Minutes of the Second Meeting on 25G84 – Reunion - Dates Finalized: 27 & 28 June 2009.

Minutes of the Second Meeting on 25G84 – Reunion - Dates Finalized:  27 & 28 June 2009.

 

Summary & Bullet Points

Dates Finalized:  27 & 28 June 2009.

-          Based on the email conversation and the discussions in the meeting, it was felt the following should be the criteria for organizing and moving forward

o   Participation should be maximized

o   Cost of Participation is to be reduced without compromising quality. Smart negotiations will be done with service providers to get best value for money.

o   We will tap in to voluntary contributions from our own members and try for sponsorships if possible, to cover additional expenses.

o   There should not any entry bearer due to cost of participation and the option to take part must be flexible in different segments of the event.

o   Cost estimation and Event details would be evolved after finding out more details on costs on possible event details and Hotel to be booked

o   The System will be transparent, so that all suggestions are examined for feasibility and decisions taken on the basis of the above criteria. After the decision is taken, we would implement the same, even though all of us may not agree on certain points.

o   We should also use the experience of the previous batches to make sure, we do not repeat the same mistake. However, we should consider innovative ideas.

 

Decisions Taken

1.       27 & 28 of June 2009 is fixed as the Event Date. No alternation on these will be made. These dates are fixed favoring people from abroad to join us without much difficulty.

2.       First Day event will be at College, till lunch time. (Details will be worked on)

3.       We will have party and event on the first day, from late afternoon till night in a resort with all the people taking part in this event.

4.       Those who want to stay at Resort will continue that night

5.       Others will be dropped back in Chennai City by arranging transport.

6.       We may engage an event management company.

7.       This weekend a list of about 10 Resorts of different types will be reviewed by a team for rates and facilities. We may not be able to accommodate all the families in one resort and hence, we may try to arrange in 2 or 3 Resorts nearby. Functions may be held in one resort and people will be transported to the place of stay or back to Chennai, depending on their choice.

8.       A flat amount of contribution will be fixed per family. However, people are requested to pay voluntary contribution to cover additional cost. This will help manage the event without increasing the entry cost. Further at the moment accurate estimate may not be easy.

9.       The existing account opened and managed by Murugesan, Siddharth Sahi and Rajeshwar as Signatories with ICICI Bank will be continued to be used for this event also.

10.   The last date for confirmation and advance payment of Rs.5,000/= will have to be paid by Feb 15, 2009.  The balance amount to be paid will be announced after the estimation is completed by next week (say Jan 15, 2009).

11.   The details of accounts remittance will be mailed to all and will be made available in some Website.

12.   Members can continue to post their suggestions in emails as well as in the Web Contacts update form

13.   A core team of organizing committee will be constituted in the next meeting. However, all are welcome to contribute for organizing effort.

  

 

The following of our friends attended this meeting at Alumni Club

1.       Balamurugan

2.       Kalaivannan

3.       Muruganandam

4.       Murugesan

5.       Nagarajan

6.       Raghunathan

7.       Rajeshwar

8.       Saravanan

9.       Sayee Sundar

10.   Siddharth Sahi

11.   Sridhar K

12.   Suresh (Civil/IIT)

13.   Vetrivel

14.   AJB

 

-          We also talked to Manick, Mani ( Mech Tgd), Soundrapandian,Natarajan (City) over phone during the meeting. PC Prakash was there in the club at the time of the meeting and met us all.

 

We look forward to your feedback

 

-          For an On behalf of Organizing Volunteers of 25G84

-          A J B