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Minutes of the Executive Committee Meeting Date: 21st April 2025 Time: 9:00 p.m. – 9:30 p.m. Venue: Virtual (Google Meet – Meeting Link ) Chairperson: Lavindu Perera Secretary: Sandaru Senitha Wickramasinghe Attendance Mr. Lakshan Madushanka Lavindu Perera Sandaru Senitha Sheron Deeshan Manuja Wimalarathne Vidusahan Perera Sathmi Peiris Discussion Points & Key Decisions 1. Proposal Adjustments Decided to update infographics to comprehensively cover all five pillars: Technical, Non-Technical, Outreach, Career Development, and Volunteer Development. Timeline of the proposal will be shifted back to better accommodate planning. Budget section will be removed from the current draft. Existing partnership strategy to be re-evaluated to ensure clarity and alignment. Agreed to request official bank account details from the Student Branch for proper documentation and transactions. 2. Chapter Stamp Concluded that only the IEEE CS Chapter logo is required on the official stamp. A letter will be sent regarding the reimbursement of the stamp cost as an official documentation expense, referencing ExCom discussions. 3. Team Building Initiative Teams will be formed in advance of IEEE Xtreme for better preparation. Past IEEE Xtreme question banks will be utilised for initial team assessments and mock sessions. 4. EMBS Funding EMBS funding opportunities were brought up and briefly discussed. Action Items Update and finalise the proposal with new infographics and timeline Remove the budget section and reevaluate partnerships Draft and send a letter for stamp reimbursement Form teams for Xtreme and prepare them training using past question banks Apply for the EMBS funding. Meeting Adjourned at 9:30 p.m. Minutes Prepared by: Sandaru Wickramasinghe Secretary, IEEE CS Student Chapter