NANYANG TECHNOLOGICAL UNIVERSITY 29th Students’ Union Council Date: 18 Feb 2020 Time Started: 7:10pm Venue: SAC resent On Time ub Represented/ Position eld ennis hairperson Hang ce-Chairperson hyllis ce-Chairperson anjeev ecretary ing Jie easurer hema ublications Officer un Wei usiness Liaison Officer elestine rogramme Director huo Wen ogistics Director ai Xiang rogramme Director dora usiness Liaison Officer onathan ogistics Director andy ogistics Director bsent colle rogramme Director n Chang usiness Liaison Officer Meeting Agenda 1. Appreciation Night Updates 2. Ussociate Badges 1 Appreciation night updates Mr Zi.Hang says that the event date will be either April 9 or 17 Ms.Phyllis says a possible location for now is NUS Guild House. Ms.Phyllis asks to check prices for booking and food (something more formal). She also asks the committee to suggest other possible locations. Confirm date Confirm Location Mr.Zi Hang says the event will be a DnD of sorts with around 50 alumni attending. Mr.Zi Hang asks a few people to start coming up with stage games for the emcee to conduct during the event. Ms.Phyllis asks Mr.Shema to start making banners(for attendees to paste their photobooth pictures) and event pubs. Confirm theme Mr.Zi Hang also says that the entry will be paid (around 20-30$) and asks Ms.Shema to keep some ideas in mind for ticket design Mr.Zi Hang asks whether door gifts are feasible and asks Mr.Jun Wei and Mr.Qin Chang to come up with ideas on what they want to give. Mr.Kai Xiang asks whether there’s any theme to the event. Mr.Zi Hang says it is a formal event and doesn’t have a theme as such yet and says he’ll confirm and update. Ms.Shema asks when she expected to start working on pubs to which Ms.Phyllis replies saying she would update once more details are available. 2 Ussociate Badges/Personalized notes Mr.Dennis also says badges will be given for Ussociates committee wise and chairpersons will give out personalized notes as either part if EWP or Appreciation Night. Need to collect committee icons through Glen NANYANG TECHNOLOGICAL UNIVERSITY 29th Students’ Union Council Date: 5 Feb 2020 Time Started: 7:15pm Venue: Arc TR +33 Present On Time Club Represented/ Position Held Glen HRE Dennis Chairperson Zi Hang Vice-Chairperson Phyllis Vice-Chairperson Sanjeev Secretary Nicolle Programme Director Luqman HRO Jonathan Logistics Director Shuo Wen Logistics Director Min HRO Jia Hui HRO Kai Xiang Programme Director Zhang HRO Nammon Meeting Agenda 1. Upcoming Events 2. Attendance No Agenda 1 Upcoming events Mr. Zi Hang says that the upcoming events for this semester are Appreciation Night+New event(5th April-11th April) and Welfare Pack giveaway(end April) Action Confirm Dates and start planning Mr.Dennis says the event will be like a DnD, with emcees and performances. There might also be another informal event only for Ussociates . Mr.Glen says the event will be at NTU Alumni House (tentative). Mr.Zi Hang also says that HROs will be in charge of planning a HRC outing. HROs will be given rough details and they will be in charge of planning the whole event. HRO’s appoint an IC and start planning Mr.Dennis suggests something like a chalet, overseas trip etc. It can be anything. Mr.Glen adds on to say that the committee is encouraged to suggest more events. 2 Attendance Mr.Dennis says that attendance has been a problem with a few people not attending meetings, dry runs, events. There will be a minimum required attendance percentage which has to be fulfilled in order to gain the CCA points. Mr.Dennis urges everyone to ask their peers to be more regular. Mr.Glen adds on to the importance of attendance. He also adds on to say that HRC will be a more Human Resource Committee in the future similar to corporates rather than plainly an events based committee. NANYANG TECHNOLOGICAL UNIVERSITY 29th Students’ Union Council Date: 04/11/19 Time Started: 8:40pm Venue: SAC MR3 Agenda Action Bonding Day Mr.Zi Hang says that the event date has not been confirmed yet, but should be between 9-13 December. Mr.Zi Hang tentatively says the date can be 12 December. Mr.Zi Hang asks about general consensus regarding the timing on whether to start at 9am or 10am Mr.Zi Hang reads out the event timeline. Mr.Zi Hang says that that mass game segment could be at SRC. If so he asks whether the light refreshments should be at SAC or SRC. Mr.Zi Hang suggests that it would be better if the amazing race ended at SRC instead of SAC. Mr.Jonathan asks whether there should be a group identity. Mr.Dennis suggests that it would be a good idea. Mr.Jonathan suggests that