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IIT Alumni Association Victoria (IITaV) Inc.

Meeting: Annual General Meeting April 2012

Date: 15th April 2012, 3:00PM – 5:00PM AEST

Venue: Waverley Meadows Primary School, 11-27 Columbia Drive, Wheelers Hill

Attendees: (record attached)

Rajiv Lal Abaran Deep Ashok Sharma Satish Varma

Dilip Kumar Desai Raj Rajakumar Arun Kumar Rahul Tyagi Surinder Lamba Ravi Singh Jai Kaudinya N Raja Venkateswar

Rachna Sharma Nalin Sharda Hema Sharda Radhey Shyam Gupta Saby Bhattacharya Siva Bhartula Amar Garg Divakar Prasad

Ajay Kapoor Steve Bungay

Apologies: Rakesh Saraf Sanjeev Khare K Chockalingam Yogendra Vashishtha DD Saxena Gopal Verma Brij Panwar

Agenda Item Update / Discussion / Action / Decision

1. Welcome Address

• Arun Kumar, President IITaV , welcomed all the attendees. Apologies (as detailed above) were noted. The Secretary, Abaran Deep, confirmed that no proxies were received. A copy of the Agenda is attached (Attachment – AGM Presentation).

• All attendees provided a brief introduction covering their IIT affiliation, discipline and graduation year

• Minutes of the 2011 AGM held on 26 March 2011 were formally accepted. (Proposed by Surinder Lamba, Seconded by Satish Varma) – (Attachment – AGM Presentation)

2. President’s Report

• Arun Kumar acknowledged the contribution made by the members of the 2011-12 Management Committee.

• Arun Kumar presented the Annual report for 2011-12 covering the objectives that guided the Management Committee, activities and achievements (Attachment – AGM Presentation)

• The contribution and effort made by Nalin Sharda in supporting the IIT-Roorkee Race Car team was recognised. Nalin Sharda provided an outline of the team’s experience and challenges in the competition. Rajiv Lal presented an overview of the Networking Sessions which have been recently initiated.

• Satish Varma moved the motion that the Annual report for 2011-12 be accepted. Ravi Singh seconded the motion. All present voted in favour.

3. Treasurer’s Report

• The Treasurer, Surinder Lamba, presented the financial reports for the financial years 2010-11 and 2011-12 to the end of March 2012. (Attachments 3 and 4). IITaV’s cash balance as at 30 Mar 2012 was $4,683.45.

• Rajiv Lal moved the motion that the reports be accepted. Raj Rajakumar seconded the motion. All present voted in favour.

• The presentation of the report was followed by a discussion on a range of funding related items. These include establishing an interest bearing account; initiating community projects with surplus funds; exploring the possibility of grants to raise funds; inclusion of high-profile non-IITans as Honorary members. It was agreed these ideas would be explored further by the 2012-13 Management Committee..

• Hema Sharda represented IITaV at the Pan IIT and also provided information about her meetings with IIT Directors

4. Membership Update

• Abaran Deep stated that as at the 2012 AGM meeting date there were 50 financial members in the current member register. While this had increased from 30 members

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Agenda Item Update / Discussion / Action / Decision

from over a year ago, it is lower than a membership of 63 members as of December 2011. It was agreed that AGM attendees would make contact with the members who had not renewed and seek feedback.

5. Special Resolutions

• No special resolutions were tabled at the meeting.

6. 2012-13 Management Committee Election

• Abaran Deep outlined the formal nomination process and timelines implemented in the lead up to the AGM. The nominations received for the new Management Committee were tabled. Since there was an exact match between the nominations and roles (President, Vice President, Secretary, Treasurer and five Committee members), an election was not required.

• The office-bearers of the new Management Committee for 2012-13 are:

Role Name Role Name President Arun Kumar Committee Member Ravi Singh Vice-President Dr Raj Rajakumar Committee Member Satish Varma Treasurer Surinder Lamba Committee Member Amar Garg Secretary Abaran Deep Committee Member Rahul Tyagi Committee Member Rajiv Lal

• Satish Varma moved the motion that the nominations as presented to the AGM be accepted and the office bearers declared elected. Surinder Lamba seconded the motion. All present voted in favour.

• Arun Kumar acknowledged Rajiv Lal’s contribution as the outgoing Vice-President, and the contributions of the outgoing Management Committee members, Radhey Shyam Gupta, Yogendra Vashishtha and Ravi Bhatia for their service in the 2011-12 committees.

• The formal AGM was declared closed by the President.

7. Planning Discussion Summary

Following the AGM, a general planning session was held. The points raised during the discussion are summarised below:

• Should IITaV focus on Victoria or more broadly on Australia?

