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Monash University Student Association Monash Student Council (MSC) Emergency Meeting Minutes Date: 19th February 2017Time: 5.04pm Venue: MUSA Meeting Room, Level 2, Monash Sports CentreThe following members of the council were present, constituting a quorum: Voting MembersPresident: Janesh Nathan Vice President: Vandana M Suresh Kumar Ratnani General Secretary:Priyanka A. Subramaniam Treasurer:Tew Chung Yeak, Brandon Head of Clubs & Societies: Cheong Wei Yang MUISS President: S. M. Mohsin Ali Activities Chairperson: Akanksha Mehta Welfare Officers: Shaun Prakesh Stanley Wom*n’s Officers: Jasmine Ridwan Abdullah Gomez School of Arts and Social ScienceJaryl Phua Chong Ern Representatives: Samantha Tan Mei Lynn School of BusinessPang Kai Teng Representatives:Nur Addina Kharmizi School of Engineering[Proxy] Andrew Peter Lim Tze-Meng Representatives:Loh Jun Mann School of ITNur Hidayah Binte Azhar Representatives:(Draw By-Elections)School of ScienceJasvin Singh Cheema Representatives:[Proxy] Sharmila Lim Yen School of Medicine and Health[Proxy] See Pei Er, Tiffany Sciences’ Representatives:Chong Tze Lin School of PharmacySean Liew Jia Xen Representatives:Yap Wuan Shuen, Serene Non-Voting MembersWom*n’s Officer:Hannah Reshma Jambunathan Publicity Officer:Charmaine Yeo Shern Li Activities Chairperson: Tan Yu Shen, Franklin Editors:Samuel Goh U-Wei Absent (With Apology)Editor: Calvin Christopher Willims Fernandez School of Medicine andEjuin Woo Health Sciences Representative: School of EngineeringTerry Lee Representative: School of Science Soo Suen Tan, Florence Representative: Absent (Without Apology)Head of Clubs and Societies:Lai Kai Bin Publicity Officer:Shaun Tan Kien Seng Meeting ChairpersonJanesh Nathan Student RepresentativesNafisa Mehrab – School of Business (MUISS Vice President) Shashtidaran Prasanan – School of Business (MUVP Coordinator)Acceptance of Apology and Proxy LettersCalvin Christopher Willims Fernandez is unable to attend today’s emergency meeting as he will not be in the country and will only be returning later tonight. Terry Lee is unable to attend today’s emergency meeting as he is still back in his hometown in Jakarta, Indonesia and will only be landing back in Malaysia later tonight. He grants his voting right to Andrew Peter Lim Tze-Meng. Soo Suen Tan, Florence is unable to attend today’s emergency meeting as she is back in her hometown Johor to attend to some personal matters. She grants her voting right to Sharmila Lim Yen. Ejuin Woo is unable to attend today’s emergency meeting as he has to attend to some family matters which was planned prior to this meeting. He grants his voting right to See Pei Er, Tiffany. Motion #1: Acceptance of Apology and Proxy Letter Accepted by: Jasvin Singh Cheema Seconded by: Shaun Prakesh Stanley President’s Report Monash University certificates are to be issued only to those who were elected by a transparent electoral system. MUSA certificates are to be issued to subcommittee members as well as club President’s under Clubs and Societies. Buddies are to only receive MUSA certificates as well. It is to be discussed whether or not the buddies have to remain the same throughout the year – to allow new recruitment. LINK Excel.Sheet.12 Book1 Sheet1!R1C1:R6C2 \a \f 4 \h \* MERGEFORMAT 3. Treasurer's Report - Budget for 20173.1 Summary of funds provided by Treasurers.Amount budgeted for year 20171,623,396Revenue expected from operations/events/activities273,396Net amount for MUSA budget 20171 350 000 3.1.1 Annual budget as recommended by the Budget Committee as last updated on 7th February 2017.President's BudgetProposed Expenses 2017 (RM)MUSA Business Cards 2,000.00MUSA T-shirts 2,400.00MUSA Sub-committee T-shirt 2,000.00MUSA Appreciation Dinner3,000.00Monash University Volunteer Programme28,400.00Duplication of Keys100.00Change of Room Locks600.00Bulk Insurance10,500.00Presidential Trip10,000.00The Alliance10,000.00Refreshments for FORUM by MUSA1,000.00Total expenses70 000.00Motion #2: To accept President’s budget for 2017. For: 19Against: 1Abstain: 3Motion #2 is carried. Vice-President's BudgetProposed Expenses 2017 (RM)Subsidies/Student