Minutes for 3rd 34 th Council Meeting

Minutes for 3rd 34 th Council Meeting Date: Saturday, 29 th December 2012 Time: 1121 hours Venue: Angsana College Seminar Room 1 & 2 Attendance Present: Council Representatives: Chen Ziyou David Tan Wei Yuan Ong Jia Qiang Han Ke Xin Foo Shida Cheung Ho Yeung Ng Wei Jian Wong Yong Jie Eugene Chiong Jeannel Mah Ng Zhi Liang Dennis Marco Li Lee Cheng Xiang Samuel Huang Shihan Elaine Yeo Yan Ying Kenny Low Zulhafni Zulkeflee Valerie Ng Huiyi Ow Yau Loong Joyce Fu ZiHui Tan Chin Yee Chen Wei Wei Koh Wyhow Derek Lim Timothy Fang Council Chairperson Medical Club, Honorary General Secretary Arts Club, President Arts Club, FOP Chairperson Arts Club, Students Welfare Secretary BIZAD Club, President BIZAD Club, Vice President (Internal) BIZAD Club, Vice President (Student Life) Computing Club, President Computing Club, Vice President (Operations & Projects) Computing Club, Vice President (Human resource & Development) Cultural Activities Club, Resource Director Dental Club, President Design and Environment Club, Vice President Engineering Club, President Engineering Club, Vice- President Law Club, President Law Club, Vice President Political Association, President Political Association, Vice President (Projects) Science Club, President Science Club, Honorary General Secretary Science Club, Sports Director Sports Club, President University Scholars Club, President University Scholars Club, Honorary General Secretary

Executive Committee: Goh Ren Kai Soh Yi Da Deng Huishan Wilson Ang Wei Xiang Soh Yen Ting Cassandra Yeo Jia Le Gladys Clovis Tan Yue Jun Yuan Chng Yong Sheng Stephen Aditya Sumarli Foo Ming Hui Nicholas Cheong Mun Hou Martin Chua Jia Yao (Bailey) Nella Chua Qi Yu Tan Wei Ting Letitia Gayle Amanda Soh Hui Zhen Low Shin Yi Chan Wei Jiang Tay Chun Kiat Ho Wei Ing Tan Jia Hao Joshua Conan Teo Yew Huat President Vice President General Secretary Assistant Secretary Financial Secretary Communications Secretary Student Welfare Secretary Director of Projects Director of Projects Deputy Welfare Secretary Assistant Welfare Secretary (Food and Wellness) Assistant Welfare Secretary (Academic) Assistant Welfare Secretary (Tangible) Deputy Communications Secretary Creative Director Creative Director Director of Internal Relations Director of Logistics Deputy Financial Secretary Deputy Financial Secretary Director of Enterprise Director of Marketing Associate Bodies: Zulhakim bin Aman Tan Jing Jiat Muhammad Jamil Tan Kiat Yong Sebastian Zhou Qixiang Tan Chin- I Tan Kian Liang, Jeremy Angsana College Students Committee, President Kent Ridge Hall JCRC, President King Edward VII Hall JCRC, President Raffles Hall JCRC, President Sheares Hall, President Temasek Hall JCRC, President Tembusu College Students Committee, President

Observers: Sean Ling Wei Tsi Business, year 1 Nurmuhaina Bakar Eusoff Hall, year 3 Chin Shu Xuan Tembusu/Pharmacy, year 2 Josephine Kent Ridge Hall, year 2 Wee Shi Chen FASS, year 4 Lee Yijiao FASS, year 2 Joseph Chin SDE/ Kent Ridge Hall, year 3 Ang Rui Xiang Science, year 3 Lee Min Jue, Vanessa Science, year 2 Don Poh Kiat Sheng Science, year 4 Tan Jun Kai Science, year 2 Foo Jia Xin FASS, year 1 Absent with Apologies: Council Representatives: Wynne Ng Teo Yi an Neo Aiting Anthoni Giam Bernard Chandra Eric Wei Denise Ng Royston Leong Muhammad Hafiy Lee Wei Ming Eugene Charles Ong Jit Teng Lee Zi Yao Kenny Low Zhi Wei Chua Franklin Community Service Club, President Community Service Club, Assistant Treasurer Community Service Club, Vice President (Special Projects) Cultural Activities Club, President Cultural Activities Club, Vice President (Special Projects) Dental Club, Vice- President Design and Environment Club, President Design and Environment Club, Vice President Engineering Club, Secretary for Student Affairs Political Association, Vice President (Engagement) Medical Club, President Medical Club, Vice- President Sports Club, Vice- President Sports Club, Financial Secretary

