3rd BOD Meeting
| Meeting Date | 15 Sep 2021 |
| Meeting Time | 18:30:00 |
| Location | ROTARY SERVICE CENTRE, 27A MANISHA TERRACE, 2-A MOLEDINA ROAD, PUNE – 411 001 |
| Meeting Type | BOD |
| Meeting Topic | 3rd BOD Meeting |
| Meeting Agenda | Agenda For the Third Board of Director’s Meeting for RY 2021-22, on Wednesday, 15th September, 2021 at 6.30 pm at our Rotary Office, Manisha Terrace, Moledina Rd., Pune AGENDA 1. Call the meeting to order at 6.30 PM. 2. Confirm and sign minutes of the Board of Directors Meeting held on 20th Aug, 2021. 3. Points arising out of the Minutes. 4. Consider Monthly Attendance Report for August, 2021. 5 Consider Leave Notes and Resignation(s), from Members, if any. 6. Consider Membership Proposals. 7. Review reports on avenues of services. Avenue Directors are requested to forward their slides to Hon Secretary by Monday, 13th September 2021. 8. Review finalize weekly program for August and September 2021. 9. Receive and note the contents of District Governor’s Monthly Letter; 10. Consider any other points with the permission of the Chair. 11. To announce date of next Meeting and close the Meeting. Rtn. Maithili Manakawad Hon Secretary 2nd September 2021 |
| Chief Guest | |
| Club Members Present | 10 |
| Minutes of Meeting | "MINUTES OF THE SECOND MEETING OF THE BOARD OF DIRECTORS FOR RY 2021-22 HELD ON FRIDAY, 20TH AUGUST 2021, AT 6:30 PM AT ROTARY SERVICE CENTRE, 27-A MANISHA TERRACE, 2-A MOLEDINA ROAD, PUNE -411 001" Present : Leave of absence : President (RY 2021-22) - Rtn Col Bharat Haladi Vice President (RY 2021-22) - Rtn Rohit Mittra Hony Treasurer (RY 2021-22) - Rtn Col Viswanathan Dir Vocational Service (RY 2021-22) - Rtn Niamat Virji Hony Secy (RY 2021-22) - Rtn Maithili Manakawad Hony Jt Secy (RY 2021-22) - Rtn NPS Bakshi Dir Community Service (RY 2021-22) - Rtn Col GS Kohli Dir International Service (RY 2021-22) -PP Kailash Monga Dir w/o Portfolio -PP Mansoor Dalal Sergeant at Arms - PP Jamshed Khursigara IPP Dipak Thacker - attended online Dir New Generation (RY21-22)-PP Sanjay Kher-attended online The points below were covered in the sequence of the Agenda issued for the Meeting. Ser Points discussed and agreed upon Action By 1 President welcomed all the members and called the Meeting to order at 6.30 pm --- 2 Roll Call & Apologies - Three members of the Board were absent Info 3 "Confirm and sign minutes of the Board of Directors Meeting held on 16th July, 2021. – Since the Minutes had already been circulated and nobody had reverted iwth any objections, the Minutes of Second BOD meeting were considered confirmed. PP Mansoor proposed to approve them & Rtn Col Kohli seconded. The minutes were passed. " Hon Secretary 4 Points arising out of the previous Minutes – --- 4a Attendance - Rtn NPS Bakshi informed that he was contacting the non attending members personally, and the member had gven a positive feedback that they appreciated the Board's initiative to reach out to the members. Rtn Maithili however pointed out that the members were still not registering their attendance. President Bharat offered to share a list of attendee from zoom platform , with NPS Bakshi, for more accurate marking of attendance. Hon Secretary 4b Appointment of Auditor - Col Viswanathan suggested that we draft a standard appoinment letter, stating that we had appointed Raiker & Co, as per existing terms and conditions, including Annual Audit Fees. Hon Treasurer 4c FCRA ACCOUNT - IPP Dipak reminded that the FCRA acount with SBI Bank, was not yet operational and process of documentation is to be followed up, through Amit & CA Raikaer. PP Sanjay informed that there are several petitioners, who have approached the High Court, challanging the order of FCRA ,and why this compulsion to open the account in SBI, that too in Delhi. So if the High Court upholds the petitioners contention, then the fines will be retuned. Thus recommended that we apply for the refund for the fine paid for FCRA the BOA advised that the Trust should apply for the refund of the penalty, wrongly charged to us past 6-7 years. and the amount be used for PMOs focussed project Hon Treasurer Amit Gaikwad CA RAiker 4d 1971 Victory Torch Ceremony - it was decided that Rotary Club of Poona would join the ralley from Council Hall to War Memorial on 1st October morning. The Veteran Rotarians would be wearing their badges and barret, and the other Rotarians to wear their Maroon Tshirt / Jackets. Rtn NPS & Maithili would coordinate the event and the banner to be carried by the members. Jt Secretary & Hon Secretary 4e 2nd Innings Employment opportunity for Ex-Servicemen - Rtn Niyamat Tinkie is requested to take up the project , in coordination with Rtn Bakshi Dir Vocational Service Jt Secretary 4f External Audit of GG Projects - it wa decided that, after our next visit to the Watershed project, we should start writing a report of every visit, and ask for the inventry of the items given. Also we will maintain the record of powerpoint presentation, of every GG meeting. It was also agreed ,that by 15th October, every primary contact has to certify to the Board that all documents and the file for his GG project are in order, and available in the office for inspection. The President & Secretary will intimate the Primary Contact , immediately. All Primary Contacts 4g Office Renovation and Upgradation of Filing System - PP Kailash Monga offered to rearrange the filing and upgrade/ renovate the office, with new furniture, filing cabinets etc, as required, using the previously allocated Budget of Rs. Three lacs. PP Kailash Monga 4h Flood Relief - President Bharat, informed the BOD