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 Centre

The following members of the council were present, constituting a quorum:

Voting Members

President: 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 Science Jaryl Phua Chong Ern Representatives: Samantha Tan Mei Lynn

School of Business Pang Kai Teng Representatives: Nur Addina Kharmizi

School of Engineering [Proxy] Andrew Peter Lim Tze-Meng Representatives: Loh Jun Mann

School of IT Nur Hidayah Binte Azhar Representatives: (Draw By-Elections)

School of Science Jasvin Singh Cheema Representatives: [Proxy] Sharmila Lim Yen

School of Medicine and Health [Proxy] See Pei Er, Tiffany Sciences’ Representatives: Chong Tze Lin

School of Pharmacy Sean Liew Jia Xen Representatives: Yap Wuan Shuen, Serene

Non-Voting Members

Wom*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 and Ejuin Woo Health Sciences Representative:

School of Engineering Terry 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 Chairperson

Janesh Nathan

Student Representatives

Nafisa Mehrab – School of Business (MUISS Vice President)

Shashtidaran Prasanan – School of Business (MUVP Coordinator)

1. Acceptance of Apology and Proxy Letters

1.1 Calvin 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.

1.2 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.

1.3 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.

1.4 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

2. President’s Report

2.1 Monash University certificates are to be issued only to those who were elected by a transparent electoral system.

2.2 MUSA certificates are to be issued to subcommittee members as well as club President’s under Clubs and Societies.

2.3 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.

3. Treasurer's Report - Budget for 2017

3.1 Summary of funds provided by Treasurers.

Amount budgeted for year 2017 1,623,396Revenue expected from operations/events/activities 273,396Net amount for MUSA budget 2017 1 350 000

3.1.1 Annual budget as recommended by the Budget Committee as last updated on 7th February 2017.

President's Budget Proposed Expenses 2017 (RM)MUSA Business Cards 2,000.00MUSA T-shirts 2,400.00MUSA Sub-committee T-shirt 2,000.00MUSA Appreciation Dinner 3,000.00Monash University Volunteer Programme 28,400.00Duplication of Keys 100.00Change of Room Locks 600.00Bulk Insurance 10,500.00Presidential Trip 10,000.00The Alliance 10,000.00Refreshments for FORUM by MUSA 1,000.00Total expenses 70 000.00

Motion #2: To accept President’s budget for 2017. For: 19Against: 1Abstain: 3

Motion #2 is carried.

Vice-President's Budget Proposed Expenses 2017 (RM)Subsidies/Student Initiative/EAC 211,226.00Merchandises 65,000.00Total expenses 276 226.00Expected revenue 65 000.00Net expenses 211 226.00

Motion #3: To accept Vice President’s budget for 2017.For: 16Against: 0Abstain: 7

Motion #3 is carried.

General Secretary's Budget Proposed Expenses 2017 (RM)MSC Meeting Refreshments 5,700.00MUSA 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) 600.00Stationery 500.00By-Election 500.00Total expenses 15 000.00

Motion #4: To accept General Secretary’s budget for 2017.For: 17Against: 2Abstain: 4

Motion #4 is carried.

Treasurer’s Budget Proposed Expenses 2017 (RM)Receipt Books 3,000.00Sub-Committee Appreciation Dinner 3,000.00Johor Clinical School 95,000.00Total expenses 101 000.00

Motion #5: To accept Treasurer’s budget for 2017.For: 22Against: 0Abstain: 1

Motion #5 is carried.

Activities Chairperson's Budget Proposed Expenses 2017 (RM)Orientation Bash Semester 1 35,000.00Orientation Bash Semester 2 35,000.00Monash Annual Ball 200,000.00Orientation Bash October Intake 21,000.00Small Events (Semester 1 & 2) 24,000.00Amazing Race 30,000.00Total expenses 345 000.00Expected revenue 100 000.00

Net expenses 245 000.00

Motion #6: To accept Activities’ budget for 2017.For: 18 Against: 0Abstain: 5

Motion #6 is carried.

Welfare Officer's Budget Proposed 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 Equipment 4,300.00Food Giveaway (Semester 1 & 2) 3,000.00InterMUSA Wars 2,000.00Monash Gym 35,000.00Total expenses 94 300.00Expected revenue (Lounge + Locker) 31 200.00Net expenses 63 100.00

Motion #7: To accept Welfare’s budget for 2017. For: 21Against: 0Abstain: 2

Motion #7 is carried.

Wom*n Officers' Budget Proposed Expenses 2017 (RM)International Women's Day 795.00Anti-Harassment Week 1,000.00Women's Futsal 1,600.00Sadie Hawkins Dance 5,000.00Hi-tea Discussions and Biweekly/Monthly Videos 500.00Student Initiated Events (Spectrum/FemSoc) 2,000.00Women's Week 4,000.00

Breast Cancer Awareness Week 6,000.00Total expenses 20 895.00Expected revenue 5 895.00Net expenses 15 000.00

Motion #8: To accept Wom*n’s budget for 2017.For: 20Against: 0Abstain: 3

Motion #8 is carried.