maybe they could have a flag making session for about 1 hour which can also serve as ice breakers. Mr.Dennis asks how the group splitting is to be done. Mr.Zi Hang says we can randomly split into 10 groups. Mr.Kai Xiang talks about the flow of amazing race. Mr.Dennis asks how lunch is going to be done since it cuts in between the amazing race. · Confirm event date and time · Station Locations · Mr.Dennis suggests that groups can do lunch at their respective stations itself. Mr.Kai Xiang says it would be easier if all station locations are known to the groups since it would be easier (compared to the initial idea wherein the location of the next station would be revealed after particular stations) Mr.Dennis asks HRC to come up with the list of locations. Mr.Dennis asks how the scam stations would work. It is concluded that the scam stations would be converted to normal stations. Ms.Sheryll says that some of the proposed games are versus. Mr.Dennis says that it would be difficult to facilitate amazing race if there are versus games since different groups would be at different locations. Mr.Jonathan suggests that there could be more groups with around 7-8 people each instead of larger groups to facilitate bonding. Ms.Phyllis suggests a new game. Game with ponchos that have holes and ping pong balls that are to be thrown into the goals. Ms.Phyllis suggests another game which can be within SAC. Mathematical game through which they are to find mathematical functions to use and obtain a number decided by game masters. Ms.Phyllis suggests that we can do 2x of each game if we are having 15 groups. Mr.Dennis says that if so there will have to be more games. Mr.Dennis says that the Toxic friends&co tshirt will be exclusive and available to only those who are attending the event. The T-shirt will be given at the end of the event. Game suggestions Mr.Jonathan suggests another game where there can be two lines of people with balloons in between them and an obstacle course along the way. Mr.Jonathan suggests another game where 1.5l water bottles will be used and attached to a person. The water bottle must be emptied without removing the bottles. Ms.Phyllis suggests that maybe we can combine both games to one. Mr.Jonathan suggests another game where structures have to be made by stacking balloons and cones. Each trip, groups can carry only one item. NANYANG TECHNOLOGICAL UNIVERSITY 29th Students’ Union Council Date: 21 October 2019 Time Started: 7:40pm Venue: SAC MR3 Meeting Agenda 1. U Study 2. SU Bonding Day 3. Welcome Day updates 4. HRC overseas trip No Agenda 1 U Study Mr.Dennis says that we still need 3 more people to man the U Study booth. He asks committee members to try and make it. Action 2 SU Bonding Day Mr.Dennis states that the event will be held around 2nd week of December. Mr.Dennis explains the agenda of bonding day; he says that it will be a one day camp like event facilitated by HRC (with HRC as proggies and Excos as Gls). Mr.Dennis says that we can either do an event similar to that of last year or deviate a bit and try something new in order to make it a bigger success. Mr.Dennis says the event planning will be managed by Mr.Zi Hang and Ms.Phyllis. Mr.Dennis says that Logistics directors will be in-charge of logs, Business Directors to source for vendors and sponsors Mr.Dennis says that by next week we should have a rough overview of the type of event that is to be organized and HRC can share their ideas with Ms.Phyllis or Mr.Zi Hang Mr.Glen says that we should try to do something unique and not just follow last year’s event type. He suggests that HRC can research and come up with ideas and share them during the next meeting. Mr.Glen and Mr.Dennis ask for the committee’s consensus on sticking to a camp style event and; Ms.Shema suggests that mass games and station games would be more interactive since people would be more active in physically challenging games Mr.Jun Wei suggests that although the idea of mass games sounds good, we need to make sure the games are inclusive since some people might not be very enthusiastic. Mr.Qin Chang agrees with Mr.Jun Wei and adds that we should plan games accordingly and can maybe be a bit more relaxed and not too physical. Mr.Zi Hang reiterates Ms.Shema’s point and says that competitiveness is important as people would be more incentivized to participate. Ms.Angel suggests that maybe we can mix up a bit of both and maybe have a longer meal time so that Ussociates can bond among themselves. Mr.Glen suggests that we can maybe try a night time bonding i.e 8pm to 8am instead of the standard 8am to 8pm. However he says this would require a solid plan in order to get Exco approval. Ms.Shema adds on to this and suggests that we can have something like a night time amazing race (maybe using bicycles). Mr.Dennis talks about the possible collaboration with Toxic Friends & Co, who might design a bonding day T-Shirt for us (TBC) 3 Welcome day updates Although the original idea was put aside and the event was toned down, the event planned already will be used for an event in March . 