Location: V3 Meeting Room

Date: 6th May 2019

Time: 10.30 p.m. – 11.30 p.m.

DEPARTMENTAL MEETING
Minute of 5th departmental meeting

Attendance:

Attendance
No. Name Position
MUHAMAD IQBAL HAFIZ BIN MOHD. Project √
1
RABBILASUAD Manager
A. Project X
2 CHAN TIAN WEN
Manager
√
3 ARIK ETHAN KINAJIL Secretary
√
4 ROZENDRA JANE BINTI ROBINDRAN A. Secretary
X
5 HO JIA WEI Treasurer
√
6 HONG YEE LIANG Tech Hod.
7 FARIS HADI BIN AHMAD SHUKRI Tech AHod. √

8 MAVERICK MOK Media Hod. X

9 SU JUN Media AHod. √

10 CHEONG HAW YIH Log Hod. √

11 AARON OBON Log AHod. √

12 JONG ZHE WEI Sponsorship X

Hod.
13 MARK XAVIER Sponsorship X
AHod.
 Location: V3 Meeting Room
Date: 6th May 2019
Time: 10.30 p.m. – 11.30 p.m.

Agenda:

1. Meeting called to order

Action Muhamad Iqbal Hafiz Bin Mohd. Rabbilasuad
Discussion Meeting was called to order by Project Manager to HICOMs and Department
HODs and AHODs
2. Arising matter
Action All Members
Discussion 1. Go through each department task on the Gantt chart
2. Updates and correction for the Gantt chart
3. Discuss other problems or issues
4. State summary of course plan for current semester
Action Items Person Responsible

Go through each department task on the Gantt chart All department

- Technical department
 Company for lamp installation is not involved in engineering
of lamp anymore. The issue is to be solved by the technical
team and HICOMs by discussing with advisors and getting
other companies to have collaborations with.
 Mud balls cultivation need to finalize budget plans and get the
exact amount of students from Sekolah Kebangsaan Kampung
Parit involved in the mud ball activity. The mud ball event will
be done in University Teknologi PETRONAS (UTP).
- Business and sponsorship department
 There will be an MPU4 and EVEX sale on the 2nd week of the
May 2019 semester for 4 days, HOPE UTP 3.0 will be selling
food from “Risqullah” in UTP.
 The MPU4 money total amount of 2500MYR will be used to
start up the stalls during the MPU4 and EVEX sales.
 Weekly sales plan for the May 2019 semester includes selling
traditional Chinese cakes for supper, once every 2 weeks car
washing and overnight oats sales.
- Logistics
 Get quotations from “Risqullah” regarding catering by Friday
(10th May 2019) for sales on 2nd week of semester.
 Location: V3 Meeting Room
Date: 6th May 2019
Time: 10.30 p.m. – 11.30 p.m.

Updates and correction for the Gantt chart Respective departments

- Extend the deadline for Media and Publication’s T-shirt design to 20th

May 2019.
- Wednesday (8th May 2019) at 2PM, HICOMs will visit the Headmaster
of SK Sungai Parit and Head Villager of Kampung Sungai Parit to
discuss about future plans.
- Project Director and Secretary meeting with Mr. Mohd. Zairee Shah
Bin Mohamed Shah to discuss about marketing proposal, get his
picture, discuss about sponsoring companies, solve lamp company
issue and get more newspaper company contacts.
Discuss other problems or issues. Respective departments
nd
- Lost 2 receipt of last semester study week sales, financial report need
to be restudied and discussed.
- Company for lamp installation is not involved in engineering of lamp
anymore. The issue is to be solved by the technical team and HICOMs
by discussing with advisors and getting other companies to have
collaborations with.
- Donation proposal to be done by Yi Liang and Zhe Wei by creating a
website to stand-by after marketing proposal is finalized.
State summary of course plan for current semester. All members
- Timeline for the May 2019 semester

Week 1: Planning
Week 2: MPU4 and EVEX sales commence and start the overnight oats
sales.
Week 3: Car wash and Mud balls making
Week 4: Finalize full proposal, marketing proposal and do another car
wash
Week 5: Raya Holiday
Week 8: Pre-event proposed week
 Location: V3 Meeting Room
Date: 6th May 2019
Time: 10.30 p.m. – 11.30 p.m.

3. Meeting adjourned

Action Muhamad Iqbal Hafiz Bin Mohd. Rabbilasuad

Discussion Meeting was adjourned by Project Manager to all department at 11.30 p.m.

Minutes Prepared By, Minutes Approved By,

_____________________ _______________________

(ARIK ETHAN KINAJIL) (Muhamad Iqbal Hafiz Bin Mohd. Rabbilasuad)

Secretary, Project Manager,

High Committee Department. High Committee Department.