alumni association india institute of technology kanpur · 2019-09-18 · alumni association, iit...

Alumni Association, IIT Kanpur BOD/2012-2014/3rd Meeting/ Minutes

July 10, 2012

Alumni Association

India Institute of Technology Kanpur

Meeting Minutes

Of the Board of Directors

Of the 2012-2014/ 3rd Meeting

Date: Tuesday July 10, 2012

Time: 06:30 PM (IST)

Through: Conference Call


July 10, 2012

1

Alumni Association, IIT Kanpur

Agenda of the II Meeting of the Board of Directors of

Held on July 10, 2012 at 6:30 P.M. IST

Venue: IIT Kanpur (through conference)

S.No. Description

Agenda Item 1 Welcome of the members and announcements, if any

Agenda Item 2 Confirmation of minutes of 2nd BOD meeting held on June 12, 2012

Agenda Item 3 Updates from the Secretary

West Coast chapter event and the DAA ceremony

DRPG Account settlement for the financial year 2011-2012

Updates on the current state of the Alumni Database and its

merger

Guru Dakshina

Accounts Auditing

Agenda Item 4 Constitution of working groups

AA publications, newsletter, …

Agenda Item 5 Updates by the working groups:

1. Formalization of understanding with the Institute 2. Constitution and its review 3. Election reforms

4. Chapter development 5. Website development

6. Database management

Agenda Item 6 IIT JEE Reforms

Agenda Item 7 Reunion registration fees

Agenda Item 8 Fund Raising for the Alumni Association

Agenda Item 9 Instituting Life Time Achievement Award for exceptional work in science and technology

Agenda Item 10 Involving alumni in the career development and placement support

Agenda Item 11 CARE fund for alumni

Agenda Item 12 Toilets for workers


July 10, 2012

2

Agenda Item 13 Transparency in the functioning of the Alumni Association

Agenda Item 14 Life Membership Drive

Agenda Item 15 Any other item

Sudhir Misra Secretary

Alumni Association IIT Kanpur


July 10, 2012

3

Members present:

1. Prof Ashok Gupta, President 2. Mr Salil Dave, Vice President 3. Prof Sudhir Misra, Secretary

4. Prof Mukesh Sharma, Treasurer 5. Mr Dharam Vir, Member

6. Dr Ajay K Shukla, Member 7. Mr Saurabh Sharma, Member 8. Prof Manindra Agarwal, Member

9. Mr David Thomas, Member 10. Mr Nikhil Padhye, Member

Invitees:

Mr Mustan Tambawala, Nominee to PAN IIT Mr Anuag Goel, Nominee to PAN IIT

Regrets:

1. Mr Sashi Singhania, Vice President 2. Prof. Kripa Shanker, Member

3. Shri Rakesh Pandey, Member 4. Prof Ram B Misra, Member

After the President extended a warm welcome to all the BOD members, the

President, Alumni Association welcomed the following new BOD member and invitees:

Mr Nikhil Padye (BT- MT (Dual)/ME/2009)

Mr Mustan Tambawala,

Mr Anuag Goel,

The Secretary informed the Board about the untimely demise of Mr Ashish Dembla (BT-MT, EE 2009) and his parents in a road accident in USA on Saturday July 7,

2012. The Board observed a brief silence as a mark of respect to the departed souls and passed the following resolution: “The Board of Directors, Alumni Association deeply mourns the untimely and tragic death of Mr Ashish Dembla

(BT-MT, EE 2009) and his parents in a car accident in the USA, and expresses its deepest condolences to the bereaved family. We pray for eternal peace to the

departed souls and for strength to the family to bear the loss”.



July 10, 2012

4

The minutes of the second BOD meeting held on June 12, 2012 as circulated with

the agenda items, and due modifications as indicated by Mr Dharam Vir, attached as annexure 1 were confirmed unanimously.

a. West Coast chapter event and the DAA ceremony

The West Coast Annual Dinner with the Presentation ceremony of the Distinguihsed Alumnus Award and the Intitute Fellow was held on June 16, 2012.

The event turned out to highly sucessful, with a good number of particpation. Two of the four DA awardees for 2011-2012 attended the event.

