ALUMNI ASSOCIATION Harcourt Butler Technological Institute, Kanpur

(Registered under Societies Registration Act 1880, Reg No. 220/2007-08 Dated 31/05/2007. GSTIN 09AADTA3677N1Z6)

MINUTES

35TH EXECUTIVE COMMITTEE MEETING ALUMNI ASSOCIATION, HBTI, KANPUR

The 35th meeting of the Executive Committee, Alumni Association, Harcourt Butler Technological Institute, Kanpur was organised as a virtuals over Google Meet” digital meeting platform on 23 Aug 2020 during 4 pm to 7 pm.

Following EC members and invitees were present :- 1. Sh. B K Upadhyay, President, AA HBTI Kanpur 2. Sh. Rajnish Chandra Dikshit, Vice President, AA HBTI Kanpur 3. Sh. Mayank Jain, Treasurer, AA HBTI Kanpur 4. Sh. Radha Kant Jaiswal, EC Member, AA HBTI Kanpur 5. Sh. Rajeev Singhal, EC Member, AA HBTI Kanpur 6. Sh. Pravin Gupta, Joint Secretary & EC Member (i/c Secretary due to leave of Secretary) 7. Ms. Swapnalekha Basak, EC Member, AA HBTI Kanpur 8. Sh. Sushil Kumar, EC Member, AA HBTI Kanpur 9. Dr. R P Singh, Permanent Invitee 10. Sh. K M Agrawal, Former President & Permanent Invitee 11. Sh. Munish Jain, Former President & Permanent Invitee 12. Dr. P K Kamani, In-charge Alumni Affairs, HBTU, Special Invitee 13. Sh. Ravi Murthy, President, Pune Chapter-Special Invitee – represented by Sh. Neeraj Kumar 14. Sh. Dwijendra Mathur, President, Gurugram Chapter-Special Invitee 15. Sh. Devesh Kumar Garg, President, Faridabad Chapter- Special Invitee 16. Sh. Prasoon Verma, President, Bengaluru Chapter- Special Invitee 17. Dr. N K Srivastava, President, Chandigarh Chapter – Special Invitee 18. Sh. P K Jain, Secretary, Chandigarh Chapter – Special Invitee 19. Sh. Sanjeev Bansal, President, Kanpur Chapter – Special Invitee 20. Prof. A V N Swamy, President, Hyderabad Chapter – Special Invitee 21. Sh. Himanshu Vasishtha, Secretary, Hyderabad Chapter – Special Invitee 22. Sh. P K Rajput, President, Delhi Chapter – Special Invitee 23. Prof. Sunil Kumar Tiwari, Secretary, Delhi Chapter – Special Invitee 24. Sh. R K Jalan, Special Invitee 25. Sh. Ashish Kumar Saxena, Special Invitee 26. Sh. S P Dehar, Special Invitee 27. Dr. Neeta Awasthy, Co-opted Member 28. Sh. Vivek Verma, Co-opted Member 29. Sh. Sudhir Kant, Co-opted Member 30. Sh. Vineet Gupta, Co-opted Member 31. Sh. Neeraj Kumar, Co-opted Member 32. Sh. Deepak Pant, Co-opted Member 33. Dr. Shishir Kumar Sinha, Co-opted Member 34. Sh. Manoj Sahu, Co-opted Member 35. Sh. Indra Alok Saxena, Co-opted Member 36. Sh. Subhas Srivastava, Chapter coordinator, Mumbai & Invitee 37. Dr. Manvendra Singh Chauhan, Invitee 38. Sh. Piyush Shukla, Invitee 39. Sh. Chandra Shekhar Joshi, Invitee 40. Sh. Inder Preet Singh, Invitee 41. Sh. Indra Pal Yadav, invitee

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42. Sh. Puneet Kumar Vidyarthi, Faridabad chapter –Invitee Following EC Members and Co-opted members could not attended : 1. Sh. Vivek Mishra, Secretary, AA HBTI Kanpur (leave granted) 2. Sh. Asheesh Agrawal, EC Member, AA HBTI Kanpur (leave granted) 3. Sh. A P S Rathore, President, Lucknow Chapter - Special Invitee/ His representative 4. Sh. Anshul Mathur, President, Mumbai Chapter-Special Invitee/His representative 5. Sh. Sanjay Garg, Co-opted Member (Leave granted) 6. Sh. Anoop Shukla, Co-opted Member 7. Sh. Tarun Verma, Co-opted Member, Chapter coordinator, Jaipur & Invitee 8. Sh. Sanjay Kumar, Co-opted Member, Chapter coordinator, Ahmedabad & Invitee (Leave

granted) 9. Sh. Arun Dadda, Co-opted Member 10. Sh. Atul Shrivastava, Co-opted Member 11. Sh. Syed Arif Hussain Rizvi, Co-opted Member 12. Sh. Vipin Shukla, Co-opted Member 13. Sh. Ved Prakash, Co-opted Member 14. Sh. Rajat Gupta, Co-opted Member 15. Sh. Farog Alam, Co-opted Member 16. Sh. Kanchan Kalra, Co-opted Member

Agenda Point No. 35.01 To consider and approve minutes of the 34th meeting of Executive Committee held on 21 Jun 2020. In view of no comments having been received upon the circulation of the minutes, the Executive Committee unanimously approved the minutes of 34th Meeting of Executive Committee of Alumni Association, HBTI, Kanpur which are annexed at Annexure (I). Agenda Point No.35.02 To consider the details of Action taken upon the decisions taken in 34th meeting of Executive Committee held on 21 Jun 2020. Executive Committee noted Action taken report on the decisions taken in 34th Executive Committee Meeting held on 21 Jun 2020 as presented below; Agenda Number

Agenda item Decision Taken

Action Taken

34.01 To consider and approve minutes of the 33rd meeting of Executive Committee held on 19 Jan 2020

Done/Approved

34.02 To consider the details of Action taken upon the decisions taken in 33rd meeting of Executive Committee held on 19 Jan 2020.

Done

34.03 To deliberate and discuss the planning for Alumni Meet 2020 Done 34.04 To update members on current financial situation of Alumni

Association and seek necessary budgetary approval, if any Done

34.05 To consider and approve the proposal for running program for enhancing employability, skill development & personality development of the present students of HBTU, Kanpur

Approved. Committee formed for formulation and implementation.

34.06 To approve formation of Mumbai Chapter Approved 34.07 To consider and deliberate upon current progress on chapter

formation and further initiatives for increasing chapters of Alumni Association in unrepresented cities of India and abroad

Done.EC Member Sh Rajeev Singhal to follow

34.08 To review progress by chapters on various alumni activities Targets assigned.

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34.09 To consider and approve the initiatives for change in name and by laws of Alumni Association in respect to the change in status of HBTI Kanpur to HBTU Kanpur i.e. from an Institution to State University in continuation to agenda points 27.21 and 28.07 deliberated in 27th and 28th Executive Committee meetings respectively.

Deliberations done Suggestions invited from members. To be finalized.

34.10 To deliberate upon the action plan for forthcoming Centenary Celebration of alma mater HBTI – HBTU Kanpur

EC held meeting with HBTU Administration. Jt. Secretary to brief.

34.11 To consider and deliberate upon different initiatives of Alumni Association for betterment of alumni

Done

34.12(a) Co-option of Members from the extended Executive Committee members for Sub Committees for target oriented working of ASCPC related activities

Approved

34.12(b) Issue of NIRF Ranking of the University Secretary was to coordinate.

Agenda Point No. 35.03 To update members on current financial situation of Alumni Association and seek necessary budgetary approval pertaining to plans and initiatives planned after the 34th EC Meeting held on the 21st Jun 2020

Treasurer updated EC members on current financial situation of Alumni Association Accounts and updated on major financial events and decisions since last e 34th EC meeting of the EC (21 Jun 2020). He briefed EM Members on scholarships and Life membership drive. There were no other major plan and non-plan expenditure apart from routine office expenses.

i) Scholarships: a. FY 2019-20: Total 3 scholarship were announced. While Sh Brij

Sharma (1969) sponsored one Scholarship, the remaining 2 were funded with EC Budgetary support.

b. FY 2020-21: Out of three alumni scholarships, one is continued to be funded by Brij Sharma (1969). Mr Lalit Nijhawan (1972) has donated one scholarship amount for this year hence balance 1 would be by EC Budgetary support depending upon receipt from Sh Brij Sharma for current academic year. Apart from this, the class of 1993 (four memorial scholarships, every year), class of 1992 (one scholarship, every year), chapters (Pune Chapter – one scholarship, every year) have come forward for scholarships. With all such contribution, AA is aiming to sponsor 9 scholarships for academic year 2020-21.

ii) Life Membership drive since 1 Jan 2018 till 23 August 2020

Agenda Point No. 35.04. To consider and approve the proposal for running program for enhancing employability, skill development & personality development of the present students of HBTU, Kanpur.