Executive Committee: Ong Kah Han, Shermon Verry Gunawan Carolyn Balakrishnan A Aravin Kumar Augustin Chiam Michael Zhang Han Muhammad Fahmi Associate Bodies: Lim Gang Yi Deputy Vice- President Director of International Relations Deputy Welfare Secretary Assistant Welfare Secretary (Transport and Infrastructure) Editor in Chief Director of Services Director of Resources Eusoff Hall JCRC, President

Meeting Agenda: 1. Passing of the 34th 2nd NUSSU Council Meeting Minutes 2. Rag and Flag 1. Updates and Issues 2. Voting for location of Rag & Flag 3. Voting for removal of Lorry 4. Voting for keeping of Flag Shield 5. Voting for keeping of Rag Shield 6. Voting for keeping of Chancellor Shield 7. Voting for Cost Cap 3. Elections Mid-term Review

The 3 rd Council Meeting was called to order at 1121 HRS by Mr David Chen, Chairperson of the 34 th NUSSU Council. S/No. Agenda Action By 1. Passing of the 34th 2nd NUSSU Council Meeting Minutes 1.1 1.2 1.3 David (Med) proposed for the passing of the 2 nd 34 th Council Meeting Minutes. Proposer: Yi Da (PA) Seconder: Clovis (Com) With no objections, the minutes of the 2 nd 34 th Council Meeting Minutes was passed. Information No Action Required 2. 2.1 2.1.1 2.1.2 2.1.3 2.1.4 2.1.5 2.1.6 Rag and Flag Updates and Issues Ren Kai (Arts) presented generally on what was discussed during the C- Cube plus six meeting to the Council, which can be summarised into the key points of its main fundamentals and direction. Please refer to the meeting minutes for further information. The main fundamentals of Rag and Flag: 1. Sustainability of the project 2. Student interest 3. Financial Accountability The direction of Rag and Flag: 1. Tradition and heritage of NUS 2. Giving back to the community 3. Student involvement and bonding Information No Action Required

2.1.7 2.1.8 2.1.9 2.1.10 2.1.11 2.1.12 2.1.13 2.1.14 2.1.15 2.1.16 Ren Kai (Arts) also presented to the Council the various decisions that will have to vote on during the Meeting. The 3 options for the Rag and Flag Location: 1. Holding Rag and Flag in public areas 2. Holding Rag and Flag in NUS 3. Hybrid rotation between the two, eg once in 4 years The vote for whether to keep or remove the following: 1. Lorries 2. Chancellor shield 3. Flag shield The vote for whether to impose a spending cap of 5000 dollars for the performance. Ren Kai (Arts) proposed for all observers to have speaking rights, this is seconded by Clovis (Com); the motion was passed with no objections. David (Med) proposed for voting rights to be given to the associate bodies, this is seconded by Wilson (Arts); the motion was passed with no objections. Hence all elected Council representatives and presidents of the associate bodies are entitled to voting rights during this Council meeting. David (Med) reminded the Council that voting by proxy is not allowed. David (Med) also reminded the Council that anyone that enters the meeting from then onwards will not be allowed to vote. David (Med) reminded the Council that the voting will be according to the First Schedule: Standing Orders of Meetings in the Meeting Regulations, Article 4, Article 7 and Article 10.

