MINUTES OF 1ST COMMITTEE MEETING

PERSATUAN BEKAS PELAJAR SJK (T) LORONG JAWA, NEGERI SEMBILAN

DAY/DATE: MONDAY, 18TH JULY 2016

TIME: 8.00PM-9.00PM
VENUE: SJK (T) LORONG JAWA SCHOOL

ATTENDANCE

PRESENT:
1.
2.
3.
4.
5.
6.
7.
8.
9.

Siveram A/L Marthammuthu, Chairman

Malathi A/P Parasraman, Vice Chairman
Gengatharan A/L Kanapathy, Secretary
Jayamalini A/P Subramaniam, Treasurer
Meenaqkumar A/L Murthi, Committee Member
Thanalaxmi A/P Sinnathamby, Committee Member
Doshan A/L Thivakaran, Committee Member
Harisarawanan A/L Balasingam, Committee Member
Avinesh A/L G.Ganesan, Committee Member

APOLOGIES FOR ABSENCE:

1. Santia A/P Thiaharajan , Assistant Secretary
2. Tilakavathy A/P Balachandran, Committee Member
3. Naavin A/L Gunasegoran , Committee Member
IN ATTENDANCE:
Nil

The meeting commenced at 8.05pm with the Chairman Mr. Siveram A/L Marthammuthu in the
chair.
1.0

OPENING REMARKS BY THE CHAIRMAN

2016 | Minutes of 1St Committee Meeting

The Chairman welcomed all the new committee members for the 1st committee meeting of
Persatuan Bekas Pelajar SJK (T) Lorong Jawa.

2.0

CONFIRMATION OF MINUTES OF PREVIOUS MEETING

The Pro Tem Meeting Minutes held on 22nd May 2016 of Persatuan Bekas Pelajar SJK (T) Lorong
Jawa be accepted as a true and correct record of the meeting.
Proposed
Seconded
3.0

: Mdm. Malathi A/P Parasraman

: Miss. Jayamalini A/P Subramaniam
MATTERS ARISING THEREFROM

There is no other matter arise from previous minutes.

Action or Issue
-

4.0

Update Information
-

Person Responsible
-

REPORT FROM THE SECRETARY

Secretary Mr Gengatharan Kanapathy just been elected and this is the first committee meeting, so
there is no any other report to be presented except Pro Tem Meeting Minutes.

5.0

REPORT FROM THE TREASURER

Treasurer Miss. Jayamalini A/P Subramaniam has presented the Starting Account of Persatuan
Bekas Pelajar SJK (T) Lorong Jawa as per Appendix 1.

6.0

COMMITTEE MEMBER INTRODUCTION

Chairman briefed on each committee members portfolio, role and duties. He assigns secretary to
prepare offer letter to each committee member. In the letter includes their position, role and duties
in details.

2 | Minutes of 1st Committee Meeting

No

7.0

Name

Position

Duties and responsibilities

Siveram A/L Marthammuthu

Chairman

Acts as a figure head for the society

and also ensure that the Committee
functions properly.

Malathi A/P Parasraman,

Vice Chairman

Acts as a key role in supporting the

Chairman and sharing the Chairmans
roles where appropriate.

Gengatharan A/L Kanapathy,

Secretary

Support the President and Treasurer

in ensuring the smooth functioning of
the Management Committee.

Santia A/P Thiaharajan

Asst. Secretary

Acts as a key role in supporting the

Secretary and sharing the Secretarys
roles where appropriate.

Jayamalini A/P Subramaniam,

Treasurer

Acts as a watchdog role over all

aspects of financial management

Doshan A/L Thivakaran

Comm. Member

Assist treasurer when needed Leads

the finance subcommittee

Tilakavathy A/P Balachandran

Comm. Member

Leads external relations bureau.

