Total no. of pages: 10 NANYANG TECHNOLOGICAL UNIVERSITY 20th Students’ Union Council Eighth meeting of the 20th NTUSU Council Date: 3 August 2011 Time Started: 1930hrs Venue: Students’ Union Conference Room (SAC)

Present On Time Club Represented/ Position Held NTUSU Executive Committee

1. Mr. Yeo Kai Xiang 2. Mr. Goh Chong Yang 3. Ms Chloe Lim Hui 4. Ms Ang Hua Huang 5. Ms Marchelina Vincensia 6. Mr. Yan Xia 7. Mr. See Toh Jia Yao 8. Mr. Nitish Ramkumar 9. Mr. Ricky Jeremiah 10. Mr. Kelvin Oscar Wangsa 11. Mr. Lee Jia Yi 12. Mr. Ramanan Kumarasamy 13. Ms Beatrice Tan 14. Mr. Seah Jiaren Darren

Non-Academic Constituent Club

15. Ms Ng Shi Hui 16. Mr. Terren Chua

Academic Constituent Club 17. Mr. Handiyadi Tantiano 18. Mr. Li Ang 19. Mr. Christopher Felix Kusnad 20. Mr. Dustin Benito 21. Mr. Wong Poh Shen 22. Mr. Teresa Chiok 23. Mr. Shannon Ling 24. Ms Wu Ran 25. Mr. Tok Rui Shen 26. Ms Sharon Chen Shuyi 27. Mr. Ezra Andhika 28. Ms. Joanne Quek

NTUSU President NTUSU Vice President – Business and Corp Comm NTUSU Honorary General Secretary NTUSU Welfare Executive NTUSU Human Resource Executive NTUSU Student Services Executive NTUSU Media and IT Executive NTUSU Events Executive NTUSU Media and IT Executive NTUSU Logistics Executive NTUSU Student Relations Executive NTUSU Corporate Liaison Executive NTUSU Business Executive NTUSU Orientation Executive President – WSC RSP (Youth Boys) – WSC Welfare and Academic Officer – MSE Publication Assistant Head – CEE President – MAE Vice President – EEE President – SPMS President – ADM President – HSS Assistant Social Director – SCBE President – CEE President – TTC Human Resource Executive – CEC President – SCI

Late with apologies Club Represented 29. Mr. Lai Sixuan Shaun 30. Ms Song Sharon

President – CAC Vice President (Events Management) – CAC

Absent with apologies Club Represented

31. Ms Tanya Low 32. Ms Tung Kwai Jie Crystal 33. Ms Sia Ming Shuan 34. Ms Sonali Prasad 35. Mr. Ang Yi Cheng 36. Mr. Quek Chin Tong, Colin 37. Mr. Maurice Bay Min Long

NTUSU Honorary Financial Secretary NTUSU Vice President – Welfare and Student Activities NTUSU Financial Controller NTUSU Publications Executive President – Sports Club Vice President – Sports Club President – ABC

The meeting was called to order at 1930hrs. AGENDA:

1. Election of Acting Council Chair (for this meeting only) 2. Election matters 3. Proposal by NTUSU to use Reserved Funds (RF) to employ staff to look

after SAC and Union Shop 4. A.O.B.

Note/Action

Item 1: Election of Acting Council Chair (for this meeting only)

Mr. Xiong Yifang, 20th NTUSU Council Chairperson is currently

overseas on the Global Summer Studies programme and is unable to

attend and chair this meeting. According to Statute 26 of the

Constitution of the Nanyang Technological University Students'

Union Article V: The Council, (e)(7):

"The Chairman of the Council shall preside at all meetings of the

Council. In his absence, one of the members present, other than a

member of the Executive Committee shall be elected to chair the

meeting."

The election of the Acting Council Chair for this meeting was

carried out. Ms Teresa Chiok, ADM President, was nominated. By a

simple show-of-hands poll, Ms Teresa Chiok was elected to be the

Acting Council Chair with 26/26 votes.

Item 2: Election Matters

- Union Day will be held on 25 August 2011,10.30am –

2.30pm.

- Election guidelines, vote validity and by-election procedures

that have been established during the past Council meetings

were reiterated by Mr. Yeo Kai Xiang, NTUSU President.

- Election guidelines

- Each constituent club have to set their own individual

campaign rules and regulations.

- No group campaigning.

- No negative campaigning will be allowed.

- Vote validity

- Invalid votes are defined as voting slips that has any

position that has not been voted for (I.e. Both “for” and

“abstain” are uncrossed); Or the crosses on the voting slips

are not drawn properly or clearly (not from end to end). All

invalid votes will not be considered.

- Valid votes:

- Non-contested, single position:

! Academic constituent clubs: 50 valid votes

! Non-academic constituent clubs: 150 valid votes

! Threshold: 51%

- Non-contested, multiple positions:

! Academic constituent clubs: 50 valid votes

! Non-academic constituent clubs: 150 valid votes

! Threshold: 51%

- Contested, single position:

! Academic constituent clubs: 50 valid votes

! Non-academic constituent clubs: 150 valid votes

! Threshold: 100% / number of candidates

- Contested, multiple positions:

! Academic constituent clubs: 50 valid votes

! Non-academic constituent clubs: 150 valid votes

! Threshold: 100% / (number of candidates x number of

positions)

- By-election procedures

- If all candidates do not get elected by the (first) by-election,

the second-by election will see the removal of the “abstain”

option. From the second by-election on, voting slips for all

candidates will only consist of the “for” option, and the

candidate with the most number of “for” votes will be

elected into office. All by-elections should be held within a

period of 7-working days from Union Day. Also, no

additional candidates will be allowed after the first by-

election. Under any circumstances, there must be a minimum

number of 50 (for acad clubs) or 150 (non-acad con clubs)

valid votes for the election(s) to be valid.