Publicity Officer’s Budget Proposed Expenses 2017 (RM)Mingle Night Semester 1 8,000.00Mingle Night Semester 2 8,000.00De-stress Night 5,000.00MUSA Banner 100.00Donut Giveaways 950.00Promotional ads for Facebook and Instagram 2,000.00T-shirt (Semester 1 & Semester 2) 6,000.00Total expenses 30 050.00Expected revenue 6 000.00Net expenses 24 050.00

Motion #9: To accept Publicity’s budget for 2017.For: 20 Against: 0Abstain: 3

Motion #9 is carried.

Editors' Budget Proposed Expenses 2017 (RM)MONGA 27,000.00Mondo WordPress Account 540.00FYI Orientation Booklets 7,960.00Monthly Thematic Competition 1,000.00Launching Booth 500.00Camera Maintenance and Hard Disk 1,000.00Total expenses 38 000.00

Motion #10: To accept Editors budget for 2017.

For: 22Against: 0Abstain: 1

Motion #10 is carried.

Clubs and Societies' Budget Proposed Expenses 2017 (RM)Fixed Subsidy 90,000.00Event Pool Fund 60,000.00External Event Fund 30,000.00Equipment Fund 15,000.00Operation Funds 5,000.00Team Monash 20,000.00Monash House Cup 50,000.00Total expenses 270 000.00

Motion #11: To accept Clubs and Societies’ budget for 2017.For: 20Against: 0Abstain: 3

Motion #11 is carried.

Samuel Goh left at 6.13pm

Charmaine Yeo Shern Li left at 6.15pm

MUISS's Budget Proposed 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 Carnival 25,000.00Monash Cultural Night 170,000.00Brunch with MUISS (Semester 1) 1,500.00Brunch with MUISS (Semester 2) 1,500.00Open Mic Night 5,000.00Photoshop Bundle 740.00MIMA Magazine (Semester 1) 5,000.00MIMA Magazine (Semester 2) 5,000.00

Holi Festival 5,000.00Exchange Event 2,000.00Sports Competition 3,850.00October Intake Events 3,000.00AGM Lunch 200.00Total expenses 268 020.00Expected revenue 50 020.00Net expenses 218 000.00

Motion #12: To accept MUISS’ budget for 2017.For: 18Against: 0Abstain: 5

Motion #12 is carried.

School of Arts & Social Sciences Representatives' Budget Proposed Expenses 2017 (RM)Movie Night (Semester 1) 1,350.00Movie Night (Semester 2) 1,250.00Movie Night (October Intake) 950.00T-Shirt Design Competition 150.00School Merchandises 850.00Giveaways 915.00Total expenses 5 465.00Expected revenue 156.00Net expenses 5 309.00

Motion #13: To accept School of Arts and Social Sciences’ budget for 2017.For: 20Against: 0Abstain: 3

Motion #13 is carried.

School of Business Representatives' Budget Proposed 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) 500.00

Business Speaker (Semester 1) 700.00Business Speaker (Semester 2) 700.00District 21 3,900.00T-shirt Design Competition 150.00Total expenses 13 950.00Expected revenue 6 250.00Net expenses 7 700.00

Motion #14: To accept School of Business’ budget for 2017.For: 20Against: 0Abstain: 3

Motion #14 is carried.

School of Engineering Representatives' Budget Proposed 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 Competition 150.00MetalTech 1,050.00Itex 1,050.00Wristbands for Buddy-Buddee Night (Semester 1 & 2) 900.00Total expenses 19 080.00Expected revenue 5 200.00Net expenses 13 880.00

Motion #15: To accept School of Engineering’s budget for 2017.For: 18 Against: 0Abstain: 5

Motion #15 is carried.

School of Information Technology Representatives' Budget Proposed Expenses 2017 (RM)Movie Night (Semester 1) 2,100.00Movie Night (Semester 2) 2,100.00

Movie Night (October Intake) 680.00Tech Talk (Semester 1) 450.00Tech Talk (Semester 2) 450.00T-shirt Design Competition 150.00T-shirt Printing 2,950.00Badges 250.00League of Legends Tournament 220.00Total expenses 9 350.00Expected revenue 3 375.00Net expenses 5 975.00

Motion #16: To accept School of Information Technology’s budget for 2017.For: 21Against: 0Abstain: 2

Motion #16 is carried.

School of Medicine Representatives' Budget Proposed Expenses 2017 (RM)Charity Run 2,000.00MedBall 1,000.00Monthly Volunteer Work 1,000.00Movie Night (Semester 1) 2,600.00Movie Night (Semester 2) 2,600.00Sweets Giveaway 500.00Selfie Competition 100.00Tumbler Giveaway 2,400.00Company Visit 700.00Total expenses 12 900.00

Motion #17: To accept School of Medicine and Health Sciences’ budget for 2017.For: 19Against: 0Abstain: 4

Motion #17 is carried.