2.2 2.2.1 2.2.2 2.2.3 2.2.4 2.2.5 2.2.6 2.2.7 2.2.8 2.2.9 2.2.10 2.2.11 2.2.12 Voting for location of Rag & Flag Ren Kai (Arts) presented the 3 options for the location of Rag and Flag to the Council. 1. Holding Rag and Flag in public areas 2. Holding Rag and Flag in NUS 3. Hybrid rotation between the two, eg once in 4 years David (Med) opened a 10 minutes discussion for the issue. Joseph (SDE) asked if it is the first time that the students union is selling seats to alumni. Ren Kai (Arts) replied that it is the first time. Joseph (SDE) asked whether it is a special VIP seat or any alumni that watch the performance will have to pay. He also asked where the funds collected will go towards, to charity or operations. Ren Kai (Arts) clarified that the seats are different from other seats and that he would prefer the funds generated to subsidise operational cost, so as to ensure continuity in the event. He suggested that the alumni s contribution to the fund will be beneficial in further recognising Rag and Flag as NUS s common identity. Derek (USC) clarified whether there will be a voting for the alumni seats issue. Ren Kai (Arts) clarified that it will be discussed at the C- Cube level. Joyce (Sci) suggested for the idea of tradition and heritage to be discussed in the council because there can be differing views. Ren Kai (Arts) shared to the council that the NUS identity can be the combination of the identity of clubs, halls and societies and the presence of all the participating bodies also forge the identity. Joyce (Sci) asked whether it is meant that the participation of all students is an identity.

2.2.13 2.2.14 Ren Kai (Arts) clarified that it can be defined in a lot of ways. Wei Yuan (Arts) asked how the constraints will be overcome if the council s decision is to hold Rag and Flag in the public every year. 2.2.15 2.2.16 2.2.17 2.2.18 2.2.19 2.2.20 2.2.21 2.2.22 2.2.23 Ren Kai (Arts) mentioned that all the constraints cannot be predicted right now but the team will definitely try their best to carry it out. Yong Sheng (Sci) asked if future councils will be able to void the decision that the 34 th NUSSU Council has made. David (Med) clarified that they are able to convene and void the decision but what was discussed will be passed on down to the future batches so that they are aware that the decision that was made at that point of time is the best. Joseph (SDE) asked for the estimated cost of Rag and Flag when it was held in the public. Cassandra (Sci) provided a point of information that the operational cost usually amount to about one- third of the Rag and Flag budget and when it is held in the public, it is 2 times or 3 times of the amount. Ren Kai (Arts) pointed out that from a school s point of view; it is difficult to reject holding Rag in public. He also provided a point of information that the NUSSU Exco spends around 100 thousand every year on Rag, excluding the cost for building the float. Joseph (SDE) asked what the mixed message is that we are sending out to students. Ren Kai (Arts) answered that the mixed message that we are sending is whether giving back to the community covers both NUS community and the general public. Kenny (Law) proposed to extend the discussion for another 5 minutes; this is seconded by Zulhafni (Law). The motion was passed with no objections.

2.2.24 2.2.25 2.2.26 2.2.27 2.2.28 2.2.29 2.2.30 2.2.31 Kenny (Law) suggested increasing the awareness of Rag and Flag and still keeping the event within NUS. Wilson (Arts) elaborated on the need for the definition of the community, which is important for the project directors and participating bodies when there is a need to strike a priority. He brought out the example when Rag and Flag was held in the public and that some NUS students were deprived of watching the show because some of the seats were taken up by the public. Ren Kai (Arts) provided a point of information that media release is done every year. Samuel (Eng) provided a point of information that the C- Cube has agreed upon that the target group that the event should prioritise is the community and the beneficiaries more than the NUS population. Derek (USC) pointed out that the rag event will fundamentally still be just a stage show if the event is held in NUS. He also pointed out that the Rag event can potentially be an outreach event only if it is held in public space, although it is still difficult to define who exactly the Council is reaching out to. Ren Kai (Arts) reiterated on the definition of the community, where beneficiaries are the key priority while the general public and the NUS community are secondary priority. He pointed out that it will be up to the yearly organising committee to decide whether to target the fringe community. David (Med) proposed for the closing of the discussion, seconded by Yi Da (PA). David (Med) proposed for open voting with names of every council member noted down, this is seconded by Wei Yuan (Arts). The motion was passed with no objections.

