annual general meeting - multimedia universityfoe.mmu.edu.my/v3/main/activity/agm report...

A n nu al G ener al Meeti n g 6 t h A p r i l , 2 0 1 0

Prepared By:

Israna Hossain Arka

Secretary

Umair Ashfaq Bhatti

Treasurer

Riad Zenati

Chairperson

Verified By:

Dr. Mohamad Yusoff Alias

Branch Counselor

Acknowledgment

IEEE Student Branch

Multimedia University

Jalan Multimedia, 63100 Cyberjaya,

Selangor Darul Ehsan, Malaysia.

http://ieee.mmu.edu.my/

To IEEE MMU Student Branch 1st

Executive Committee

2004/05…

To IEEE MMU Student Branch 2nd

Executive Committee

2007/08…

Dr. Mohamad Yusoff Alias

Branch Counselor

[email protected]

Mr. Mahendra V. Chilukuri

Branch Mentor

To IEEE MMU Student Branch 3rd

Executive Committee

2008/09…

IEEE Student Branch





1.0 Message from the Chairperson

Good day to all. First of all I would like to thank everyone for joining us and giving us

support in this AGM.

IEEE MMU Student Branch was actually started unofficially by a group of IEEE

student members back in 2004 and was finally officiated on the 5th of April 2007. I would

like to express my gratitude to all the previous executive committees for all your time, hard

work and sacrifice in the process of establishing the student branch. On the other hand, we

wouldn’t have made it till today without the commitment and sacrifice of all my committee

members this year. Therefore I would like to thank all of you for all your hard work, help and

the creative ideas that got us through this year. It has been a great pleasure to work with all

of you and I’m proud of it.

In this academic year, we organized many activities including company trips,

workshops, community services, membership drives, seminars and talks. Such activities

wouldn’t have been successful without the support of our fellow committee members, IEEE

student members and also the MMU community. Hence, I would like to give my sincere

thanks to everyone who supported us in any of these events in any way directly or

indirectly. Not forgetting our branch counsellor, Dr. Mohamad Yusoff Alias, branch mentors,

Mr. Mahendra V. Chilukuri, ex-Chairperson, Mr. Low Pik Jian. Many thanks for all your time,

help, guidance, valuable advice, and continuous support to the student branch. All of these

may look small, but it helped us through many big obstacles.

Lastly, I would like to congratulate the upcoming executive committees. I hope all of

you will do better next term and improve the student branch. Good luck and all the best.

This report will guide you towards the details of all activities held during the

academic year 2009/2010. For more information, please visit http://ieee.mmu.edu.my/ or

search IEEE MMU Student Branch @ facebook.

Yours sincerely,

Riad Zenati

Chairman

IEEE MMU Student Branch 2009/2010.

2.0 Annual Activities Report 2009-2010

IEEE Student Branch





Throughout the academic year, from July 2009 to April 2010, IEEE MMU Student Branch has

organized numerous activities successfully. Seminars, talks, membership drive and also trips to

engineering related companies were held. From those events, we have achieved our student

branch objective, which is to serve the members of the IEEE MMU SB, and to promote IEEE.

• A list of past events for the academic year of 2009/2010

1. CITISIA 2009 at Monash University

2. Leadership Camp

3. Green IT and Your Role in Saving Our Environment

4. Visual Basic Workshop

5. Membership Drive

6. Sudoku and Crossword Puzzle Competition

7. A Workshop on How to Make Use of IEEE Xplore for FYP

8. IEEE Basic MATLAB Seminar

9. “An Hour of Insight” (AHOI) 1: Meeting with Professionals

10. Company Trip to MEASAT

11. PSPICE Workshop for all

12. Company Trip To Department of Civil Aviation (DCA) and Subang Control Tower

13. Community Service: Christmas Celebration with Orphans

14. Research Scholar Program

15. Website Design Competition

16. Sharing Session on How to Build a Website

17. Electronics Project Competition 2010

18. A Talk on Research Awareness

19. Company Trip to ABB Malaysia Sdn. Bhd.

The details of the events are as follows:

JULY 2009

• Interview with New Executive Committee of IEEE MMU Student Branch

Date : 9th of July, Thursday, 2009

Venue : CR1027, FOE

• CITISIA 2009 at Monash University

Both days 4 persons from MMU Student Branch went to Monash University Sunway

Campus, to attend CITISIA 2009, which is an annual student conference organized in

collaboration with the IEEE student branches of Multimedia University, Monash

University and Universiti Tunku Abdul Rahman.

