin suggested we make over 200 showbags, which we did, but we only gave away about 70. I would suggest making maybe 150 next year – the low amount we handed out was due to our relatively bad location on the fringes of the clubs carnival, as well as the fact that running a stall with two people is not ideal. Additionally, if anyone of you have access to a car and a drivers license, that greatly aids the entire process of running an O-Week stall. These shortcomings can point a way forward for the club and I will outline some other suggestions. Martin has spoken at length about a Media Camp – I think this is a good idea but it has the potential of worsening the clique problem that exists in the media circle at UniMelb. If a camp were to be held, this issue would need to be kept in mind. Additionally, clubs are a lot of work and work needs to begin early. Nevertheless, it would be a good way to get more first years involved with both the club and with student media, as well as a good way to raise funds. If next year's executive is interested perhaps seek out previous executives from larger clubs that have held camps. Other events that have been done in the past include industry talks, workshops, and dinners. These are all fine ideas – some of the more academic events have been less attended than the explicitly social events but they have their purpose and should not be disregarded. Other events that should be considered include barbecues held jointly with other small facultybased clubs and possibly a karaoke night. I was in talks with the executives of some other clubs to organise a barbecue – this didn't eventuate – partly because of me and partly because the executives of other clubs were either hard to reach or had a weirdly difficult decision making process. My advice for dealing with these clubs is to come to them with confidence and lead the way on these issues. If you show initiative you'll have other clubs wanting to jump in on the event. Briefly, on this issue, last year Macss held a barbecue by itself and it did not turn out very well. In addition to having to set up a barbecue on South Lawn by yourself, it attracted relatively few people. In closing, I look forward to seeing next year's executive and the events they put on and will be available to help out in whatever capacity necessary.
MEDIA AND COMMUNICATIONS STUDENT SOCIETY 2017 ANNUAL GENERAL MEETING REPORT OF DANIEL BERATIS GENERAL SECRETARY As at the writing of this report, from the beginning of the 2017/18 Executive’s term to now we have recorded a surplus of $682.55. The club’s accounts now stand at $2,795.81, from $2,113.26 as at the 22nd of October 2016, being the date of the 2016 AGM. This substantial position leaves the club and next year’s Executive with strong financial backing to run excellent events and engage students. Significant sources of funding for the club include both sponsorship arrangements and O-week signups, as well as C&S grants. In future, the practice of providing showbags (ideally sourced via sponsorship or otherwise in kind) at the O-week stall is an effective way of generating interest, enquiries and signups, and it is recommended that this be continued. The current membership fee of $2 is recommended to stay as is, and in future, full advantage should be taken of other opportunities for funding, including more sponsorship arrangements over the long term. I would like to thank Ed and the committee for the year, and I wish next year’s committee and Executive the best. A cash flow statement is attached. Any recommendations contained with this report are presented for noting, and not accepting. Daniel Beratis
Media and Communications Student Society Cash Flow Statement 2017 Opening balance (as at September 2016) Income Membership fees (56 x $2) C&S Grants Function (07/12/16) AGM food (rcv. 13/01/17) Function (27/02/16) Trivia income (incl. change donated) 2016 income after 2016 AGM Total income Expenditure 2016 AGM food reimbursement Function reimbursement Total expenditure Surplus/deficit Closing balance (as at October 2017)
$2113.26 $112.00 $140.00 $77.50 $140.00 $190.23 $250.85 $910.58 $77.50 $150.53 $228.03 $682.55 $2795.81
NAB Community Fee Saver Account For further information call 13 22 65 for Personal Accounts or 13 10 12 for Business Accounts.
(Ă&#x20AC;=YG51)
Account Balance Summary
A 3-457 MEDIA AND COMMUNICATIONS STUDENT SOCIETY MAILBOX 104 UMSU INC FIRST FLOOR UNION HOUSE UNIVERSITY OF MELBOURNE VIC 3010
Opening balance Total credits Total debits
Closing balance
$2,795.81 Cr
Statement starts 30 September 2017 Statement ends 12 October 2017
Outlet Details
Account Details
University-Parkville Building 143G, University Of Melbourne Royal Parade, Parkville VIC 3052
MEDIA AND COMMUNICATIONS STUDENT SOCIETY COMMUNITY FEE SAVER 083-457 BSB number
e t a c i l p u D Account number
Transaction Date 30 Sep 2017 11 Oct 2017
285/34/01/M012305/S019589/I039177
$2,494.56 Cr $301.25 $0.00
12-337-3157
Details Particulars Debits Credits Brought forward End Of Year Funds.................................................................................................................... ................. 301.25
Explanatory Notes
Summary of Government Charges From 1 July to date
Last year to 30 June
Government Withholding tax $0.00 $0.00 Bank Account Debit (BAD) tax $0.00 $0.00 Bank Accounts Debits (BAD) Tax or State Debits Duty has been abolished for all states & territories effective 1/7/2005. Any amount shown on this statement applies to debits processed on or before 30/06/2005. For further information on any applicable rebates, fees or government charges, please refer to the NAB's "A Guide to Fees & Charges" booklet. Please retain this statement for taxation purposes
Statement number 73
Balance 2,494.56 Cr 2,795.81 Cr
Please check all entries and report any apparent error or possible unauthorised transaction immediately. We may subsequently adjust debits and credits, which may result in a change to your account balance to accurately reflect the obligations between us. For information on resolving problems or disputes, contact us on 1800 152 015, or ask at any NAB branch.