IIT Kanpur Foundation meeting was held on the morning of June 16, 2012, where

the President, AA, and the Secretary, attended as a special invitees and briefed the Foundation about the financial position of the AA, and mentioned that the funds available are grossly inadequate to carry out even the basic activities – such

as salaries of AA staff, chapter development, etc. The Director and DRPG expressed full institute support for AA activities but also

clarified that the AA is a registered separate and independent body in its own right and therefore,

a) the Institute cannot raise funds for the AA,

b) no funds collected through the Foundation, etc and transferred to the

Institute can be directly or indirectly transferred to the AA It was decided that the Foundation would include ‘AA activities’ as one of

the items for which funds from the US alumnus are raised. The details for this will be worked out by the Foundation and the AA.

The Board put on record the appreciation for Mr Abhay Bhushan and Mr Rajeev Ranjan and the other members of the organising committee for organsing the event.

b. DRPG Account settlement for the financial year 2011-2012

The Secretary informed the Board that since in the FY 2011-2012 no ‘grant’ was received from the Institute, after the new board took charge, the issue of

expenses incurred in the previous year under the heads for which the grant was to be received was raised with the DRPG. The BOD was also informed that against

this claim of Rs 23.44 Lakhs, a sum of Rs 18.21 Lakhs has been received by the Office, along with a letter this settlement is ‘final’. . The Secretary thanked the

Agenda Item 2 Confirmation of minutes of 1st BOD meeting held on April 29, 2012



July 10, 2012

5

DRPG for this reimbursment. It was decided that the details of the items for which

the reimbursement has not been made will be circulated to the BOD at the earliest.

c. Updates on the current state of the Alumni Database and its merger Taken up with agenda item 5.6

d. Guru Dakshina

Taken up with agenda item 8

e. Accounts Auditing

The Auditing of the accounts for the financial year 2011-2012 has been done by our Chartered Accountant i.e. Sanjeev Bhargava and Associates and the process

of getting the Balance Sheet made is under process.

The Secretary also presented the action taken report attached as Annexure 2.



The Board unanimously agreed that no separate working group is required for the

Newsletter. The schedule of the Newsletter was discussed and it was agreed that the Alumni Newsletter be released on quarterly basis and appropriate changes

may be made on the Alumni Association website. The proposed new format of the Newsletter will be circulated to the Board within 10 days, for the feedback and necessary input.

The issue for the sponsorship of the Newsletter was discussed, and the document

circulated by the Secretary (Annexure 3) was accepted. It was further decided that Mr Sashi Singhania be requested to work with probable sponsors for the forthcoming issues.


1. Formalization of understanding with the Institute

The Secretary and the DRPG updated that the Board that a rough draft of the

MOU has been made and broadly agreed upon. The text is now being written and will be circulated as soon as it is ready. The matter will be taken up for discussion in the next meeting.

2. Constitution and its review


July 10, 2012

6

Mr Dharam Vir who is leading the group circulated the draft paper to the Board

and feedback on the same was requested within 7 days time, after which the draft will be circulated to all.

3. Election reforms

Mr Dharam Vir who is leading the group will soon be circulating the draft paper to the Board for the feedback.

4. Chapter development

The Secretary informed the Board that the draft guidelines were circulated to the chapter coordinators and since no feedback was received, the Board decided that these may be circulated again, and requesting for feedbacks within seven days

time. The Board until then, also requested Mr Anurag Goel to incorporate the suggestion of Prof Manindra Agarwal to highlight the benefits that the alumni

receive from the Chapters.

5. Website development

Input from Mr Salil Dave


The Secretary and the DRPG informed the Board that the work for a unified database was in progress. The Board emphasized that the process needs to be

expidited and there should be a a full discussion on the matter, if needed. .

Agenda Item 6 IIT JEE Reforms

The Secretary informed the Board about the recent developments in this issue. He also mentioned that the minutes of the Council meeting, once received, will be

circulted to the Board.

