DEAR MEMBERS..

In an organization, it is common to have disturbances. Then, as a President it is my responsible to find a suitable solution and solve it. But, due to severe weather condition I cannot be present to this meeting and thus, I sent this mail. I tried to send this mail in tamil but, I could not be able to do that within the time that I had hence, I request you to understand my standard of English and go ahead with the activities decided without having any problem. The disturbances has been existing now is simply because of some members of E.I.A who do not understand about the structure of the organization i.e. the view of mine about the E.I.A and the view of the members especially who have been influencing the present disturbances about E.I.A are completely different. First of all, I would like to tell the entire members is that, the E.I.A is an Organization which is run by University students; not just an ordinary student group running based on Senior-Junior relationship.

ORGANIZATIONAL STRUCTURE AND ITS CONCEPT

Since, the E.I.A is an organization; it has a structure to carry out the activities under a common scope. The structure of the organization mainly consists of Senior Executive committee, Junior committee, and other members. The Senior Executive Committee is composed of Senior Executive President, Senior Secretary and Senior Treasurer. The Junior Committee consists of Junior President, Junior Vice President, Junior Secretary and Assistant Junior Secretary, Junior Treasurer, the Committee members and the Coordinators. And the Other members category is comprised of members who are not in the above mentioned categories of Senior Executive committee and Junior committee. The Senior Executive committee is responsible to define the scope of the organization and also for scope the projects that has been carrying out in the organization. This means, if any project is proposed to the senior committee then, the committee will define the concept and scope of the particular project according to the common scope of the organization. The Junior committee is responsible to carry out the activities required for the projects or projects to be completed. This means,

the committee will directly manage the activities for the project. Then, the other members will be responsible to propose any project that will be carried out in the organization to the Senior committee and, to carry out any activity required for a project under the management of Junior committee after obtaining permission from the Senior committee. At some occasions, members who have more than one year experience in carrying out the activities in E.I.A can also assist the Junior committee in managing the activities. This is the conceptual structure of the organization. Now I am going to explain why this structure has to be obeyed. Every member of the E.I.A has different characteristics thus; they can have different doctrines individually. When a member proposes any project, the concept of it could be according to his doctrine and say, another member proposes a project, it may have different concept and different direction which is opposite to the previous one then, the net effect of those two projects will be nothing. For example, imagine a situation; now we have come up with a good agreement with the teachers, they will help us in doing the exams, at this situation, if any one of us going to protest against the teaches on collecting higher amount of fees from the students because, this is one of the scope of us defined at the last A.G.M then, what will be the net effect or net progress of the E.I.A. Therefore, it is the responsibility of the Senior committee to make the concepts and scopes of different types of proposed projects unidirectional and uniform. For this reason only, there are management practices in the world and also I expect every member to obey the structure of the organization.

REASON FOR THE DISTURBANCE

The project of negotiating with teachers was not initially proposed to the Senior committee. And also it was not at least proposed to the Junior committee at the meeting held at 02/01/2011. Only the Junior committee was just instructed to working on it. After that only, the president of the junior committee was informed about this to me at 05/01/2011. When I questioned about the concept of the project, I was explained about the concept and promised that all the teachers who has been teaching at common tutorials would be invited. Then only, I permitted the project. Later I found that the teachers had not been invited as I was promised. For that, the

members who proposed the project had a reason but, that cannot be acceptable based on the standards of any organization like E.I.A. If the project was held as initially organized then, the quality of it would be very low. Then, I requested to postpone the project to another date and, mean time I wanted to discuss about this project to all the other members. But, the organizers rejected my request. It is my responsibility to ensure the standard of a project carried out by the E.I.A hence, I ordered the junior committee to do not support for the project. With this background at 08/01/2011 after noon I ordered the president of Junior committee to cancel the weekend meeting. Because, I earlier ordered that about not to support the project to the junior committee but, the organizers would order to work on the project if the meeting was held then, at this situation, just imagine, how the juniors can react. Practically, the juniors of the organizers would be forced to work against my order and others who would obey my order would not work. Is this situation healthy to the organization? That is why I wanted to postponed it, mean time I wanted to discuss with the organizers and make them to do the project with improved quality. The important thing is that I instructed the junior president to hide the actual reason to cancel the meeting. Because, I thought that the reason for which the meeting was cancelled might not be accepted by the organizers at such situation when the junior president explained. And I intended to explain about it later i.e. at the next E.I.A meeting at 16/01/2011. But, unfortunately due to the personal reason and bad weather condition I could not be able to do that. Until now and the problem has been remaining as it is. Luckily, the Senior committee and the organizers met at a common point i.e. the organizers again promised to invite all the teachers who has been teaching at common tutorials. According to that the project was held at 29/01/2011.

