6th BOD Meeting
| Meeting Date | 17 Dec 2021 |
| Meeting Time | 19:00:00 |
| Location | Online |
| Meeting Type | BOD |
| Meeting Topic | 6th BOD Meeting |
| Meeting Agenda | Agenda For the Sixth Board of Director’s Meeting for RY 2021-22, on Friday,17th December, 2021 at 7 pm, Online via Zoom AGENDA 1. Call the meeting to order at 7 PM. 2. Confirm and sign minutes of the Board of Directors Meeting held on 12th November 2021. 3. Points arising out of the Minutes. 4. Consider Monthly Attendance Report for November, 2021. 5 Consider Leave Notes and Resignation(s), from Members – Resignation of Rtn Kartar Moorjani 6. Consider Membership Proposals. 7. Payments for the following – • Final installment to Care givers project • Contribution to school rehabilitation project at Mahad • Contribution to cost of stents for poor students 8. Review reports on avenues of services. Avenue Directors are requested to forward their slides to the President. 9. Review /finalize weekly program for January 2022. 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 16th December 2021 |
| Chief Guest | |
| Club Members Present | 11 |
| Minutes of Meeting | MINUTES OF THE SIXTH MEETING OF THE BOARD OF DIRECTORS FOR RY 2021-22 HELD ONLINE ON FRIDAY, 17TH DECEMBER 2021, AT 7 PM Present : Leave of absence : President (RY 2021-22) - Rtn Col Bharat Haladi Dir Youth Service (RY 2021-22) -PP Sanjay Kher Hony Secy (RY 2021-22) - Rtn Maithili Manakawad Hony Treasurer (RY 2021-22) - Rtn Col Viswanathan Rotarian Visitors Hony Jt Secy (RY 2021-22) - Rtn NPS Bakshi RtnTarun Albuquerqe Dir Community Service (RY 2021-22) - Rtn Col GS Kohli Rtn Adv Manohar Jagdale Dir Vocational Service (RY 2021-22) - Rtn Niamat Virji Dir w/o Portfolio -PP Mansoor Dalal IPP Dipak Thacker Sergeant at Arms - PP Jamshed Khursigara Vice President (RY 2021-22) - Rtn Rohit Mittra-online Dir International Service (RY 2021-22) - PP KailashMonga 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 Info 2 Homage to Late PP Prakash Telang - The Meeting started with the Board paying homage to Late PP Prakash Telang , and recognising his contribution to our Club. Especially his Lion'sshare in raising CSR for our Global Grant projects. PP Mansoor Dalal, Rtn Tinkie & Rtn Maithili shared their memories of late PP Prakash Info 3 Roll Call & Apologies - Two members of the Board were absent .Others were present physically and two of them attended via zoom. Info 4 "Confirm and sign minutes of the Board of Directors Meeting held on 12th November, 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 5 Points arising out of the previous Minutes – --- 5.1 Auditors Apointment letter has been sent. However, Col Vishwanathan informed that the CA had sent past pending bills of over 1 lacs. These included GG utility Certificates. These bills were for as way back as two & half years. It was decided that President, Col Viswanathan, Rtn Rohit Mittra & PP Kailash wouuld meet and checkout the amounts paid and the amounts to be paid,especially for the GG projects President Hon Secretary Hon Treasurer 5.2 FCRA ACCOUNT - President Bharat informed that the FCRA account was active and amount of around 2.3 lacs donated by Dr Jeetu Shah, of USA, through Bankof Baroda in India, had lready been received in the Delhi account. We just had to receive them to our Pune branch. Some part of of this amount Rs. 1.15 lacs will be given to NGO Vanitashray. The other 1.15 to be given for educational purpose Hon Treasurer Amit Gaikwad CA RAiker 5.3 2nd Innings Employment opportunity for Ex-Servicemen -No progress till Date. Rtn Bakshi & Rtn Tinkie have assured to revive the project Dir Vocational Service Jt Secretary 5.4 External Audit of GG Projects / Visit to GG Project - It was decided that the visit to Watershed project would take place in December end, after checking with WOTR, a convinient date. All Primary Contacts 5.5 Closing of GG project Mammography Van Account - President Bharat informed Bank of Baroda had slapped a fine for inadequate balance. It was dcided to meet the bank Managerto sort thisout. PP Kailash also suggested that the balance funds of Mamography Van project, be used to pay CA'spayment. Col Viswanathan 5.6 Office Renovation Project - PP Kailash Monga informed the BOD that quotations from two contractors had been received for the civilworks. Both in the range of Rs 1lac. The scope of work includes demolishing the room wall, and enclosing the Balcony,so the size of room from 10 x12ft increases to 10x16 feet. This would make seating place for all our three staff members. Tthe balcony grill would be pushed out and the balcony would