Description

Minutes of the Executive Committee Meeting Date: 2nd January 2025 Time: 3.30 p.m. Venue: NFC, Faculty of Applied Sciences, University of Sri Jayawardenepura Chairperson: Lavindu Ranasinghe Secretary: Sandaru Senitha Wickramasinghe Attendance: Mr. Lakshan Madushanka Lavindu Perera Sandaru Senitha Wickramasinghe Sheron Deeshan Manuja Wimalarathne Vidusahan Perera Rasuwan Kalhara Thamodya Piumini Heshani Maddage Amanda Sewwandi Agenda Items Discussed IEEE Overview A brief history and purpose of IEEE were revisited to reinforce its mission and vision among attendees. Objectives of the meeting were outlined. Projects and Responsibilities Responsibilities for current and future projects were clarified among the ExCom members: Fund distribution and financial analysis: Treasurer. Maintaining budget structure: Treasurer. Overseeing project timelines: Chair. Standing Committees Structure Planning committee structures were finalised, and oversight roles were assigned as follows: IR (Industrial Relations): Treasurer. Design and Marketing: Webmaster and Design Head. Volunteer Management: Chair. Logistics: Vice-chair. Public Visibility: Secretary, Assistant Secretary, and Webmaster. A new Project Chair Committee was proposed to oversee project-related tasks. Public Visibility (PV) responsibilities were merged with Design and Marketing. Collaborations and Partnerships Decided to collaborate with Nenasa for the STEM project. Emphasis on pitching and securing yearlong partnerships for knowledge and financial partners. STB Grant and Donating a Computer Lab Decision to apply for the STB Grant by April 1st. A plan to use the grant to donate a computer lab was finalized. Project Initiation and Focus Discussed strategies to initiate new projects, and decide their topics, and focus areas. Overlaid the Japura Xtreme project with the Team Building Workshop for efficiency. Budget and Timeline Adjustments The STEM project budget was rearranged to fit the updated plan. The financial report and budget structure will be maintained and updated by the Treasurer. Other Key Discussions Importance of organizing communication structures such as announcements and WhatsApp groups. Familiarization with IEEE Brand Guidelines emphasized, with the Design Head and Webmaster tasked to comply with them. Decisions Taken: Merge Public Visibility with Design and Marketing. Create a Project Chair Committee for enhanced project oversight. Apply for the STB Grant by April 1st, with plans to donate a computer lab. Overhaul the structure for announcement and WhatsApp groups to improve communication. Adjournment: The meeting was adjourned at 5.00 p.m.. Minutes Prepared by: Sandaru Senitha Wickramasinghe Secretary, IEEE CS Student Chapter