Thanalaxmi A/P Sinnathamby

Comm. Member

Leads publicity bureau

Naavin A/L Gunasegoran

Comm. Member

Leads religious bureau

Harisarawanan A/L Balasingam

Comm. Member

Leads bureau of education

Avinesh A/L G.Ganesan

Comm. Member

Leads multimedia bureau

Meenaqkumar A/L Murthi

Comm. Member

Leads special duties of the bureau

DISCUSSION ON THE FOLLOWING MATTER :7.1

Society Logo
Mr. Avinesh A/L G.Ganesan takes in charge of drafting the logo and uploads in the group
watsapp for feedback. The final design of the logo will be used for all the official matters.
Person Responsible: Mr. Avinesh.G
7.2
Membership Form
Chairman and Mr. Harisarawanan A/L Balasingam suggested e-application and e-payment
for member registration which not favor by the floor. Most of the member fined

3 | Minutes of 1st Committee Meeting

complications on e-registration, thus all new registration will be submitted manually at the
moment. Anyway, new member registration is put on hold as many other issues need to be
settled earlier.
Person Responsible: Member
7.3
Letter Head
Secretary takes in charge of drafting the letter head upon complication of the society loga
by Avinesh A/L G.Ganesan.
Person Responsible: Mr. Gengatharan.K
7.4
Receipt Book and Rubber Stamp
Receipt book will be ready once the logo finalizes. Mdm. Thanalaxmi A/P Sinnathamby is
in charge to order the society rubber stamp and pass it to chairman.
Person Responsible: Mdm. Thanalaxmi.S
7.5
Opening New Current Bank Account
Majority committee member agreed with chairman suggestion on opening the new current
account under CIMB main branch, Seremban as it is easy to access by everyone. The
committee members decided the three people who have access to bank account and
authorized signatories to the cheque book as below:
No
1
2
3

Name
Siveram A/L Marthammuthu
Gengatharan A/L Kanapathy
Jayamalini A/P Subramaniam

Proposed
Seconded

I/C No
860409-05-5227
870325-05-5245
850217-05-5258

Position
Chairman
Secretary
Treasurer

: Mr. Meenaqkumar A/L Murthi

: Mr. Doshan A/L Thivakaran

Treasurer need to comply all necessary documents as bank required and submit to bank.
Person Responsible: Miss. Jayamalini.S
8.0

ANY OTHER MATTERS

8.1
Assign Internal Auditor
The committees need to assign two internal auditors as required by Register of Society,
ROS. The committee member will list the qualified internal auditors and will finalize in the
next committee meeting.
Person Responsible: Member

4 | Minutes of 1st Committee Meeting

8.2
Advisor for the Society
Chairman will confirm the necessity of an advisor for the society; meanwhile, Mdm.
Thanalaxmi A/P Sinnathamby suggested Mr Arumugam (ex-student) could be right
candidate for the position. Mdm. Malathi A/P Parasraman, will talk to him and gives the
feedback on next meeting.
Person Responsible: Mdm. Malathi.P
8.3
Abbreviations or Acronym for society name
Committee members advised to come up with pleasant acronym for society Persatuan
Bekas Pelajar Sjk (T) Lorong Jawa, Negeri Sembilan.
Person Responsible: Member
8.4
Upcoming events for the society
Each committee member advised to suggest appropriate activities or events which are
suitable for the society.
Person Responsible: Member
8.5
Amendments on the society official address
Secretary notifies the official address stated wrongly in eROS and need to be corrected.
Chairman wills resolve this issue as soon as possible.
Person Responsible: Siveram.M
The Chairman closed the meeting and thanked all members for their presence and participation
in the discussion. The meeting was adjourned at 9.15 pm.
Next Committee Meeting of the Society as below:
Day/Date:
Time:
Venue:
Respectfully submitted,
_________________________
Gengatharan A/L Kanapathy, Secretary

Minutes confirmed,
_________________________
Siveram A/L Marthammuthu, Chairman
Distribution: The committee members

5 | Minutes of 1st Committee Meeting

Wednesday, 3rd August 2016

8.00pm-9.00pm
SJK(T) Lorong Jawa School