be secured with aluminium sliding windows. New vitrified tiles would be laid on the existing tiles, the electric wiring would need to be changed with new LED light fittings and a fresh coat of paint shall be applied. PP Kailash requested themembers to sanction Rs. 1.2 lacs for the renovation works of one room, inclusive of taxes. The BOD unanimously approved the amount. HonSecretary, PP Kailash Monga 5.7 DIST Synergy Project of Recharging Dry Borewells in 100 Schools - PP Kailash informed that PDG Urs, had promised USD 2000 to USD 3000, as his own contribution for the project, and is searching for an international partner from another district. Once PDG Urs, reverts with funding plan, the GG project can be uploaded on the RI site. PP Kailash Monga 5.8 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 12,000 for the synergy project . He informed that other Rotary Clubs from the District 3131,had shown interest in joining the Synergy project like RCP Nigdi, RCP Shanivarwada & RCP East PP Kailash Monga 5.9 Coffee Table Book on Heritage Clubs - President Bharat updated the BOD that collecting Funds fom International clubs at the beginning was impractical, so were trying to get sponsorship / funding from a local Corporate. Rtn Tarun & PP Ramgopal were working on it. He also informed that RCPoona website is up & requested suggestions from members, for its improvement. President 6 Attendance at Dist. Conference - PP Kailash informed that the registration for theDistrict Conference Utsav, by our members was only six,which is very minimal. He requested Rtn Bakshi to work on getting more members to register for it. Rtn Tarun & Rtn Manohar confirmed that they would be registering for the Dist Conference Jt Secretary 7 Consider Monthly Attendance Report - Rtn Bakshi informed that though the marking attendancevia the link, is still a challange, the physical attendance at meetings, is improving. Jt Secretary 8 Consider Leave Notes and Resignations, from members, if any - President Bharat informed tha Rtn Kartar Moorjani had sent in his resignation, as he is not keeping well andis not in position to attendmeetings. The BOD accepted the resignation unanimously. Hon Secretary 9 Consider Membership Propsals - None INFO 10 Consider last Installation of Care givers Project - Rtn Col. Viswanathan informed that this project of training ladies for Caregivers training, had started two years back. The last payment installment was due to be paid. It was decided to request Sister Prima, who is heading the Training, to furnish a report of the number of trainings that have taken place, and how many beneficieries have benefitted from the Training. IPP Dipak informed that the Project was designed to be a self sustaining one.The BOD decided that the project would not continue for next year. Dir CommService 11 Contribution to Flood Affected School at Mahad - President Bharat informed that donation receivedwere 1.75 lacs, 21 thousand from trust account, Since there was genuine requirement of flood releif, the BOD had decided to spend the money for rehabilitation. Two trips to Mahad were made and a school was identified, where the rehailation costing 6.5 -7 lacs was required. A synergy project, where Dist will put in 1.5 lacs & RC Roha will put in 1 lac. RC Poona can put in 1.25 lacs, which will amount to about 3.75 lacs. The balance fund in our flood relief can go towards rehabilation of Adiwasis in Chiplun area. Dir Comm Service 12 Contribution to cost of stents for poor students - President Bharat informed that Subarea HQ had requested our Club to sponsor Rs 22k for the cost of stent for a poor student. The BOD unanimously approved the expenses. All BOD 13 Review Monthly Accounts for November 2021 - Col Viswanathan explained that the system of mentioning the funds allocated towards each activity, while signing the expense vouchers, by the Avenue Directors, was being streamlined. Earmarked Funds - It was decided that the BoD should study the earmarked funds and pass a resolution at the end of the year, to transfer the unutilized funds to next year, to avoid taxation. Hon Trasurer 14 Online Budget Tracker - President Bharat infomed the BoD, that he had programmed an online Budget Tracker, LINK of which, the Directors could access evenon their mobiles, and enter the expenditure made in their respective avenues, against the allocated Budget. This is an unique initiative , which will simplify the process of tracking the expenditure.This initiative was very much appreciated by the Board President 15 Online Voucher for expenditure - Tinkie requested President Bharat to design a