Durations 2018-19 2019-20 1 Apr - 20 Jun 21 Jun-22 Aug Total

Life Members 611 64 10 50 735* *Subjected to correction based on reconciliations with banks and online portal

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Mr. Radha Kant Jaiswal, Member, Executive Committee updated the EC members on the progress of ASCPC team in the area of student benefit e.g. Internship, Training, Placement etc. i) The online portal for linking industry and students job is in progress ii) The online Webinar is planned till December 2020 w.e.f. 23 Aug 2020 to

develop the skill, industry knowledge, etc. The cooperation from the alumni and the chapters were solicited to mobilise resource personnel for this program.

iii) The New ASCPC team for year 2020-21 was constituted with due diligence. Executive Committee took note of the office bearers.

Names Year Branch Position Pawan Sharma 3rd Year FT Student Secretary Prakhar Srivastava 3rd Year ME Student Co-Secretary Balwant Kumar Singh 3rd Year CE Member Gaurav Anand 3rd Year OT Member Adhish Srivastava 3rd Year PT Member Deepika Juneja 3rd Year CSE Member Krati Bharti 3rd Year EE Member Deeksha Lala 3rd Year CSE Member Anamika Yadav 3rd Year ET Member Yuvraj Singh Srinet 3rd Year ET Member Saransh Bhardwaj 3rd Year PL Member Divyanshu Bhardwaj 3rd Year ME Member Satyam Verma 3rd Year FT Member Shreya Sharma 3rd Year FT Member Rishabh Gupta 3rd Year CHE Member Tanisha Singh 3rd Year CHE Member Stuti Saini 3rd Year CSE Member Shipra Roy 3rd Year IT Member Alankrita Mishra 3rd Year IT Member Harshit Gupta 3rd Year BE Member Abhay Pratap Singh 2nd Year MCA Member Mushir Alam 3rd Year LT Member

Agenda Point No. 35.05. To approve formation of new Chapters

i) The proposal has been received from the temporary committee formed by the 15 Life Members located in and around Chandigarh region for formation of Chandigarh Chapter. a) Executive Committee approved formation of newly formed chapter with

the name as “Alumni Association, Harcourt Butler Technological Institute, Kanpur - Chandigarh Chapter”.

b) The Executive Committee authorized Chandigarh Chapter to use the letter pad, E-mail, PAN Number (for bank account opening ONLY) as approved by EC Alumni Association, HBTI Kanpur.

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ii) The proposal has been received from the temporary committee formed by the 15 Life Members located in and around Hyderabad region for formation of Hyderabad Chapter. a) Executive Committee approved formation of newly formed chapter with

the name as “Alumni Association, Harcourt Butler Technological Institute, Kanpur - Hyderabad Chapter”.

b) The Executive Committee authorized Hyderabad Chapter to use the letter pad, E-mail, PAN Number (for bank account opening ONLY) as approved by EC Alumni Association, HBTI Kanpur.

iii) The proposal has been received from the temporary committee formed by the 15 Life Members located in Kanpur region for formation of Kanpur Chapter. a) Executive Committee approved formation of newly formed chapter with

the name as “Alumni Association, Harcourt Butler Technological Institute, Kanpur - Kanpur Chapter”.

b) The Executive Committee authorized Kanpur Chapter to use the letter pad, E-mail, PAN Number (for bank account opening ONLY) as approved by EC Alumni Association, HBTI Kanpur.

iv) The proposal has been received from the temporary committee formed by the 15 Life Members located in Delhi region for formation of Delhi Chapter. a) Executive Committee approved formation of newly formed chapter with

the name as “Alumni Association, Harcourt Butler Technological Institute, Kanpur - Delhi Chapter”.

b) The Executive Committee authorized Delhi Chapter to use the letter pad, E-mail, PAN Number (for bank account opening ONLY) as approved by EC Alumni Association, HBTI Kanpur.

v) The proposal has been received from the temporary committee formed by the 5 Life Members located in Sikkim region for formation of Sikkim Chapter. a) Executive Committee approved formation of newly formed chapter with

the name as “Alumni Association, Harcourt Butler Technological Institute, Kanpur - Sikkim Chapter”.

b) The Executive Committee authorized Sikkim Chapter to use the letter pad, E-mail, PAN Number (for bank account opening ONLY) as approved by EC Alumni Association, HBTI Kanpur.

vi) It is proposed to issue “Chapter Approval Certificate” to the approved chapters of Alumni Association, HBTI Kanpur. The Executive Committee approved “Chapter Approval Certificate” format, attached as Annexure-02 which would enable the chapters to use it to various authorities for their effective functioning.

Mr. Rajeev Singhal, EC member, Chapter Coordinator, Alumni Association, HBTI Kanpur, updated the EC Members about progress towards chapter formation in Ghaziabad, Greater Noida, Vadodara, Jaipur, Meerut, Prayagraj, Varanasi, Dehradun, Roorkee, Ahmedabad and other major cities across the world. The Executive Committee appreciated the work done by Mr. Rajeev Singhal in his

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tireless efforts to expedite the process of chapter formation and enhance the reach of the association.

Agenda Point No. 35.06 To approve Standard Operating Procedure and Guidelines for operation of Bank Accounts by Chapters i) As per the Alumni Association bylaws, either Chapter President or

Secretary, and Chapter Treasurer are jointly authorized to operate the Chapter’s bank account.

ii) The Central Body has its accounts with Central Bank of India and AXIS Bank and there exists an understanding that the chapter can also open its local bank account for smooth functioning of day to day finance operations of the chapter.

iii) EXECUTIVE COMMITTEE PROCEDURE: a) The Executive Committee, (referred as “Board” in Bank Parlance)

Alumni Association HBTI, Kanpur would approve by a resolution the name two persons who would jointly operate the account (i.e. authorized signatories) and per transaction maximum amount limit.

b) In case of change of Chapter Secretary or Chapter Treasurer, fresh Resolution will be issued to the bank about new authorized signatory by the Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur and the same will be informed to the bank accordingly. Till that point of time, the chapter’s bank account cannot be operated by existing signatories, except for depositing cash or requesting for bank statement. No cash withdrawal, cheque issuance or any digital payment can be made till new signatories are registered in the bank’s records.

c) As the PAN number of Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur is used, the Alumni Association, HBTI Kanpur would be the customer and Bank would be service provider. Hence Chapter, which is affiliated with Alumni Association, HBTI Kanpur, would function as intermediary which would be operating the Chapter Bank Account on behalf of the Alumni Association HBTI Kanpur.

d) As Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur passes the resolution thereby authorizing the Chapter officer bearers, duly made as per bylaws, the responsibility would solely lie on these authorized signatories of concerned chapter in case of any default. Both authorized signatories would be personally liable for any default incurred during the tenure of the signatory.

e) The Treasurer, Executive Committee, Alumni Association, HBTI Kanpur, at his discretion, may order an audit (internal/external) of Chapter’s Bank Account. Chapter will not object to the audit and must full support / provide all required documents within 15 calendar days of initiation of

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audit. Any unexplained findings or financial mismanagement during Audit may result in suspension of Chapter’s bank account and/or removal of signatories by Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur.

f) Violation of any of above rules may result in suspension of Chapter’s bank account and/or removal of signatories by Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur

g) In case of any eventualities like liquidation or defunction or closure of chapter, if at all such a situation so arises in future, Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur, at its discretion, after getting necessary approval in Executive Committee, can change either signatories of the account for its continued operation or close the account after transferring the available balance to the banks accounts of Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur.

iv) CHAPTER PROCEDURE: Operation of Bank Account by Chapters requires completion of mandatory documentation by the Executive Committee, Alumni Association, HBTI Kanpur and authentication of such documents. Following procedures need to be followed while operating the bank account. a) The request would be sent for opening the bank account for the

functioning of the chapter. b) After receiving the requisite resolution, duly approved by Executive

Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur, the bank account would be opened after submitting to bank the copy of such resolution for opening the bank account.

c) Each of the authorized signatory of the chapter bank account would agree that they are just a custodian of the Chapters’ Bank Account on behalf of Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur and they (or their assignee, legal heir, debtors), would not claim any legal rights on the bank account. An undertaking would be furnished by each account signatory regarding the same to the Treasurer, Executive Committee, AA HBTI Kanpur.

d) The Account would not avail any overdraft facility or would not have any negative balance.

e) The available balance in the chapter account will be accounted under Central Body’s balance sheet.

f) The signatories would adhere to the transaction limits as approved by the Executive Committee.

g) At any point of time, the chapter would not keep more than 20,000 Rs. as cash-in-hand (except during non-working hours of the bank. In such cases, excess cash would be deposited in bank account on first working day after holiday).