CONTEMPT OF SOME MEMBERS

The thing is that the teachers meeting was initially scheduled at 12/01/2011 but, it was postponed due to the heavy rain. The new date for the project also was not discussed or informed neither to the Senior committee nor the Junior committee and, it was not informed to most of the other members as well.

One thing I wanted to remind all the members of E.I.A that the funds or assets based on which the organization exists has been collecting by all the members of E.I.A. Each member puts considerable effort on it. Thus, each member of E.I.A should be respected. Consequently, I strongly condemn the organizers for contempt the Senior committee, Junior committee and most of the other members in carrying out the project of teachers meeting. The structure of the organization has to be also obeyed at every meeting. Although the Junior committee completely comprises with the junior members and the president of it also a junior, to preserve the quality standards of E.I.A, all the other members should respect the Junior committee. That is why, at the first meeting, I made an announcement that the ragging is completely prohibited during the E.I.A hours. The only responsibility of the senior members who having experience in E.I.A more than one year is only to guide the junior committee in managing the activities of a project and guide the other junior members to carry out such activities, the senior members cannot make decisions and announcement during the meeting and such decisions and announcement will not be accepted by the Senior committee. The Junior committee has only authority to take decisions and make announcement based on the advises of the senior members and discussion with the other junior members. The decisions and announcement must be made by only the Junior president, if not, any person who lead the meeting. If Senior committee is presented, they will lead the meeting. This conceptual procedure also contempt by some of the senior members especially who organize the teachers meeting. At the meeting held on 30/0 1/2011, the senior members screened unacceptable, ridiculous drama. They made predicament situation against junior president and junior committee. I again condemn the senior members who ever did this ridiculous thing at the meeting held and I make an apology to the Junior president, Junior committee and other Junior members who ever cursed by the senior members.

SOLUTION FOR THE EXISTING DISTURBANCE

Finally, I want to remind all the senior members about the meeting held at 26/12/2010 where all the senior members agreed with me to have separate meeting without affecting the Junior committee and junior members if any disturbances occurred. Those senior members breach that agreement but, anyhow I do not want to continue this, we all have to ensure the standard of the E.I.A. Our dream should be as such that in future; the organization will rule the education system present in our district. Then, only the E.I.A can exist for a longer period. From now (i.e. 06/02/2011) onwards, if any member wants to do any project in E.I.A first, the proposal must be submitted to the Junior committee orally or in written format at any weekend meeting. Then, first the Junior committee will discuss with other members at the meeting and will make a decision whether the project will be suitable or not. If they decide to carry out it then, they will submit the proposal to the Senior Secretary. After that, he will discuss with the Senior President and other members. Finally, based on the discussions the Senior president will make a decision and announcement whether the project will be carried out or not. The thing is that the Senior President has the authority to take the final decision about the project. Without his announcement there are no projects will be carried out in E.I.A. and it is essential to submit the proposal for a project to the Junior committee before three weeks to be executed. The algorithm I stated at last couple of paragraphs should be followed. The purpose for the algorithm is to ensure the quality of a project. For instance, now, the school visit project carried out in the St/Michaels have some comments and, some teachers showed dissatisfaction at the teachers meeting but, the organizers of the teachers meeting might not know at the time when teachers showed their condemn about the things talked at St/Michaels. Then, it will be a predicament situation to the organizers. If the teachers meeting was held according to the algorithm then, during the discussion the problematic issues raised at the School visit would be discussed and the organizers of the teachers meeting could be able to prepare for explaining the positive side of the problematic issues to the teachers at the meeting and satisfying them. Then, it would be the good coordination between both projects and

the net effect of those two projects would be positive. Another reason for the algorithm is, as I illustrated using above example; to have good coordination between the projects carried out in the E.I.A.

ABOUT SCHOOL VISIT PROJECT AT ST/MICHAELS COLLAGE

I am not going to say anything about the problematic issues stated at St/Michaels in detail. But, the most of the problematic things are the personal opinion and ideas that each and every one of us had in our mind about A/L studies and results. The Senior Secretary wanted to explain about this in detail and he will do mostly at the meeting that will be held on 13/02/2011. Then, if anyone dissatisfy with this mail/report please contact me only. Kajanan S. Senior Executive President Education Incentive Association