Date : 25th - 26th July, 2009

Venue : Main Auditorium –Monash University

AUGUST 2009

IEEE Student Branch





• Leadership Camp

Leadership camp was conducted in order to make a good internal relationship among

IEEE committee members. We did some games so that we know each other and break

ice between new and ex-committee. There was a presentation, followed by lunch

together, about IEEE which included: Introduction to IEEE, IEEE operation, Opportunity

and resources of IEEE, Student Branch Operation, & Student Branch activities.

Venue: FIT CR1002

Date : 16th August , Thursday, 2009

Time : 11am-5pm

• Green IT and Your Role in Saving Our Environment MMU Student Branch organized a Green IT Talk to equip participants with the

knowledge and technology of Green IT, to educate participants the ways to conserve the

environment & to expose participants to the issue of Green IT, which was followed by

the question and answer Session with participants.

Date : 27th August, Thursday, 2009

Venue : XR1003, Multimedia University

Speaker : Professor Dr San Murugesan

Total no of Participants: 20 participants

Person in Charge : Lee Wooi Sin

SEPTEMBER2009

• Visual Basic Workshop

There was a Visual Basic workshop organized MMU Student Branch to give a brief

introduction to Visual Basic as to how to write it's program and how to use it as an

interface. This workshop was to guide students especially those who were taking mini

project that semester. All MMU students were invited to come for the talk and it was

free of charge.

Date : Tuesday, September 1, 2009

Time : 9:00pm - 11:00pm

Location : XR 1003, Multimedia University

Speaker : Mr. Bryan Ng

Number of participants: 32

Person in Charge : Aiwyne Lim

NOVEMBER2009

• Membership Drive with Sudoku and Crossword Puzzle Competition

The membership drive was accompanied by exciting activities and on-the-spot

competitions and attractive prizes were given away. This was done to attract more

IEEE Student Branch





students to become member of IEEE. A huge number of students participated in these

events and we noticed an increase in members of IEEE this time.

Date : 2-5 November, [Monday to Thursday] 2009

Time : 09:00 AM – 05:00 PM

Venue: FOE Foyer

• A Workshop on How to Make Use of IEEE Xplore for FYP

To help IT or Engineering Student who are starting final year project very soon. The

workshop was very useful to students to train how they can gather appropriate

information for their projects from digital library of the world's leading professional

association IEEE. We got a huge enthusiastic response from students attending the

workshop.

Date : 4th November, Wednesday, 2009

Venue : NMES Learning Centre, FOE, Multimedia University, Cyberjaya

Time : 03:00 PM – 05:00 PM

Speaker : Dr. Mohammad Yusoff Alias [Deputy Dean, FOE]

No. of Participants : 95

Person in Charge : Israna Hossain Arka

• IEEE Basic MATLAB Seminar

This event was intended to help Engineering and IT Students to understand the

background and basic use of MATLAB programming language. This seminar was useful

to students who are undertaking subjects of Electrical major. The seminar covers Basic

MATLAB Programming & Power System Blockset.

Date : 12.11.09, Thursday

Venue : FITXR0001, Multimedia University

Time : 4:00 – 05:00 PM

Speaker : Mahendra V. Chilukuri, FOE lecturer



• “An Hour of Insight” (AHOI): Meeting with Professionals

WE organized this to provide an easily assessable platform for students to gain more

information about the profession and the industry, to instill and spur interest within

students on the profession in general and to present the students with the opportunity

to clear any doubts about engineering through question and answer session.

Date : 12th November 2009, Thursday

Venue : XR1002, Multimedia University

Time : 20:00 to 22:00

Speaker : Mr Kok Chee Meng


Person in Charge : Stanley Oh Chan Ten

• Company Trip to MEASAT

It was arranged with an intention to help students gain an insight into the field of

engineering, to get a first-hand look on how a reputable corporation related to the engineering

field runs on a daily basis and last but not the least to promote IEEE among MMU students.