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h) In event of handover from one signatory to other, the new signatory would verify all documents, transaction and balance details before issuing a “No-Dues Letter” to the old signatory within 7 calendar days of successful handover. If new signatory has any query, same should be informed to old signatory. In case, the handover does not get completed within 7 calendar days of new signatory taking over, the Executive Committee AA, HBTI Kanpur will have full rights to take necessary actions, including freezing the chapter’s bank account.

i) When any signatory cease to exist as a signatory, he/she would hand over all bank related documents (Pass Book, Cheque Book, Debit Card, Internet Banking Access, Mobile Banking Access, PIN, etc.) to EITHER newly appointed CHAPTER signatory in place of him/her OR the Treasurer, Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur, within 7 calendar days of him/her cease to become signatory. Any delay beyond 7 calendar days, without specific written approval from President, Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur, would be considered as unlawful possession.

j) It will be responsibility of each of the signatories of the chapters’ Bank Account to ensure that there is no financial error in bank account transactions in balances. If any discrepancy found, the same must be informed to the bank and necessary follow-up would be taken by each of signatories till closure. The same needs to be informed to President and Treasurer, Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur within 2 working days of noticing such discrepancy.

k) Cheques would be issued against a proper invoice after applicable TDS deduction.

l) Chapter would not issue any future dated (PDC) cheque. All cheques must be account payee only.

m) Bank account would be operated by ONLY authorized signatories. n) Since the PAN Card of Executive Committee, (referred as “Board” in

Bank Parlance) Alumni Association HBTI, Kanpur is used, it also comes with great amount of responsibility to the Chapters. Following documents /statements would be submitted by Chapters for documentation and transparency as it has to be reflected in balance sheet of the Central Body. Treasurer, Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur would make a fixed proforma for chapters submitting the monthly statement i. Monthly expenses /invoice details / TDS deductions etc for filing

GST/TDS deposit/ return. ii. Annual records /balance sheet/profit and loss account/expenses

details. iii. Ccompliance of all the rules and regulations of the Income Tax, GST,

TDS, Registrar of Firms/society as per law

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iv. Any penalty/fee/interest/tax levied due to late submission/non submission or due to any activity of the chapter will have to borne by the respective Chapter.

v) PERSONAL LIABILITY: The Chapter would be following the procedure and guidelines in letter and spirit. As the Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur has resolved and authorized the office bearers of the chapter to operate the account, following would be liabilities of the account operators. a) Each of the signatory of the chapter bank account must agree in writing

that they are just a custodian of the Chapters’ Bank Account on behalf of Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur and they (or their assignee, legal heir), would not claim any legal rights on the bank account. An undertaking would be furnished by each account signatory regarding the same to the Treasurer, Executive Committee, AA HBTI Kanpur.

b) The persons operating these chapters accounts (i.e. account signatory) would be personally responsible if there are any irregularities/breach of trust/use of fund not as per mandate/personal use/etc. and Central Body would not take any responsibility for any of such act of commission or omission. Central Body will have full legal rights to recover the loss from current signatories due to such irregularities /omissions/errors.

c) All bank related documents e.g. Pass Book, Cheque Book, Debit Card, Internet Banking Access, Mobile Banking Access, PIN etc. will remain property of the Chapters’ Bank Account on behalf of Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur.

d) Any unlawful possession of bank related document will be considered as a criminal offense. The Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur would be well withing its right to initiate necessary legal proceedings (with cost) against such unlawful possession of any of these documents.

Agenda Point No. 35.07 Approval of Bank Account for Pune Chapter

The Pune Chapter has submitted the request to the ICICI Bank to open account. The Executive Committee, (referred as “Board” in Bank Parlance) Alumni Association HBTI, Kanpur approved as following.

“It is resolved that the Executive Committee, Alumni Association HBTI, Kanpur be and hereby given approval for opening a saving account with ICICI Bank, Branch Kalyani Nagar, Pune in the name of ALUMNI ASSOCIATION, HARCOURT BUTLER TECHNOLOGICAL INSTITUTE, Pune Chapter in the city of Pune and authorized the Pune Chapter to operate the said account and

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also to file the necessary documents for account opening the said accounts as may be required by the bank.

It is resolved that the Executive Committee, Alumni Association HBTI, Kanpur be and hereby gives approval for the account operation of ALUMNI ASSOCIATION, HARCOURT BUTLER TECHNOLOGICAL INSTITUTE - Pune Chapter account and operation mode will be Jointly by. 1. Neeraj Kumar (Secretary) 2. Pravin Gupta (Treasurer)

It is resolved that the Executive Committee, Alumni Association Harcourt Butler Technological Institute, Kanpur be and hereby gives approval of the Amount of Rs 1,00,000/- (Rs One Lakh only) as limit for single transaction in Alumni Association Harcourt Butler Technological Institute, Kanpur - Pune Chapter Bank Account by the authorized Signatories.

It is resolved that the Executive Committee, Alumni Association Harcourt Butler Technological Institute, Kanpur, approved the document containing 11 points mentioned in the Annexure-03 for submitting to the ICICI Bank by Pune Chapter.

It is resolved that the Alumni Association Harcourt Butler Technological Institute, Kanpur - Pune Chapter, are bound and strictly adhere by the Standard Operating Procedures and guidelines incorporated in approved minutes of the 35th Executive Committee vide agenda point no. 35.06.”

Agenda Point No. 35.08. To review progress by chapters on various alumni activities

Chapter President /representative / in-charge submitted progress on various alumni activities in his/her chapter for the month of July (1 month since last meeting)

Chapter Targets and its Achievement since 1st July 2020 ASCPC @ 1 Webinar @ 1month

LM @ 5 LM @ 1 month

Newsletter @ 1 Article @1 month

Advertise Material @ 1 @ 1 month

Meeting in Q2 @ 1 meeting @ Quarter

Bengaluru 1 Plan 5 - 1 Yes 1 - 1 Plan Faridabad 1 Plan 5 - 1 - 1 - 1 Plan Gurugram 1 Plan 5 6 1 - 1 - 1 Plan Lucknow 1 No Update 5 - 1 Nil 1 Nil 1 No Update Mumbai 1 No Update 5 - 1 Yes 1 - 1 No Update Pune 1 Given names 5 5 1 Yes 1 - 1 Plan

Sh Prasoon Verma, Chapter President, Bengaluru chapter updated members about progress made by Bengaluru chapter. He informed that the Bengaluru chapter is planning to conduct 5-6 seminars in coming months.

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Sh C S Joshi, VP Gurugram Chapter updated the members on the task force for increasing the memberships, resource personnel, and scholarship drive from the chapter. He listed out the various welfare activities in NCR region. Sh Vineet Gupta, VP, Faridabad Chapter also updated members on the task force. Faridabad chapter conducted one online meeting on 21-Jul 2020. He pointed out that Sh Puneet Vidyarthi, Secretary Gurugram Chapter, Sh Rahul Sharma, and Kuldeep Sharma have been tasked for coordinating the efforts. EC appreciated their efforts. Sh. Neeraj Kumar, Secretary, Pune Chapter updated the progress made by Pune chapter. He informed the committee that 5 new Life Members have been added since 1st Jul 2020. Further, the Pune chapter has collected funds to sponsor one scholarship. Multiple Business conferences with authorities of State of Odisha were conducted by Sh. Manoj Sahu and Sh. Neeraj Kumar and industry knowledge on packaging and dairy evolution was shared. There was no update from Lucknow and Mumbai chapters. The Executive Committee appreciated the efforts by chapters to grow the alumni bonding.

