IEEE WIE Affinity Group of Sri Lanka - Executive Committee Meeting 7
August 16, 2025 · 3:30 PM - 4:30 PM @ Online event
Description
Commencement of the meeting The seventh Executive Committee Meeting of the IEEE Women in Engineering Affinity Group of Sri Lanka for 2025 commenced at 9.10 PM. Preliminaries and Announcements by Chair The Chair, Dr. Prabhani, welcomed the attendees and initiated discussions on ongoing projects, event planning, and administrative concerns. Confirmation of Minutes of the Previous Meeting The minutes of the previous Executive Committee Meeting were discussed to be circulated before the next Executive Committee Meeting. Project Updates 10th Anniversary & Volunteer Connect The Committee discussed plans for the upcoming 10th Anniversary Celebration and Volunteer Connect event. Options were considered for either combining the celebration with the AGM or hosting it as a separate event. Venue challenges were noted due to exam schedules and limited availability. Possible locations include SLIIT auditorium or university halls. The Committee agreed to finalise the venue and event structure by the end of August. IEEE SL SYW Congress 2025 Five delegate slots were allocated for WIE; however, only three had been confirmed at the time of discussion. The group discussed whether WIE should contribute financially (previously LKR 50,000). Options for filling the remaining delegate slots were explored, including offering them to other interested volunteers. Power Hour The next Power Hour session is scheduled for 22nd August at KDU, with the speaker confirmed. Once the venue is confirmed, the event will be added to all relevant calendars. Discussions were also held on conducting an online Power Hour at the end of August, with Dr. Jeewika Ranaweera suggested as a potential speaker. Tech Pulse Session 3 is planned for 27th August, and Session 4 is scheduled for September 2025. WiSTEM Planning is underway for new sessions in collaboration with student branches. Sponsorship opportunities, including from IFS, are being explored. Code With WIE Two workshops are planned ahead of the qualifier round in September. Preparations are progressing as planned. Website Updates Members discussed ongoing access issues with the WordPress website. Password resets have failed, and visible code on the site suggests a plugin or configuration issue, not hacking. Immediate action is required to recover credentials and implement security measures such as two-factor authentication. Ms. Disara will be contacted to assist in resolving this issue. SAC Activities The Committee discussed the importance of consistent communication and engagement with volunteers. It was agreed that monthly volunteer meetings should be initiated. Gayashani and Ms. Chathurya will take the lead on improving volunteer coordination and participation. Financial Updates The process for accessing event-related funds was reviewed. The Power Hour budget will be shared with Ms. Shashika for approval before disbursement. Adjournment of the meeting The meeting was adjourned at 10.10 PM.
Agenda
Commencement of the Meeting Preliminaries and Announcements Confirmation of Minutes of Previous Meeting Project updates VTools Event Reporting Website Updates Editorial Activities Awards, Grants and Sponsorships Discussion about Volunteer Engagement Finance Updates Any Other Matters Meeting Adjournment