20th Executive Committee 2nd Ordinary Meeting WSC

20th Executive Committee
2nd Ordinary Meeting
WSC Room
16th October 2014
1900 hours
Members in Attendance
Present
Tan Wei Liang Mark
President
Chua Jia Ni
Vice President 1
Xia Yin
Vice President 2
Yvonne Lim Xinyi
Honorary General Secretary
Sarah Seet Huiying
Honorary Financial Secretary
Luo Xue Shi
International Relations Chairperson
Tham Wenjie
Growth and Opportunities! Chairperson
Tan Jing Wen
Publicity and Publications Chairperson
Ng Soon Wei Ivon
RSP (Elders) Chairperson
Lip Pin Han
RSP (Friends of Children) Chairperson
Ng Li Ting
RSP (Intellectually Disabled) Chairperson
Lim Hui Ling
RSP (Hearing Impaired) Chairperson
Boon Xing Er
RSP (Physically Challenged) Chairperson
Goh Jian Hao Gerald
RSP (Visually Handicapped) Chairperson
Wang Dezhou
RSP (Youth) Chairperson
WINNER OF THE PRESIDENT’S SOCIAL SERVICE AWARD 2008 (INFORMAL CATEGORY)
RECIPIENT OF THE SINGAPORE YOUTH AWARD 2006 (MEDAL OF COMMENDATION)
RECIPIENT OF THE COMMONWEALTH YOUTH GOLD AWARD 2004
WINNER OF SINGAPORE YOUTH AWARD 1999– COMMUNITY AND YOUTH SERVICES (TEAM)
Absent
Tan Pei Yu
Camp OutReach Chairperson
Mah Bin Sing
Challenge ur Limits Chairperson
Guo Jianlong
Ignite Change Chairperson
Bai Huiying
Operation Hope Chairperson
Adele Ong Yuen Yoke
Overseas Volunteering Expedition Chairperson
Ang Jing Jie
Volunteer Management Chairperson
2
20th Executive Committee
2nd Ordinary Meeting
WSC Room
th
16 October 2014
1900 hours
Agenda
1) Portfolio Updates
2) IR Events
3) Heart Shape Gesture Event
4) Maintenance of Portfolios Social Media Channels
5) WSC Week 2015
6) NTU Open House 2015
7) WSC 20th Exco Overseas Retreat 2015
8) AOB
9) Date of Next Meeting
3
20th Executive Committee
2nd Ordinary Meeting
WSC Room
th
16 October 2014
1900 hours
Minutes
ITEM
ACTION BY
The meeting was called to order at 1910 hrs
1
Portfolio Updates
RSP (Elders)
•
Upcoming events are Christmas events for Asian Welfare
Women’s Association and Ren Ci Community Hospital on 20th
and 27th December respectively.
•
There will be 3 visits from IgC
•
The last session will be on 25th October 2014
PnP
•
PnP is in the midst of preparing WSC newsletter. All
chairpersons who would like to participate in the newsletter or
have an article about their portfolio’s events are to inform
Jingwen. Photos and articles must be sent to Jingwen by 31st
October 2014
•
Chairpersons are to inform Jingwen of any updates for WSC
black flyer.
Operation Hope
•
Volunteers’ Orientation was held on 20th September 2014.
•
Upcoming events are Viriya Children’s Medical Fund and Club
Rainbow’s Christmas Event
CurL
•
Volunteers’ Orientation Camp was held during recess week
•
Upcoming events are Karung Guni with IgC on 14th and 21st
December and a visit to Down Syndrome Association
4
•
A Christmas party for volunteers will be on 14th December 2014.
IgC
•
There will be five upcoming visits: two to RSP (ID) and three to
RSP (Elders)
•
Karung Guni will be held in December.
•
Main committee retreat will probably be held in January,
tentatively 8th to 10th January 2015.
RSP (VH)
•
Karung Guni even was carried out on 4th October 2014 with RSP
(Elders)
•
Upcoming event is Christmas celebration on 20th December 2014
•
Last session will be on 18th October 2014
RSP (HI)
•
Volunteers Orientation Camp was held in 29th to 30th September
2014.