Agenda Point No. 35.09. To approve distribution of Scholarship as per the SOP

i) Alumni Association has 12 AA certificate from Income tax department to receive donations. The alumni members are coming forward for scholarships to the meritorious students of Alma Mater, which is good sign of alumni involvement. Executive Committee approved the following type of classification in donors. a) Individual Alumni members b) A batch/class of particular year c) Chapters of Alumni Association d) Companies owned by Alumni member e) PSU/Private Companies Scholarship

ii) The MOU would be needed to define the basic framework of operating of the scholarship keeping the broad objectives set by individual/group of people/companies for the targeted beneficiaries. Draft MOU, attached as annexure -04, between EC and Concerned donors for implementation of the scheme in longer run was discussed. A “Committee on Scholarship Formulation” comprising under chairmanship of Sh R K Jalan, with Dr R P Singh, Sh Rajnish Chandra Dixit, Prof P K Kamani, Sh Radha Kant Jaiswal and Sh Pravin Gupta (coordinator) as members, is authorized by the Executive Committee, which would go through it and submit it within 7 days to the President for approval. The Executive Committee authorized President to finalize it as early as possible.

iii) The “Committee on Scholarship Formulation” would also submit The Standard Operating Procedure which would be made based on the MOU on the modalities of the selecting beneficiaries based on the certain criteria, guidelines, etc. Rules & regulation related to implementation may

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be standardized as each individual donor has own requirements/ procedures/ suggestions. Existing Scholarship can be further modified or improved to assimilate aspirations of all.

Agenda Point No. 35.10 Alumni has good social media presence in the form of Facebook Pages and Linkedin page. The Executive committee deliberated on various methodology on expanding the foot prints of Alumni by leveraging the collective presence of harcourtians groups present on social media, etc. Smt. Swapnalekha Basak updated the members on the efforts taken by the team. The Social media team is handling the official page on Facebook and Linkedin. The Executive Committee also discussed on the alumni feedback of having Hindi section as well in the Newsletter and authorized President and EC Member Swapnalekha Basak to take necessary action in this regard. Agenda Point No. 35.11 To consider and approve the initiatives for change in name and by laws of Alumni Association in respect to the change in status of HBTI Kanpur to HBTU Kanpur i.e. from an Institution to State University in continuation to agenda points 27.21 and 28.07 deliberated in 27th and 28th Executive Committee meetings respectively

The members deliberated on the suggestions received from members as per the decision in the 34th EC Meeting. To dwell on completion of the remaining work and finalize the integration process. This would be taken in the AGM

Agenda Point No. 35.12 To deliberate upon the action plan for forthcoming Centenary Celebration of alma mater HBTI – HBTU Kanpur i) Members deliberated on upcoming the Centenary celebrations, so as to

develop coherent action plan. Following suggestions came up a. Knowledge Centre which should be connected with Global

Universities so that students can work on Work Station b. A big Marble Pillar “Alumni Association” in the front Lawn of HBTU

as Centenary Pillar c. An Alumni Flag in general and for centenary d. Organise Seminars & Lectures from eminent Global personalities e. Alumni Guest House f. Hall of Fame for distinguished alumni g. The whole year, the prominent places like railway, airport, should

have display boards h. Main building, hostels etc should lit for whole year as part of

celebration. ii) It was felt that much more deliberation are needed and collecting more wide

spread inputs from the alumni and the students of the various suggestions. Executive Committee decided that

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a. A letter would be sent to all alumni members to collect their suggestion. Joint Secretary would do the needful at the earliest.

b. ASCPC would be collecting the suggestions from the 2000 present students by way of campaign. Alumni Connect in-charge to do it at the earlier.

iii) Deliberation of modalities in achieving the above mentioned goals was done and it was decided to form committee and it would be discussed with the HBTU Authorities in next round of meeting.

Agenda Point No. 35.13. To consider and deliberate upon the Vision and Mission Statement of AA-HBTI Kanpur Executive Committee deliberated upon the Vision and Mission Statement of the Association for further clarity in the thought process of members and improvement in the benchmarks identified at the time of incorporation of Association. The “Vision and Mission Committee” comprising under chairmanship of Sh Munish Jain, with Sh. Ravi Murthy, Sh. Subhash Srivastava, Sh AVN Swamy, Shri Vivek Verma, Shri Rajnish Chandra Dikshit (Convenor), Sh Neeraj Kumar, Dr Nirmal Srivastava and Dr Manvendra Singh Chauhan as members, would come up with the draft Vision and Mission statement for Alumni Association.

Agenda Point No. 35.14. Any other matter with the permission of chair. i) Coopting more members in the Executive Committee

The need was felt to include more persons as coopted members to strengthen the Executive Committee due to increasing diversification of Alumni Association and growing chapters. Executive Committee approved following Alumni as co-opted members in Executive Committee, Alumni Association, HBTI Kanpur.

a) Sh Vijay Vir Singh (1994 CE) b) Dr Neelima Lohiya (2004 M Tech Oil) c) Sh Piyush Shukla (2006 CE) d) Sh Manvendra Singh Chauhan (2007 CE) e) Sh Rohit Rajput (2016 CE) f) Sh Aswani Rana (2018 EE)

ii) Life membership issue The executive committee deliberated upon the issue of life membership fee of all the pass outs. It was decided that Life membership fees is applicable to all alumni irrespective of the year of pass out. President was authorized to devise the further process in this regard.

iii) Proper Online Platform for multiple use

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Members suggested to explore other Online Webinar platforms like webex and do a comparative analysis with currently used platform – Google Meet. The objective is to make the technology environment ready for Digital Alumni Meet in Nov 2020, if needed. A “Online Platform Solution” committee comprising under chairmanship of Sh P K Rajput, and Sh Radha Kant Jaiswal, Sh Pravin Gupta, Sh Puneet Vidyarthi and Sh Prasoon Verma as members would go through all the requirement and submit the proposal suiting best to the needs of Alumni Association latest by 15 Sept 2020. President, Alumni Association was authorized by the Executive Committee to subscribe to a new digital platform, based on the committee report.

The meeting ended with the thanks to chair. Pravin Gupta Balram Kumar Upadhyay Joint Secretary (i/c Secretary) President AA HBTI Kanpur AA HBTI Kanpur

Note: There are total 27 pages in this minutes which include 4 annexures.

Room No. 1-161, HBTU Main building, HBTU Campus, Nawabganj, Kanpur-208002 Phone: 0512-2532571, Mob: 8009282836 ,

Website: www.alumnihbti.com Email: office@alumnihbti.com and alumnihbti@gmail.com

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Annexure – 01

MINUTES 34th EXECUTIVE COMMITTEE MEETING ALUMNI ASSOCIATION, HBTI, KANPUR

The 34th meeting of Executive Committee, Alumni Association, H.B.T.I. Kanpur was organized as a virtual meeting over “Google Meet” Digital meeting platform on the 21st Jun 2020 during 6:30 pm to 9:00 pm Following EC members and invitees were present :-

