4th BOD Meeting
| Meeting Date | 08 Oct 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 | 4th BOD Meeting |
| Meeting Agenda | Agenda For the Fourth Board of Director’s Meeting for RY 2021-22, on Friday, 8th October, 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 September, 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. 8. Review finalize weekly program for October & November 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 7th October 2021 |
| Chief Guest | |
| Club Members Present | 10 |
| Minutes of Meeting | "MINUTES OF THE FOURTH MEETING OF THE BOARD OF DIRECTORS FOR RY 2021-22 HELD ON WEDNESDAY, 8TH OCTOBER 2021, AT 6 PM at 27-A MANISHA TERRACE, 2-A MOLEDINA ROAD, PUNE -411 001" Present : Leave of absence : President (RY 2021-22) - Rtn Col Bharat Haladi Dir International Service (RY 2021-22) -PP Kailash Monga Hony Treasurer (RY 2021-22) - Rtn Col Viswanathan IPP Dipak Thacker 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 Vocational Service (RY 2021-22) - Rtn Niamat Virji Dir w/o Portfolio -PP Mansoor Dalal Sergeant at Arms - PP Jamshed Khursigara Dir New Generation (RY21-22)-PP Sanjay Kher-attended online Vice President (RY 2021-22) - Rtn Rohit Mittra-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 pm --- 2 Roll Call & Apologies - Two members of the Board were absent .Others were present physically and two of them attended via zoom. 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. Col Kohli proposed to approve them & PP Mansoor seconded. The minutes were unanimously passed. " Hon Secretary 4 Points arising out of the previous Minutes – --- 4.1 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. The letter was not ready and Col Viswanathan promised to have it ready by Monday, 11th October 2021. Hon Treasurer 4.2 FCRA ACCOUNT - IPP Dipak infored that the FCRA Accout was fully operqtional and we can start using it. He also recommended that we apply for the refund for the fine paid for FCRA and one of us follows it up. The refund, if we get any, can be used for one of PMO's recommended projects President Bharat informed tht PP Wlimbe was following up this refund appliction along with CARaiker Hon Treasurer Amit Gaikwad CA RAiker 4.3 2nd Innings Employment opportunity for Ex-Servicemen - Rtn Bakshi informed that we have completed one phase of training to learn and earn for exservicemens and their families by Maxlife insurance company. This year we wiill be extending our training opportunity to the Veer Naris or the War Widows. President bharat inform4d that there were no funds required for thi projet. Rtn Niyamat Tinkie is requested to take up the project , in coordination with Rtn Bakshi Dir Vocational Service Jt Secretary 4.4 External Audit of GG Projects / Visit to GG Project - Presient Bharat informd that a visit to our GG Watershed project village Maveshi was overdue and it woul be planned, sometime in October. Ihe also informed that he would be sening out letter to every primary contact 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. Rtn Bakshi informed the Board that his file was alreay in order. All Primary Contacts 4.5 Closing of GG project Mammography Van Account - President Bharat informed the Board that the PP Premanand who had refused to sign the Bank account closing form of Mamography Van project, has agreed to sign , after being shown the RI report that the project was closed.Col Viswanathan was requested to follow up, and ensure that the account wss closed. Col Viswanathan 4.6 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. Hon Secretary Maithili to follow up with PP Kailash. PP Kailash informed that he already is in touch with Featherlite office furniture dealer and will take office room measurements and order the furniture after Diwali. PP Kailash Monga 4.7 DIST Synergy Project of Recharging Dry Borewells in 100 Schools - President Bharat informd that he had alrady forwarded the project document of the project, which identifiess a cost of Rs 55,000/- per school for recharging the borewells. He is approaching PDG Urs for Funds. It alll depends on Funding, and if funding is less, we may go for lesser number of schools. Rtn Col Viswanathan suggested that we include the school of our Happy Village, Ghera Panawai, in the list and get the well in their premise recharged. PP Kailash Monga 4.8 CSR Opportunity for L&T Infotech - NPS informed that He had provided all the detils to the Corporate and was waiting gor their response. Rtn NPS Bakshi 4.9 Lata Monga & Rajendra Bora Endowment Funds - President Bharat informd that PP Kailash need to follow up with the Dist for th DDF Funds. He has alsrdy spoken to DG Pankaj for USD 10,000 , which we will use as our share of contributions for the Recharging Borewell project. Hon Secretary Maithili to followup with Kailash for the Certificates PP Kailash Monga 4.10. 