Initiative/EAC211,226.00Merchandises65,000.00Total expenses276 226.00Expected revenue65 000.00Net expenses211 226.00Motion #3: To accept Vice President’s budget for 2017.For: 16Against: 0Abstain: 7Motion #3 is carried. General Secretary's BudgetProposed Expenses 2017 (RM)MSC Meeting Refreshments5,700.00MUSA General Elections 6,500.00Annual General Meeting Refreshments (AGM)650.00Printing of MUSA Certificates 350.00Media Administrative Committee Meeting (MAC)200.00SOP Booklets (2 booklets)600.00Stationery500.00By-Election500.00Total expenses15 000.00Motion #4: To accept General Secretary’s budget for 2017.For: 17Against: 2Abstain: 4Motion #4 is carried.Treasurer’s BudgetProposed Expenses 2017 (RM)Receipt Books3,000.00Sub-Committee Appreciation Dinner3,000.00Johor Clinical School95,000.00Total expenses101 000.00Motion #5: To accept Treasurer’s budget for 2017.For: 22Against: 0Abstain: 1Motion #5 is carried. Activities Chairperson's BudgetProposed Expenses 2017 (RM)Orientation Bash Semester 135,000.00Orientation Bash Semester 235,000.00Monash Annual Ball200,000.00Orientation Bash October Intake21,000.00Small Events (Semester 1 & 2)24,000.00Amazing Race30,000.00Total expenses345 000.00Expected revenue100 000.00Net expenses245 000.00Motion #6: To accept Activities’ budget for 2017.For: 18 Against: 0Abstain: 5Motion #6 is carried. Welfare Officer's BudgetProposed Expenses 2017 (RM)Pool & Foosball Tournament 12,000.00Lounge Expenses (including salaries)32,000.00Mental Health Awareness Week (Semester 1 & 2)6,000.00Purchase of Lounge Equipment4,300.00Food Giveaway (Semester 1 & 2)3,000.00InterMUSA Wars2,000.00Monash Gym 35,000.00Total expenses94 300.00Expected revenue (Lounge + Locker)31 200.00Net expenses63 100.00Motion #7: To accept Welfare’s budget for 2017. For: 21Against: 0Abstain: 2Motion #7 is carried.Wom*n Officers' BudgetProposed Expenses 2017 (RM)International Women's Day795.00Anti-Harassment Week1,000.00Women's Futsal1,600.00Sadie Hawkins Dance5,000.00Hi-tea Discussions and Biweekly/Monthly Videos500.00Student Initiated Events (Spectrum/FemSoc)2,000.00Women's Week4,000.00Breast Cancer Awareness Week6,000.00Total expenses20 895.00Expected revenue5 895.00Net expenses15 000.00Motion #8: To accept Wom*n’s budget for 2017.For: 20Against: 0Abstain: 3Motion #8 is carried. Publicity Officer’s BudgetProposed Expenses 2017 (RM)Mingle Night Semester 18,000.00Mingle Night Semester 28,000.00De-stress Night5,000.00MUSA Banner100.00Donut Giveaways950.00Promotional ads for Facebook and Instagram2,000.00T-shirt (Semester 1 & Semester 2)6,000.00Total expenses30 050.00Expected revenue6 000.00Net expenses24 050.00Motion #9: To accept Publicity’s budget for 2017.For: 20 Against: 0Abstain: 3Motion #9 is carried. Editors' BudgetProposed Expenses 2017 (RM)MONGA27,000.00Mondo WordPress Account540.00FYI Orientation Booklets7,960.00Monthly Thematic Competition1,000.00Launching Booth500.00Camera Maintenance and Hard Disk1,000.00Total expenses38 000.00Motion #10: To accept Editors budget for 2017.For: 22Against: 0Abstain: 1Motion #10 is carried. Clubs and Societies' BudgetProposed Expenses 2017 (RM)Fixed Subsidy 90,000.00Event Pool Fund60,000.00External Event Fund30,000.00Equipment Fund15,000.00Operation Funds5,000.00Team Monash20,000.00Monash House Cup50,000.00Total expenses270 000.00Motion #11: To accept Clubs and Societies’ budget for 2017.For: 20Against: 0Abstain: 3Motion #11 is carried. Samuel Goh left at 6.13pmCharmaine Yeo Shern Li left at 6.15pmMUISS's BudgetProposed Expenses 2017 (RM)KL Tour (Semester 1)10,000.00KL Tour (Semester 2)5,230.00KL Tour (October Intake)5,000.00Home Stay (Semester 1)10,000.00Home Stay (Semester 2)10,000.00Monash Cultural Carnival25,000.00Monash Cultural Night170,000.00Brunch with MUISS (Semester 1)1,500.00Brunch with MUISS (Semester 2)1,500.00Open Mic Night5,000.00Photoshop Bundle740.00MIMA Magazine (Semester 1)5,000.00MIMA Magazine (Semester 2)5,000.00Holi Festival5,000.00Exchange Event2,000.00Sports Competition3,850.00October Intake Events3,000.00AGM Lunch200.00Total expenses268 020.00Expected revenue50 020.00Net expenses218 000.00Motion #12: To accept MUISS’ budget for 2017.For: 18Against: 0Abstain: 5Motion #12 is carried. School of Arts & Social Sciences