1. Sh. B K Upadhyay, President, AA 2. Sh. Rajnish Chandra Dikshit, Vice President, AA 3. Sh. Vivek Mishra, Secretary, AA 4. Sh. Pravin Gupta, Jt. Secretary, AA 5. Sh. Mayank Jain, Treasurer, AA 6. Sh. Radha Kant Jaiswal, EC Member, AA 7. Sh. Rajeev Singhal, EC Member, AA 8. Ms. Swapnalekha Basak, EC Member, AA 9. Sh. Sushil Kumar, EC Member, AA 10. Sh. Asheesh Agarwal, EC Member, AA 11. Prof. Rajinder Pal Singh, Founder Patron AA, Permanent Invitee 12. Sh. Munish Jain, Past President AA, Permanent Invitee 13. Sh. K.M. Agarwal, Past President AA, Permanent Invitee 14. Prof. P.K. Kamani, Dean Planning & Resource Planning, HBTU Kanpur, Special Invitee 15. Sh. Ravindra Murthy, President, Pune Chapter 16. Sh. Dwijendra Mathur, President, Gurugram Chapter 17. Sh. Prasoon Verma, President, Bengaluru Chapter 18. Sh. Neeraj Kumar, Secretary, Pune Chapter 19. Sh. R K Jalan, Special Invitee 20. Sh. P K Rajput, Special Invitee 21. Prof. Vinay Kumar Pathak, Special Invitee 22. Sh. Vivek Verma, Co-opted Member 23. Sh. Sanjay Garg, Co-opted Member 24. Sh. Sudhir Kant, Co-opted Member 25. Sh. Vineet Gupta, Co-opted Member 26. Sh. Deepak Pant, Co-opted Member 27. Sh. Syed Arif Hussain Rizvi, Co-opted Member 28. Prof. Shishir Sinha, Co-opted Member 29. Dr. Vipin Shukla, Co-opted Member 30. Sh. Ved Prakash, Co-opted Member 31. Sh. Rajat Gupta, Co-opted Member 32. Sh. Manoj Sahu, Co-opted Member 33. Sh. Aneesh Tandon, Guest Invitee 34. Dr. Manvendra Singh Chauhan, Guest Invitee 35. Maj. Sunil Kumar, Guest Invitee 36. Sh. Piyush Shukla, Guest Invitee 37. Sh. Prabhu Chakrawal, Guest Invitee 38. Sh. Sanjay Sharma, Guest Invitee 39. Sh. Sanjeev Kumar Singh, Guest Invitee 40. Sh. Sanjiv Gupta, Guestl Invitee 41. Sh. Subhash Srivastava, Guest Invitee 42. Sh. Vijay Pal Singh, Guest Invitee 43. Sh. Pawan Kumar Sahu, Executive Assistant, AA-HBTI Kanpur

Following EC Members and Co-opted members could not attend :

1) Dr. Neeta Awasthy, Co-Opted Member 2) Sh. Anoop Shukla, Co-Opted Member 3) Sh. Tarun Verma, Co-Opted Member 4) Sh. Sanjay Kumar, Co-Opted Member 5) Sh. Arun Dadda, Co-Opted Member 6) Sh. Atul Shrivastava, Co-Opted Member 7) Sh. Farog Alam, Co-Opted Member 8) Sh. Kanchan Kalra, Co-Opted Member 9) Sh. Indra Lok, Co-Opted Member

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The President welcomed the Guest Invitee’s and all the members of Executive Committee in the 34th meeting of Executive Committee. The Executive Committee took note of all the members of Harcourtian family who departed between 19 Jan 2020 and 21 Jun 2020 and paid homage to all whose names are known and also those whose names are not known to the Secretariat for paying homage by mourning for two minutes before starting the proceedings. Prayers for strengthening the Harcourtian Community and the entire world to fight the global viral infection and complete eradication of the pandemic “COVID-19”. Agenda Point No. 34.01 To consider and approve minutes of the 33rd meeting of Executive Committee held on 19 Jan 2020. In view of no comments having been received upon the circulation of the minutes, the Executive Committee unanimously approved the minutes of 33rd Meeting of Executive Committee of Alumni Association, HBTI, Kanpur which are annexed at Annexure (I). Agenda Point No.34.02 To consider the details of Action taken upon the decisions taken in 33rd meeting of Executive Committee held on 19 Jan 2020.

Committee is requested to consider the details of action taken on the decisions taken in 33rd Executive Committee Meeting held on 19 Jan 2020 as presented below;

Agenda Point No.

Agenda item Decision Taken

Action Taken

33.01 To consider and approve minutes of the 32nd meeting of Executive Committee held on 22 Nov 2019

Approved

33.02 To consider the details of Action taken upon the decisions taken in 32nd meeting of Executive Committee held on 22 Nov 2019.

Done

33.03 To consider and note the minutes of the 13th Annual General Body meeting held on 24th November, 2019 at Kanpur.

Approved

33.04 To note the formation of the new Executive Committee of Alumni Association

Noted

33.05 To consider and approve charge transfer of Records, Accounts and Documents to the newly elected Executive

Approved

33.06 To consider the accounts of Alumni Association till 31st December 2019

Approved

33.07 To consider and approve inducting additional members in newly constituted Executive Committee as Co-opted members and Special Invitees

Approved

33.08 To consider and approve the Work Distribution among all the EC members

Approved

33.09 To consider and approve budget of Alumni Association for financial year 2020-21

Budget was Approved

33.10 To consider and approve the up gradation of Alumni Association website for making it more useful, effective and user friendly

Approved. A team has been formed under the leadership of Shri Pravin Gupta and Shri P K Rajput to periodically update the alumni website.

33.11 To consider and deliberate upon initiatives for increasing enrolment of members in Alumni Association

Branch coordinator list has been published in 33rd EC minutes. This list will be regularly updated.

33.12 To consider and approve the Certificate of Incorporation for being issued to all existing Chapters of Alumni Association and approval of new Chapters, if any.

Done. Annexure II.

33.13 To consider and deliberate upon initiatives for increasing chapters of Alumni Association in unrepresented cities of India and abroad

List of Alumni Members from key cities has been identified and assigned the responsibility to increase representations

33.14 To consider and approve the suitable human resource for Office of Alumni Association

Approved

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33.15 To consider and approve the proposal for issuing Identity Card to all Members of Alumni Association.

Approved

33.16 To consider and approve the proposal for running program for enhancing employability, skill development & personality development of the present students of HBTU, Kanpur.

Shri Radha Kant Jaiswal to present the latest progress on the same.

33.17 To consider and approve and all necessary modalities for regular release of the Alumni Newsletter

Newsletters are regularly published.

33.18 To consider and approve the initiatives for change in name and by laws of Alumni Association in respect to the change in status of HBTI Kanpur to HBTU Kanpur i.e. from an Institution to State University in continuation to agenda points 27.21 and 28.07 deliberated in 27th and 28th Executive Committee meetings respectively.

Deliberation Done Based on the discussion, a draft has been prepared and circulated for finalization (Annx-2) in meeting so that it can be taken up in AGM for approval & necessary changes

33.19 To deliberate upon the action plan for forthcoming Centenary Celebration of alma mater HBTI – HBTU Kanpur.

Deliberation Done Members are requested to discuss this further in the EC meeting.

33.20 To consider and deliberate upon different initiatives of Alumni Association for betterment of students of the University

Deliberation Done.

Agenda Point No. 34.03 To deliberate and discuss the planning for Alumni Meet 2020 Detailed discussions were carried out with respect to organization of the Alumni Meet in Nov 2020. Members opined that the Association should continue with the preparations leading to the Annual Alumni Meet in Nov 2020 and also all the routine activities adopted by us over the past few years.

Since “Digital” and “Virtual” is the need of the hour; the Association needs to find the appropriate platform to organize mega size global events. The forthcoming Alumni meet leads us to the year 2021-22 which happens to be the centenary year of our Alma mater. Members expressed their desire to use this opportunity of Alumni Meet 2020 as the launching pad for the centennial celebrations. Members requested to invite highly placed dignitary to grace the occasion as chief guest and launch/inaugurate the yearlong centenary celebrations.

It was decided that all out efforts be made to make this possible in coordination with Prof N B Singh VC HBTU and Sh Vinay Kumar Pathak, VC AKTU. President is authorized to start action in this regard.

Agenda Point No. 34.04 To update members on current financial situation of Alumni Association and seek necessary budgetary approval, if any Treasurer updated EC members on current financial situation of Alumni Association Accounts and updated on major financial events and decisions since last EC meeting, including Life Membership (16 numbers) received since the 33rd meeting of the EC (19-Jan-2020) and and all major planned and unplanned expenses.

Agenda Point No. 34.05. To consider and approve the proposal for running program for enhancing employability, skill development & personality development of the present students of HBTU, Kanpur

Mr. Radha Kant Jaiswal presented a detailed note on the progress on the ASCPC activities in the area of student benefit e.g. Internship, Training and Placement, to strengthen the Mentee- Mentor module and its linkage with the present set of opportunities existent in the market, etc. A detailed roadmap was also presented for enhancing the reach by a more structured approach. Emphasis was put on the following aspects by running the programs for the same, as per the assessment these are big miss to get the RIGHT-employability or RIGHT-fitment in the real professional field.

