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INTI International College Subang Student Services Department Jalan SS15/8, 47500 Subang Jaya, Selangor Darul Ehsan,

Malaysia. Tel: (+603) 5634 4711 Ext: 237 Fax: (+603) 5634 4718 Email: intima.iics.36@gmail.com Website: http://intimaiics.weebly.com/ Facebook: https://www.facebook.com/#!/pages/Intima-IICS/189177407781527

36th INTIMA Extraordinary General Meeting Minutes Date Commencement time Venue Chaired by Recorded by 29 August 2012 (Wednesday) 1415 L6-R105 Ian Tham -

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PRESENT INTIMA MEMBERS Executive Committee Acting Vice President (Activities) General Secretary Treasurer Auditor Public Relations & Operations Officer Caleb Lim Fong Kin Tham Yip Herng (Ian) Chong Whye Loong Ranald Khoo Min Yen Kee Yong Lee

Affiliate President/Representative 5 American University Program Society Theeban Thavanandam 6 Northwood University Students Society Jivetharman Sekar 7 University of Hertfordshire Programme Society Lester Hiew Thiam Hock 8 Engineering Society Ganesh Muren* 9 Hospitality Council Chris Lim Yan Woei 10 Pre-University and Foundations Council Tan Say Young (Justin) 11 University of Wollongong Programme Council Lee Xi Jin (Andrew) 12 Actuarial Society Cheah Yi Zhe 13 Business Club Lai Kuok Zhen (Aaron) 14 Chinese Cultural Society Chia Sung Yih 15 iChoir Lim Yee Wan 16 Dance Club Rachel Yap San Yuen 17 Christian Fellowship Bryan Ang Sze Jean 18 Students Action Club Tio Wei Jian 19 Cheerleading Club Justine Meena 20 Dodgeball Club Derrance Teo 21 Taekwondo Club Alvin Loh Teck Min 22 Volleyball Club Katrina Loong *Latecomer Early Leaver ABSENT INTIMA MEMBERS 1 President Teh Jie Yong (Isaac)* 2 Vice President of Administration and Services Tan Cheng Yen (Alvin)* 3 Public Relations and Operations Officer Neoh Ka Kit 4 President of Astronomy Club Brindha Kanniah 5 President of International Students Society Mayuri Murali TOTAL: 6 persons *Excused 1

INTI International College Subang Student Services Department Jalan SS15/8, 47500 Subang Jaya, Selangor Darul Ehsan, Malaysia. Tel: (+603) 5634 4711 Ext: 237 Fax: (+603) 5634 4718 Email: intima.iics.36@gmail.com Website: http://intimaiics.weebly.com/ Facebook: https://www.facebook.com/#!/pages/Intima-IICS/189177407781527

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Actuarial Society Dance Club Basketball Club Taekwondo Club Volleyball Club University of Hertfordshire Programme Society

OBSERVERS Secretary Vice President President Vice President Secretary Vice President

Leong Poe Yie San Ee-Wann, Tashauna Khaw Chong Lam Leonard Ng Seow Wei Xern Lim Syn Yi (Cindy)

Committees APPROXIMATED TOTAL: 25 persons

(A) Presentation of Reformation Plan 1) The purpose of the reformation is as follow: Centralize and improve the management of student affairs Of the students, by the students, for the students Revitalize INTIMA from its sedentary state to realizing its purpose of establishment

2) The reformed structure is based on the principle of Trias Politica 3) Composition and descriptions of the Legislative General Assembly, Executive Cabinet and Independent Authority as well as Judiciary Bench are shown. 4) Constitution 4.1 4.2 4.3 5.1 5.2 5.3 5.4 5.5 5.6 General Provisions Identity, Purpose, Rights, Membership Body Legislature, Executive, Judiciary, Election, External Affairs Conclusion Supremacy, Amendment Membership Legislature Impeachment, General Assembly Executive 3 Executive Groups, Appointment, Positional Matters, Meeting Judiciary Jurisdiction, Bench, Positional Matters, Case Procedures, Sanctions The Affiliates, Relations with the Management, Election, Finance Rules of Order, Amendment

5) Bylaws

6) A concluding word, United to Higher Achievement was emphasized. (B) Recess 1) The meeting was recessed at 1445. 2) The attendees were allowed to review the INTIMA Constitution and Bylaws Amendment Proposal during the recess. 3) The meeting was resumed at 1500.