• Initiate projects which would be of interest to members and improve IITaV’s profile. • Consider honorary membership to include people who could lift IIT’s profile. • Tap into Indian organisations to access IITians unaware of IITaV and possibly

increase membership base. (Raja Venkateswar offered help in relation to Infosys) • Include information from visit to the newly formed IITs in the IITaV newsletter. Hema

Sharda mentioned the newly formed IITs are looking for visiting faculty members and are offering remuneration on generous terms.

• Continue the policy of broad based communication i.e. do not differentiate between non-members and members from a communication perspective.

• Consider the possibility of community projects which would both help people and support IITaV’s objectives. These could include helping new migrants integrate into the Australian workplace, mentoring for newly graduated students, opening the Networking sessions to non-IITians.

Agenda

Item Duration Who

Welcome, Apologies and Proxies 5 min Arun Kumar

Approve minutes of last AGM 5 min All

President’s Annual Report 15 min Arun Kumar

Treasurer’s Annual Report 15 min Surinder Lamba

Membership Update 5 min Abaran Deep

Nominations for 2012-13 Committee 5 min Abaran Deep

Hand-over to the 2012-2013 Committee 5 min Arun Kumar

Tea Break 20 min

Planning discussion – open forum 20-30 min All

IITaV AGM

15 April 2012

Welcome, Apologies and Proxies

• Apologies– Rakesh Saraf

– Brij Panwar

– Sanjeev Khare

– Gopal Verma

– Karuppan Chockalingam

– Yogendra Vashishtha

– DD Saxena

• Proxies– None

Approve Minutes of 2011 AGM

Key Objectives

(developed in Planning Workshop May 2011 )

1. Establish and enhance IIT brand equity in Australia

2. Promote professional networking with business, academia

and government

3. Promote and assist with professional development of

members (mentoring)

4. Proceed with strengthening business, academic and political

relationships between Australia and India

5. Develop and promote the welfare of members

6. Promote social interaction between members

President’s Report – Page 1

2011-12 Highlights

• April 2011: IITaV and Monash University jointly organised a

lecture by eminent Indian scientist, Dr Ramesh Mashelkar

• May 2011: Over 20 members participated in a planning

workshop to set the collective direction of IITaV

• August 2011: Social get together at Ragam Restaurant in

Doncaster

• August 2011: IITaV Newsletter was started to keep the alumni

connected and inform the community of their contributions

• August 2011: Over 30 participants attended an

Entrepreneurship Workshop held jointly with Pitcher Partners

and presentations from RMIT and the Department of Business

and Innovation

President’s Report - Page 2

2011-12 Highlights (Contd.)

• September 2011: Members invited to join LinkedIn Group for

IITaV

• November 2011: Diwali / Annual Dinner function at Cafe

Saffron in South Morang

• November 2011: Support in cash and kind to IIT Roorkee race

car team

• December 2011: First networking session attended by 17

IITans at the Pavilion in Doncaster

• February 2012: Initial dialogue commenced with the

Australia-India and TIE (The Indus Entrepreneur) with the aim

of having mutually beneficial joint activities in the future

President’s Report - Page 3

2011-12 Highlights (contd.)

• March 2012: Holi Hungama / Lunch function at Cinnamon

Club in Moorabbin

• March 2012: Website upgrade to provide a better platform

for sharing information between members and the wider

community

• March 2012 – Issue 3 of IITaV Newsletter published

• April 2012 - Third networking session attended by 21 IITans,

presentation by TIE and others

Mashelkar Talk – April 2011

Entrepreneurship Workshop

August 2011

Social get together – August 2011

Networking Dec 2011

Diwali Annual Dinner – November 2011

Networking Feb 2012

Treasurer’s Report - Page 1

• Annual Statement – 2010/11 (as at 30/06/2011)

REVENUE

ITEM AMOUNT

Membership

Foundation Membership $3,750

Annual Membership 2011 $700 $4,450.00

Interest Income $ 6.85

19/02/2011 - IITaV Inaugural Function –

Delhi Mogul$1,125.00

Total Income $5,581.85

EXPENDITURE

ITEM AMOUNT

Functions/ Events

19/02/2011 - IITaV Inaugural Function – Delhi

Mogul

$1,225.00

26/03/2011 – Annual General Meeting Expenses $ 185.00

10/04/2011 – Dr. Mashelkar Dinner Expenses $ 100.00

05/05/2011 – IITaV Workshop Refreshments $ 76.70

Sub-total $1,586.70

Miscellaneous

13/03/2011 – Business Name Registration $ 55.00

Various – Website Hosting/ Domain Name

Registration

$ 59.00

Various – Office Supplies $ 14.95

Various – Online Banking Transaction Fee $1.25

Sub-total $ 130.20

Total Expenditure $1,716.90

Carry Forward (30 June 2011) $3,864.95

Treasurer’s Report - Page 2

• Annual Statement – 2011/12 (as at 31/03/2012)REVENUE

ITEM AMOUNT

Brought Forward $3,864.95

Membership

Foundation Membership ($ 500)