2.2.32 2.2.33 2.2.34 2.2.35 Voting Results for location of Rag and Flag Total Strength: 47 Holding Rag and Flag in public areas: 4 votes Samuel (Eng) Dennis (CAC) Derek (USC) Timothy (USC) 2.2.36 2.2.37 Holding Rag and Flag in NUS: 16 votes Kenny (Law) Zulhafni (Law) Jeremy (Tem) Chin- I (TH) Jamil (KE) Qixiang (SH) Sebastian (RH) Jing Jiat (KR) Wei Yuan (Arts) Kexin (Arts) Jia Qiang (Arts) Shin Yi (Eng) Yau Loong (PA) Valerie (PA) Wei Jian (Biz) Ho Yeung (Biz)

2.2.38 2.2.39 Hybrid rotation between the two, eg once in 4 years: 24 votes David (Med) Wilson (Arts) Joyce (Sci) Wei Wei (Sci) Chin Yee (Sci) Gladys (Sci) Stephen (Med) Nella (CSC) Cassandra (Sci) Wei Jiang (CSC) Joshua (CAC) Clovis (Com) Yi Da (PA) Ren Kai (Arts) Wei Xiang (Sports) Elaine (Eng) Martin (Eng) Cheng Xiang (SDE) Nicholas (Biz) Jeannel (Com) Yong Jie (Com) Jun Yuan (Biz) Marco (Den) Eugene (Com) 2.2.40 2.2.41 2.2.42 2.2.43 Abstain: 3 votes Wyhow (Sports) Zulhakim (Ang) Shi Da (Biz) The voting result was conclusive; Rag and Flag will adopt the hybrid rotation system between NUS and the public. Jun Kai (Sci) pointed out that if Rag and Flag is held once in 4 years in the public, students taking a 3 years course will not get to see the event outside of NUS.

2.2.44 2.2.45 2.2.46 2.2.47 Wei Yuan (Arts) pointed out that it is not the right time to vote for 1 in 3 years or 1 in 4 years. David (Med) clarified that the frequency of the Rag and Flag performance will be discussed at the C- Cube level before being discussed at the Council again. Joseph (SDE) asked if the school administration can affect the Council s decision. Ren Kai (Arts) clarified that Council s decision is final although the school administration can influence the decision to a certain extent.

2.3 2.3.1 2.3.2 2.3.3 2.3.4 2.3.5 2.3.6 2.3.7 2.3.8 2.3.9 2.3.10 Voting for removal of Lorry David (Med) opened a 10 minutes discussion for the issue. Wei Jiang (CSC) questioned the feasibility and method of moving the stage props out of the school without the use of lorries. Wilson (Arts) clarified that the removal of the lorry does not include the use of lorry for transport. Joseph (SDE) pointed out that the removal of the lorry will add constraints in the transport of the props, additional helpers will be needed and helpers are difficult to find in the recent years. Wei Yuan (Arts) clarified once again that the removal of the lorry does not mean that the lorry cannot be used to help in transportation. Eugene (Com) added on that the removal of the lorry in this case is the use of the lorry as the basic structure that the float is built upon. Derek (USC) pointed out that the Rag and Flag event without the lorry will indeed become a stage show. He added on that with tradition and heritage as one of the key ideas in mind, that element will have to be sacrificed for the other key idea of financial sustainability. He added on that Rag and Flag will suffer for meaning because its only uniqueness now is because of the lorry. Yong Jie (Com) pointed out that the removal of the lorry does not result in the loss of tradition because the rare opportunity for the NUS student population to come together in itself is a tradition. Derek (USC) reiterated that the lorry is still a big part of Rag and Flag and this component will be lost if the lorry is removed. Jeannel (Com) pointed out that it depends on what the definition of tradition is, for computing, the tradition is to bring freshmen together to build something that they can be proud of. She pointed out that the float can be built without the lorry and asked what the council wants the float to represent, faculty pride, how much money is spent or the hard work that they have put into building the float.