Agenda Item 7 Reunion registration fees

During the Foundation meeting held on June 16, 2012 the idea that the Institute bears the full cost of the reunions with a cap of exependiture at Rs 12000 per

alumnus was informally discussed. Any excess above the 12000 will be borne by the batch. In a subsequent circulation outlining the implementation of this, if required, the Secretary had sent a scheme to the DRPG under which, the Alumni

Association will charge a non-refundable registration fees of Rs 2000 for those coming alone and Rs 3000 for those coming with their families as a token

registration money. This will help the office to make an accurate estimate of the likely registrations (and avoid frivolous registrations). This will be collected


July 10, 2012

7

through normal online collection, etc. and kept with the Alumni Association to

cover the administrative expenditures of the reunion, which will not be charged to the Institute.

The BOD was apprised of the matter and also informed that the issue was still under consideration with the Institute, and any updates will informed circulated.

Agenda Item 8 Fund Raising for the Alumni Association

The Seceratry informed the Board, that Alumni Association needs to start its own fund raising drive after the recent developments at the IITK Foundation meeting

held on June 16, 2012. Initially, the following three Heads were proposed to start the fund raising drive , and more activities can be added in due course of time:

1. Chapter development and growth – a corpus, the interest of which enables travel, and other expenses for initiating and nurturing chapters of the AA.

2. Student Alumni Interaction programme – corpus, the interest of which will

help in strengthening the different activities related to Student Alumni Interaction including the Student Alumni Interaction day, Student Alumni carrier awareness programme and the student Placement Office.

3. General Activities – for the general activities of the Association.

The BOD approved initiating a fund-raising drive for the above three activities. .

The Board also decided that the Guru Dakshina link of the Alumni Association

website should be modified accordingly, pointing towards the Institute donation page and the Alumni Association donation page.

The Board also resolved that the Alumni Association write to IIT Kanpur for:

a) making appropriate modifications on their donation pages on similar lines

(as decided for the AA website) so those who wish to make donation are

suitably directed to the AA website, and,

b) making the required modifications in the case of donations being made to

the IIT so that a part of the funds (the quantum to be decided by the donor)

can be transferred to the AA.

Agenda Item 9 Instituting Life Time Achievement Award for

exceptional work in science and technology

Item deffrered for the next meeting


July 10, 2012

8


The agenda was taken up with the Fund raising drive for Student Alumni Interaction, the idea was supported by all. Some of the suggestions in this

direction included, alumni visiting the campus may be encouraged to interact with students, an archive or blogs can be created for promoting student alumni interaction, and an involvement of the alumni or the AA with the Student

placement office in some form..


Item defered for the next meeting







Agenda Item 15 Any other items

a. During a brief discussion on certain statements made by some BOD

members in public fora, it was suggested that members should maintain a

restrain while making public statements or postings, and should try to to

verify facts, and information from the AA and/or IIT. .

b. On the proposal of the Secretary to set up an investment committee for

the Alumni Association similar to the committee in the Institute, it was

agreed that a committee consisting of Secretary, Treasurer, Past Secreatry

and Prof. Manindra Aggarwal, DPRG , be created for the purpose and the

BOD kept informed about the investments made.

c. The Secretary informed the Board about the forthcoming PAN IIT Meet in

Kolkatta during December 7 to 9, 2012. Names were sought from the Board

for participation. The members were informed that the Alumni Association


July 10, 2012

9

may not be able to take care of the expenses involved, at least at this

stage.

d. The proposal for an Annual Convention to held at different places was

circulated by the Secretary. Because of the last minute circulation, a

discussion on the issue could not be held and the members were requested

to send their feedback within a week.

e. It was decided that the left over items should be taken for consideration in

the next meeting.

The meeting ended at about 08:30 PM (IST).

(Sudhir Misra) Secretary, IITKAA

(Ashok Gupta) President, IITKAA


July 10, 2012

10

Annexure 1: Minutes of the BOD meeting June 12, 2012

Alumni Association

India Institute of Technology Kanpur

Meeting Minutes

Of the Board of Directors

Of the 2012-2014/ 2nd Meeting

Date: Tuesday, June 12, 2012

Time: 06:30 PM (IST)

Through: Conference Call


July 10, 2012

11

__________________________________________________

Alumni Association, IIT Kanpur

Agenda of the II Meeting of the Board of Directors of

Held on June 12, 2012 at 6:30 P.M. IST

Venue: IIT Kanpur (through conference)