School of Pharmacy Representatives' Budget Proposed 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 Camp 3,000.00Inter-University Pharmacy Event 3,500.00Total expenses 16 250.00

Motion #18: To accept School of Pharmacy’s budget for 2017.For: 19Against: 0Abstain: 4

Motion #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 Subsidy 150.00Movie Night (Semester 1) 1,275.00Movie Night (Semester 2) 1,275.00Bowling Sunway Mega Lanes 1,920.00Cookie Giveaway 600.00Total expenses 8 220.00Expected revenue 300.00Net expenses 7 920.00

Motion #19: To accept School of Sciences’ budget for 2017.For: 19 Against: 0Abstain: 4

Motion #19 is carried.

School of Representatives Jointly Organized Events' Budget Proposed Expenses 2017 (RM)Dota 2 Tournament 9,690.00Total expenses 9 690.00

Motion #20: To accept School Representatives joint events Budget for 2017.

For: 21Against: 0Abstain: 2

Motion #20 is carried.

Loh Jun Mann left at 6.53pm

3.2 Please do not make any confirmation with suppliers before getting approval from MUSA Treasurers.

3.3 All departments must submit a budget proposal (required by Student Services) for every event 3 weeks prior to event date.

3.4 MUSA Treasurers are not responsible to remind departments to submit their budget proposal.

3.5 Steps for Cash in Advance Requisition

3.6 Processing Time:- Require a minimum of 5 academic days for non-activities- Require a minimum of 10 academic days for activities

3.7 All receipts/invoices, balances and revenue along with a complete financial report are to be handed to MUSA Treasurers within 2 weeks after your event.

3.8 All receipts and invoices must tally with your financial report.

3.9 Official receipts are to be pasted on A4 paper with description (e.g: department, event, date).

3.10 Steps for Cheque Requisition 3.11 Please attach 3 official computer generated quotations for each line item

together with your budget proposal. 3.11.1 Processing Time:

3.11.1.1 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 by

Priyanka A. Subramaniam General Secretary Monash University Student Association

APPENDIX A

Budget Proposal Sample

Reference No.:________________________________

Budget Proposal for Orientation Bash

Semester 1, 2016

Category: A/B/C/D

Description of the event:

An exciting event comprising ……

Purpose of the event:

This event specially organized for …..

Date & Time: 9th March 2014, 7.00am to 9.00pm

Venue / Supplier(s): A’ Famosa Resort Hotel, Melaka

The venue of the orientation bash is chosen because …..

Details of the package/event are as follow:

Package Price: RM…. Per pax

Package Inclusive:

A….

B….

C….

<At least two valid reasons for choosing this supplier>

Other options/suppliers that have been considered:

a.) First World Hotel, Genting Highlands

Ticket: 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:

i) A…. <At least two valid reasons>

ii) B…..

iii) C….

b.) Skytrex Adventure Park

Skytrex-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:

i) A….<At least two valid reasons>

ii) B….

iii) 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 pm Arrive at Monash + Dinner + Prize Giving Ceremony9.00 pm End

Others / Remarks:

Collaborate with, if any, clubs.

*Please attach with the terms and conditions*

Transportation <at least 3 quotations>

Bus Services Price Unit TotalMr. Ho Say Aik RM650 4 RM2600MUS Transport Services RM900 4 RM3600MS Suria Transport & Tour Sdn Bhd RM1000 4 RM4000

Note: 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>

1) 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 Enterprise Foodland Resources HH Catering Services

Menu

Price RM…. per pax RM….per pax RM….per pax

Total RM….. RM….. RM…..

Detailed Budget Breakdown

Estimated Expenditure:

No. Item Unit Price per unit (RM)

Total (RM)

1. A’ Famosa Package (Water World, Telematch with games coordinator and packed lunch)

2. Mr. Ho Say Aik Transport Service

3. Food and Beverages

4. Prizes

5. Miscellaneous

Total Estimated Expenditures

* Inclusive of 6% tax charges

Estimated Revenue (if any):

No. Item Unit Price per unit (RM)

Total (RM)

1.

Total Estimated Revenue

Net Expenses (After deducting revenue)

Payment Request

1. Cheque Payment Request

No. Item Amount(RM) Date Needed1. LYNN’S CAFE ENTERPRISE 27th July 20132. A’ Famosa Resort Hotel Sdn Bhd Deposit

BalanceTotal

*If deposit and balance payment is needed, please follow the format for second column

**please allow AT LEAST 2 weeks for cheque payment

2. Cash In Advance Request

No. Item Amount(RM) Date Needed1. Bus Transport Deposit 24th July 2013

Balance2. Prizes3. Miscellaneous

Total

GRAND TOTAL RMxx,xxx

Prepared by,

<chop & sign>

NameMUSA Activities Officers012-345 6789

Verified by,

<chop & sign>

NameMUSA Activities Officers016-123 1234 & 013-123 7890

This 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