Minutes of the Executive Committee Meeting

Charity wing - Law society
Minutes of the Executive Committee Meeting



Date : 17th October, 2006
Time : 4.30 p.m.
Venue: Meeting Room, Department of Law

Present:
Ms. Vijaya Subramaiam (VS) Staff Advisor
Ms. Shivreena Sidhu (SS) Chairperson
Ms. Trishelea Sandosam (TS) Deputy Chairperson
Ms. Ms. Lee Yi Ling (LL) Deputy Chairperson
Ms. Quah Su Enn (QS) Treasurer
Mr. Shahriz Nordin (SN) Vice President -
Law Society
Mr. Alfred (AL) Executive member
Mr. Lavin Vignesh (LV) Executive member
Mr. Albert Andrew (AA) Executive member
Mr. Vishal Kumar (VK) Executive member

Absent with apologies: Ms. Siti Zaharah Zahid (SZ) Secretary
Ms. Hafizah
Mr. Kevin Anthony (KA)

Matters Discussed:

· Ms. VS thanked and appreciated the committee members for their tireless work to make the charity Bazaar a grand success.
Ms. VS also asked the committee to thank everyone who contributed to the happening.
Ms. VS asked the committee to take necessary steps to hang the Charity Bazaar Banner and AL agreed to be responsible for the task and promised to execute it by this Wednesday.

Post Mortem Report on Charity Bazaar.

What worked?
* We hit our target of RM 2000;

* There were great support from the students and lecturers from all the departments
in WISMA HELP.

* Food sales were smashing, customers loved the items and in fact we couldn’t meet up with the demands

* Book sales were good but quite a no of books were remained unsold, AL agreed to arrange for the sale of those books to second hand book store.

What didn’t work?

* The duty roster was not handled properly;

* there were times when no one was present during their duty time,

* There was no proper back up plan.

* Insufficient time for planning & preparations

Charity Activities

The committee unanimously decided to adopt Agathian Shelter, No. 17, Jalan Pengas 8/8, Seksyen 8, Petaling Jaya 46050 for their charity activities for the year. Ms. VS & SS will contact the persons in charge of the home to get details of their needs.

Proposed Plan:

Orphanage Visit: Agathian Shelter
Purpose: to spend quality time with the children by getting them excited about their lives and by assisting them in their curricular activities.

* It is decided that a team of 5-8 volunteers will every fortnightly and the duty roster for the
visit to be finalized by 3rd November 06.

* AL in charge of preparing Level 2 volunteers list;

* TS & SN are in charge of preparing Level 1 (July) volunteers list;

* SS & SZ are in charge of preparing Level 1 (Sep).

* The committee decided to start the visit by 4th November 06.

* The volunteers will be with the children between 9.30am and 12.30 during each visit.

Budget plan: Ms. VS informed the committee about the e-mail received from the home containing a detailed list of groceries needed by the home which may cost approximately RM.300.00 per month. Ms. VS also informed that the home is looking for sponsor to meet out 24 children’s educational expenses (school fees, books and stationeries) for year 2007. Ms. VS & SS agreed to visit the home by this week and get all the necessary information with regard to the children’s profiles and school details.

After a series of discussions & debates, the committee decided to take care of 5 kids’ educational expenses for this year. The committee also decided to pay the school fees directly to the school instead of giving it to the care taker of the home. Regarding the groceries, the committee decided to launch a campaign for grocery donation by HELPIANS by putting up posters and sending e-mails to lecturers & students. One or two members would be designated every month on rotation for collecting the groceries.

Meeting with Charity Wing Members: It is decided by the committee that a general body meeting should be organised in order to get all charity wing members closer and to appreciate their efforts to make the Charity Bazaar a great event.

Time and Date: 4.30 pm -5.00pm , Wednesday 28th of October.
Venue : Wisma Help, 7.19
Agenda :
§ Opening speech by Ms. VS.
§ Power point presentation by SS
§ Ice breaking session organised by AL

Blog: Ms. VS expressed her displeasure towards the inactive blog. She informed the committee that it is very important for all the members of the wing as well as members of Law Society to get to know about the activities of the wing and give their feed back & suggestions to improve. Ms. VS said that it can easily be made possible by posting the minutes of all meetings on the blog and maintaining it properly.

Proposal for November month fund raising activity

A Mini Concert: SS proposed to conduct a mini concert on 23rd November, Thursday Night and the committee approved to the idea and came out with the following.

Plans:
Target audience: 150 people
Ticket price : RM 5
Proposed activity in Mini Concert:
i. A Play to remember by level 1 Sep group
ii. Battle of the Bands by level 1 July group
iii. Performance by home children.

Duty roster:

· Preparing and organizing the play by SS.
· Preparing and organizing the band by TS
· Event promotion by VK, AA & LV
· Booking venue & advertisement AL.

With this the meeting ended at 6.20 pm.

Prepared by



………………………
(Alfred)


Verified by



……………………….
(Shivreena Sidhu- chairperson)



…………………………
(Ms. Vijaya Subramaniam)