· Enhancing employability (more exposure of Industry 4.0) · Skill Development (Technical Industry Knowledge) · Personality Development ( Life and Soft Skills)

Alumni-Connect, Alumni Association, HBTI Kanpur will give their best efforts and support to make the Alumnus ready to be suitable for the real-world and be more competitive with others in all spheres of professional lives. Alumni Association would like to get support from the experts to build this up, by introducing following steps: -

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1. Conducting the webinars: Based on the need and requirements, we will be conducting the webinars, this could be attended by any alumnus. It will be self-sustaining. We don’t require any financial-support, we are having the license of web-meeting, we can utilize this to connect experts and participants. We have a team of enthusiast current students, they will give the required support, whichever way it would be required. Two webinars per month can be arranged 2. Psychometric Test; There is a well proven psychometric assessment tool available, this could guide our Alumnus of all levels to choose RIGHT-Career Path. We can discuss with the assessment-company and start this activity. Here, students need to pay directly, we only could facilitate them by calling the Psychometric test company to run their webinar to give awareness to all. 3. Career Coaching: It has been observed that there is an awareness gap on this, this unawareness about the benefits of could be bridged by few awareness programs and panel-discussions from different industries experienced. After getting the Psychometric test report, in case of any guidance on the report and chalking out the career-path. Support from Career-coaches and an amount will be borne by the Alumnus, those who would like to go for it. 4. Personality Development Programs: It will be very helpful to all the current students and also to those Alumnus, those would like to groom them to make them fit for the next level of their aspired goals. This Personality grooming programs could be introduced. We have few Alumnus, those are having the Personality development companies, they can offer the online programs on subsidized rate. Here also, we don’t need any financial support. Anyone requiring the programs to be attended, the person could be connected to companies delivering the programs.

EC authorized committee of 3 person Shri Radha Kant Jaiswal, EC Member incharge of Alumni-Comment, Sh Neeraj Kumar (1990 Oil) and Sh Rajat Dixit(1997 CSE) to give a formal shape to strengthening of the ASCPC on the online platform for benefit of the students. The EC also approved the proposal of Sh Radha Kant Jaiswal in principal. The modalities should be worked out by the team for its implementation and approval should be taken by president on any such proposal required, if any.

Agenda Point No. 34.06. To approve formation of new Chapters, if any Executive Committee approved the formation of Mumbai Chapter. The necessary letters would be issued by the office in this regards.

Agenda Point No. 34.07. To consider and deliberate upon current progress on chapter formation and further initiatives for increasing chapters of Alumni Association in unrepresented cities of India and abroad Mr. Rajeev Singhal, EC member presented a status report on the progress of chapter formation. Members deliberated upon the possible initiatives for increasing chapters of Alumni Association and approve the same for execution in time bound manner. Names of prospective members who would be helpful in the formation of new chapters were identified, discussed and noted. The EC authorized Shri Rajeev Singhal to strengthen his team and request few more members [From the list of Coopted members and special Invitee’s] and expedite the process. To form an interim committee of office bearer’s in each chapter so as to expedite the process. It would be immensely valuable and useful for enhancing the reach and strengthening of the Association. All members of the EC assured to put in their best efforts for tangible success in chapter formation in the following cities:

1. Delhi Chapter: Sh Munish Jain, Sh K M Agrawal, Sh P K Rajput 2. Ghaziabad Chapter: Sh Anoop Saxena, Sh Radha Kant Jaiswal, Sh Anup Shukla 3. Kanpur Chapter: Sh Sanjeev Bansal, Sh Vivek Mishra 4. Greater Noida Chapter: Sh S P Dehar, Maj. Sunil Kumar, Sh Vimal Jain 5. Vadodara Chapter: Sh Sanjay Kumar 6. Jaipur Chapter: Sh Sohan Lal Arora 7. Meerut Chapter: Sh S N Mishra 8. Prayagraj Chapter: Sh Asheesh Kumar Singh, Sh Rajneesh Dikshit 9. Varanasi Chapter: Sh Rajneesh Dikshit 10. Dehradun Chapter: RVS Chauhan 11. Roorkee Chapter: Dr Sanjeew Kumar Singh, Dr Sishir Sinha 12. Hyderabad Chapter: Sh Sanjeev Gupta 13. Chandigarh Chapter: Sh Pradip Jain 14. Ahmedabad Chapter: Sh Anil Mittal

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15. Kolkata Chapter: Sh Govind Mirvani EC Member Sh Rajeev Singhal is authorized to communicate with them and see that the chapter are formulized as early as possible Agenda Point No. 34.08. To review progress by chapters on various alumni activities Chapter President /representative / in-charge’s of the following chapter’s submitted the progress on various alumni activities in their chapter :-

1. Mumbai Chapter 2. Pune Chapter 3. Gurgaon Chapter 4. Bengaluru Chapter 5. Faridabad Chapter

All chapters, except Lucknow chapter were represented by respective office bearers in the meeting. Some chapters presented their roadmap for regular activities in their territory. It was agreed that there will be measurable targets for each chapter. Based on the inputs and the request of the chapter presidents, following targets have been finalized by the EC for each chapter to ensure smooth functioning and better coordination of alumni affairs.

Monthly Goals : (a) Conduct one webinar for ASCPC. (liaison with : alumni-connect@alumnihbti.com) (b) Inspire Harcourtians in respective chapters and convince at least 5 of them to become life members.

The Central Alumni Office shall provide meaningful data of alumni. (liaison with : office@alumnihbti.com)

(c) Send monthly update about chapter’s event for the newsletter (liaison with : newsletter@alumnihbti.com)

(d) Send at least one article for the newsletter (liaison with : newsletter@alumnihbti.com) (e) Help AA generate advertorial revenue by sponsoring one advertisement for the newsletter (liaison with

: newsletter@alumnihbti.com) (f) Organize regular quarterly meeting of the members of the chapter and share the minutes with the

central office. As at present, movements are restricted, such meetings can be held over video conferencing.( liaison with : office@alumnihbti.com)

Annual Goals : (a) Chapter to mobilize resources for programs of the ASCPC including minimum 1 Scholarship on

permanent basis, 25 internships, 25 training, etc. each year. (liaison with : jtsecretary@alumnihbti.com)

(b) To help in organization of the Annual event at HBTU Kanpur by sponsorships/advertisement, etc. (liaison with : vicepresident@alumnihbti.com)

(c) Annual family get-together to be organized to strengthen the alumni bonding. (liaison with : jtsecretary@alumnihbti.com)

(d) Identifying the list of probable mentors to assist in activities of the ASCPC and enlighten the current set of students. The chapter’s should aim at identifying a minimum of twenty members each. (liaison with : alumni-connect@alumnihbti.com)

Agenda Point No. 34.09. To consider and approve the initiatives for change in name and by laws of Alumni Association in respect to the change in status of HBTI Kanpur to HBTU Kanpur i.e. from an Institution to State University in continuation to agenda points 27.21 and 28.07 deliberated in 27th and 28th Executive Committee meetings respectively. The status of our Alma mater has changed from HBTI to University and rechristened as HBTU (Harcourt Butler Technical University) which is governed by the HBTU Act 2016. As per the provisions of HBTU Act an "Alumni Cell" is proposed and the statutes of cell are under the process of finalization.

Members unanimously opined that the AA-HBTI Kanpur should work in closed co-ordination with the Alma mater for implementing of the noble initiatives perceived, planned and implemented by the Association. The report of the committee constituted with Dr Onkar Singh, Shri R K Jalan, Dr. R P Singh, Shri Arvind Garg and Shri Vivek Mishra as members has been circulated to all member’s invited for the 34th EC meeting. All members have been requested to provide their valuable inputs to the AA Secretariat by 15th Jul 2020. Upon collecting all inputs, the final draft shall be prepared and circulated for approval of the EC within the agreed time limit. The members are requested to study and validate the contents of the above mentioned report which is enclosed at Annexure (II). Agenda Point No. 34.10. To deliberate upon the action plan for forthcoming Centenary Celebration of alma mater HBTI – HBTU Kanpur Executive Committee deliberated upon the coherent action plan for successful conduction of forthcoming Centenary Celebration of HBTU Kanpur in 2020-21. It was unanimously decided to organize the centennial celebrations in a

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grand manner make the occasion memorable for Alumni and the other Harcourtian fraternity. Organized at least four major events (On a quarterly basis) during the year. Close coordination would be needed in this with HBTU. The service of alumni Sh Vinay Kumar Pathak would be solicited in this regards to reach out to the high offices for being Chief guest in the event. Further it was decided to call suggestions from alumni for the event proposed to be held throughout Centenary Year all across the globe to mark the rich contribution of the institute in developing technological fields in India and abroad and contributions of the Alumni. A letter would be sent to all in this regards and suggestion so collected by 31 July 2020 would be sorted out and put to next EC for finalization. (Attention : Joint Secy: to send letter by 15 July 2020 after approval) Agenda Point No. 34.11. To consider and deliberate upon different initiatives of Alumni Association for betterment of alumni

Executive Committee deliberated upon different possible initiatives of Alumni Association for strengthening of the cause and betterment of alumni. In the context of the global thought process our philosophy of exhorting people to help and add value to the alma mater needs to be supplemented with mutual benefit programs so as to ensure that the following basic objectives of the association gather momentum :

(1) Strengthening of the Alma mater and supporting the stake holders specifically the current set of students.