Sl No Description


Agenda Item 2 Confirmation of minutes of 1st BOD meeting held on April 29, 2012


Creating a local advisory group

New Account in the State Bank of India

Agenda Item 4 Vacant Position of Member 4

Nominations from AA to the PANIIT




7. Formalization of understanding with the

Institute 8. Constitution and its review

9. Election reforms 10.Chapter development 11.Website development

12.Database management

Agenda Item 7 Sharing information from Alumni Association database with

other alumnus

Agenda Item 8 Instituting Life Time Achievement Award for exceptional work in

science and technology

Agenda Item 9 Involving alumni in the career development and placement

support

Agenda Item 10 Charging administrative costs to the various event costs e.g.

reunion


Agenda Item 12 IIT JEE reforms


July 10, 2012

12

Agenda Item 13 Merger of AA and DRPG accounts on Facebook and Linkdein etc.





Sudhir Misra Secretary

Alumni Association

IIT Kanpur


July 10, 2012

13

Members present:

11. Prof Ashok Gupta, President

12. Mr Salil Dave, Vice President 13. Mr Sashi Singhania, Vice President

14. Prof Sudhir Misra, Secretary 15. Prof Mukesh Sharma, Treasurer

16. Mr Dharam Vir, Member 17. Dr Ajay K Shukla, Member 18. Mr Saurabh Sharma, Member

19. Prof Manindra Agarwal, Member 20. Prof. Kripa Shanker, Member

21. Mr David Thomas, Member 22. Prof Ram B Misra, Member

Special Invitees:

Mr Kiran Modak, CTO, Unsocial Inc. Mr Anuag Goel (BT/ME/71)

Regrets: Shri Rakesh Pandey, Member

After the President extended a warm welcome to all the BOD members, the Secretary, Alumni Association welcomed the following new BOD members:

Mr David B K Thomas (BT/ME/77, DAA 2010) as a Distinguished Alumnus

awardee

Prof Ram B Misra (BT/ME/68) as the IITK Foundation nominee

He also introduced and welcomed the following special invitees for this meeting

Kiran Modak, CTO, Unsocial Inc.

Mr Anurag Goel

Announcements:

The Secretary made the following announcements:

Nostalgia – the Farewell function of the graduating students welcoming them

to the Alumni Association was held successfully on May 3, 2012

The Alumni Association had a successful Life Membership drive for the 2012

graduates, with less than 10% of the graduates opting not to become a Life Member.



July 10, 2012

14

The Jamshedpur and the Bhubaneshwars chapter were successfully launched

and the process initiating the Gurgaon - Faridabad Chapter (Haryana Towns in NCR) and the Chandigarh chapter has started. The BOD thanked the members in the chapters and the coordinators for their initiative and expressed a hope

that all chapters will function in a vibrant manner and contribute to strengthening the association at large.

Arvind, (BT/EE/69) a Charles W. and Jennifer C. Johnson Professor of Computer Science and Engineering at the Massachusetts Institute of

Technology, was elected as a Fellow by the American Academy of Arts and Sciences in the category of Computer Engineering. The BOD congratulated Prof

Arvind and wished him continued success in his work.

The minutes of the first BOD meeting held on Apil 29, 2012 as circulated with the agenda items, attached as annexure 1.

It was decided that a local working group may be created to facilitate the working

of the office and help the BOD carry out its functions. The Secretary was

authorized to create the group. The Secretary was asked to keep the BOD

informed about the activities of this group.

It was unanimously resolved that the Alumni Association may open a new savings

account with the IIT Kanpur branch of the State Bank of India to facilitate day-to-

day functioning.

The Secretary presented the matter and as per the constitution, the Board may

recommend the name of an alumnus, who has a postgraduate residing outside

India. The name of Mr Nikhil Padhye (BT/MT-Dual/2010) was proposed and it was

Agenda Item 2 Confirmation of minutes of 1st BOD meeting held on April

29, 2012


Proposal to set up a Local advisory group of the AA


Opening of a new bank account with SBI

Agenda Item 4 Vacant Position of Member 4

http://mit.edu/

http://mit.edu/

http://www.amacad.org/

http://www.amacad.org/


July 10, 2012

15

unanimously agreed that the President be authorized to contact him and invite

him to be a member of the BOD.