2.3.11 2.3.12 2.3.13 2.3.14 2.3.15 2.3.16 Derek (USC) reiterated the uniqueness of the float on the lorry. David (Med) proposed for the closure of the discussion, this is seconded by Cassandra (Sci). Voting Results for removal of Lorry Total votes: 47 For: 26 votes Jamil (KE) Kenny (Law) Zulhafni (Law) Timothy (USC) Joyce (Sci) Wei Wei (Sci) Chin Yee (Sci) Gladys (Sci) Stephen (Med) Nella (CSC) Cassandra (Sci) Joshua (CAC) Yi Da (PA) Wilson (Arts) Ren Kai (Arts) Wei Xiang (Sports) Ke Xin (Arts) Jia Qiang (Arts) Dennis (CAC) Ho Yeung (Biz) Jeannel (Com) Yong Jie (Com) Valerie (PA) Yau Loong (PA) Shi Da (Biz)

2.3.17 2.3.18 Against: 7 votes Elaine (Eng) Martin (Eng) Shin Yi (Eng) Eugene (Com) Jun Yuan (Biz) Qixiang (SH) Jing Jiat (KR) 2.3.19 2.3.20 2.3.21 2.3.22 2.3.23 Abstain: 14 votes Samuel (Eng) Zulhakim (Ang) Cheng Xiang (SDE) Nicholas (Biz) Wei Jian (Biz) Marco (Den) Chin- I (TH) Jeremy (Tem) Sebastian (RH) Wyhow (Sports) Derek (USC) Wei Jiang (CSC) Clovis (Com) David (Med) The voting result was conclusive; the lorry will be removed from Rag and Flag. Before the commencement of the discussion for the chancellor and rag shield, some members of the council were confused with the decision to lump the voting together or with the meaning of the shields all together. There were proposals to postpone the voting for the removal of the shields but the motion was not passed due to objections. Finally, Wei Yuan (Arts) proposed for a 10 minutes recess, seconded by Yi Da (PA), with no objections, the motion was passed.

2.4 2.4.1 2.4.2 2.4.3 2.4.4 2.4.5 2.4.6 Voting for keeping of Flag Shield The meeting resumed at 1306HRS and was called to order by Mr David Chen, Chairperson of the 34 th NUSSU Council. Ren Kai (Arts) apologised to the Council the lack of information in the C- Cube plus six meeting minutes, which resulted in the confusion caused previously. He explained that the C- Cube saw the issue as whether to have the need of the competition element of Rag. He suggested that to keep things simple, the 3 shields will be voted on separately. Ren Kai (Arts) presented to the council in brief what was discussed. He pointed out that the C- Cube associated the competition in Flag with its ability to collect more donations for the beneficiaries while the competition in Rag with competition alone. Wei Yuan (Arts) pointed out that the flag shield encourages competition, which increases donations for the beneficiaries. He provided a point of information that there is already a SYF banding system for Rag, which the existence of the Rag shield will just add to the competition. He pointed out that the combined shield brings about recognition of who is the best, this faculty or hall pride will not benefit the rest, so he asked the Council the need for keeping such a shield. Qi Xiang (SH) asked if halls are lumped into the same category with the faculties. Ren Kai (Arts) replied that as an organiser point of view, halls and faculties are a single entity.

2.4.7 2.4.8 2.4.9 2.4.10 Voting Results for keeping of Flag Shield Total Strength: 47 For: 31 votes Wilson (Arts) David (Med) Ren Kai (Arts) Wei Xiang (Sports) Shi Da (Biz) Nicholas (Biz) Dennis (CAC) Jun Yuan (Biz) Ho Yeung (Biz) Wei Jian (Biz) Jia Qiang (Arts) Ke Xin (Arts) Cheng Xiang (SDE) Wei Yuan (Arts) Zulhakim (Ang) Derek (USC) Timothy (USC) Wei Jiang (CSC) Clovis (Com) Yi Da (PA) Cassandra (Sci) Nella (CSC) Stephen (Med) Gladys (Sci) Jing Jiat (KR) Sebastian (RH) Qixiang (SH) Jamil (KE) Chin- I (TH) Martin (Eng) Shin Yi (Eng)

2.4.11 2.4.12 Against: 5 votes Samuel (Eng) Kenny (Law) Zulhafni (Law) Joyce (Sci) Wei Wei (Sci) 2.4.13 2.4.14 2.4.15 Abstain: 11 votes Yong Jie (Com) Elaine (Eng) Jeannel (Com) Eugene (Com) Marco (Den) Valerie (PA) Yau Loong (PA) Jeremy (Tem) Wyhow (Sports) Chin Yee (Sci) Joshua (CAC) The voting result was conclusive; the Flag Shield will not be removed from Rag and Flag.