Annual Membership 2011 ($ 800)

Annual Membership 2012 (1,350) $2,650.00

Interest Income $ 13.33

07/08/2011 - IITaV Newsletter Function

– Ragam Restaurant$1,200.00

20/08/2011 - Entrepreneurship

Workshop$620.00

12/11/2011 – IITaV Annual Dinner – Café

Saffron$2,500.00

December 2011 – IITR Car Project $605.00

11/03/2012 Cinnamon Club Lunch $1,130.00

Total Income $12,583.28

EXPENDITURE

ITEM AMOUNT

Functions/ Events

07/08/2011 - IITaV Newsletter Function – Ragam

Restaurant$1,685.00

20/08/2011 - Entrepreneurship Workshop $ 391.43

12/11/2011 – IITaV Annual Dinner – Café Saffron $2,932.02

20/12/2011 – IITR Car Project $605.00

11/03/2012 – Cinnamon Club Holy Lunch $2,049.00

Sub-total $7,662.45

Miscellaneous

16/11/2011 – IITaV Newsletter Printing $ 137.76

Website Hosting/ Domain Name Registration $ 15.00

Office Supplies $ 79.62

Online Banking Transaction Fee $5.00

Sub-total $237.38

Total Expenditure $7,899.83

Carry Forward (31 March 2012) $4,683.45

Membership Update

April 2011: 30 Members

March 2012: 50 Members (17 Founding, 27 Annual)

Circulation list 110 Alumni

Nominations for 2012-13 Committee

Position Person Nominated Nominated By Seconded By

President Arun Kumar Abaran Deep Ravi Singh

Vice-President Raj Rajkumar Abaran Deep Ravi Singh

Treasurer Surinder Lamba Abaran Deep Rajiv Lal, Raj Rajkumar

Secretary Abaran Deep Surinder Lamba Rajiv Lal

Committee Member Rajiv Lal Surinder Lamba Satish Varma

Committee Member Satish Varma Abaran Deep Rajiv Lal, Raj Rajkumar

Committee Member Rahul Tyagi Abaran Deep Surinder Lamba

Committee Member Ravi Singh Abaran Deep Arun Kumar

Committee Member Amar Garg Arun Kumar Abaran Deep

Hand-over to the 2012-2013 Committee

IITaV AGM

Tea Break

Planning Discussion

• Feedback on 2011-12

• Focus areas for 2012-13

• Broader participation in growing and developing IITaV

The Feb 11 survey indicates IIT Brand improvement and

professional networking as the key priorities

0 1 2 3 4 5

Establish and enhance IIT brand equity in

Australia

Promote professional networking with

business, academia and government

Promote social interaction between

members

Promote and assist with professional

development of members (mentoring)

Develop and promote the welfare of its

members

Strengthen business, academic and political

relationships between Australia and India

CriticalNot Relevant

Other Ideas

• Establish an entrepreneurial cell for active participation by

interested members

• Promote networking with other IIT associations in Australia

and other countries.

• Drive common agendas. Organise events to relive memories

of IIT days

• Consolidate data on contribution made by IITians in the

development of Victoria/Australia

• Develop a communication plan for IIT brand name to be

visible in print media, conferences, TV, Radio

Other ideas (contd.)

• Initiate / support projects which have visibility in the professional / business community. This will also provide developmental opportunities for members.

• Organise mentoring system

• Consolidate data on contribution made by IITians in the development of Victoria/Australia

• Develop a communication plan for IIT brand name to be visible in print media, conferences, TV, Radio

• Provide / promote speakers from IIT for key events to improve

• Initiate / support projects which have visibility in the professional / business community. This will also provide developmental opportunities for members.

• Organise mentoring system

Suggestions / Ideas (AGM April 2012)

How can our members contribute?

• “Can help with all of the above”

• “I can assist in organising the chosen initiatives”

• “Help in Organising events”

• “I would like to be part of a team that works on the above

initiatives”

• “Any active role”

• “I can assist in any way that can help the community”

• “I can help organise some of these events ...”

• “I am happy to be involved in focus groups”