Date : 16th of November 2009

IEEE Student Branch





Venue : MEASAT Satellite Systems Sdn Bhd

No. of participants : 33

Admission Fees : RM 7 (Non-member), RM 5 (member)

Person in Charge : Erna Widianingsih

• PSPICE Workshop for all

We got a very special speaker to give a comprehensive workshop on the mechanics and

how to use the PSpice software effectively. It targeted the students who had

assignments based on PSpice during that semester.

Date : 16th November 2009

Time : 08.00 to 11.00 PM

Venue : XR1003

Speaker : Low Pik Jian, Research Officer, MMU


Person in Charge : Farzad Kabiri Renani

DECEMBER2009

• Company Trip To Department of Civil Aviation (DCA) and Subang Control

Tower

This trip was arranged to provide a wonderful opportunity to experience technological

and operational mechanism of the tower and to gain an insight into the field of air traffic

control.

Date : 3rd December 2009

Venue : Department of Civil Aviation (DCA) and Subang Control Tower


Admission fees : RM12 (non-members) & RM10 (members)

Person in Charge : Chan Wan Kah

• Community Service: Christmas Celebration with Orphans

To offer a merrier Christmas to kids at an orphanage, we went there to spend time &

have lunch with them, played some games, sang carols and painted mugs. Christmas

gifts were also presented to kids besides prizes for the winners of the game session.

Venue : Compassion Home, Subang Jaya, Selangor Darul Ehsan

Date : 14th December 2009, Monday.

Time : 11a.m. - 4p.m.

Person in Charge: Lee Wooi Sin

JANUARY2010

• Research Scholar Program

IEEE Student Branch





Research Scholar Program was organized with a target to expose the real-life research

experience in engineering labs. It involves students from Faculty of Engineering to take

part in some existing research teams from MMU.

Date : 27th January, Wednesday 2010

Venue : NMES lab, FOE

Time : 3:00 pm - 5:00 pm

Guest : Prof. Tou Teck Yong

Dr. Hairul Azhar Abdul Rashid



FEBRUARY2010

• Web Design Competition

In collaboration with IEEE Signal Processing Society, we organized a web design competition among

students from all faculties in MMU.The Website could be in any web-writing language and should

contain basic pages with added features like: Log-in Service, Search Box & News Ticker/News Flash

etc. Certificate was awarded to all the participants of the competition.

Registration fees : RM10

Registration started : 3rd February @ FOE Foyer

Competition started : 8th of February

Latest Submission : 22nd February


Person in Charge : Umair Ashfaq Bhatti

MARCH2010

• Sharing Session on How to Build a Website

In collaboration with Creative Multimedia Club (CMC), IEEE MMU SB invited all students in

MMU to join its knowledge sharing session to grab the handy opportunity to learn easy

steps to making a website of own.

Date : 3rd March, Wednesday, 2010

Time : 8:00pm-10:00pm

Venue : Interactive lab, FCM

Speaker : Mr Fazri Nuha Yusof

No. of Participants: 42

Person in Charge : Chan Wan Kah

• Company Trip to ABB Malaysia Sdn. Bhd.

IEEE Student Branch





With an intention to help students gain an insight into the field of engineering, to get a first-

hand look on how a reputable corporation related to the engineering field runs on a daily

basis & to promote IEEE among MMU students, a company trip to ABBwas organized. ABB

offers an extensive array of product & services within power and automation technologies

(switch gear).

Date : 24th

March, Wednesday, 2010

Time : 2.00pm - 5.00pm

Venue : ABB Malaysia Sdn. Bhd.

Admission fees : RM 7 (Non member), RM 5 (member)

No. of participants: 29 (27 students and 2 lecturers)

Person in Charge : Erna Widianingsih

APRIL2010

• Electronics Project Competition 2010

To expose an opportunity to demonstrate practical knowledge and skills, Electronics Project

Competition 2010 about basic electronics and components was launched . Cash Prizes were

given to the 1st & 2nd place winners and Certificate of Attendance, SAPS points, Breakfast,

Lunch & refreshments were provided too!!!