•
Current weekly programme: Farrasports
•
Upcoming event is Christmas song signing in December
•
Last session will be on 1st November 2014.
RSP (PC)
•
Karung Guni was held on 11th October 2014
•
Home visitations have resumed with Cheshire Home
•
Last session will be on 8 November 2014
•
There will be a Christmas event for beneficiaries and chalet for
volunteers in December
RSP (ID)
•
There will be upcoming visits by IgC
•
There will be a bowling session for beneficiaries on 25th October
2014.
•
Last session will be on 1st November
VM
•
Brighthill Evergreen Home Visit was held on 4th October 2014.
•
The committee has just ended recruitment drive for Kids World.
•
Psoriarsis awareness campaign will be held on 18th October
2014
•
Karung Guni’s flyer distribution will be on 19th October 2014
5
•
Collection for Karung Guni will be on 25th October 2014
•
Kids World volunteering briefing will be held on 6th November
2014. There will be two sessions: 6-7pm and 7-8pm.
•
Kids World will be held on 15th to 18th December 2014.
RSP (Youth)
•
Volunteers Orientation Camp was on 29th to 30th September
2014.
•
Sessions at Boys’ and Girls’ Home are still on hold, but some
volunteers have been helping out at Chai Chee Block 22.
•
Sections for Boys town will be stopped till January 2015 as
the beneficiaries went for an overseas academic trip.
•
There will be a retreat to Indonesia from 7th to 10th January
2015. About 14 volunteers will be going.
OVE
•
Currently,
five
countries
have
been
contacted:
Laos,
Thailand, China, Cambodia and India
•
The overseas trip for volunteers will be held tentatively on the
1st or 2nd week of December
COR
•
Volunteers Orientation Camp was held on 29th to 30th
September 2014.
•
The first HI bonding event will be on 18th October 2014 at
Botanic Gardens.
•
There will be a local CIP trip on 14th November 2014
•
Committee photoshoot will be on 25th October 2014
•
Committee retreat will be tentatively held in January.
•
Volunteers Orientation Camp as held on 21st September
GO!
2014.
•
Exam Welfare Package distribution will be on 29th October
2014 at Student Activities Centre from 11am to 4pm
•
Packing for Exam Welfare Package will be on 16th and 23rd
October 2014.
•
The committee is currently in the midst of contacting
suppliers for Colours Project
6
RSP (FoC)
•
Volunteers Orientation Camp was on 29th to 30th September
2014.
•
There will be a one-day camp for beneficiaries planned by
volunteon 13th December 2014. This camp will include station
games and food. Beneficiaries from all centres will be invited
to participate in the camp. The committee is currently looking
for sponsors for food and games
•
A portfolio sports competition will be held tentatively in
January, on the first week of the next semester
2
IR Events
1st Bonding event
•
Date: 8th December 2014, Monday
•
Venue: Sentosa
•
A mass water game is planned at the end of the event.
•
Xueshi will be working with PnP to design posters for
chairpersons to disseminate to their members
Community Service Day
•
CSD is likely to be held on 2 Sundays, 1st and 8th February 2015.
•
The committee is currently liasing with organisations. Committee
members will be meeting the sponsors on the 1st week of
November
•
CSD will be mainly publicised on WSC Week
AAD 2015
•
Various committees have been set up for AAD. Business
Managers are starting to look for sponsors
•
AAD 2015 will be in conjunction with WSC’s 30th anniversary. It
will be held in a larger scale than previous years. Past Presidents
and Exco members might be invited to the event
•
PnP will design Exco email signatures by December to inform
external organisations about our 30th anniversary. All Exco
members will use this signatures when sending emails
7
3
Heart Shaped Gesture Event
•
Date: 21st October 2014, Tuesday
•
Venue: Nanyang Auditorium
•
Attire: Red Top and comfortable wear for bottom
•
Event Flow: 1700 – 1745 Registration
1745 - 1755 Briefing
1755-1800 Phototaking and Videoing
•
After the participants have registered at the registration counter,
they will collect a coloured sticker. The sticker will be considered
as attendance. The participants can deposit their bags under
their portfolio tag outside Nanyang Auditorium. After that, the
participants will proceed for phototaking. ICs will take charge and
direct them to the correct position.