The President informed the Board that Mr Mustan Tambawala (BT/CHE/74) and Mr

Anurag Goel (BT/ME/71) have been nominated as the nominees to the PAN IIT

Board for the year period 2012-2014.

Though the constitution of this working group was deferred for consideration in

the next meeting, it was decided that (a) the NL (Vol 2) should be finalized and

released as soon as possible in the existing format, and, (b) a basic format of the

web-based version be made ready within a month’s time.

1. Formalization of understanding with the Institute

The Secretary informed the Board that the work has started to draft an

MOU with the Institute in consultation with Prof Manindra Agrawal, DRPG

and that a draft proposal will be put to the board within a month’s time.

2. Constitution and its review

Mr. Dharam Vir who is leading the group informed the board that working

paper will be ready in 20 days time, and the final document be presented to

the board by August.

3. Election reforms:

Mr Dharam Vir who is leading the group informed the board that he is in

touch with the others involved in the group and a working paper will be

ready in 20 days time, and the final document be presented to the board by

August.

4. Formation and development of chapters

Agenda Item 4 Nominations from AA to the PANIIT





July 10, 2012

16

The Secretary invited Shri Anurag Goel to brief the Board about the

background of the chapter formation guidelines, as have been drafted by

him. It was agreed that this could be a starting document to move ahead.

It was decided that the guidelines as drafted by Shri Goel be circulated to

the chapter coordinators and also be put on the website for the wider

circulation and feedback. Prof Manindra Agrawal pointed that the document

should also enlist the benefits the members derive of being a part of a

chapter.

Shri Dharam Vir proposed that there should be representation of the

chapters on the Board of Directors. It was decided that the suggestions

might be considered by the Committee on Constitutional Reforms.

5. Website Development

The Secretary, invited Shri Kiran Modak, CTO from Unsocial Inc., the

company who is revamping the Alumni Association website, to brief the

BOD. Shri Kiran briefed the members about the company and the progress

of the Alumni Association website. It was agreed that the demo of the site

be presented during the June 16, 2012 event in CA, USA by the members

of the BOD present there.

It was also decided that:

a) company be requested to provide on-site maintenance of the site with

support from the AA office also. Shri Salil Dave was requested to carry

this forward.

b) the President should get in touch with the IIT Kanpur Foundation to

support this endeavor of the website


The issue of two separate databases i.e. one with the Alumni Association

and the other with the DRPG was discussed. The Board reiterated that it

will be desirable if the two databases be merged and that this task be

completed within three months.

The item was presented by the President and the Secretary, who informed the BOD that requests for details, such as email, etc. of other alumnus was

Agenda Item 7 Sharing information from Alumni Association database

with other alumnus


July 10, 2012

17

received by the AA from time to time, and some clear guidelines were needed

in dealing with such requests. In view of the fact that (a) building and strengthening the network of alumni in India and abroad is one of the missions of the AA, (b)development of AA chapters at locations across the world is one

of the very important means of reaching the above goal, and (c) the BOD, AA is committed to work to establish new chapters and strengthen existing ones,

the following decisions were unanimously taken:-

1. Information (limited to name, roll no, email address, phone number)

about the alumni in a certain area may be provided to an alumnus who expresses interest in starting or strengthening a chapter or undertaking

activities that help alma mater and alumni.

2. The alumnus will give an undertaking that he shall not use this information for any other purpose.

3. A mail to this effect shall also be sent by the Alumni Association to all the alumni whose email addresses etc. are thus provided to someone.

Agenda Item 8 Instituting Life Time Achievement Award for

exceptional work in science and technology

The item has been deferred for the next meeting.


Agenda Item 10 Charging administrative costs to the various event

costs e.g. reunion

The matter was presented by the Secretary, who informed the BOD that the AA office invested a substantial part of their time and other resources in working to organize reunions of different batches, and only the direct expenses

are booked under the reunion costs.

After detailed discussion, it was decided that an administrative cost of 20% of the total reunion costs be charged as a part of the registration fees, this may also be taken as an initiative of resource mobilization. .