Date : 27 March, Saturday, 2010

Venue : Project Lab 2, Faculty of Engineering

Time : 08.30 am - 05:00 pm

No. of groups : 6 (2/3 students per group)

Registration fees : RM 15 per group

Person in Charge : Sara Abbasirazgaleh

IEEE Student Branch





3.0 Annual Treasury Report 2009-2010

INCOME STATEMENT

No. Event Month /Trimester Amount (RM)

1. Money from STAD June / Sem 1 1000

2. T-shirts Selling November / Sem 2 406

3. Membership Drive November / Sem2 100

4. Spectrum Blitz Crossword /Sudoku November / Sem 2 63

5. MEASAT Trip November / Sem2 173

6. Subang ATC Trip December / Sem 2 270

7. Membersahip Drive February /Sem 3 126

8. Project Competition March / Sem 3 90

Total Income 2228

EXPENSES

No. Event Month /Trimester Amount (RM)

1. Annual General Meeting June / Sem 1 48

2. Membership Drive Sem 1 July / Sem 1 31

3. Leadership Camp July / Sem 1 214.2

4. Annual Plan Submission Jult / Sem 1 15

5. Green IT Talk July/ Sem 1 39.9

6. CITISIA 2009 Transportation July / Sem 1 32

IEEE Student Branch





7. Visual Basic Workshop September/ Sem 1 30

8. Membership Drive Sem 2 November / Sem 2 25

9. Spectrum Blitz Crossword Puzzle / Sudoku November / Sme 2 118

10. How to use IEEE Xlpore for your FYP November / Sem 2 40

11. Matlab Workshop November / Sem 2 0

12. An Hour of Insight I November / Sem 2 40

13. MEASAT Trip November / Sem 2 69

14. PSpice Workshop November / Sem 2 40

15. Subang ATC Trip December / Sem 2 70

16. Community Service December / Sem 2 383.95

17. Singapore Trip February / Sem 3 27

18. Research Program Feabruary / Sem 3 110

19. ABB Trip March / Sem 3 70

20. Project Competition March / Sem 3 268

Total Expenses 1671.05

Forwarded Balance 556.95

IEEE Student Branch





IEEE Student Branch





4.0 2010-2011 Goals & Plans

IEEE Student Branch





Appendix A: IEEE MMU SB 2009/2010 Organization Chart

IEEE Student Branch





Appendix B: Committee Meeting Details 2009-2010

IEEE Student Branch





Date Venue Attendance

1. 22nd June 2009 Library Foyer 4/4

2. 16th July 2009 FOE CR1024 15/15

3. 22nd July 2009 FOE CR2044 13/15

4. 11th August 2009 FOE BR1023 12/15

5. 18th August 2009 FOE CR1026 14/15

6. 16th September 2009 FOE BR1020 11/15

7. 29th October 2009 FOE CR2046 12/15

8. 17th November 2009 FOE CR2045 11/14

9. 1st December 2009 FIT CR2001 8/14

10. 20th January 2010 FOE CR2044 11/14

11. 2nd February 2010 FOE BR1020 11/14

12. 22nd Februar 2010 FOE CR1025 10/14

13. 18th March 2010 FOE CR2047 11/14

Appendix C: MMU IEEE Student Branch Constitution

IEEE Student Branch





CONSTITUTION

IEEE STUDENT BRANCH

(CYBERJAYA CAMPUS)

Name and Purpose

Sec.1 This organization shall be known as the Multimedia University Student Branch of

IEEE Student Branch





the IEEE.

Sec.2 The purpose shall be the dissemination of knowledge of the theory and practice of all aspects of electrical engineering, electronics, communications, allied branches of engineering or the related arts and sciences, as well as the furtherance of the professional development of the Students.

Sec.3 The organization and operation of the Branch shall be in accordance with the constitution and Bylaws of the IEEE.

Membership

Sec.4 Membership shall be limited to undergraduate, graduate and postgraduate students of Multimedia University.

Sec.5 The membership shall consist of Student members of IEEE.

Dues

Sec.6 The Executive Committee of the Branch shall have the power to levy special assessments upon endorsement by two-thirds vote of the membership of the Branch.

