Annual General Meeting (AGM) Minutes

Date: [24 August 2025]
Venue: [Forest of Arden Hotel & Country Club, Coventry]
Chair: [Dr Parijat De]
Minutes Prepared by: [Dr Abhijit Bhattacharya]

  1. Opening of the Meeting

The Chair welcomed all members to the Annual General Meeting and thanked everyone for their attendance and continued support of the Association.He then handed over the proceedings to the Central Committee chair Dr Kaustav Raychaudhuri.

Present: Parijat De & all the members of the present organising committee, Kaustav Raychaudhuri KR (Central Committee Chair), Asok Banerjee AB &Sandip Mitra SM from Central Ex Student’s Association.

Obituaries

The meeting observed a minute’s silence in memory of the following alumni who had passed away since the previous AGM:

  • Dr. Suturanjan Majumdar

Members paid tribute to their contributions to the alumni community and expressed their sincere condolences to their families and friends.

  1. Approval of Previous AGM Minutes

Members were reminded that the minutes of the previous AGM had been published in the Reunion Brochure.

The Chair (KR)invited members to submit any factual corrections to the Committee. Subject to any amendments received, the minutes were proposed, seconded and unanimously approved as a true and accurate record of the previous Annual General Meeting.

  1. Alumni Association Identity and Governance

The Chair outlined the transition from operating as the Reunion Committee to the NRS Ex-Student Association UK.

It was explained that operating under the Association’s formal name provides greater credibility and consistency when dealing with sponsors, financial institutions, HM Revenue & Customs (HMRC), and other external organisations.

Members were informed that all future sponsorship agreements, banking transactions, invoices and official correspondence would be conducted under the Association’s registered name.

The Committee also highlighted ongoing improvements to governance arrangements. To strengthen financial security and business continuity, existing bank accounts are being changed from single-signatory to joint-signatory authorisation. This measure is intended to ensure uninterrupted operation should any office bearer become unavailable.

The completion of this transition is expected by November 2025.

  1. Treasurer’s Report

The Treasurer presented the Association’s financial report.

Members were informed that the Association currently operates three accounts with Lloyds Bank:

  • Current/Savings Account for routine operational expenditure.
  • Fixed Deposit Account to generate interest income.
  • Operational Reunion Account used by local organising committees to manage reunion-related income and expenditure.

The Treasurer reported that interest generated from the fixed deposit has strengthened the Association’s financial position and has enabled financial support to local organising committees to increase from approximately £1,500 to £3,000, thereby reducing the financial burden on reunion organisers.

Members were reassured that the Association continues to function as a non-profit organisation and remains compliant with HMRC requirements through the timely submission of all necessary documentation.

The Treasurer’s report was received and accepted by the membership.

  1. Sponsorship and Financial Management

The Committee discussed future sponsorship arrangements and shared guidance for future reunion organisers.

It was noted that sponsors generally prefer to support identifiable components of reunions, such as:

  • Academic sessions
  • Conference facilities
  • Catering and refreshments

rather than providing unrestricted sponsorship.

Members agreed that structuring sponsorship in this manner improves financial transparency and simplifies accounting procedures.

The Treasurer reported that the Yorkshire Reunion concluded with a surplus of approximately £2,845, which has been transferred into the Association’s funds.

The AGM acknowledged that prudent financial management over many years has resulted in the Association maintaining a strong and sustainable financial position.

  1. Membership Registration

The Committee introduced a voluntary annual membership registration fee of £10.

Members were informed that approximately 76 alumni had already registered.

Although registration is not compulsory, members agreed that a formal membership structure would:

  • Strengthen alumni engagement.
  • Improve communication.
  • Assist in developing a comprehensive membership database.
  • Provide additional resources for future Association activities.

The Committee confirmed that further work will continue to improve membership records and maintain an up-to-date alumni database.

  1. Reunion Feedback and Continuous Improvement

The AGM reviewed feedback from recent reunions, particularly those held in Yorkshire and Birmingham.

Positive feedback included:

  • Improved catering arrangements.
  • Better balance between meals and refreshments.
  • Excellent venue selection.
  • High standard of organisation.
  • Strong volunteer support.
  • Successful academic and social programmes.

The Birmingham Organising Committee received special recognition for delivering an outstanding reunion despite having limited preparation time.

Members agreed that lessons learned from each reunion should continue to inform planning for future events.

  1. Association Website

The development of an official Association website formed a major item of discussion.

Members agreed that the website should:

  • Act as the central communication platform for the Association.
  • Enable online membership registration.
  • Maintain an up-to-date alumni database.
  • Publish reunion information.
  • Display photographs and news.
  • Improve communication with members.
  • Assist in attracting sponsorship.

Two members with relevant IT expertise volunteered to assist with the project.

The Committee undertook to obtain quotations and progress the development of the website with the objective of launching it before the next reunion.

The AGM agreed that this project should be treated as a priority.

  1. Global Alumni Engagement

Members received a report on the recent alumni visit to Kenya.

The trip involved 39 participants, ranging in age from 8 to 87 years, representing six decades of alumni.

The AGM recognised the visit as an excellent example of international alumni engagement, strengthening friendships and encouraging family participation beyond the annual reunion programme.

Members expressed support for similar initiatives in the future.

  1. Future Reunions

2026 Reunion

The East Midlands Organising Committee confirmed that the 2026 Reunion will be hosted in Derby  during the August Bank Holiday weekend.

50th Jubilee Reunion

Initial planning has commenced for the Association’s 50th Jubilee Reunion.

Members discussed a number of initiatives to support future reunions, including:

  • Establishing regional representatives throughout the UK.
  • Strengthening coordination between organising committees.
  • Developing a more structured national organisation.
  • Sharing experience, knowledge and resources across regions.

Members agreed that these measures would make future reunions easier to organise while reducing the workload placed upon local committees.

  1. Senior Advisory Committee

The AGM strongly supported the creation of a Senior Advisory Committee consisting of experienced alumni who have contributed to reunions over many years.

The proposed committee would:

  • Provide advice and guidance.
  • Mentor future organisers.
  • Preserve institutional knowledge.
  • Support continuity between organising committees.
  • Represent alumni from different generations.

Members suggested appointing representatives from each alumni decade to ensure broad representation.

  1. Supporting Senior Alumni

Members discussed ways of maintaining engagement with older alumni who may experience difficulties attending reunions.

Suggestions included:

  • Personal contact with members unable to attend.
  • Assistance with transport.
  • Coordinating shared travel arrangements.
  • Using Association resources to reduce barriers to participation.

Members agreed that maintaining inclusion, friendship and emotional support is often of greater value than financial assistance alone.

  1. General Discussion

During the open discussion, members identified several strategic priorities for the Association:

  • Strengthening communication with alumni.
  • Building and maintaining a comprehensive alumni database.
  • Prioritising the development of the Association website.
  • Encouraging participation from alumni of all generations.
  • Preserving the friendly and family-oriented atmosphere of reunions.
  • Supporting senior and less mobile members.
  • Promoting teamwork, collaboration and knowledge-sharing between regional organising committees.

Speakers expressed their appreciation to the organising committees and volunteers while encouraging the Committee to continue working in an inclusive, transparent and service-oriented manner for the benefit of the wider alumni community.

  1. Any Other Business

There being no further business, the Chair thanked all members, organisers, volunteers, sponsors and attendees for their valuable contributions and continued commitment to the Association.

  1. Close of Meeting

The meeting concluded with members reaffirming their shared commitment to preserving the values of friendship, mutual support and fellowship that have enabled the NRS Ex-Student Association UK to grow from a small gathering into a thriving and enduring alumni community.