National Australia Bank Limited ABN 12 004 044 937 AFSL and Australian Credit Licence 230686
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e t a c i l p u D
Communication Officers Report Again, little to note here. We did not put out an Escritor this year. This should have been done and should be brought back next year as it's a good way for students to practice their writing and design skills. The same can be said for the Escritor blog. As for online communications, correspondence via Facebook continues to be in decline. Unless you spend money on advertising – which is not the best way to use the club's money – Facebook has been getting diminishing returns in terms of page impressions. I would recommend getting a schedule up early and emailing members before events – try and have each email advertise both the event that you have on next and any others you have in the pipeline. Email tends to be seen by more people than any posts on Facebook – but this figure is still not great – approximately 30 per cent of emails sent through our Mailchimp are actually opened. However, when you consider that we have just under 800 people on our mailing list, 240 people reading our emails isn't bad. Regardless, reaching a larger audience by email or social media continues to be an issue. I might make the small suggestion of not over-doing communication, especially by email, as these periods have led to the largest number of individuals either unfollowing or unsubscribing.
Education Officer's Report There is little to say. Macss continues to have a good relationship with Media Super â&#x20AC;&#x201C; through Media Super we can offer our members attendance to various events and talks, in addition to their material support. Despite a relative lack of events, some were partly educational in nature. This is an area that the club could have done much better in. We did little in the way of advocating for media and communications students this year. Bringing back Macss essay competition and the potentially creating an essay anthology would be good avenues for more academic media and communications-interested students to have an outlet, as well as showcasing the academic talent of our members. In addition, Macss should have a more active role in advocating our members' desires. Media and Communications students frequently complain about the lack of practical subjects and this continues to be an issue. Furthermore, Cadmus, although not a problem just for media students, will adversely affect the way in which students write, is a gross over-reach in terms of privacy, and will do relatively little to tackle academic dishonesty. It also potentially raises problems for subjects in which students are required to perform and then transcribe interviews. This is another area in which the club should take a stance and advocate in our members' interests to the university.
Media and Communications Student Society Constitution Last amended 22nd September 2016.
1a) The name of the club shall be the Media and Communications Student Society. b) This club is affiliated to UMSU Inc (UMSU) and anything in this constitution that conflicts with the constitution of UMSU or with the Clubs & Societies Regulations shall be null and void. In all matters not specifically dealt with herein, the Constitution of UMSU and the Clubs & Societies Regulations shall apply. c) During the course of affiliation with UMSU this club shall comply with any requirements of the Clubs & Societies Committee of UMSU for the provision of records and documents and shall be under a duty to apply any grant monies received from the Clubs & Societies Committee in accordance with any conditions imposed by such body. 2. The aims of the club are: a) To create a forum to edit, support and promote media and comm student’s class and personal writing. b) To create a network of past, current and future media and comm students and enthusiasts. c) To develop a social space for those who want to gain entry into the media and communications work and study fields. d) To develop and refine the necessary professional skills for a career in media and communications. 3a) Membership shall be open to all students of the University of Melbourne b) Associate membership shall be open to any other persons who subscribe to the aims of the club. 4. A person shall be considered a member having: a) Paid a membership fee exacted at the committee’s direction; and b) Completed a membership form as prepared by the committee. 5. The committee shall have the following members: a) An executive consisting of: i) the President, who shall be a Melbourne University student; ii) the General Secretary, who shall be a Melbourne University student; iii) The Communications Officer, who shall be a Melbourne University student; iv) the Education Officer, who shall be a Melbourne University student; b) Four general members, consisting of: i) Two Social Events and Opportunities Officers; ii) Two Professional Events and Opportunities Officers. c) At least one member of the executive must identify as a woman or trans, as defined by Clause 2.1 of the UMSU Constitution. 6. The committee shall have the following powers: a) Control over the finances of the club; b) Control over the activities of the club.