Representatives' BudgetProposed Expenses 2017 (RM)Movie Night (Semester 1)1,350.00Movie Night (Semester 2)1,250.00Movie Night (October Intake)950.00T-Shirt Design Competition150.00School Merchandises850.00Giveaways915.00Total expenses5 465.00Expected revenue156.00Net expenses5 309.00Motion #13: To accept School of Arts and Social Sciences’ budget for 2017.For: 20Against: 0Abstain: 3Motion #13 is carried. School of Business Representatives' BudgetProposed Expenses 2017 (RM)Movie Night (Semester 1)3,000.00Movie Night (Semester 2)3,000.00Movie Night (October Intake)1,500.00Company Trip (Semester 1)500.00Company Trip (Semester 2)500.00Business Speaker (Semester 1)700.00Business Speaker (Semester 2)700.00District 213,900.00T-shirt Design Competition150.00Total expenses13 950.00Expected revenue6 250.00Net expenses7 700.00Motion #14: To accept School of Business’ budget for 2017.For: 20Against: 0Abstain: 3Motion #14 is carried. School of Engineering Representatives' BudgetProposed Expenses 2017 (RM)Movie Night (Semester 1)3,000.00Movie Night (Semester 2)3,000.00Movie Night (October Intake)1,500.00Event Voted by Student (Semester 1)3,700.00Event Voted by Student (Semester 2)2,750.00Event Voted by Student (October Intake)1,980.00T-shirt Design Competition150.00MetalTech1,050.00Itex1,050.00Wristbands for Buddy-Buddee Night (Semester 1 & 2)900.00Total expenses19 080.00Expected revenue5 200.00Net expenses13 880.00Motion #15: To accept School of Engineering’s budget for 2017.For: 18 Against: 0Abstain: 5Motion #15 is carried. School of Information Technology Representatives' BudgetProposed Expenses 2017 (RM)Movie Night (Semester 1)2,100.00Movie Night (Semester 2)2,100.00Movie Night (October Intake)680.00Tech Talk (Semester 1)450.00Tech Talk (Semester 2)450.00T-shirt Design Competition 150.00T-shirt Printing2,950.00Badges 250.00League of Legends Tournament220.00Total expenses9 350.00Expected revenue3 375.00Net expenses5 975.00Motion #16: To accept School of Information Technology’s budget for 2017.For: 21Against: 0Abstain: 2Motion #16 is carried. School of Medicine Representatives' BudgetProposed Expenses 2017 (RM)Charity Run2,000.00MedBall1,000.00Monthly Volunteer Work1,000.00Movie Night (Semester 1)2,600.00Movie Night (Semester 2)2,600.00Sweets Giveaway500.00Selfie Competition100.00Tumbler Giveaway2,400.00Company Visit700.00Total expenses12 900.00Motion #17: To accept School of Medicine and Health Sciences’ budget for 2017.For: 19Against: 0Abstain: 4Motion #17 is carried. School of Pharmacy Representatives' BudgetProposed Expenses 2017 (RM)Movie Night (Semester 1)1,950.00Movie Night (Semester 2)1,800.00First-Aid Course (Semester 1)3,000.00First-Aid Course (Semester 2)3,000.00SOP Camp3,000.00Inter-University Pharmacy Event3,500.00Total expenses16 250.00Motion #18: To accept School of Pharmacy’s budget for 2017.For: 19Against: 0Abstain: 4Motion #18 is carried.School of Science Representatives' Budget Proposed Expenses 2017 (RM)Science in Action (Semester 1)200.00Science in Action (Semester 2)200.00Science Field Trip (Semester 1)1,300.00Science Field Trip (Semester 2)1,300.00T-shirt Competition Subsidy150.00Movie Night (Semester 1)1,275.00Movie Night (Semester 2)1,275.00Bowling Sunway Mega Lanes1,920.00Cookie Giveaway600.00Total expenses8 220.00Expected revenue300.00Net expenses7 920.00Motion #19: To accept School of Sciences’ budget for 2017.For: 19 Against: 0Abstain: 4Motion #19 is carried. School of Representatives Jointly Organized Events' BudgetProposed Expenses 2017 (RM)Dota 2 Tournament 9,690.00Total expenses9 690.00Motion #20: To accept School Representatives joint events Budget for 2017.For: 21Against: 0Abstain: 2Motion #20 is carried. Loh Jun Mann left at 6.53pmPlease do not make any confirmation with suppliers before getting approval from MUSA Treasurers. All departments must submit a budget proposal (required by Student Services) for every event 3 weeks prior to event date.MUSA Treasurers are not responsible to remind departments to submit their budget proposal. Steps for Cash in Advance RequisitionProcessing Time:Require a minimum of 5 academic days for non-activitiesRequire a minimum of 10 academic days for activitiesAll receipts/invoices, balances and revenue along with