INTI International College Subang Student Services Department Jalan SS15/8, 47500 Subang Jaya, Selangor Darul Ehsan, Malaysia. Tel: (+603) 5634 4711 Ext: 237 Fax: (+603) 5634 4718 Email: intima.iics.36@gmail.com Website: http://intimaiics.weebly.com/ Facebook: https://www.facebook.com/#!/pages/Intima-IICS/189177407781527

(C) Adoption of INTIMA Constitution and Bylaws Amendment Proposal 1) The voting procedures were explained. 2) Roll call was performed and 18 Affiliate Presidents/Representatives were present. 3) A question was raised on the adoption. 4) Actuarial Society Committee, Leong Poe Yie was summoned from the floor to act as the vote counter. 5) The adoption was passed by show of hands at a full agreement of 18 votes casted. (D) Briefing on 37th INTIMA Election and Constituency Plan (Ref: Attachment B) 1) The 37th Independent Election Commission constitutes 13 commissioners and the Student Affairs Office (SAO) shall announce on the commissioners upon confirmation. 2) Only presidential seats are open for election. 3) The presidential nominations and appointments were listed. 4) The suggested constituency of INTIMA was listed. 5) The suggested electoral timeline was briefly explained. (E) INTIMA Week 1) The location for each registered Affiliate was briefed. 2) The registered Affiliates were advised to start decorating their boards from 30th Aug 2012. 3) For any Affiliate which intends to carry out sales during the exhibition, a Sales Budget Form must be submitted to the INTIMA EXCO. (F) Adjournment 1) The next meeting shall be the Annual General Meeting and Inauguration for 37th INTIMA. 2) Adjourned at 1515. (G) Memorandum (EXCO) 1) Each Affiliate will be given an authenticated copy of the enacted INTIMA Constitution and Bylaws (Revised August 2012). 2) The INTIMA Week Location Plan and Sales Budget Form will be distributed to each registered Affiliate.

Prepared by, Tham Yip Herng (Ian) General Secretary 36th INTIMA Date: 1 September 2012 3

INTI International College Subang Student Services Department Jalan SS15/8, 47500 Subang Jaya, Selangor Darul Ehsan, Malaysia. Tel: (+603) 5634 4711 Ext: 237 Fax: (+603) 5634 4718 Email: intima.iics.36@gmail.com Website: http://intimaiics.weebly.com/ Facebook: https://www.facebook.com/#!/pages/Intima-IICS/189177407781527

Attachment B

INDEPENDENT ELECTION COMMISSION (IEC) - 13 members

METHODS OF AUTHORIZATION
ELECTION (by all current students) Class A 1. President 2. Vice President 2 seats

PRESIDENTIAL NOMINATIONS Class B 1. Executive Departmental Secretaries x5 2. Judiciary Chief Justice Vice Chief Justice 3. Independent Authority Inspector General 8 seats

APPOINTMENTS Class C1 Judiciary Associate Justices 4 seats Class C2 Independent Authority Audit Board Officials 3 seats Class C3 Executive Departmental Officials 13 seats

INTI International College Subang Student Services Department Jalan SS15/8, 47500 Subang Jaya, Selangor Darul Ehsan, Malaysia. Tel: (+603) 5634 4711 Ext: 237 Fax: (+603) 5634 4718 Email: intima.iics.36@gmail.com Website: http://intimaiics.weebly.com/ Facebook: https://www.facebook.com/#!/pages/Intima-IICS/189177407781527