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. Also our new member, Rtn Tarun Albuquerque was included in th committee. He said that the RC Poona website was under progress.3 publishers have been approache for quotations. A mail to all 100 clubs was being drafted, requesting them to be a part, and contribute for the project. President Bharat, Rtn Maithili 4.11 E Waste Collection /Dist Synergy Project - 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. - Project not undertaken INFO 4.12 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. -Rtn Niamat Virji informed the Board that a virtual welcome ceremony to welcome our inbound Brazilian student. Rtn Niamet Virji 4.13 "Closing of Inactive Bank Accounts- Rtn Col Viswanathan informed the members that closing of four accounts was held up due to requirement of PP Prakash Telangs signature. The duly signed forms have been collected and given to the bank. He also informed the BOD that a BOD Resolution is also required to close the HDFC Bank - Tata Capital Maveshi Project Account. The Board resolved to close the Tata Maveshi Project account, as the project was over and the account would not be operational, henceforth." Hon Treasurer Mr. Amit 4.14 Trophy Donated by Rtn Jayashree Kuber -President Bharat informed the Board that Rtn Jayashree Kuber would be handing ovr the Trophy and a checque of Rs 71,000/- to the club, at the Club meeting, on 18th October 2021 . INFO 5 Consider Monthly Attendance Report - Rtn Bakshi informed that he was in constanttouch with member and they have started marking their attendance and are looking forward to physical meeetings. Jt Secretary 6 Consider Leave Notes and Resignations, from members, if any - None INFO 7 Consider Membership Propsals - None INFO 8 Review Monthly Accounts for September 2021 - It was noticed that, some of the account balances were not updated. Also the negative balances in several heads, were creating a confusion about actual fund availibility. Thus it was decided to remove the negative sign, hide them or put them in the bracket. Hon Treasurer and Mr Amit 8.1 Pending Dues from members - Hon Treasurer inorme that, as on date, 27 membeer had not paid. Hon Treasurer 9 AVENUE DIRECTOR'S REPORTS 9.1 Club Service Avenue - Rtn Rohit informed that we shall be having 2 Zoom and two hybrid meetings every month. The program for next few weeks was as follows- 11th October - Air Vice Marshal Bhushan Gokhle will speak on National Security and the Role of Indian Airforce. 18th October 2021- Dr Shashikala Shirgoppiker will give a presentation on Pune Swar Yatra, 25th October 2021- We shall have the Club Assembly, where th Avenue Directors will give presentation of the work done in their respective avenues. 1st November 2021- We have our Diwali Festive Dinner and a program by President Bharat. 8th November2021- Rtn Bakshi will give a talk on Health Insurance. Dir Club Services 9.2 Community ServiceAvenue - Since the Community Service Director was absent, President Bharat informed the Board about the Dist Synergy Project Suphalam. Flood Relief - President Bharat informed that a visit to Chiplun was planned on 16th October and invited members to join them. He suggested that we donate Solar lamps to the adivasis, as it will be of direct use to them, the cost being Rs 275/- each.. The BOD approved a purchase ofr 20 solar lights. It was agreed to carry these light to Chiplun. Also Hon Secretary to arrange for stickers of RC Poona, to be made to stick on the solar lights. This will be a synergy project between Community, Vocational and Youth avenues. Comm Service Director 9.3 Youth Service Avenue - Rtn NPS Bakshi has recommended our club to sponsor Mr Hrutvik Ambekar, a budding International Badminton Champion. After a conidrable discussion, It was decides that Rtn Bakshi should appeal to club members for individual donations, as we cannot sponsor individuals through our club.He also informed that Hrutvik will be sporting our RC Poona Club Logo on his sports Kit. President Bharat suggested that our members send in their contributions to our charity trust and we pay Hrutvik from the charity fund. He also informed that the Savak Masani Debate competition was being planned and sought an approval of Rs 20 k for the event expenses.. Youth Service Dir 9.4 Vocational Avenue - Rtn Niamet Virji updated the Board that till date, 2 Synergy project of Youth and Vocational had taken place. First where Dr Tavkarr spoke to children via zoom. Then a Mega Drawing competion for 400 children of PMET Kondhwa school . A visit had been made to Maharani Laxmibai technical institute, opp shashtri nagar. And she sought permission to sponsor 6 students from BPL catergory for the courses. She also informed that a vocational visit to Yerawda Stud Farm had been planned on 30th October 2021, followed by contributary lunch at the Boat club. Voction Serce Dir 10 Other Isssues - 10.1 "BOARD RESOLUTION For Changing Authorised Signatories - Col Viswanathan informed the BOD that a Board resolution in a specific format is required to to be submitted to the following banks for changing Authorised Signatories. 1. Bank of Baroda - Sawarkute Project Account 2. Bank of Baroda - Terangun Project Account 3. Bank of Baroda - Morewadi Khetwadi 3. State Bank of India (Delhi) - FCRA Account The Board Resolved that the authorised signatories be changed as per RI Guidelines for the first 3 accounts - Sawarkute Project account, Terangun Project account and Morewdi Khetewadi Project account, which will include the Primary Contact of the Project as one of the signatories, along with either of the two Principal officers Similarly, for the SBI (Delhi) FCRA Account, The BOARD resolved that for the FCRA Account, any two of the following three were authorised to operate the account.: 1. K Viswanathan, Treasurer Along with any one of the Following 1. Bharat Haladi, President 2. Maithili Manakawad. Secretary " HON TREASURER Mr Amit 10.2 FUND RISING - President Bharat suggested that we should consider organising a Fundrising event or rise funds through a CSR. He suggested tha we could raise funds through a CSR by preparing a project report for Ghera Panawadi 11 There being no other points , The President thanked all for attending, and closed the meeting at 8 PM. Next BOD is scheduled on Friday, 12th November 2021 at 6.30 pm at Rotary Office Info signed by Rtn Maithili Manakawad Hony Secretary (RY2021-22) |