Meeting of the Branch

Minutes for 2003-04-10

Time:	17:00-18:00
Venue:	CUBIN Board Room

View the agenda for this meeting

Present

John Papandriopoulos (JP), Charlotte Marra (CM), Andrew Liu (AL), Nam Nguyen (NN), Thaya Thanabalasingham, Muhammad Bacha, Nishaanthan Nadarajah (NiN), Masud Bakaul (MB), Yousof Al Hammadi, Boon Ng (BN), David Leong, Kellen Xie, Abdulla Saleh

Apologies

Jolyon White, Bartek Wydrowski

Previous Minutes

Approved

Completed Action Points

Item Number	Description	Responsible Person	Date Completed
1.6	Design a poster to be placed on permanent display on the undergrad noticeboards within the Department	CM	2003-04-10
1.9	Talk to Roger Venning about website hosting at `ieeevic.org`	JP	2003-04-10
2.2	Replace IEEE/LEOS free membership forms in the EE General Office with real membership forms	JP	2003-04-10
2.3	JP to send email to solicity contact details from committee members	JP	2003-04-10

Open Items

Item Number	Description	Responsible Person	Date Due
1.11	Determine whether IEEE Center/R10 need to be informed of ExComm and contact detail changes. Inform if necessary.	JW	2003-02-24
2.1	Obtain student branch membership list from IEEE Center	JW, CM, AL	2003-03-17
3.1	Send the check received from HQ and request information about the new coming funding.	AL	2003-04-24
3.2	Merge sections of By-laws with the existing By-laws	CM	2003-05-08
3.3	Report booking status of the tennis court	NN	2003-04-24
3.4	Print out the advertising posters and distribute them to people who are helping for posting	CM	2003-04-24
3.5	Help posting the printed advertising posters and distributing them in the lectures	JP, MB, BN, NiN	2003-04-24
3.6	Email JW regarding progress of AP1.11 and AP2.1.	JP	2003-04-24

Proceedings

Present

See above.
Apologies

See above.
Acceptance of previous minutes

See above.

Review of previous action points:
- AP1.6: Closed
- AP1.9: Closed
- AP1.11: Open
- AP2.1: Open (Deadline extended to Mid-May)
- AP2.2-3: Closed
Motion: That the minutes of the Meeting 2, 2003-02-17 be accepted without change.

Mover: JP
Seconder: NiN
Motion was carried.
Chairs Report

JP reported current website competition situation. Unfortunately our website did not win the website competition. The details of the judging scheme have not been released yet. New information will be distributed once the Branch is informed. JP reported the current status of the Region 10 Student Paper Competition. One of our Branch Members has submitted a paper to the competition.
Financial Report

AL reported on the current branch financial status. Explained the bank account merging of the Section and MU-IEEE Student Branch. Eliminates the signature transfer issue in the future. Advantages include no bank-fee, less account management issues and higher interests rate.
Business
1. Ratification of the Branch Constitution
  Branch constitution needs to be voted for approval by membership. A Branch BBQ was proposed for such purpose. Provisional date of the Branch BBQ is set to be on the 30th of May. Need to start advertising the event. JW, CM and AL will obtain a branch member list from the HQ. AP2.1: JW, CM, AL.
2. New By-laws
  The new By-laws will be voted at the coming Branch BBQ for approval. Members are encouraged to read the By-laws and email ExComm for feedback or comments. By-laws needs to be placed on the Branch Website and needs to start advertising the Branch BBQ. CM needs to merge sections of the By-laws with the existing By-laws. AP3.2: CM.
3. Establishment of new Standing Committees
  The Standing Committee Chairs are basically the leaders of each respective Standing Committee. Committee members can be recruited from both postgrad and undergrad branch members. Should try to get people to be interested and finalise the Standing Committee Chair in the next meeting.
4. Planning
  JP discussed about the Branch BBQ Recruitment and Workshop Planning. However, future events haven't been setup due to that Standing Committees need to be established first.
5. Tennis Championship
  NN discussed about the IEEE Tennis Championship - Date: 26th of April, 12pm to 4pm. Date may be changed depending on the availability of the tennis courts. NN will report on the booking status ASAP. AP3.3: NN.
6. Advertising Posters
  Finalised the posters that will be posted for recruiting new members. CM suggested giving a short introduction about IEEE and giving out pamphlets in the undergraduate classes for attracting new members. CM will print out the advertising posters and the pamphlets. AP3.3: CM. NiN, MB, BN, JP will help to post the posters and go to undergraduate lectures to advertise the IEEE and distribute pamphlets. AP3.5: JP, MB, BN and NiN.
Action Point Review
Final questions, motions, issues?
1. Alternative Membership Fee Payment Option
  JP proposed the idea of giving branch members the option to pay the membership fee to the Branch and the Branch will pay the HQ in bulk to simplify the membership fee payment process. Need to discuss this option further.
2. Contact JW regarding AP1.11 and AP2.1
  JP will email JW regarding the progress of AP1.11 and AP2.1. AP3.6: JP.
Next Meeting

The date of the next meeting is on the 24th of April, 2003.

Meeting closed at 18:00