•
All chairpersons are to collect the stickers from their members
and pass to Yvonne. Stickers are to be pasted in an orderly
manner on a paper to make counting easier (e.g. in rows of 10).
Phototaking will start once there are 600 or more people
•
For members with dual portfolios, they will be asked how they
would like to distribute the fund to their portfolios.
•
Mark will work with Sarah for distribution of funds.
•
A video camera will be set up at the entrance to be sent as
evidence for Guiness World Record.
•
All chairpersons are to report at 4.30pm. A representative for
each portfolio must be sent if the chairperson is unable to make it
to Nanyang Auditorium by 4.30pm
4
Maintenance of Portolios’ Social Media Channels
•
All portfolios are to standardise their communication channels to
the public. Old websites should be deactivated and the current
portfolio websites should be updated consistently.
5
WSC Week 2015
•
Date: 19th to 20th January 2015
•
Venue: Concourse @ Canteen B
•
There will be one more day of WSC Week held outside school.
GO! Is still liasing with external organisations
•
All chairpersons are to inform Wenjie on what their portfolios
would like to do at the booths and how the portfolio would be
8
publicised to NTU student population.
•
Items sold should be made as attractive as possible to
encourage people to come down to the booths.
•
Wenjie will confirm the venue and position of booths for each
portfolio. The booths should be positioned near electric pugs.
•
Suggestion: Supporting Committees and exernal organisations’
booths can be set up near the tentage.
•
GO! is contacting external organisations to join the event.
•
Canvassing is only the secondary aim. The primary aim should
be to promote the portfolios to NTU population.
6
NTU Open House 2015
•
The purpose of NTU Open House 2015 is to introduce WSC to
potential NTU students. It is to raise awareness of WSC and to
showcase ourselves
•
It will be on one of the Saturdays in March and it will be a whole
day event.
•
Exco will need to go down to man the booth
•
PnP will be in charge of the publicity and design of booth
•
All chairpersons are reminded to submit Jingwen the updated
portfolio icons and write-ups by 31st October 2014 if there is any
changes.
7
8
th
20 Exco Retreat
•
Date: 29th to 30th December 2014
•
Venue: Johor Baru
AOB
Karung Guni and Car Wash
•
Each portfolio can only do Karung Guni and car wash once every
semester
•
No supermarket trolleys (e.g. from NTUC) are to be used for
Karung Guni
•
If two portfolios are doing Karung Guni together on the same
day, they have to send proposals to Kelly and seek approval
separately.
•
If any portfolios would like to do Karung Guni on Sunday, they
have to check with the contractors if they are allowed to do so.
Copyright
•
The creator is the owner for works like arts, written works, music
9
and recording.
•
Sponsors are the copyright holder of their logos. Permission
must be obtained from sponsors before logos can be published
for any purpose. All chairpersons must ask sponsors for
permission via emails before using the logo.
•
When permission has been given to use copyrighted work, the
copyright owner must be acknowledged
Personal Data Protection Plan (PDPA)
•
As we have a contractal relationship with existing members, we
are allowed to send them emails. However, disclaimer or opt-out
option must be provided
•
For recruitment of new volunteers, information gathered can only
be used for the sole purpose of the particular event.
•
This information must not be shared and cannot be used for
other WSC event or for same event in the next year. For new
events, a new list of volunteers must be created.
•
Volunteers’ information can be kept for up to one year before
disposal. Information must be disposed properly.
Subscription Fees AY2014/2015
•
Subscription fees will come in during exam period
Grants
•
Social Development Network (SDN) has changed its name to
[email protected]
•
nEBO would like to explore future collaboration with WSC. There
will be a meeting with nEBO staff on 23rd October 2014,
Thursday, 12.30pm in WSC Room
8th ASEAN Para Games
•
Singapore will be hosting the 8th edition of the ASEAN Para
Games, the sister games of the SEA Games. The Para Games
will be held after the SEA Games, modelled after the
Paralympics and the Olympics. The Para Games are for athletes
with
the
disabilities,
following
disabilities:
intellectual
mobility
disabilities,
disabilities,
amputees,
spastic
visual
and
cerebral palsy.
