Sunway Toastmaster Club Minutes of Annual General Meeting 25th Annual General Meeting Date: 9th May 2013 Time: 7.30pm Place: Sunway University Number of members attended: 23 1. Convention of Meeting The meeting started at 7.30pm 2. President Address by Tan Kwee Lan, President of Sunway Toastmasters Kwee Lan thanked the members for attending the Annual General Meeting, AGM. She mentioned that despite the heavy schedule throughout the term, she has never felt tired because Toastmaster is something she loves. 3. Fellowship Session: Rubeinthiran Gunasagaram, Vice President Membership Rubein prepared the Taboo game for fellowship and bonding. He divided the members to 4 teams. Team 2 and 4 became joint winners and they shared popcorn as winning prize. 4. Distribution of Meeting Minutes Minutes of previous AGM and minutes of meetings held throughout the term were distributed to audiences. Kenny proposed to adopt previous AGM minutes and this was seconded by Danny. 5. President Report by Tan Kwee Lan Madam President Kwee Lan reported the improvements and inspirations achieved throughout the term. Notable improvements include huge crowd in speech marathon and clubbing events and personal developments from new members. Inspirational achievements within the club include Murphy Lum, who became the first Distinguished Toastmaster in Sunway Toastmaster Club, TMC and the completion of 2 successful club series conducted by Selina Chong and Lincoln Leong. Chen Hing proposed to adopt the report and was seconded by Murphy Lum. 6. Vice President of Education’s Report by Lim Ing Kien VPE Ing Kien highlighted his achievement of expanding the TME role to recruit role players for meetings. Moreover, he spearheaded the Sunway TMC progress chart as encouragement to members to complete their assignment speeches. Aruna proposed to adopt the report and was seconded by Sher Li. 7. Vice President of Membership’s Report by Rubeinthiran Gunasagaram VPM Rubein successfully recruited 8 new members to the club and organized 2 badminton game sessions as membership retention initiatives. Murphy questioned Rubein on his initiative regarding recruiting guests and working adults. Rubein answered that guests are kept in loop for upcoming

meetings whereas initiative on recruiting working adults will be looked into. The VPM report was proposed by Murphy to be laid on the floor until membership analysis is provide. This was seconded by Danny. The membership analysis with details on number of working adults and student was provided by Rubein on 18 MAY 2013 via email. The report was closed by 24 May 2013. 8. Vice President of Public Relation’s Report by Gan Kher Chia VPPR KC highlighted her accomplishment in publishing 2 newsletter issues and another upcoming one in May. She has also driven external activities such as joint meeting and supported Subang Toastmaster Club contest. Thirdly, she initiated the Facebook event invitation. Ivan Chow proposed to adopt the report and was seconded by Aruna. 9. Treasurer’s Report by Ivan Chow Ivan shared the Balance Sheet, Budget versus Actual, Cashflow and year to year comparison with the members. Ivan has revamped the financial documents, included handover document for the next term’s treasurer and opened the internet banking for the club. Kenny raised a motion to adopt Ivan’s report as standard format and to be used by the future treasurers. This is seconded by Danny. KC proposed to adopt the treasurer’s report and was seconded by Kenny. 10. Secretary Report by Geraldyn Low Geraldyn highlighted her success in introducing a role which is the minute writer for the club. 11. Sergeant-At-Arms Report by Cho Wai Hong Wai Hong shared his initiatives throughout the year as the first one in and last one out of the meeting to ensure the room and every equipment are in order for a smooth meeting. He also reviewed the General Evaluator’s report for club improvements. 12. Roles and responsibilities of Club Officers Danny Bong replaced the Immediate Past President, Lincoln Leong to explain the process of nomination and election. Murphy raised a motion to allow the floor 2 minutes for Q&A after nominee’s speech. This was seconded by Kenny. Then, Danny gave a presentation outlining the role and responsibilities of each club officers and conducted the election. 13. Results of Election Positions President

Arunadevi Sathiseelan

Proposed: Nomination Committee Seconded: Nomination Committee

Vice President of Education

Lai Yoong Hean

Proposed: Arunadevi Seconded: Sher Li

Vice President of Membership

Ivan Chow

Proposed: Nomination Committee Seconded: Nomination Committee

Vice President of Public Relations

Chan Yuen Yeng

Proposed: Lim Ing Kien Seconded: Murphy Lum

Secretary

Steve Chuah

Proposed: Selina Chong Seconded: Kenny Koay

Treasurer

Cho Wai Hong

Proposed: Nomination Committee Seconded: Nomination Committee

Sergeant At Arms

Timothy Tan

Proposed: Sher Li Seconded: KC

14. Incoming President’s Speech Aruna thanked the members for the opportunity given. She stressed that every member matters and we are like a family. 15. Awards Presentation Ing Kien presented the Toastmaster of the Year award to Gan Chen Ni while Club Officer for the term 2012/2013 goes to Cho Wai Hong and presented by Kwee Lan. 16. Presentation of Tokens of Appreciation to Committee Members President Kwee Lan presented fruit baskets to her Exco members as token of appreciation and followed by VPE to his sub-committee Chen Ni and Yuen Yeng, VPPR to Rubein, Ivan Chow and Ying Ying, Treasurer to Desmond and SAA to Thomas (absent), Timothy and Ying Ying. 16. Outgoing President’s Speech Kwee Lan is very happy with the members’ participation in the club and AGM. She hopes that everyone’s journey with Toastmaster continues. 17. Meeting ended with video presentation and adjourned at 11.30pm Prepared by,

Approved by,

Steve Chuah Acting Secretary Term 2012/2013 Sunway Toastmaster Club

Tan Kwee Lan President Term 2012/2013 Sunway Toastmaster Club