July 10, 2012

18

Agenda Item 12 IIT JEE reforms

It was unanimously felt that the proposed scheme is not in the interest of the

students and the Institute. The Alumni Association Board unanimously

resolved:

1) That it is strongly opposed to IIT Council proposal of change in admission process to IITs.

2) That it strongly endorses the view that the admission process at IITs must

be left to IITs to decide. This is the only way to maintain autonomy of IITs. 3) That a fresh look at the situation be taken immediately and efforts be made to work out a strategy keeping in view the interests of all concerned.

4) That the hastily arrived at decision for such a major change be withdrawn, and a proposal arrived at after discussions be implemented only from the year

2014. In view of the importance of the matter, the need to release it to the press,

circulate in other foray at the earliest, and the Secretary not being able to act on the matter immediately, Prof Manindra Agarwal was requested to share the

resolution with others at IIT Kanpur as may be required. He kindly agreed to do the needful.

Agenda Item 13

Merger of AA and DRPG accounts on Facebook and Linkdein etc.

The Board unanimously decided that the two accounts being maintained by the

DRPG and the Alumni Association be merged and the registered members informed accordingly. It was decided that this should be completed within 3

months, and that the details will be worked out by an appropriate group set up by the Secretary and the DRPG.







July 10, 2012

19



It was agreed that the next meeting be held on July 10, 2012 at 06:30 PM

(IST)

The meeting ended at about 08:00 PM (IST).

(Sudhir Misra)

Secretary, IITKAA (Ashok Gupta)

President, IITKAA


July 10, 2012

20

Annexure 2: Action taken Report

Action taken report for the II nd BOD Meeting held on June 12, 2012

S. No Action item Status as on date

1 Congratulatory Letter to Prof Arvind Action item completed

2 Opening of an account with the SBI Under process

3 Release of Alumni Newsletter Issue 2 Newsletter released on June 20,

2012

4 Chapter Guidelines to be forwarded to the

various chapter coordinators Action item completed

5 Merging of the Alumni Database Under Process

6 IIT JEE reforms The BOD resolution passed on

as discussed

7 Merger of AA and DRPG accounts on

Facebook and LinkedIn etc. Under Process


July 10, 2012

21

Annexure 3

Dear Members of the BOD, As you are well aware that the Alumni Association brings out its Alumni Newsletter, where the news of interest to alumni is published. Each issue is put together with the news about major alumni events (on campus or outside), alumni achievemnts, books authored, highlights of the Institute events, obituary etc. You may visit the following http://www.iitkalumni.org/whatsup/newsletter.asp to access some of the earlier editions of the Newsletter. Keeping the available manpower and other logistics in mind, we have worked a schedule for the forthcoming issues of the Alumni Newsletter (attached with this mail) Now, to be able to generate resources to be able to bring out the Newsletter regularly, it is proposed that 1.we identify a Principal Sponsor for each edition of the NL. 2. The cost to the sponsor is proposed to be INR One Lakh. 3. the sponsor be allowed to send material equivalent to about HALF a printed page highlighting the activities (s)he is engaged in, or, write about the company (they work for). 4. the sponsorship may be raised to INR 2 lakhs in case a full page is requested for. The item will be taken up for discussion in the forthcoming BOD meeting on July 10. In the meantime, we are also working towards the new format of the Newsletter, the next issue will be available in the new format. Best Sudhir Misra Secretary, Alumni Association IIT Kanpur

http://www.iitkalumni.org/whatsup/newsletter.asp


July 10, 2012

22

Alumni Newsletter

Quarterly issue (to be reviewed)

S. No Newsletter Issue Time to be released Sponsorship Key articles

1 2012 - 2 Issue 20-Jun-12

GenXM.com Founded by Damnish Kumar

(MSC5/MATH/2000) et al

New BOD, DAA, Newsmakers, Obituary etc

2 2012 - 3 Issue 30-Aug-12

Westcost award, Nomination DAA,

IIT JEE Newsmaker etc

3 2012 - 4 Issue 30-Nov-12 Forthcoming

reunion, Newsmakers etc

4 2013 - 1 Issue 28-Feb-13 All reunion coverage

alumni association india institute of technology kanpur · 2019-09-18 · alumni association, iit...

Documents