E-Board Meeting 2005_09_23
Thursday, October 20, 2005
MASA E-Board Meeting September 23rd, 2005
Discussion
:
1) Post-mortem for welcoming BBQ and GBM
2) Raya Aidilfitri Photos
3) MaMe Kad Raya
4) TV3 Raya Photos
5) International Fest
6) Union Additional Funding / Budget Reallocation
7) Financial Workshop Briefing to Committee
Time
:
5:00 pm – 7:00 pm
Location
:
Union Phalanx Room
Attendees
:
Nik, Ijoy, David, Amin, Julie, Nadiah, Zuhdi, Affan, Badik, Ninie.
Chair
:
David
1) POST-MORTEM FOR WELCOMING BBQ AND GBM
Complaints
- Some MASA members and committee members were not punctual.
- Not enough people responsible for cleaning up and keeping used stuffs after events.
- Not enough communication between committee members especially regarding where the newly bought stuffs were put.
- There was no ‘permanent’ MC for the events.
- The BBQ events did not end at the exact time as it is supposed to be end.
Suggestions
- Nik suggest that we make some kind of entertainment while waiting for all audiences to be present. Besides, any assistance for transportation or anything else should be ‘booked’ early.
- Affan suggest that we use the time to wait for all audiences to be present by doing survey and asking early comers’ opinion about any events conducted by MASA. Also, events could have two MC’s to smoothen the progress of the events.
- Amin suggests that we give some gifts for early comers to generate the spirit of coming early to any kind of events.
- Nadiah suggests that after attending any events, we sent an email for each audience as a thank you.
2) RAYA PHOTOGRAPHY SESSION.
Updates
- The poll for the date of Raya photo shoot is already closed and the date will be on Saturday October 1st (10.30 a.m.).
- Nini and Ijoy report that there are still no benches available to be used during the photography session.
- Another poll for the location of the photo shoot will be up in the MASARPI website in the night of September 27rd and closed in the night of September 28th. The choices of the locations are Barton Hall, Biotech Building, The Memorial Approach and Rensselaer Union for indoor location.
- Confirmation email about the exact location, time and date for the photo shoot will be sent to spcd list on September 28th.
3) MAME KAD RAYA
Updates and cordination
- The persons in charge of this project are Badik, David and Zuhdi.
- There is no determined decision yet for this project but the persons in charge will be having a meeting shortly afterwards for further coordination.
- The ‘Kad Raya’ design and further updates will be presented in the next meeting (September 30th).
4) TV3 VIDEO
Updates, datelines and cordination
- The poyo email for announcing this matter has been sent to spcd list by Zuhdi on September 18th.
- Since this point (September 23rd), there are approximately 25 people has replied the email.
- Due date for sending the videos to TV3 is October 15th. Internal Committee dateline is September 30th
- Because the delivery of the DVS to Malaysia will take time, it will be posted before October 7th.
- Zaki’s and Chip’s video cam will be used for the video capture.
- Places are still in planning.
- As the expenses for this project is not so expensive, no money will be collected from participants. Thus, all the expenses will be funded from MASA fee.
5) INTERNATIONAL FESTIVAL
Updates
- Nadiah, Amin and the persons in charge have had a meeting last Sunday, September 18th.
- The ISSS’ dateline to propose what to sell and perform is September 30th. Therefore the preliminary proposal should be completed and presented to all MASA officers prior to this date
- Below are the persons in charge for particular affairs:-
· Treasurer – Haslinda
· Secretary – Elle
· Public Relations – Izniza, Razlan
· Presentation – Nicky, Fariza, Nadiah
· Sales and promotion – Nawaal, Hisham freshman
· Booth decoration – Mazalina, Aizuddin
- Storyline for the ‘Cukur Jambul’ performance has been prepared.
- The other performances are Kenduri, Marhaban, Berzanji and Kompang.
- Audiences who participate in the ‘Cukur Jambul’ wil get pulut kuning/bunga telur
- There will be food sold by MASA and individuals.
- For booth, there are poster decoration and some food. If there are cooking utensils that are not permitted to be used in the building, they will be placed outside.
- Request for additional funds from the MSD will be handled by Julie.