Media and Communications Student Society (MaCSS) Constitution 7. The committee is at all times bound by the decisions of a club general meeting. Any committee decision may be overturned by a club general meeting. 8. There shall be one Annual General Meeting every calendar year, which shall be held during the academic period, but no later than the end of September. At this meeting: a) Written reports shall be presented by all members of the committee; i) The General Secretary shall be responsible for presenting the financial report b) Ratification of the club’s constitution; c) Full financial report will be presented and adopted for the financial period from AGM to AGM; d) Elections will be held for a new committee, to take charge of the club from the close of the meeting; e) Other moved motions may be discussed and voted upon, with preference going to motions of which notice was given before the meeting; f) The club shall submit all the AGM documents to the C&S Administrator within two weeks of the AGM. 9. There shall be such general meetings as the committee sees fit, or as are petitioned. The procedure of such meeting will be as for the Annual General Meeting, except committee elections will not be held unless specifically notified. 10. If fifteen members, or one third of the membership, whichever is the smaller, should petition the committee for a general meeting, such meeting must be held within fifteen academic days, at a date to be set by the committee. 11. The quorum shall be: a) At a General Meeting or Annual General Meeting, a minimum of twenty University of Melbourne student members of the club b) At a committee meeting, three committee members, at least one of whom must be a member of the executive. 12. a) The committee shall be required to give at least five academic days notice of a General Meeting (GM), Annual General Meeting (AGM) or Special General Meeting (SGM). Such notice must be email notification and given to both the Clubs and Societies Administrator and club members. b) A committee meeting may be called by any executive member of the committee, subject to such limitations on notice and spending as the committee may from time to time set. 13. a) Voting in all meetings shall be democratic, with a simple majority sufficing for the passage of a motion. All tied motions are lost. No proxy voting shall be permitted. b) Constitutional changes require a simple majority of members voting at a Special General Meeting or Annual General Meeting, and take effect from the end of the meeting. These constitutional motions must be presented in writing to the committee at least five academic days before the meeting, and notice of these shall be given to the membership. Constitutional changes shall be approved by the UMSU Clubs & Societies Office Bearer(s) before they are presented to a general meeting. 14. Any committee member absent from two consecutive committee meetings without due cause or previous apology may, at the committee’s discretion, be deemed to resign from their position by a motion of the committee, and a general meeting must be called to elect a successor. 2
Media and Communications Student Society (MaCSS) Constitution 15. If it is deemed that a committee member should be stood down, by a motion of the committee, or a petition bearing the names of at least fifteen members, impeachment proceedings will take place against the nominated committee member. At the next general meeting or Annual General Meeting, a motion shall be put to impeach the committee member, provided that at least five academic days notice has been given to the membership and to the member concerned in writing. If this passed by a two thirds majority, that committee position will become vacant and a new election held immediately. The committee member to be impeached will be given at least five minutes to speak before the vote is taken. 16. If deemed by a motion of the committee, or a petition bearing the names of at least fifteen members, any member of the club can be expelled. The procedure is the same as for impeachment except that the result is the voiding of the person’s membership. No member may be expelled on the ground of race, sex, gender or religion; political, moral or sexual views. 17. A motion to wind up the club must be written and notice of the motion is to be given in the agenda for the general meeting at which the winding up motion is to be decided. A winding up motion must be carried by an absolute majority. 18. In the event that the club is wound up, or ceases to be affiliated to UMSU the control of assets which have been 50% or more funded by UMSU Clubs & Societies Committee grants and which are less than 3 years old will revert to UMSU and be held in trust by UMSU Clubs & Societies Committee until such time that a club with the same aims is affiliated or a period of 18 months lapses. 19. In the event that the club has not been able to organise a quorate meeting within the 12 month period, the UMSU Clubs & Societies Committee may wind up the club by passing a motion to do so under the rules of UMSU. Any member of the club who wished to oppose the winding up of the club should make submissions to the committee. The decision of the committee is final subject only to appeal under UMSU rules. 20. For all purposes herein, an Academic Day will be considered as a day in the teaching period of Semester 1 and Semester 2. 21. The profits (if any) or other income and property of the club must be applied solely towards the promotion of the aims of the club as set out in this Constitution and no portion of it may be paid or transferred, directly or indirectly, to any member of the club whether by way of dividend, bonus or other profits. This does not prevent any payment in good faith by the club for the payment or reimbursement of out-‐of-‐pocket expenses incurred by a member of the club on behalf of the club. 22. If the club is wound up, any money remaining after the payment of all debts, liabilities and expenses must not be paid or distributed to the members but must be transferred to the C&S Committee of UMSU. 23. The following documents shall be made available online by the club within three months of receipt or confirmation, whichever is relevant -‐ and shall remain permanently easy to find and up online: a) The Committee Role Descriptions document; b) General Meeting documents; c) Activity report filings; d) Bank statements; e) Committee minutes; 3
Media and Communications Student Society (MaCSS) Constitution f) General publications; g) Policies; and h) Constitutional documents. 24) Any grievance that arises between a club and UMSU, a club member and another club member, or a club member and another University of Melbourne student is subject to the grievance procedure outlined in the UMSU Clubs & Societies Regulations. If the parties subject to a grievance are unable to meet and discuss the grievance and determine a resolution within 21 academic days, the UMSU Clubs & Societies Officer/s or their nominated representative shall appoint a mediator to facilitate mediation. Parties subject to mediation will have certain rights as members of the club suspended until mediation is completed.
4