5th BOD Meeting
| Meeting Date | 12 Nov 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 | 5th BOD Meeting |
| Meeting Agenda | Agenda For the Fifth Board of Director’s Meeting for RY 2021-22, on Friday, 12th November, 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 8th October 2021. 3. Points arising out of the Minutes. 4. Consider Monthly Attendance Report for October, 2021. 5 Consider Leave Notes and Resignation(s), from Members, if any. – Resignation of Rtn Col. Sibloon Moses (veteran) 6. Consider Membership Proposals. 7. Discuss the two Drafts of two proposed Resolutions – a) Change meeting time from 7pm to 7.30 pm & b) Amend pre-qualifications for electing PE. 8. Review reports on avenues of services. Avenue Directors are requested to forward their slides to President. 9. Review /finalize weekly program for November & December 2021. 10. Receive and note the contents of District Governor’s Monthly Letter; 11. Consider any other points with the permission of the Chair. 12. To announce date of next Meeting and close the Meeting. Rtn. Maithili Manakawad Hon Secretary 11th November 2021 |
| Chief Guest | |
| Club Members Present | 9 |
| Minutes of Meeting | MINUTES OF THE FIFTH MEETING OF THE BOARD OF DIRECTORS FOR RY 2021-22 HELD ONLINE ON FRIDAY, 12TH NOVEMBER 2021, AT 6.30 PM 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 Jt Secy (RY 2021-22) - Rtn NPS Bakshi Hony Secy (RY 2021-22) - Rtn Maithili Manakawad 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 6.30 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 8th October, 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 & Rtn Col Viswanathan seconded the motion. The minutes were unanimously passed. " Hon Secretary 4 Points arising out of the previous Minutes – --- 4.1 Appointment of Auditor - Rtn Col Viswanathan informed that the Appointment letter was ready, and would go out by early next week. Hon Treasurer 4.2 FCRA ACCOUNT - President Bharat informed that a email had to be sent to SBI Delhi to activate the account . A signed form was also sent to them, the account holders and signaturees of the FCRA account, are late Deepak londhe, Moses and Sibloon. After we receive the cheque book, we will initite the process for change of signtories. Col Viswanathan will visit the bank too. Hon Treasurer Amit Gaikwad CA RAiker 4.3 2nd Innings Employment opportunity for Ex-Servicemen -No progress Dir Vocational Service Jt Secretary 4.4 External Audit of GG Projects / Visit to GG Project - The WOTR team has been informed of our visit to GG Project, sometime in December. Kailash confirmed that the audit n question wqs the physical audit and not accounting audit. Presidnt Bharat requested the BOD members to oattend the next GG Progres meeting & update them selves on the status of vrious GG projects. All Primary Contacts 4.5 Closing of GG project Mammography Van Account - President Bharat informed the account had been closed. Col Viswanathan 4.6 Office Renovation and Upgradation of Filing System - PP Kailash Monga informed the BOD that he had taken the measurements of the rooms & was looking for readymade furniture dealers. However, he informed the BOD that as suggested by Maithili, he would like to get a quote from civil contractor and aluminium indow contrctors, for extending the rooms by removing the walls and enclosing the balconies. Within 2 weeks, we would get an expected costing, which needs to be approved by the BOD, before getting approved by the Trustees. IPP Dipak recommended that we seek Society permission before starting renovation works. 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 - No Progress Rtn NPS Bakshi 4.9 Lata Monga & Rajendra Bora Endowment Funds - PP Kailash informed that DG Pankaj hs informed that USD 3000 was avilable for DDF from those funds and promised to give as much as USD !5,000 for the synergy project PP Kailash Monga 4.10. Closing of Inactive Bank Accounts- President Bharat informed the BOD, that Executive secretary Anuradha is working on closing the accounts Hon Treasurer Mr. Amit 4.11 Trophy Donated by Rtn Jayashree Kuber -President Bharat informed the Board that Rtn Jayashree Kuber handed over the Trophy and a cheque of Rs 71,000/- to the club, on 18th October 2021 INFO 5 Consider Monthly Attendance Report - Rtn Bakshi informed that though the marking is still a challang, the attendance is improving. Jt Secretary 6 Consider Leave Notes and Resignations, from members, if any - President Bharat informed tha Rtn Col Moses had sent in his resignation, citing his inability to contribute to the club. . The BOD accepted the resignation. Hon Secretary 7 Consider Membership Propsals - None INFO 8 Review Monthly Accounts for October 2021 -Due to shortage of time, this point was not discussed, However,it was decided that a separate meeting would be organised,to discuss the Invoicefor 2ndhalfof RY 2021-22. Hon Treasurer and Mr Amit 9 AVENUE DIRECTOR'S REPORTS 9.1 "Club Service Avenue - President Bharat informed the BOD that though Rtn Rohit couldnt attend the meeting, he had shared the list of programs right till December 2021, as below - 15-11-2021 1971 India-Pakistan War & liberation of B'desh by Rtn Brig Ajit Apte (Veteran) 22-11-2021 Doing Good in the World by PDG Mohan Palesha 29-11-2021 Election - Nomination Committee - Business Meeting 06-12-2021 The Soldier & the State lessons from Karachi to Kargil - by V. Adm Suresh Bangara 13-12-2021 Drop Photography by Ms Sushma Lahiri 20-12-2021 Christmas Programme - Rtn Col Collin Lauzado & PDG Vivek 27-12-2021 Annual