voucher, which could be filled up online and submitted online by the respective Avenue Directors. Bharat informed that he already was in the process of designing one, but the user needed to download an Adobe reader to be able to fill it and submit it online. the Form would be ready in a week or so. President 16 Finalising Second half of Club Dues - Col Viswanathan suggested that since our club fellowships has started, we need to factor in the fellowship /dinner expenses, in our bills. It was decided to include 5 Club Dinners in the invoice. Also the deadline for payment of bills should be mentioned to avoid delayed payments. Hon Treasurer 17 AVENUE DIRECTOR'S REPORTS 17.1 "Club Service Avenue - Rtn Rohit shared the Clubprograms for the month of December, as follows - 03-12-2021-Ms Shubhangi Kulkarni will talk on The journey of Women in Cricket, Then& Now . 10-01-2022-Gen Shoukeen Chowdhary will talk on India's Northeast and its insurgencies 17-01-2022- Mr Deepak Dalal will talk on Wild India, a Children's writer's perspective. 24-01-2022- Dr. Vasant Shinde, Former Vice Chalncellor of Deccan Collage of Poona - Topic to be announced 31-02-2022 - Vocational Services Award . President Bharat suggested that we form a Vocational Award Committee and the committee and finalize, the Awardees. " Dir Club Services 17.2 Community Service Avenue - Rtn Col Kohli reported the three projects recently carried out on 15th December - 1.) The Cancer scanning camp at Vaniashray premises,conducted by the Cancer Patient'sAid Association (CPAA) 2.) A cheque of Rs. 115,000/- was given to Ms. Anupama Silas of Vanitashray for education of underprevilaged children. This donation was made by Dr. Jitendra Shah in memory of his friend Late Mr Hukumchand Kothari. 3.) Lastly a presentation by Ms Rani Prabulkar, at our Manisha office, about the wildlife preservation, done by her NGO in Chiplun area. Two Jungle cameras were presented to Ms Rani, on behalf of our Club. Regarding Happy Village, Col Kohli recommended that we expedite the drinking water project, before finalizing the other projects. President Bharat also requested the BoD, for their views ,whether we should donate for the Tara - Mobile Creche project. after an elaborate discussion,the BoD decided not to participate in the project. Comm Service Director 17.3 Youth Service Avenue - On behalf of PP Sanjay Kheer, Rtn Tinkie informed that pinning of badges of two schools had taken place - YMCA & St Arnold's school, 50 students ofst Arnold, have become a part of our Interact. Youth Service Dir 17.4 Vocational Avenue - Rtn Tinkie informed the BoD, that her Chairman for Vocational visits R/Ann Dilshad, has suggested a Vocational visit to Vigyan Ashram in Shirur District- It is a Campus tour . Our member's along with some interactors can plan a visit, sometime in January. Shealso informed the progress of the girl sponsored by us at laxmibai school. she alsoinformed that Mr Kamble of Janshikshan sanstha is starting 3 new batches for plumbing, Fashion designing and soap making. Voctional Service Dir 17.5 International Service Avenue - PP Kailash informed the BOD that he had convinced PP Gurdeep to contibute for Endowment Fund. Whether this amount would be donated in a lump sum or in three installments, is not yet decided. However, with a committment of USD 1000/- from PP Sanjay Kher, PP Kailash confirmed that we would be easily meeting our target of USD 10,000 as promised to DG. He also informed that Rtn Jaipalan has paid USD 400/- in the name of his Grandson to become a PHF. PP Kailash, informed the BoD about the Smile Project where RCP Far-east had already committed USD !000/- and another USD 1000/- was expected to be donated by us to have our name on the project. The second was the requirement of USD 2000/-for sponsoring two students to IHE Netherlands for further studies in Sanitation Engineering. Intl Service Dir 18 The Governers Monthly letter was received & Noted. By the BoD. INFO 19 OTHER ISSUES - 19.1 Article in Rotary News - President Bharat informed the BOD, that he was in the process of writing to the RI News, about our unique project of donating cameras for Wildlife preservation. President 19.2 "Exchange of Flags - Rtn Tinkie informed that during her recent trip to Panchgani, she had received a flag and a well designed 4 way Test card. " Club Service Director Jt Secretary 20 There being no other points , The President thanked all for attending, and closed the meeting at 8.30PM. Next BOD is scheduled on Friday, 14th January 2022 at 6.30 pm , online Info signed by Rtn Maithili Manakawad Hony Secretary (RY2021-22) |