2.5 2.5.1 2.5.2 2.5.3 Voting results for keeping of Rag Shield Total strength: 47 votes For: 11 votes Dennis (CAC) Jun Yuan (Biz) Shin Yi (Eng) Martin (Eng) Elaine (Eng) Chin- I (TH) Jamil (KE) Qixiang (SH) Sebastian (RH) Jing Jiat (KR) Derek (USC) 2.5.4 2.5.5 Against: 19 votes David (Med) Ren Kai (Arts) Shi Da (Biz) Nicholas (Biz) Wei Jian (Biz) Ho Yeung (Biz) Samuel (Eng) Cheng Xiang (SDE) Wei Yuan (Arts) Kenny (Law) Zulhafni (Law) Joyce (Sci) Wei Wei (Sci) Chin Yee (Sci) Cassandra (Sci) Yi Da (PA) Nella (CSC) Gladys (Sci) Wilson (Arts)

2.5.6 2.5.7 2.5.8 Abstain: 17 votes Wei Xiang (Sports) Eugene (Com) Jeannel (Com) Yong Jie (Com) Yau Loong (PA) Valerie (PA) Marco (Den) Jia Qiang (Arts) Ke Xin (Arts) Zulhakim (Ang) Jeremy (Tem) Wyhow (Sports) Timothy (USC) Stephen (Med) Wei Jiang (CSC) Joshua (CAC) Clovis (Com) The voting result was conclusive; the Rag Shield will be removed from Rag and Flag.

2.6 2.6.1 2.6.2 2.6.3 2.6.4 Voting for keeping of Chancellor Shield Jun Yuan (Biz) reminded the council that the Chancellor Shield is not dependant on the results of Rag alone. He added on that to bring Rag and Flag together as a single entity, the Chancellor Shield should be kept to recognise the contribution of both Rag and Flag to the event. Voting Results for keeping of Chancellor Shield For: 14 votes Elaine (Eng) Martin (Eng) Shin Yi (Eng) Nicholas (Biz) Jun Yuan (Biz) Ho Yeung (Biz) Chin- I (Biz) Jamil (KE) Qixiang (SH) Sebastian (RH) Jing Jiat (KR) Clovis (Com) Wei Jiang (CSC) Derek (USC)

2.6.5 2.6.6 Against: 16 votes Ren Kai (Arts) Dennis (CAC) Shi Da (Biz) Jia Qiang (Arts) Ke Xin (Arts) Cheng Xiang (SDE) Wei Yuan (Arts) Kenny (Law) Zulhafni (Law) Samuel (Eng) Joyce (Sci) Wei Wei (Sci) Nella (CSC) 2.6.7 2.6.8 2.6.9 Abstain: 17 votes Wilson (Arts) David (Med) Wei Xiang (Sports) Wei Jian (Biz) Eugene (Com) Jeannel (Com) Yong Jie (Com) Yau Loong (PA) Valerie (PA) Marco (Den) Zulhakim (Ang) Jeremy (Tem) Wyhow (Sports) Timothy (USC) Gladys (Sci) Stephen (Med) Chin Yee (Sci) The voting result was conclusive; the Chancellor Shield will be removed from Rag and Flag.

2.7 2.7.1 Voting for Cost Cap David (Med) proposed for the cost cap issue to be discussed at the C- Cube level before being brought to the Council, this is seconded by Cassandra (Sci), with no objections, the motion was passed. 3. Elections Mid-term Review 3.1 David (Med) informed the Council that he would like to table the elections mid- term review to the next Council Meeting. Information No Action Required

With no other outstanding matters to discuss, Mr. David Chen Ziyou proposed to close the meeting at 1337H, Seconded by Mr. Soh Yi Da. Prepared By, Ang Wei Xiang Assistant Secretary 34 th NUSSU Council Vetted By, David Chen Ziyou Goh Ren Kai Council Chairperson President 34 th NUSSU Council 34 th NUSSU Council