that apart from a suggestion from PP Sanjay Kher to help the Adivasi women from Chiplun flood struck area, by donating them 4 Sewing machines, there was no other concrete suggestion for Flood relief or rehabilation works till date. Dir Community Sevice 4i DIST Synergy Project of Recharging Dry Borewells in 100 Schools - PP Kailash Monga informed the Board that Dist 3131 had identified 100 schools, where Rainwater harvesting would be carried out, costing Rs 50000 per school or a total synergy project of Rs 50 lacs. This project will be made into a Global grant Project, costing about USD 70,000 -75,000. Part funding would be met by Dist through DDF Funds, and he would be approaching PDG Urs to be the International paartner. PP Kailash announced that he would be donating USD 5000 ,which can become RC Poona's contribution. addtional sources of funding will be tapped by approaching our members. PP Kailash Monga 4j CSR Opportunity for L&T Infotech - NPS informed that L&T Infotech, are willing to fund for a major medical project though their CSR.He was in the process of furnishing all the required documents to them. He had requested them to sponsor a CT Scan Machine costing about 1.35 to 1.5 Crores, to be installed at Gurunanak Medical Foundation. Jt Secretay 4k Lata Monga & Rajendra Bora Endowment Funds - PP Kailash Monga informed the BOD that there were two Endowment Funds created by our Members - 1) Lata Monga Endowment Fund & 2) Rajendra Bora Endoqment Fund. He reminded the BOD to followup with the Dist & insist that the DDF of these two Funds, must come to RC Poona only. He also offered to frame both the Certificates and putthem up on our office wall, so that future BODs are reminded to claim the DDF for our projects. Info 4l Project on Financial Literacy - PP Sanjay Kher informed the BOD that "Wise Chanakya Financial Literacy project had been dropped . info 4m Coffee Table Book on Heritage Clubs - President Bharat informed the BOD , that a Sub Committee had been formed to take it forward the project of 100 Heritage Clubs. PP Ramgopal will be heading the Committees and we have included the two PDGs, PDG Sam & PDG Vivek, PP Sanjay Kher, HonSecretary Maithili & himself. He had informed DG Pankaj about the project. We plan to launch the Book in June & request RI President Shekhar Mehta to launch it. The Budget & other funding are being worked out. Info 5 Leave Notes & Resignation - President Bharat informed the BOD that Rtn Gen Jambusarwala has applied for leave for 3 weeks. This was approved by the BOD "Vice President, " 6 Membership Proposal - None Info 7 Report of Community Services Director - Regarding Ration packet distribution in Chiplun area by Rtn Bhai Pandit,and the subsequent bill submitted to the Rotary office, it was discussed and clarified by the BOD, that since the project & amount was not passed by BOD, we need not make the payment. All BOD 7a Blood Donation Camp - Rtn Col Kohli informed the BOD that, a blood Donation Camp had been organised at Flower Valley Society, on Saturday, 18th September 2021. The request to arrange this Camp had come from Rtn Madhuri Rao. The coordination was being done by Rtn Maithili & Rtn Bakshi Dir Comm Service Hon Secretary Jt Secretary 7b Visit to Village Ghera Panawadi - Rtn Col Kohli also requested that since we had decided to adopt Ghera Panawadi as our Happy Village, all the available funds should be used for that project. This was approved by the BOD. He also requested for another visit to the village for Community assessment. It was decided to visit either on 22nd or 23rd September. Dir Comm Service 7c E Waste Collection - Col Kohli was requested to coordinate with PP Sanjay Kher and Rtn Aarti Thacker to coordinate and make it a synergy project with the Rotaractors. Dir Comm Service 8 Report of International Service Director - PP Kailash Monga requeste the Treasurer to give a list of our Club members, who have donated to various payment to Foundation like APF, Polio etc. Dir Intl Service Hon Treasurer 8a Regarding the Foundation Scholorships - PP Kailash informed that due to CoVid, the candidate selected last rotary year, could not get the Scholorship as the host Club in US backed off. Rtn Maithili informed the BOD that PP Arun Sathe was planning to conduct a special Seminar in October end, for all Club Presidents to inform them about various Foundation Scholorships . Info 9 Report of Youth Service Director - PP Sanjay informed the BOD that we had sponsored one candidate for the Virtual RYE. The incoming RYE student this year is from Brazil, and their host will be IPP Dipak &Rtn Aarti Thacker. Info 10 Other Points were discussed as follows : 10a Closing of Inactive Bank Accounts- Rtn Col Viswanathan informed the members that the account closing forms to all the banks, will have a clause 'All balance amount to be transfere to the Charity Account in Bank of Baroda' Info 10b Accounts - PP Mansoor Dalal pointed out thata few enteries were not tallying, especially the figures of receipts and payments. It was decided that a separate meeting would be scheduled with Accountant Amit, to sort out the errors. Similarly, the suspense account payments need to be identified. Hon Treasurer, Amit Gaikwad 10c Trophy Donated by Rtn Jayashree Kuber -The BOD suggested that the Rs. 71,000/- be given for a project of her choice, and the Trophy given to the Rotary Ann of the Year Dir Club Services 11 There being no other points , The President thanked all for attending, and closed the meeting at 8:50 PM. Next BOD is scheduled on Friday, 8th October 2021 at 6.30 pm Info sd/- Rtn Maithili Manakawad Hony Secretary (RY2021-22) |