(2) Strengthening of the Alumni fraternity across the world. Members are requested to think of such noble initiatives and send their valuable inputs to the Secretariat so that a comprehensive study is presented as an Agenda point in the next EC meeting.

Agenda Point No. 34.12. Any other matter with the permission of chair

(a) It was unanimously agreed that each EC Member is authorized to include additional members from the list of coopted members to speed up activities in various focus areas e.g. ASCPC (Including Training, Internships, Placements), Newsletter (Including official presence and regulating content on the social media platforms), Chapter Formation (Including chapter benchmarks, activities).

Mrs Swapnalekha Basak announced formation of new AA Newsletter editorial board as follows :

1. Ms Swapnalekha Basak (Electrical ,1993) EC Member 2. Sh Prasoon Verma (Biochem, 2007) 3. Sh Neeraj Kumar (Oil Tech, 1990 ) 4. Sh Akash Srivastava (IT, 2012)

(b) Issue of NIRF Ranking The issue of poor ranking in NIRF was raised by many alumni. It was decided that the concerns of the alumni would be shared with the HBTU Administration by a team of senior alumni members. Dr R P Singh, Sh Onkar Singh, Sh Shishir Sinha (1993, IIT Roorkee), Sh Rajat Dixit (1997 CSE, US Based) would be meeting virtually/etc with HBTU Administration. Secretary would coordinate from both end to make it a smooth affair.

Meeting ended with thanks to the Chair. Sd/- Sd/- Vivek Mishra Balram Kumar Upadhyay Secretary President

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Annexure – 02

ALUMNI ASSOCIATION Harcourt Butler Technological Institute, Kanpur

(Registered under Societies Registration Act 1880, Reg No. 220/2007-08 Dated 31/05/2007. GSTIN 09AADTA3677N1Z6)

Chapter Incorporation Certificate This is to certify that …… Chapter has been approved as an official chapter of Alumni Association, Harcourt Butler Technological Institute, Kanpur, in accordance with the requirements of Section 9 of the Society’s “Article of Association”. It would be officially be names as “Alumni Association, Harcourt Butler Technological Institute, Kanpur- …… Chapter”. The details of approval conditions to which this approval applies are given in section “By Laws For The Chapters of Alumni Association” in Society’s “Article of Association”. This certificate is valid from ….. until 31 May 2022 after which it has to be renewed.

Approval No. ..EC Minutes vide point …dated …. Certificate No: ../…..(year)

President Alumni Association, HBTI Kanpur

Issued on ………. at office of Alumni Association, Harcourt Butler Technological Institute, Kanpur 208002

*****

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Annexure – 03 Board Resolution for Trust / Associations / SOCIETY / Clubs

Resolved 1) That an account in the name of the ALUMNI ASSOCIATION, HARCOURT BUTLER TECHNOLOGICAL INSTITUTE - PUNE CHAPTER be opened with ICICI Bank Limited (“ICICI Bank”) at KALYANI NAGAR branch and that Mr. Neeraj Kumar and Mr. Pravin Gupta are authorized to sign the necessary forms and documents therefore. 2) And that ICICI Bank be instructed to honour all cheques, promissory notes, and other instruments drawn by and all bills accepted on behalf of the Society, letter of credit application forms, request letter for issuance of guarantee, instructions for negotiation/purchase/discounting of export and inland bills, request letters for booking of forward contracts in foreign currency (limits for each transaction to be mentioned in the Board Resolution against each authorized signatory) whether such account be in credit or overdrawn, and to accept and credit to the account of the Society all moneys deposited with or owing by ICICI Bank on any account or accounts at any time or times, kept or to be kept in the name of the Society and the amount of all cheques, notes, bills, other negotiable instruments, orders or receipt provided they are endorsed/signed/issued by Mr. Neeraj Kumar and Mr. Pravin Gupta of the Society for the time being, jointly by any two /severally (strike off which is not applicable) on behalf of the Society and such signature(s) shall be sufficient authority to bind the Society in all transactions between ICICI Bank and the Society including those specifically referred to herein. 3) And that the Society do accept the terms and conditions for the Current account/Special Saving Account as may be contained in the application form and displayed on the website www.icicibank.com ("Website") or any other terms and conditions as may be notified by ICICI Bank from time to time in connection with the provision of products and services offered by ICICI Bank through the Website and Corporate Care Services (phone banking channels and E mail);

4) And that the said Mr. Neeraj Kumar and Mr. Pravin Gupta (strike off which is not applicable) be and are hereby authorized severally may avail the financial, monetary and any other products and services offered by ICICI Bank through its Website and/or the Corporate Care Services (phone banking channels and E mail) on behalf of the Society, and do all such acts, deeds and things necessary, and to execute all such documents as are necessary, in connection therewith, and to operate the said proposed account in the name of the Society, using the aforesaid facilities, and to accept and adhere to all the terms and conditions set forth on the Website and comply with all other formalities as prescribed by ICICI Bank in this regard and agree to such changes and modifications in the said terms and conditions as may be suggested by ICICI Bank from time to time and to execute such deeds, documents and other writings as may be necessary or required for this purpose. 5) And that the below mentioned authorized officials and/or any of the officials nominated singly/jointly by the authorized officials are also authorized to operate on behalf of the Society through Corporate Internet Banking on the Society's accounts including by causing a debit balance in Society's account(s) with ICICI Bank and/or continually operate the account(s) even when overdrawn, as per the access specifications (listed below).

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Names of the Authorized Officials with transaction limits (Corporate Internet Banking) Name of the Users

Limit (Rs.) To be approved by(approvers should be a user in CIB) From To

Mr Pravin Gupta 1 1,00,000 Mr. Neeraj Kumar Mr Neeraj Kumar 1 1,00,000 Mr. Pravin Gupta

6) Further, the above mentioned authorized officials be and are hereby authorized to receive the login id and passwords, as may be sent by ICICI Bank, for entering into transactions on Corporate Internet Banking and are authorized severally to convey to ICICI Bank acceptance on behalf of the Society of any transactions as well as to enter into transactions on behalf of the Society on Corporate Internet Banking.

7) That below mentioned authorized officials be and is hereby authorized to receive the Login id and Password for entering into transactions through the phone banking medium and is authorized to convey to ICICI Bank acceptance on behalf of the Society of any transactions as well as to enter into transactions on behalf of the Society through the phone banking medium. Names of the Authorized Officials with transaction limits (Corporate Care Services)

Sr. No. Name of Users 1 Mr Pravin Gupta 2 Mr Neeraj Kumar

8) And that ICICI Bank be and are hereby authorized to accept all valid and legal instructions through the Website and Corporate Care Services (phone banking channels and E mail) from any one of the above signatories in respect of the Society account/s as per the mode of operation suggested above. The Society does agree to hold ICICI Bank harmless and their interest protected on account of it executing such instructions by the above signatories in the manner provided.

9) Resolved further that Chairman of the Board/Secretary of the Society be and is hereby authorized to furnish a copy of the resolution certified as true to ICICI Bank. And that a copy of any resolution of the Board /Managing Council if purporting to be certified as correct by the Chairman of the Board/Secretary of the Society shall, as between ICICI Bank and the Society, be conclusive evidence of the passing of the resolution so certified.