- Reiteration and establishment of election procedures

- Mr. Yeo Kai Xiang proposed that no campaigning shall be

carried out during Union Day. This includes rallying and

handing out of publicity materials.

- The Council agreed that all candidates across all clubs shall

be allowed to vote in the election that they are running in.

- Mr. Yeo Kai Xiang will inform all Council members, via

email, on the formation of the Election Committee at a later

date.

Shaun Lai, President of CAC and Sharon Song, Vice President

of CAC, entered the meeting at 2015hrs.

Item 3: Proposal by NTUSU Exco to use Reserved Fund (RF) to

start up the Union Shop and to employ a staff member

Background

The Reserved Fund (RF) is derived from the payment by all

freshmen (it is a one-off payment) and is meant for buying assets,

equipment, and funding worthwhile projects that benefit the

students. The NTUSU Exco is proposing to use the RF to employ a

staff member and also as an initial capital for the upcoming Union

Kai Xiang to inform Council members on the formation of Election Committee via email.

Shop initiative.

Presentation of proposals

Mr. Goh Chong Yang, NTUSU Vice President (Business and

Corporate Communications), gave a presentation and Executive

Summary of the Union Shop to the Council. The content of the

presentation was as follows:

Union Shop

- Purpose of the Union Shop

1. Promote a stronger sense of identity among NTU students.

2. Provide and additional source of income for the NTUSU

Students’ Fund.

3. A pioneering step towards social enterprise in NTU.

- Inspiration

The NTUSU has visited various Universities in Australia,

the United Kingdom, and the United States to gather

research and information on their on-campus (union) shops.

- Market

There is currently no official outlet in NTU that is licensed

to sell its merchandises.

- Products

1. Apparel

2. Stationery

3. Novelties

4. Utensils

5. Convocation products

- These items were sourced from surveys and feedback from

the students.

- Endorsements

1. Associate Provost (Student Life), Prof. Kwok Kian Woon

2. Student Affairs Office

3. Corporate Communications Office

4. NTU Students (based on the NTUSU’s surveys)

Mr. Kelvin Oscar Wangsa, NTUSU Logistics Executive next gave a

presentation on the hiring of a staff member. The content was as

follows:

Employing a staff member

- Purpose and job description

1. Manning the U-ROC lounge and Union Shop Counter

2. Support the administrative functions of the NTUSU.

3. Serve as liaison between the NTUSU and the NTU clubs

and societies for bookings and such.

- Mr. Yeo Kai Xiang added that a staff member is needed as

the NTUSU Exco plans to keep the U-ROC lounge open

throughout the year, even during the examination period,

during which student assistants would be unable to work.

- Mr. Tok Rui Shen raised the concern over the transparency

of accounts to the Council, since the contribution of the

initial capital will be from RF. Mr. Goh Chong Yang

explained that there will be an accounting committee that

will do the checks and balances, which will be presented to

the Council.

- For a better understanding and for further elaboration, Mr.

Goh Chong Yang and Mr. Kelvin Oscar Wangsa presented

and explained the Union Shop finances to the Council.

- Voting by Council members to approve the proposal

- A simple show-of-hands poll was conducted to decide on the

outcome of the proposal.

! 5 Co-opted members of the NTUSU Exco and the Acting

Council Chairperson, Ms Teresa Chiok, are not entitled to

vote.

! 30 (present) - 5 - 1 = 24 valid votes

! 22/24 voted “for” on the proposal.

- The proposal to use the RF to employ a staff member for the

NTUSU to look after the U-ROC and the Union Shop was

approved.

Item 4: A.O.B.

- Because of the Presidential Election holiday on 27 August

2011 and Hari Raya on 30 August 2011, resulting in a four-

day break after the Union Day, the seven-day deadline for

the first Council meeting (election of 21st NTUSU Exco)

shall be extended by 1 day to 2 September 2011.

- The submission of names for the NTU National Day

Observance Ceremony 2011 (to be submitted by Mr. Xiong

Yifang to SAO) was carried out.

- Mr. Yeo Kai Xiang announced to all Council members that

the LCD screen in the SAC would be open as an additional

avenue for publicity materials. Clubs that would like to have

publicity materials put up on the LCD screen have to send

their requests to ntusu.president@gmail.com.

- Mr. Yeo Kai Xiang announced that the NTUSU Flyer board

is also available for use. Materials that are put up on this

board will not need to be approved by SAO, but are required

to follow specified rules and regulations to be put up.

- Mr. Yeo Kai Xiang reminded Council members to send in

their photos and the accompanying slogan for the Union Day

publicity by 4 August 2011, 1200hrs, to

ntusu.president@gmail.com.

This meeting was called to an end at 2130hrs, 3 August 2011.

Minutes prepared by:

____________________ Ms Chloe Lim Hui Honorary General Secretary 20th NTUSU Council

Minutes vetted by:

____________________ Ms. Teresa Chiok Acting Council Chairperson (for the 8th Council meeting) 20th NTUSU Council