Attachment B

SUGGESTED INTIMA CONSTITUENCY


Executive Cabinet 1. President 2. Vice President 3. General Secretary 4. Secretary of the Treasury 5. Secretary of Internal Affiliation 6. Secretary of Publicity 7. Secretary of Student Welfare Departments & Divisions A. Department of Secretariat (DOS) 1. General Secretary 2. Deputy General Secretary 3. Director of Logistics and Assets B. Department of the Treasury (DOT) 1. Secretary of the Treasury 2. Deputy Secretary of the Treasury 3. Director of Marketing C. Department of Internal Affiliation (DOA) 1. Secretary of Affiliate 2. Deputy Secretary of Affiliate 3. Director of School Councils 4. Director of Special Interests Division 5. Director of Recreational & Sports Division 6. Director of International Students + Board/Commission/Committee Chairs D. Department of Publicity (DOP) 1. Secretary of Publicity 2. Deputy Secretary of Publicity 3. Director of Multimedia 4. Director of Publication E. Department of Student Welfare (DOW) 1. Secretary of Student Welfare 2. Deputy Secretary of Student Welfare *13 Departmental Officials (excluding Cabinet Secretaries)
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INTI International College Subang Student Services Department Jalan SS15/8, 47500 Subang Jaya, Selangor Darul Ehsan, Malaysia. Tel: (+603) 5634 4711 Ext: 237 Fax: (+603) 5634 4718 Email: intima.iics.36@gmail.com Website: http://intimaiics.weebly.com/ Facebook: https://www.facebook.com/#!/pages/Intima-IICS/189177407781527

Attachment B

General Assembly 1. Chair 2. Secretary 3. Affiliate Chairs Judiciary 1. Chief Justice 2. Vice Chief Justice 3. Associate Justices x4 Independent Authority Audit Board 1. Inspector General 2. Principal Deputy Inspector General 3. Deputy Inspector General of Management & Policy 4. Deputy Inspector General of Finance

INTI International College Subang Student Services Department Jalan SS15/8, 47500 Subang Jaya, Selangor Darul Ehsan, Malaysia. Tel: (+603) 5634 4711 Ext: 237 Fax: (+603) 5634 4718 Email: intima.iics.36@gmail.com Website: http://intimaiics.weebly.com/ Facebook: https://www.facebook.com/#!/pages/Intima-IICS/189177407781527

Attachment B

SUGGESTED TIMELINE
Aug 1st 15th 16th 30th : Publication & Application for IEC : Short-listing & Interview for IEC

Sep 3rd 19th 24th 28th

: Publication & Application for all Positions : Interview & Short-listing for Class A & B by IEC

Oct 1st -12th 1st -16th 12th 17th 29th -31st

: Interview & Short-listing for Class B & C by IEC; : Presidential Campaign : Presidential Forum : Election & Publication of Vote Count : Interview; Short-listing & Appointment for Class B & C

Nov 1st - 2nd 6th

: Interview; Short-listing & Appointment for Class B & C : AGM/Inauguration

*Period = 13.5 weeks a.k.a. 3.25 months

INTI International College Subang Student Services Department Jalan SS15/8, 47500 Subang Jaya, Selangor Darul Ehsan, Malaysia. Tel: (+603) 5634 4711 Ext: 237 Fax: (+603) 5634 4718 Email: intima.iics.36@gmail.com Website: http://intimaiics.weebly.com/ Facebook: https://www.facebook.com/#!/pages/Intima-IICS/189177407781527

Attachment B

PROCEDURES Class A Shortlisted by IEC Direct Election

Class B

Short-listed by IEC

Nominated by President

Passed by General Assembly

Class C1

Shortlisted by IEC
Short-listed by IEC

Appointed by Chief Justice

Class C2

Appointed by Inspector General

Class C3

Short-listed by IEC

Appointed by Cabinet

Additional Auditors

Appointed by Inspector General under President's Authorization

Additional Executive Divisional Officer

Departmental Appointment under President's Authorization