a complete financial report are to be handed to MUSA Treasurers within 2 weeks after your event.All receipts and invoices must tally with your financial report. Official receipts are to be pasted on A4 paper with description (e.g: department, event, date). Steps for Cheque RequisitionPlease attach 3 official computer generated quotations for each line item together with your budget proposal. Processing Time: Require a minimum of 10 academic days Motion #21: To accept Treasurer’s Report Accepted by: Andrew Peter LimSeconded: Jasvin Singh Cheema Meeting adjourned at: 6.55pm Prepared byPriyanka A. Subramaniam General Secretary Monash University Student Association APPENDIX A Budget Proposal Sample Reference No.:________________________________Budget Proposal for Orientation BashSemester 1, 2016Category: A/B/C/DDescription of the event: An exciting event comprising ……Purpose of the event: This event specially organized for …..Date & Time: 9th March 2014, 7.00am to 9.00pmVenue / Supplier(s): A’ Famosa Resort Hotel, MelakaThe venue of the orientation bash is chosen because ….. Details of the package/event are as follow: Package Price: RM…. Per paxPackage Inclusive: A….B….C….<At least two valid reasons for choosing this supplier>Other options/suppliers that have been considered:First World Hotel, Genting HighlandsTicket: RM…. per person (Indoor & Outdoor theme park)The Activities Advisory Committee decided that Genting Highlands is not a suitable venue for Orientation Bash according to the following reasons:A…. <At least two valid reasons>B….. C….Skytrex Adventure ParkSkytrex-Big Thrill: RM…The Activities Advisory Committee decided that Skytrex Adventure Park is not a suitable venue for Orientation Bash according to the following reasons:A….<At least two valid reasons>B….C….Target Number of attendance: 300Activities / Itinerary / Schedule:7.00 – 7.30 am Registration7.30 – 8.00 am8.00 – 8.30 am 8.30 – 10.00 am10.00 – 12.00 pm12.00 – 12.45 pm Lunch12.45 – 3.00 pm Telematch3.00 – 4.30 pm 4.30 – 5.00 pm 5.00 – 7.00 pm 7.00 – 9.00 pmArrive at Monash + Dinner + Prize Giving Ceremony9.00 pmEndOthers / Remarks:Collaborate with, if any, clubs. *Please attach with the terms and conditions*Transportation <at least 3 quotations>Bus ServicesPriceUnitTotalMr. Ho Say AikRM6504RM2600MUS Transport ServicesRM9004RM3600MS Suria Transport & Tour Sdn BhdRM10004RM4000Note: All the above quotation are based on to & fro/bus/day. The Activities Advisory Committee had chosen <At least two valid reasons>. Food & Beverages <at least 3 quotations>For Breakfast, we get quotations from three catering services and we decided to choose the breakfast that is served in boxes separately for each pax from Lynn’s Cafe Enterprise, as <At least two valid reasons>. The menus are as follow:Lynn’s Cafe EnterpriseFoodland ResourcesHH Catering ServicesMenuPriceRM…. per paxRM….per paxRM….per paxTotalRM…..RM…..RM…..Detailed Budget BreakdownEstimated Expenditure:No.ItemUnitPrice per unit (RM)Total (RM)1.A’ Famosa Package (Water World, Telematch with games coordinator and packed lunch)2.Mr. Ho Say Aik Transport Service3.Food and Beverages 4.Prizes5.MiscellaneousTotal Estimated Expenditures* Inclusive of 6% tax chargesEstimated Revenue (if any):No.ItemUnitPrice per unit (RM)Total (RM)1.Total Estimated RevenueNet Expenses (After deducting revenue)Payment RequestCheque Payment RequestNo.ItemAmount(RM)Date Needed1.LYNN’S CAFE ENTERPRISE27th July 20132.A’ Famosa Resort Hotel Sdn BhdDepositBalanceTotal*If deposit and balance payment is needed, please follow the format for second column**please allow AT LEAST 2 weeks for cheque paymentCash In Advance RequestNo.ItemAmount(RM)Date Needed1.Bus TransportDeposit24th July 2013Balance2.Prizes3.Miscellaneous TotalGRAND TOTAL RMxx,xxxPrepared by, <chop & sign>NameMUSA Activities Officers012-345 6789Verified by, <chop & sign>NameMUSA Activities Officers016-123 1234 & 013-123 7890This Budget Proposal has been reviewed and approved by the MUSA Treasurers and verified by the MUSA President.Approved by, MUSA TreasurersMr. Brandon Tew Chung Yeak / Ms. Michelle Lee Wai Lim Verified by, MUSA PresidentMr. Janesh Nathan ................
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