6) UNION ADDITIONAL FUNDING / BUDGET REALLOCATION
About
- The cost reimbursement for the welcoming BBQ has been settled by Julie.
- For particular events that are funded by The Union, the extra money can be transferred for another event.
- The Union will not fund any events that we can get income from that because the cost can be covered by the income.
- For those events that cannot be funded by The Union, the MASA’s money will be used.
- Tax Exempt Certificate should be requested from The Union and shown to the store’s staffs (Wallmart) before we buy any stuff from the store to exempt the sales tax.
- For the application of sponsorship for any event held by MASA, it should be done systematically (make official letter, fill a form, get signature, etcetera). The money will go straight to our account.
- Checks should be claimed from The Union.
- Anything that goes through The Union should have proper documentation such as receipt and invoice.
7) SPORTS ACTIVITIES FOR THE YEAR
Updates
- The sports activities for the year have been well planned by Nini.
- Nini has arranged a fitness program every Tuesday and Thursday.
- Participation for the fitness program is still disappointing. There were only 4 people attended.
- During the winter break, the teams for indoor tournaments will be formed.
- MASA members will be asked for their suggestions of sports tournaments to be held.
- Nadiah suggests making a personal statistic for soccer players to encourage their spirit.
- David reminds that for all sports tournament, the first aid kit should be available.
- Some friendly matches with the other associations will be organized.
- A games night for MASA will be held. The date is not determined yet.
- If there is a ping-pong tournament, the MASA’s bat will be used.
- Soccer and volleyball teams for intramural tournament will be formed.
- Nini will book the swimming pool for the girls swimming activities.
- For the next Midwest games, there is encouraging response from the girls to make up their indoor soccer and basketball teams. Badik is the coach.
- Nini will try to rent the gym for the MASA’s teams to train for the upcoming intramural tournaments.
New / Rising Issues:
MASA Inventories Database (Amin).
MASA Calendar.
The update of the MASA blog.
Cultural Pride Night.(Nadiah)
Next meeting’s agenda:
Finalization of all proposals for the International Festival.
The design of the MaMe.
Amin is the next meeting’s chair
Discussion
:
1) Post-mortem for welcoming BBQ and GBM
2) Raya Aidilfitri Photos
3) MaMe Kad Raya
4) TV3 Raya Photos
5) International Fest
6) Union Additional Funding / Budget Reallocation
7) Financial Workshop Briefing to Committee
Time
:
5:00 pm – 7:00 pm
Location
:
Union Phalanx Room
Attendees
:
Nik, Ijoy, David, Amin, Julie, Nadiah, Zuhdi, Affan, Badik, Ninie.
Chair
:
David
1) POST-MORTEM FOR WELCOMING BBQ AND GBM
Complaints
- Some MASA members and committee members were not punctual.
- Not enough people responsible for cleaning up and keeping used stuffs after events.
- Not enough communication between committee members especially regarding where the newly bought stuffs were put.
- There was no ‘permanent’ MC for the events.
- The BBQ events did not end at the exact time as it is supposed to be end.
Suggestions
- Nik suggest that we make some kind of entertainment while waiting for all audiences to be present. Besides, any assistance for transportation or anything else should be ‘booked’ early.
- Affan suggest that we use the time to wait for all audiences to be present by doing survey and asking early comers’ opinion about any events conducted by MASA. Also, events could have two MC’s to smoothen the progress of the events.
- Amin suggests that we give some gifts for early comers to generate the spirit of coming early to any kind of events.
- Nadiah suggests that after attending any events, we sent an email for each audience as a thank you.
2) RAYA PHOTOGRAPHY SESSION.
Updates
- The poll for the date of Raya photo shoot is already closed and the date will be on Saturday October 1st (10.30 a.m.).
- Nini and Ijoy report that there are still no benches available to be used during the photography session.
- Another poll for the location of the photo shoot will be up in the MASARPI website in the night of September 27rd and closed in the night of September 28th. The choices of the locations are Barton Hall, Biotech Building, The Memorial Approach and Rensselaer Union for indoor location.
- Confirmation email about the exact location, time and date for the photo shoot will be sent to spcd list on September 28th.