General Body Meeting - Business Meeting President Bharat informed the BOD that PP Ashok Perti hd consented to be the conducting officer for the Nominating Committee elections. This time the Elections will be conducted online. " Dir Club Services 9.2 Community Service Avenue - Rtn Col Kohli informed that, several dtails regarding the ownership of land, village survey etc was awaited and Dr yadav would be providing it next week. The childrens dy celebrtions at Vanitashry was discussed, and an amount of rs. 7000/- was approved. Comm Service Director 9.3 Youth Service Avenue - PP Sanjay Kher informed the BOD about Rani Laxmibai intitute and strongly recommended that we identify needy students and sponsor their courses, which are very cheap compared to the other courses. Also the Corportor,who is running the centre, was keen to meet us. He thanked IPP Dipak Thacker& Rtn AartiThacker for hosting the inbound portugesestuden Samile. Youth Service Dir 9.31 Rotaract Installation-PP Sanjay kher informed that the Installation of Rotarct Club of PoonaRoyal, took placce on30th October2021,inpresence of DG Pankaj Shah. It was very well organised,apart from the fact that theprogram started late. 9.4 Vocational Avenue - Rtn Tinkie informed about the successful Voctional visit to Wadia stud farm. She informed theBOD that one girl from Rani Laxmibai institute, was being sponsored for computer course. . She alo informed tha Mr Kamble of Janshikshan Sanstha to conduct courses, post Diwali. Voctional Service Dir 9.5 International Service Avenue - PPKailashinformed the BOD that he hadset a target of USD 10,000 collection,and he already hascollectedover 4,000nd ws working on collecting the balance Intl Service Dir 10 "Discuss the drafts of two proposed Resolutions for Amendment to our Byelaws - PP Kailsh Monga proposed thefollowing two Resolution, to bediscusedintheBOD and put up forvoting by the General Body - 1) Change the Weekly meeting time by 30 minutes, ie; from 7pm-8pm to 7.30 -8.30 pm. Thefellowship timealso wouldbepostponed from 6.30-7pm, to 7-7.30 pm. Existing Text in the Bylaws : Article IV Section 2. • “The regular weekly meetings of this Club shall he held on Mondays at 7-00 p.m. at the Poona Club Ltd., 6, Bund Garden Road, Pune-411 001. The fellowship time will be from 6-30 p.m. to 7-00 p.m.” Proposed Amended Text : • “The regular weekly meetings of this Club shall he held on Mondays at 7-30 p.m. at the Poona Club Ltd., 6, Bund Garden Road, Pune-411 001. The fellowship time will be from 7-00 p.m. to 7-30 p.m 2.)Amend the prequalification for electing the President Elect. Existing Text in the Bylaw : Article II : Section1 (a), second paragraph : • “… and President for the succeeding year, who to be eligible to be nominated as President Elect of the Club, should have been on the Board for at least 3 (three) years, at the time of taking office, one of which should have been for one complete term as, Hon. Secretary and Vice-President or Treasurer. Proposed Amended Text : • “… and President for the succeeding year, who to be eligible to be nominated as President Elect of the Club, should have been on the Board for at least 3 (three) years at the time of taking office, two of which should have been a complete term each in any two of the posts Hon. Secretary, Vice President or Treasurer” After extensive discussions,the BOD resolved to put up the two proposed amendments for discussions , followed by voting by the General Body at the next weekly meeting, on Monday, 29th November 2021, after the Nomination Committee Elections. PPMansoor Dalal suggested that every Board member should express his view inwritingthat those,alongwith member'sviews,shoud be shared with all.Thissuggestion was accepted by all." BOD 11 Coffee Table Book on Heritage Clubs - President Bharat updated the BOD about the visit of the Delhi based publisher,Mr Sanjay Sethi of Roots & Shoots, to Rotary office, the meeting, the draft of the proposed terms of contract & pqyment schedule for printing the Cofee table book.The BOD went through the Draft contract,which has been whetted by a local lawyer also discussed the funding options, so as to start the editing and designing atth earliest.. 12 OTHER ISSUES - 12.1 "Rotary Public Image Car Rally -President Bharat informedthe BODthat he had received a project proposal to be the host club of a synergy project,where more than 400 cars from 7 Rotary districts would be arriving in Pune to celebrate Vijay diwas Swrnim /jayanti. TheBODwas unanimousin its decision,not to accept theproject, as we were not adequately equipped to organise such a huge event. " Club Service Director Jt Secretary 12.2 Proposal for donating Momentoes as PubliccImage Initiative - Rtn Bakshi informed the BOD that to commomerate, Golden Jubli of Victory of Parbat Ali , 10 Sikh Battalion hasrequested our Club to partially sponsor 200 out of the 500 Momentoes, which are planned to be presented to the Veer Naris andWar Veterans of that Battalion. EachMomentowas for Rs. 700/- , thus the expected cost of 200 Momentes,would be around Rs. 1.40 lacs. After some discussions,the BOD felt that we do not have this amount sanctioned for PI , it was suggested that we can raise the amoount through individual donations from our Club members. Club Service Director Jt Secretary 11 There being no other points , The President thanked all for attending, and closed the meeting at 8.30PM. Next BOD is scheduled on Friday, 10th December 2021 at 6.30 pm at Rotary Office Info signed by Rtn Maithili Manakawad Hony Secretary (RY2021-22) |