General Body 2016

GENERAL BODY MEETING MINUTES.

General body meeting was held on 27th September, 2016 in OT department with 16 members attending the same. GB started with aword of prayer.

Minutes of previous GB was read by the General secretary, passed by Mr.Arun Paul and seconded by Ms.Ligie.

AGENDA 1- OPTAA AND ALUMNI HOUSE

GB member enquired about the updates regarding the plan to build a room in Alumni House for OPTAA. President replied that the Alumni house management and Director’s office were contacted regarding the same and an unofficial note was given that the management is doubtful whether to allow this or not because of a new rule set that the Alumni house will be available only for medical alumni. A Gb member pointed out that we could also think in regards of the Nursing Alumni who are also planning to get a room built in Alumni house for which President replied that they are planning to build in the Kagithapatrai campus and that Director is willing to give us a piece of land in college campus but the government proceedings will be our responsibility. He mentioned that we might note it as one of OPTAA’s long-term plans. A GB member supported the same and said that we could run this parallel to getting permission for accommodation in Alumni house. Another GB member enquired whether someone who did post graduate course come under Students Association Alumni for which another GB member replied that only those who did their Undergraduate medical course here become a SA alumni.

AGENDA 2- ADVERTISEMENT in OPTSA SOUVENIER

President introduced the agenda to the GB members. OPTSA Governing body reached OPTAA governing body regarding articles from OPTAA members and about financial support for souvenir since they could not collect the required amount. Treasurer agreed to give them around rs.17, 000.

A GB member mentioned that OPTSA was always a self-reliant body and when OPTAA came into, started lending helping hand in emergency situations, but now seem like OPTSA is dependent on OPTAA. He also asked if we are helping them during OPTSA day for which the President replied that every OPTSA governing body receive Rs.10, 000 from OPTAA. A GB member said that OPTAA need to make sure that such financial help is done only at times of a pertinent need. Another GB member asked if OPTSA will be paid for the souvenir from OPTAA account or enroute them to alumni aboard. Treasurer replied that since OPTAA need to contact Alumni aboard for reunion fund raising, will give from OPTAA account. GB members raised the point that we could help them now but set a restriction the next time they approach us so that it would not become a habit in future.

AGENDA 3- OPTAA WEBSITE TO BE LINKED IN CMC WEBSITE

President introduced the agenda. A brief write up on the history of OPTAA is ready and will be soon sent to the Directors office to be added in the CMC website.

AGENDA 4- LETTER FROM VICE PRINCIPAL

President presented the agenda. A letter was sent by the Vice Principal to the heads of the department asking for contact details of OT and PT alumni .Mr. Benjamin from Friends of Vellore also had contacted earlier regarding the same. President mentioned that the database which OPTAA has right now is not updated and since it will be a tedious work for governing body to collect the details of almost 30 batches,would be helpful if a batch representative could collect their batch details and forward it to OPTAA. A GB member said that we could find the reason for the need of details to be given and find a way to respect the privacy of our alumni members. Another GB member stated that all registered members of OPTAA should provide their contact details. President also talked about the ASHA President contacting OPTAA President asking for a copy of our constitution as they are planning to form an alumni association.

AGENDA 5- OPTAA reunion

President mentioned that decision was to conduct Reunion every 2 years and since this is the fifth year after OPTAA formation, planned to organize one and after many efforts, have fixed the date as December 17th and 18th, 2016. A GB member said that such official events need to go on CMC calendar. President replied that we chose the date from the replies we got from the survey mail which was sent few months ago. And that December was chose owing to the fact that Alumni from aboard come to India for Christmas and according to the availability of venues in CMC.

Treasurer gave a suggestion that we could conduct reunion of ten batches (Decade reunion) every 2-year like how SA alumni conduct batch wise reunion and then conduct a mega reunion including all batches every fourth year. The GB members supported suggestion.

Ms.Ashwin Kirupa,one of the organizing committee member presented the tentative plan about reunion. Treasurer mentioned that conducting a CME is a challenging situation and that we could have a session on alumnus speaking about their experiences. GB body members suggested that alumnus working aboard could talk about their work experiences outside India, how it is different from working in India and that this will help the students too. Treasurer suggested that we could have a session for students a day before or after the reunion by any alumnus who will be available and make it an OPTAA-Department program. Venue for Sunday program was suggested as Desmond pool since official programs are not allowed in CMC campus on Sundays. A GB member suggested keeping the programs simple and plan budget wisely so as to save for future plans.

In charges for various committees were selected. Some of the GB members volunteered while other GB members were suggested by other GB members who were laterapproached and confirmed the consent.

Following were the in charges selected.

Organizing committee- Ashwin Kirupa, Divya Singh
Invitation - Donna Priya, Samuel Johnson, Agnes Mathew
Entertainment- Rachel Rajkumar, Joshua Premkumar
Food- Babu Samuel, SanjeevPadankatti, AugustinAmalraj
Stalls- Rini dhairiamani, Ann Krupa
Transport- Vivek E, Ashwin Jonathan
Accommodation- Andrew Babu
Finance- Sneha Sara, Rupaloke Kumbhakar
Fund raising- Governing Body
T-shirt- Peter Hudson, Vivek E
Reception- Anu Jacinth, Steffy Susan

A GB member enquired about the estimated headcount for the reunion and President answered that most probably would be around 200 including Alumni, their family members and students. GB members suggested the Organizing committee and Governing body to meet the other committee members and get updates about their committee works. Treasurer presented estimated budget plan and mentioned that around three lakhs INR will be required. GB member encouraged alumni currently working in CMC also to contribute. Treasurer also mentioned about the wish list, what OPTAA could contribute towards the betterment of OT and PT departments and OPTSA. President added to that saying separate mails would be sent to department heads regarding the same.

GB ended by a GB member congratulating the Governing body for the commendable works being done.