10) And that this resolution be communicated to ICICI Bank and shall remain in force until notice in writing of its withdrawal, or cancellation is given to ICICI Bank by the Society and accepted by ICICI Bank.

11) Resolved further that the Users of Debit/ATM Card above named are authorized to avail and use all the facilities offered by ICICI Bank in respect of such Debit/ ATM Card, irrespective of the fact that such Users are not authorized signatories or same/ similar transaction needs to be performed by any of the authorized signatories jointly or otherwise.

*****

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Annexure – 04

Memorandum of Understanding Between

Alumni Association, HBTI Kanpur And

Donor : <Donor Name / Group Name> COMMENCEMENT DATE: _____________________________ This Memorandum of Understanding (MoU) (this “Agreement”) is entered at Kanpur / Delhi / Mumbai on this the ___ day of _____________ by and between: Alumni Association, H B T I Kanpur (hereinafter referred to as “AA”) is a charitable society registered under Societies Registration Act 1880, Registration No 220/2007-08, dated 04.06.2007 (GST Number : 09AADTA3677N1Z6) which expression shall, unless it be repugnant to the meaning or context thereof, be deemed to mean and include its Affiliates, successors and permitted assigns

AND

Sh _____________________ resident of _______________________ , Permanent address: ___________________________ (E-mail: ______________ , Mob: ______________), representing himself/herself directly or representing a group of people (hereinafter referred to as “Donor”) which expression shall, unless it be repugnant to the meaning or context thereof, be deemed to mean and include its successors and permitted assigns

The AA and Donor are hereinafter collectively referred to as “the Parties” and individually as “the Party”. WHEREAS A. The Alumni Association HBTI Kanpur is the association of alumni members of

Harcourt Butler Technological Institute (HBTI) (now Harcourt Butler Technical University (HBTU) ) providing non-profit charitable services to alumni members, current students and faculty of Harcourt Butler Technological Institute (HBTI) - now Harcourt Butler Technical University (HBTU).

B. The AA has received registration u/s 12AA of Income Tax Act 1961 from Income Tax Department towards salient activities as Education.

C. The AA has announced a scheme to offer financial assistance cum scholarship to meritorious students of HBTU (under category Education) to encourage the talent of outstanding students of HBTU and to promote competitiveness among the students.

D. The AA is looking for donors to join hands with AA and offer many more such scholarships to meritorious students of HBTU (“The Service”).

E. The Donor is freely willing to join hands with AA and sponsor a scholarship from his / her own source of funds.

NOW THIS UNDERSTANDING WITNESSETH AND IT IS HEREBY AGREED BY AND BETWEEN THE PARTIES HERETO AS UNDER:

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1. Name of Scholarship: This scholarship shall be referred as ______________________________.

2. Period: Unless terminated in accordance with the provisions of this MoU, this MoU shall continue to remain in full force and effect (“the Period”).

3. Payment by Donor a) Donor shall be paying AA the amount of Rs. 30,000/- per year for

disbursement of scholarship to a meritorious and economically weaker student of B.Tech. in <Year > <Branch> of Engineering.

b) The donation shall be made to the AA in designated account from which the scholarship may be distributed either on monthly or cumulatively on annual basis.

c) AA shall maintain account for donation and get it audited separately, and the utilization report shall be sent to the Donor on their demand.

d) It is responsibility of Donor to ensure that the money paid to AA is free from any litigation or liability or claim or dispute. It is responsibility of Donor to ensure that all applicable regulatory taxes are paid.

4. Management of Scholarship a) AA shall have a Scholarship Management Committee consisting of Vice

President AA, Treasurer, AA and one Member of Executive Committee as nominated by the President, AA for the selection of deserving student and overall management of the scholarship with the approval of President AA through Secretary AA. The Secretary, AA shall be issuing notification inviting applications from desirous students well in the beginning of the academic session and make all other communications in this regard. The criteria for selection of the meritorious and needy student shall include the student’s academic performance of preceding year, annual income of parent/guardian as the case may be, participation of student in other curricular and extra-curricular activities and student discipline.

b) AA shall be declaring the name of selected student of B.Tech. in ………. Engineering every year, 3 months of commencement of academic session or latest by 31 Oct of that year whichever is earlier.

c) AA reserves the right to terminate the scholarship in case of the involvement of student in any act of misconduct/indiscipline and the same is recommended by the disciplinary authorities to the Scholarship Management Committee to the Secretary AA and approved by the President, AA.

d) Any change in award of scholarship shall be essentially informed to the Donor after the change of award.

5. AA’s Responsibility a) AA shall maintain complete account of scholarship and its disbursement. b) AA shall disburse the scholarship on monthly / annual basis as desired by

the selected student and inform the Donor about the recipient. c) AA may go for change in terms and condition in consultation with the

Donor with the approval of the Executive Committee of AA. 6. Force Majeure

a) Neither Party shall be liable for any failure to perform any of its obligations under this Agreement if the performance is prevented, hindered or delayed by a Force Majeure Event (defined below) and in such case its obligations shall be suspended for so long as the Force Majeure Event continues. Each Party shall promptly inform the other of the existence of a Force Majeure Event and shall consult together to find a mutually acceptable solution.

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The Party claiming a Force Majeure Event shall in all instances and to the extent it is capable of doing so, use its best efforts to remove or remedy the cause thereof and minimise the economic damage arising therefrom.

b) However, the performance of the Party’s obligation which is restricted due to a Force Majeure Event shall be temporarily suspended for the period during which the condition prevails. However, suspended performance of the Party’s obligation shall be without prejudice to any of its other obligations under this Agreement. Should the Force Majeure Event extend beyond thirty (30) days either Party shall have the right to terminate the Agreement or applicable SOW upon immediate written notice without any penalty or liability.

c) “Force Majeure Event” includes any event due to any case beyond the reasonable control of either Party including, without limitation, unavailability of any communication system including Internet, sabotage, fire, flood, explosion, acts of God, civil commotion, or industrial action of any kind, riots, insurrection, war, acts of government.

7. Termination This MoU shall terminate by either Party: a) By serving prior written 3 months’ notice to the other Party of its intention

to terminate this Agreement; or b) serving written notice in case of any material breach or default of any of

representations and warranties or the terms and conditions of this Agreement by the Party or failure on part of the Party to honour the terms of this Agreement; or

c) if a Party enters into liquidation or becomes insolvent or files a petition for bankruptcy or has such a petition filed against it.

8. No Exclusivity The AA shall be free at all times to enter into similar MoU to provide multiple such scholarships to other Donors, either existing or future, and nothing herein shall preclude the AA from providing such facilities to other Donors. Provided however, the AA shall ensure that its entering into MoU with other Donors, shall not in any way conflict with or affect the provision of this MoU.

9. Assignment a) The Donor shall honor the financial obligations by itself and shall not

assign, transfer any of its rights and obligations under this Agreement without prior written permission of AA.

b) AA shall be entitled to assign, transfer any of its rights and obligations under this Agreement to any of its Affiliates without prior written permission of Donor. For the avoidance of doubt there shall be no additional documentation over and above this Agreement for such assignment to AA’s assignee to take effect.

10. Limitation of Liability Neither Party shall have any liability arising from this Agreement or from any obligations which relate to this MoU, whether as a matter of contract, tort, negligence or otherwise, for any indirect, special, punitive or consequential loss or damage, loss of profit, reputation or goodwill, or trading loss incurred by any person, whether or not foreseeable and expenses regardless of the type of action in which such a claim may be brought.

11. Dispute Resolution In the event of any disputes, differences or claims between the parties arising out of this Agreement or in any way relating to any term, condition or

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provision herein mentioned or in the construction or interpretation of any of the clauses/ the parties shall first endeavour to settle such disputes, differences or claims by friendly consultation failing which the same shall be referred to the Arbitrator. The President, AA shall be the sole arbitrator. The decision of the Arbitrator shall be final and binding on both the parties.

IN WITNESS WHEREOF the Parties hereto have hereunto executed these presents on the day and the date first hereinafter written.

On behalf of Donor On behalf of AA Signatures:

Name : Name: Address: Present: Vice President/Secretary Alumni Association, HBTI Kanpur Room No 1-169,Main Building, HBTU

Kanpur-208002 Mob: E-mail: Email: office@alumnihbti.com

Witness :

1. 1.

2. 2.

*****