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 [email protected].
- 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
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