4 HRC Trip Mr.Glen suggests and end of the year overseas trip for HRC as committee bonding. He suggests Batam or JB as possible destinations. Date: 10/09/19 Time Started: 8:20pm Venue: SAC MR3 Meeting Agenda I. No SUCH IS LIFE Agenda 1. Event Updates 2. Role allocation Action 1 Event updates Mr.Dennis says that SUCH IS LIFE (Welcome Day) will be held on October 5 2019. Mr.Dennis says we should strive for maximum event attendance make the event a success. Mr.Dennis says budget for the event is around $2000. He also says that the event has now been extended and will have 2 parts. Part 1 will be mostly the same as proposed by Ms.Phyllis. The newly added part 2 will be by planned and facilitated by excos. Mr.Dennis says the budget will be spread across food, games and prizes and to contact him first if any committee requires and he’ll communicate the necessary to Corporate Liaison. Mr.Dennis adds that the Pasar malam, carnival games and resting area should all preferably be in the same place so as to make the event flow nice. 2 Role allocation Mr.Dennis allocates the roles for SUCH IS LIFE and they are as follows; · Mr.Zi Hang + Logistics Directors § Decide venue(s) by this Friday 13 September, finalize by next Monday and book as early as possible (at least 2 weeks in advance of the actual event). Considerations while booking location, Location should be secluded and discreet, preferably not too big so as to maintain the atmosphere. § Also in charge of timeline/flow of events which is to be done in coordination with Ms.Phyllis · Ms.Phyllis + Programme Directors § Tweak games a bit so as to engage more Ussociates at any one time. · Mr.Dennis+Business Liaison Officers§ Source for food vendors including pasar malam. Decide on how the food distribution will work, can be either selling food or give out vouchers with the games so that once the play the game they can get some food or maybe free flow food vendors. To be decided by this week. Ms. Phyllis suggests that it could be both as well, pay · Mr.Zi Hang and Logs Directors to Decide venues by Friday, finalize by Monday and book ASAP and also vouchers from game stations maybe. § Mr.Dennis also adds that the Business Liaison Officers along with him will try to get sponsored food/drinks vendors so that Ussociates can get food without paying. § Also since according to the new event structure which includes 2 parts, lunch will have to be provided since the event will be a full day. · PnPs § Coordinate photo booth with Photography and Videography committee § Ussociate sticker printing and distribution § Pre event flyers and posters · Sanjeev+ Ming Jie- decide prizes for pageant showcase etc. Either try to find sponsors and relay back to Dennis so that he can approach through CLO or use allocated budget to buy prizes (HHN Tickets, Capitaland vouchers etc) 3 Miscellaneous Mr.Dennis says that at the end of the day there will be Movie Night which can either be shown at the outdoor location itself (in which case speakers, projector and screen need to be sourced) or can be at TCT. · Booking of venues by Mr.Zi Hang Mr.Dennis also suggests that there can be entertainment during the carnival in the form of Jamband performance or other thing which may or may not be paid. Mr.Dennis says that most of the things will be decided by next Monday 16 September and confirm everything by next Friday to delegate tasks(building games, conducting games, building photo booth, helping with logs etc) to HROs during next Friday’s all hands HRC meeting. Mr.Dennis also adds that recess week can be used to purchase and make logistics and also for final event touch up. Mr.Dennis also stresses the importance of the success of the event as it is the first event and also a new event. Mrs.Phyllis asks about the budget for lunch and dinner. Mr.Dennis says that the budget allocation has not been done yet but preferably try to get · Decide everything by 16 September and finalize before Friday 20 September meeting cheap and good food so that the rest of the budget can be used for games and prizes. Mr.Dennis also says that we should aim for sponsors