Sec.7 Nonpayment of transnational dues will automatically result in suspension of membership in IEEE and the local Branch. Nonpayment of local dues may result in suspension of membership in the local branch, but will not result in suspension of membership of IEEE.

Sec.8 The local dues per semester for members are payable at the beginning of the semester.

Officers

Sec.9 The officers of the Branch shall be Chairperson, Vice-Chairperson, a Treasurer and a Secretary.

Sec.10 To be eligible for office, a candidate must enrolled as a student member of the IEEE in good standing in the local branch.

Sec.11 The term of office shall ordinarily be one year.

Sec.12 Election of officers for the following year shall be held during the Annual General Meeting (AGM).

IEEE STUDENT BRANCH ORGANIZATION CHART

IEEE Student Branch





Executive Committees

IEEE Student Branch





Sec.13 The management of the affairs of the branch shall be in the hands of the Executive Committee, consisting of the duly elected officers of the branch and the Counselor appointed by the IEEE. The Chairperson of the Branch shall be Chairperson of the Executive Committee.

Sec.14 The Executive Committee shall be the governing body of the Branch and shall transact all business it deems advisable, including the filling of vacancies in offices, authorization of expenditures, etc.

Duties of Officers

Sec.15 The chairperson shall preside at all meeting of the Branch. He/she shall appoint all committees, subject to the approval of the Executive Committee, and shall assume all other executive duties not otherwise delegated.

Sec.16 The Vice-Chairperson shall perform all functions of the Chairperson in the latter’s absence or at his/her request.

Sec.17 The Branch Secretary shall keep record of all activities of the Branch and shall report same to IEEE Headquarters, together with any special reports required by IEEE Headquarter, within a reasonable time after each meeting. The secretary shall carry on all other communications necessary to the activities of the Branch. The Secretary shall keep a record of the names of members’ attendance at the meeting.

Sec.18 The Treasurer shall receive all money and pay all debts of the Branch authorized by the Executive Committee, and shall keep an exact account of all receipts and expenditures. He/she is responsible for the sponsorship of the events held by the student Branch.

Sec.19 A complete annual report shall be submitted by the Chairman and the Treasurer at the last regular meeting of the year, and shall be forwarded by the Branch Secretary to the IEEE Manager of Student Services, upon certification by the Counselor.

Standing Committees

Sec.20 The following Standing Committees or their equivalent shall be appointed during the AGM: Activities Committee Publicity & Info Committee Student Welfare Committee Liaison Committee Special Task Committee

Sec.21 The Activities Committee shall be responsible to carry out the event plan stated in the annual planner of the student Branch.

IEEE Student Branch





Sec.22 The Publicity Committee shall be responsible to promote IEEE Student Branch as well as IEEE organization’s events.

Sec.23 The Student Welfare Committee shall be responsible to the student membership of IEEE and the advantages of membership in the Branch and in the IEEE, to the attention of all potential Student members.

Sec.24 The Liaison Committee shall maintain good relationship and interaction with other IEEE student Branch and external contacts with the concern of the Chairperson.

Sec.25 The Special Task Committee shall be responsible to the job assigned by the Chairperson and cater to other committee when needed.

Election Committee

Sec.26 The election committees will be appointed by the chairperson among the executive committees on the last meeting before the AGM. Those appointed will not be eligible to nominate him/herself during the AGM or by other student members.

Meetings

Sec.27 The Branch shall hold regular and special meetings at such places and time designated by the Executive Committee with a minimum of three meetings a year.

Sec.28 The Annual General Meeting will be held on the third trimester of every academic year.

Amendments

Sec.29 The Constitution may be amended by two-thirds of the members of the Branch present and voting provided the amendment shall have been proposed at least one duly publicized meeting previous to the time of voting. Such amendments become effective only upon the approval of the Executive Committee of IEEE.

Prepared by, ____________ (LOW PIK JIAN) CHAIRMAN IEEE STUDENT BRANCH MULTIMEDIA UNIVERSITY (CYBERJAYA CAMPUS)

Endorsed by, ___________________________ (Dr. MOHAMAD YUSOFF ALIAS) COUNSELOR IEEE STUDENT BRANCH MULTIMEDIA UNIVERSITY (CYBERJAYA CAMPUS)

IEEE Student Branch





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