BOD Meeting No. 5 of RY 2023-24
| Meeting Date | 09 Nov 2023 |
| Meeting Time | 18:30:00 |
| Location | Rotary Office, Manisha Terrace |
| Meeting Type | BOD |
| Meeting Topic | BOD Meeting No. 5 of RY 2023-24 |
| Meeting Agenda | AGENDA Agenda Point 1. Call the meeting to order at 6.30 PM. Agenda Point 2. To observe one minute silence as a mark of respect to late Rtn Col Vishwanathan , Director International Service and R/Ann Varsha Shirole Agenda Point 3. Confirm and sign minutes of the Board of Directors Meeting held on 13th October, 2023. Agenda Point 4. Points arising out of the Minutes. Agenda Point 5. Consider Monthly Attendance Report for October, 2023. Agenda Point 6. Consider Leave Notes and Resignation(s), from Members, if any. Agenda Point 7. Consider Membership Proposal(s) if any. Agenda Point 8. Consider Monthly Accounts for the Month of October, 2023. Agenda Point 9. Approval of proposed plans & projects of each Committee under the 5 Avenues. Agenda Point 10. Discussion on proposed amendments( if any ) by Committee for Bylaws and Constitution Agenda Point 11. Receive and note the contents of District Governor's Monthly Letter; Agenda Point 12. Consider any other points with the permission of the Chair. Agenda Point 13. Statutory Compliances and action taken since last meeting of Trustees. Agenda Point 14. To announce date of next Meeting and close the Meeting. |
| Chief Guest | |
| Club Members Present | 8 |
| Minutes of Meeting | MINUTES Agenda Point No 1. Meeting was called to order by the President at 6.30 pm, but had to be adjourned, Reconvened 10 minutes later. President requested Jt. Secretary to perform the Secretary duties because Hon. Secretary could not be present. Agenda Point No 2.. President requested all the members to observe two minutes silence to pay homage to Col. Vishwanathan, Director International Services. Agenda Point No 3. Passing of the MOM of the last BOD meeting. Agenda Point No 4. Points arising out of Minutes. : IPP Maithili asked for clarification about waiving off charges of a new member, Rtn. Virdhi. President clarified that she had travelled to North India where she met with an accident. She has still not returned to Pune. But dues will be recovered on pro-rata basis. Agenda Point No 5. Consider Monthly attendance. Jt. Secretary read the attendance of the weekly Meeting of month of October and November. Agenda Point No 6. Consider Leave notes and resignations: a. Hon. Secretary Rtn. Paramjit Pabbi's application for leave of absence was put up before the BOD. The same was accepted unanimously. b. President elect Rtn. Rohit Mittra has submitted his resignation for the post of President Elect on medical grounds. The same was accepted. c. Gen. Amar Krishna was asked to accept the position of President Elect for the year 2024 -25. He graciously accepted but there were three points he emphasised which are as follows: · He will provide the Leadership while Directors will plan out and execute all projects. · He may not be able to attend most of the functions, etc, of District 3131. · There may not be a ‘First Lady’ during my Presidentship. Agenda Point No 7. Consider membership proposals: President informed 2 new membership proposal had been received, formalities for the same need to be completed. i) PP Madhav Borate - proposed by PP Ravi Gosavi. ii) Walia Kamal Minoo - proposed by Major Gen. Jambusarwala. Rtn Vaijayanti proposed the name of her friend, Shreya Vaidya for Membership of our Club. Rtn. Vaijayanti was asked to put up the form and necessary documents for perusal of the Membership Committee Chair. Membership chair must meet all the prospective members personally before approving of the same. PP Luthra is traveling therefore someone else who has been a Membership committee chairman should substitute temporarily. PP Ravi Gosavi & PP Dipak Thacker's names were suggested by IPP Maithili. Agenda Point No 8. Consider Monthly Accounts for the month of Oct. 2023. Treasurer Gen. Amar Kkrishna read out the financial report of both our bank accounts, club account and the charity trust account. Receipts and expenses details were shared with all the BOD members. Gen. Amar Krishna mentioned that soon half yearly invoices must be raised. Discussion also took place about all BOD members helping in recovering dues from members who have not paid the dues so far. Executive Secretary Anuradha was instructed to maintain a record of her calls and follow-up for dues. Agenda Point No 9. Approval of Proposed plans & projects of each Committee under the 5 avenues. COMMUNITY SERVICE : Community Service Director Rtn. Vaijayanti put up following proposals for consideration of the BOD : i) Appeal has been received to construct toilets for Janata School at Vishrant Wadi. Further evaluation is required, suggested by BOD members. ii) Appeal has been received form Cantonment General Hospital, for their Maternity Ward. Essential equipment would be supplied. Rs. 5 lacs was approved for the same. iii) Appeal has been received an appeal from SNDT College for drinking water filters. Rs.50,000/- was approved by the BOD for the same. iv) SNDT college has requested help for computers also for their Computer Laboratory. President suggested we could provide them with refurbished computers and that sponsors would be sought for the same. v) Annual Blood Donation Camp will held at the Gurunanak Darbar Gurudwara on Guru Nanak Jayanti on 27th Nov. 2023. vi ) At the dental clinic of Gurunanak Medical Foundation, dental check up chair is to be provided. It is expensive equipment. CSR funding options to be explored for the same. YOUTH SERVICES : Director Madhuri Rao announced that on 2nd Dec. 2023, Savak Masani Allocation Competition will be held. VOCATIONAL SERVICE : Director Manohar Jagdale suggested that he had received a proposal for providing Mobile Phone Hardware Training to children. Rs.25,000/- was the fees per student for this training. All the BOD members found this too expensive. INTERNATIONAL SERVICE : It was discussed that replacement must be found to fill the vacant seat of International Service Director. caused due to sad demise of Col. Vishwanathan. Agenda Point No 10. Discussion on proposed amendments if any : President suggested that, Bye laws Amendments discussion meeting and Nomination Committee Elections meetings could be held on the same day, on 13th November. Jt. Secretary Rtn. Aarti Thacker reminded the President that discussions on bye laws Amendments could take long. Enough time should be given for the same. But finally with approval of all BPD members it was decided to hold both the events on the same day. Agenda Point No 11. Receive and note the contents of District Governor's Monthly Letter. Agenda Point No 12. Consider any other points : President had a few suggestions before ending the meeting. a. Some member of the BOD should take up office admin work. All office work should be routed through that person so one person gives instructions to the Executive Secretary to attain more productivity. b. All BOD members to assist in collecting dues from members. c. President requested all the members of the BOD to keep all discussions of the meetings confidential. d. Our club has accrued a lot of points against RI contributions. So it was decided to offer PHF Membership would be offered to members and their immediate relatives for USD 200. President and the BOD members appreciated and thanked all the members and organizers for super successful Diwali celebrations. Agenda Point No 13. Statutory Compliances. Agenda Point No 14. Next BOD meeting will be held on 8th Dec. 2023 at the same time. |