rather than asking Ussociates to pay for food/drinks or maybe set up a HRC stall where we can cook simple food items for Ussociates (using air fryer etc) or maybe a drink stall which can be aligned with the Halloween theme. Ms.Phyllis asks Mr.Dennis regarding the location and whether it is Quad or not .Mr.Dennis asks Ms.Phyllis to wait for Mr. Zi Hang to update on location. Ms.Phyllis asks about the distribution of Ussociate stickers. Mr.Dennis replies saying that Ms.Geraldine will be coordinating it and is currently awaiting quotation from the vendor. Mr.Dennis also adds that the Ussociate sticker benefits will be delayed. For now confirmed benefits are U-Study express queue and UShop discount. Further Mr.Dennis adds on that the sticker will be introduced during registration. Ms.Phyllis asks Mr.Dennis how many food vendors we are looking for approximately to which Mr.Dennis replies saying 6-7 vendors. Ms.Phyllis asks about what is to be done in case of wet weather. To this Mr.Dennis says we need to come up with a wet weather programme. · Ms.Phyllis to coordinate budget allocation with Mr.Ming Jie Mr.Glen says this event is very important and must be done well as it sets precedence for future events. Event will be used to introduce excos to Ussociates. Also we need to ensure sure games engage many people if possible and can be objective oriented(team building etc) Mr.Glen adds that Event Emcee should be ideally sourced from within Ussociates itself. Mr.Glen suggests to try to engage maximum people at any point of time and reduce queue size to prevent Ussociates. Maybe if one of the game is too popular then if possible we can improvize and have an extra game master to run 2 queues concurrently. Mr.Glen suggests that we can tweak the cup game a bit so that more people are engaged. Maybe can be 2v2 where on person knocks down the cup and one person stacks the cup. They maybe Mr.Glen asks Ms.Phyllis to ensure that water games aren’t too messy during the event. Ms.Phyllis asks for suggestions for Halloween showcase props. Ms.Sheryll suggests we can just give them cardboard and scissors and ask them to come up with their own creative stuff. Mr.Glen suggests not to spend too much on props, maybe buy from Daiso or SKP. Ms.Phyllis says she has allocated 200-300$ for general logistics, 150-200$ for Halloween props, 150-200$ for snacks and refreshments. Ms.Phyllis asks how much budget has been set aside for lunch and dinner to which Mr.Glen replies saying it is yet to be decided by Mr.Dennis. Ms.Phyllis also asks Mr.Glen how many people are estimated to attend the event to which Mr.Glen says 200+ NANYANG TECHNOLOGICAL UNIVERSITY 29th Students’ Union Council First meeting for Human Resource Committee Date: 27 August 2019 Time Started: 1905 H Venue: Meeting Room 3 Meeting Agenda 1. Intro Brief 2. Ussociate Benefit 3. Assignment of roles and upcoming responsibilities No Agenda Intro brief · Mr.Dennis talks about the various events planned for this acad year including Welcome Day, Bonding Day and Appreciation Night · Mr.Dennis then mentions about the shortcomings of HRC in organizing events and talks about the similarities in both events Ussociate Benefit · Mr Dennis, mentioned the sticker needs to be improved and have more benefits · Mr Dennis also talks about how he wants the Business Liaison Directors to get more brands and outlets in NTU to provide discounts for Ussociates so as to encourage more students to join in the future · Mr Dennis also talks about the distribution of the new Ussociate sticker which is to be distributed during Welcome Day. · He also mentions that the stickers will only be given to those who attend the Welcome Day event and rest will be given at a later time Action · Allocation of roles and their upcoming responsibilities · PnPs are to start working on the Ussociate Sticker and come up with a design draft in 2 weeks time · Programme directors are to come up with a first draft for the first event by next Monday · Mr.Zi Hang and Logistics Director are to come up with a first draft of proposed timeline by next week. · Secretary to take charge of attendance and keep in touch with other Committee secretaries. · Mr.Dennis talks about Ms.Phyllis’s idea to provide a better welfare pack for students who bring back their old reusable bag to encourage reusability · Mr.Dennis also talks about Toxic Friends and Co and how he wishes to collaborate with the company and maybe come up with a Ushop X Toxic Friends and Co. line · Treasurer and Secretary to coordinate with Ushop and WSC for welfare pack and also collate committee numbers.