•
This is the first time Singapore is holding the ASEAN Para
Games (APG). The dates are 3rd to 9th December 2015
•
Invitational games will be held from 12th to 16th March 2015
(Table Tennis), 21st to 25th May 2015 (Wheelchair Basketball)
10
and 10th to 14th September 2015 (7-a-side Football).
•
Sports Singapore is looking for volunteers and support from
schools and voluntary organisations for both Invitational Games
and APG.
WSC can help to publicise the event to NTU and
provide manpower for the event.
•
Volunteering opportunities for both Invitational Games and APG
are Sport and Venue Management (assist in the field of play
specific to sport and venue), Logistics Management (Coordinate
general logistics operations at holding venues and sport venues;
set up sport related equipment; coordinate and schedule
transportation for athletes and officials; manage F&B client
groups) and Operations and Games Services (Prepare for sport
medal and victory ceremonies and marshals, access monitoring
and ushering for event services)
•
Volunteers will be given trainings for (1) Disability awareness (4
hours) and (2) Function specific training and venue familiarization
(half a day or one day, depending on eventual role assigned)
•
Volunteers must commit 3 to 5 days during Games time
•
Benefits for volunteers: (1) learn about sport administration and
how a sport event is staged, (2) develop leadership skills, (3)
earn rare opportunity to be part of a major international event and
(4) interact with various athletes, officials and people from other
countries (5) meal, uniform, Certificate of Appreciation and a post
Games appreciation event.
•
GO! can contact them to ask if they would like to come down to
NTU during WSC to publicise their event.
Bursary
•
A past WSC Exco member would like to provide financial support
to students with financial needs to contribute back to WSC and
NTU
•
Candidates from each portfolio will be selected for the bursary.
Chairpersons will update the status and level of commitment of
the candidates
Proposal to Kelly
•
If event is held outdoors, the haze precaution must be included in
the proposal. Check the Guideline under NEA
•
If games involve forfeit, all possible forfeits must be listed down.
•
Events application forms must be attached for proposals.
11
Youth Connect Centre
•
Youth Connect Centre will be opened in January 2015 at South
Spine. As WSC is the largest volunteering body in NTU, WSC
will be leading the centre.
•
Other volunteering clubs in the school may use the space as
well.
•
Suggestions include:
(1) Social Enterprise Initiatives
o
A store can be set up to sell items that are procured /
produced for the benefit of charities / student-led
community service programmes (this is akin to a physical
realisation of an e-commerce portal WSC is planning to
set up this academic year)
o
A café can be set up as a social enterprise by WSC or
an approved group to generate profits for social causes,
draw crowds to the centre, and create a lively atmosphere
for community project interactions/exchanges (similar to
the NYC café format at Somerset)
(2) Promotion of Community Service
o
Awareness booths, volunteer recruitment, community
project information and cause exhibitions can be set up at
the centre by WSC and other groups including external
organizations.
o
Discussion rooms / spaces can be made available for
student groups to discuss or work on community service
projects. These projects can be highlighted/updated at a
common area in the centre eg. the café to stir interest and
spark others in joining the projects.
(3) Canvassing Opportunities for Charity
o
A room can be set aside in the centre as a collection
point for the NTU community to drop off items for
donation / fundraising sales, of which proceeds can
benefit a charity or student group’s community project. An
administrator can be appointed to regulate this collection
and distribution.
•
Some Exco members will take up leadership for the centre.
12
•
Chairpersons may suggest alternative uses for the centre.
Booking of tutorial rooms
•
If any portfolio is unable to book any tutorial room, Yvonne will
send an email to Kelly to ask if she can help to book the tutorial
room.
10
Date of Next Meeting
Date: 6th November 2014
Time: 6.45pm
Venue: TBC
Meeting adjourned 2200 hrs
Recorded by:
Yvonne Lim Xinyi
Honorary General Secretary
Vetted by:
Tan Wei Liang Mark
President
13