3) MAME KAD RAYA
Updates and cordination
- The persons in charge of this project are Badik, David and Zuhdi.
- There is no determined decision yet for this project but the persons in charge will be having a meeting shortly afterwards for further coordination.
- The ‘Kad Raya’ design and further updates will be presented in the next meeting (September 30th).
4) TV3 VIDEO
Updates, datelines and cordination
- The poyo email for announcing this matter has been sent to spcd list by Zuhdi on September 18th.
- Since this point (September 23rd), there are approximately 25 people has replied the email.
- Due date for sending the videos to TV3 is October 15th. Internal Committee dateline is September 30th
- Because the delivery of the DVS to Malaysia will take time, it will be posted before October 7th.
- Zaki’s and Chip’s video cam will be used for the video capture.
- Places are still in planning.
- As the expenses for this project is not so expensive, no money will be collected from participants. Thus, all the expenses will be funded from MASA fee.
5) INTERNATIONAL FESTIVAL
Updates
- Nadiah, Amin and the persons in charge have had a meeting last Sunday, September 18th.
- The ISSS’ dateline to propose what to sell and perform is September 30th. Therefore the preliminary proposal should be completed and presented to all MASA officers prior to this date
- Below are the persons in charge for particular affairs:-
· Treasurer – Haslinda
· Secretary – Elle
· Public Relations – Izniza, Razlan
· Presentation – Nicky, Fariza, Nadiah
· Sales and promotion – Nawaal, Hisham freshman
· Booth decoration – Mazalina, Aizuddin
- Storyline for the ‘Cukur Jambul’ performance has been prepared.
- The other performances are Kenduri, Marhaban, Berzanji and Kompang.
- Audiences who participate in the ‘Cukur Jambul’ wil get pulut kuning/bunga telur
- There will be food sold by MASA and individuals.
- For booth, there are poster decoration and some food. If there are cooking utensils that are not permitted to be used in the building, they will be placed outside.
- Request for additional funds from the MSD will be handled by Julie.
6) UNION ADDITIONAL FUNDING / BUDGET REALLOCATION
About
- The cost reimbursement for the welcoming BBQ has been settled by Julie.
- For particular events that are funded by The Union, the extra money can be transferred for another event.
- The Union will not fund any events that we can get income from that because the cost can be covered by the income.
- For those events that cannot be funded by The Union, the MASA’s money will be used.
- Tax Exempt Certificate should be requested from The Union and shown to the store’s staffs (Wallmart) before we buy any stuff from the store to exempt the sales tax.
- For the application of sponsorship for any event held by MASA, it should be done systematically (make official letter, fill a form, get signature, etcetera). The money will go straight to our account.
- Checks should be claimed from The Union.
- Anything that goes through The Union should have proper documentation such as receipt and invoice.
7) SPORTS ACTIVITIES FOR THE YEAR
Updates
- The sports activities for the year have been well planned by Nini.
- Nini has arranged a fitness program every Tuesday and Thursday.
- Participation for the fitness program is still disappointing. There were only 4 people attended.
- During the winter break, the teams for indoor tournaments will be formed.
- MASA members will be asked for their suggestions of sports tournaments to be held.
- Nadiah suggests making a personal statistic for soccer players to encourage their spirit.
- David reminds that for all sports tournament, the first aid kit should be available.
- Some friendly matches with the other associations will be organized.
- A games night for MASA will be held. The date is not determined yet.
- If there is a ping-pong tournament, the MASA’s bat will be used.
- Soccer and volleyball teams for intramural tournament will be formed.
- Nini will book the swimming pool for the girls swimming activities.
- For the next Midwest games, there is encouraging response from the girls to make up their indoor soccer and basketball teams. Badik is the coach.
- Nini will try to rent the gym for the MASA’s teams to train for the upcoming intramural tournaments.
New / Rising Issues:
MASA Inventories Database (Amin).
MASA Calendar.
The update of the MASA blog.
Cultural Pride Night.(Nadiah)
Next meeting’s agenda:
Finalization of all proposals for the International Festival.
The design of the MaMe.
Amin is the next meeting’s chair
posted by haya_shiloh at 12:59 AM
