BOD Meeting for August, review progress and take forward approvals, process, any issue
| Meeting Date | 28 Aug 2021 |
| Meeting Time | 08:30:00 |
| Location | ZOOM MEETING |
| Meeting Type | BOD |
| Meeting Topic | BOD Meeting for August, review progress and take forward approvals, process, any issue |
| Meeting Agenda | Present: Pres Mahendra Chitte, Rtn Ajay Mutatkar, PP Sudhir Vaidya, IPP Kiran Ingale, PP Dinkar Palaskar, Rtn Pratibha Jagadale, Rtn Nivedita Muley, Rtn Padmini Abnave, Rtn Nandakumar Ghule The BOD Meeting was held through ZOOM Call on August 28, 2021. The summary of major points is as under: 1. It has been two months since the new BOD has taken charge. We had two BOD meetings so far, it was decided that we have BOD Meeting on Last Monday of every Month from 8.00 to 9.00 PM. to review the progress in current month and discuss the plan for the coming month in addition to other points to be placed for Board Meeting. Venue Hotel Manali, Erandavane (earlier venue) would be preferred. It was also discussed that with clarity of keeping last Monday of every month all Board Members would be able to plan the timings and would be available to be present for the Board Meeting. All Board Members are urged to attend and inform in advance if they are unable to join for any of the meetings. It was also agreed that in any specific month Last Monday was not suitable for any reason, alternate date would be decided as per convenience of Board Members. 2. Rtn Sudhir Vaidya said that all the Projects undertaken by the Club should be routed through Trust account as the Trust is for executing the projects. This was agreed by all. All the Projects with due approval of the BOD would happen through Trust. It was also discussed to verify if additional Trust approval was required if the project was approved by BOD. It was also decided that we need another meeting (preferably in one week based) to discuss the coordination of BOD and Trust. 3. The appointment of new Treasurer was also discussed and the final decision would be taken after the meeting related to Trust in coming week. President indicated that he would prefer same Treasurer for Club and Trust for the ease of operation. 4. It was discussed the latest/ updated Bye Laws of Club and Trust would be shared with the BOD (Soft or Hard Copy). 5. Through BOD WhatsApp Group, the expense for the Note Books/ Books distribution to Kirkitwadi, Ajinkya Dedge and St Crispin’s school, Almiras/ Beds/ Furnitures to the schools, Beds to Aajol (Shantiniketan) Sinhagarh Road and Tree Plantation on Teachers day at Ajinkya Dedge and Rule School. We are requesting concerned Director to summarize the expenses so that the same already approved is annexed as part of the MOM. 6. IT was shared that there were several expenses which were incurred for executing project work/ meetings/ Installation meeting by President/ BOD Members and later reimbursed form Club/ Trust account. It was agreed that except for small cash transactions (where cash is required) all the payments will be done direct to the Vendor/ service provider. We will not have practice of first making payment and reimbursement. All expenses will have pre-BOD approval. 7. The board approved the Vehicle purchase for Mummy and related expenses of insurance, fuel to move it to Pune. The quotations for the vehicle and report for the selection of current vehicle will be annexed to the MOM. President shared that in Mummy Project, President had spent through his credit card Rs 39,437 which were reimbursed by The Rotary Trust. 8. Installation Day expenses shared with the BOD were Rs. 86000 + Rs 38720 + Rs 83881 a) This includes Rent / Dinner / etc were Rs 86,000. Club’s approved budget was Rs 75,000 and club reimbursed Rs 75,000 to President Rtn Mahendra Chitte. The additional expenses of Rs 11,000 was incurred by President Chitte himself b) Rs 38,720 - Club related expenses like Directors Pins, Collar, Banner, Flex, Maitra, New Member Kit etc etc. These expenses were also reimbursed to President Chitte c) Rs 83,881 – Gifts to members, Gifts to DG, Ball Pens, Scarf, Ann Brooch , Tree Fifts, Installation Photos, Wine Bottles etc etc. These expenses were not part of Club Budget and have not been reimbursed by club but those expenses have been incurred by President Chitte 9. It was decided that all Friday meetings will be held in person till December and extended further based on the situation. The meeting venue would be changed to Dyanada School DP Road as the school management is supportive and the money spent helps school. There is no change in cost. There have been some outstanding dues from Kshipra Hall, which need to be recovered. 10. It was agreed that Shawas Club will have its Atharvashrisha Program at Dyanada School and expense will be shared by the Members attending. |
| Chief Guest | President Mahendra Chitte |
| Club Members Present | 14 |
| Minutes of Meeting | Present: Pres Mahendra Chitte, Rtn Ajay Mutatkar, PP Sudhir Vaidya, IPP Kiran Ingale, PP Dinkar Palaskar, Rtn Pratibha Jagadale, Rtn Nivedita Muley, Rtn Padmini Abnave, Rtn Nandakumar Ghule The BOD Meeting was held through ZOOM Call on August 28, 2021. The summary of major points is as under: 1. It has been two months since the new BOD has taken charge. We had two BOD meetings so far, it was decided that we have BOD Meeting on Last Monday of every Month from 8.00 to 9.00 PM. to review the progress in current month and discuss the plan for the coming month in addition to other points to be placed for Board Meeting. Venue Hotel Manali, Erandavane (earlier venue) would be preferred. It was also discussed that with clarity of keeping last Monday of every month all Board Members would be able to plan the timings and would be available to be present for the Board Meeting. All Board Members are urged to attend and inform in advance if they are unable to join for any of the meetings. It was also agreed that in any specific month Last Monday was not suitable for any reason, alternate date would be decided as per convenience of Board Members. 2. Rtn Sudhir Vaidya said that all the Projects undertaken by the Club should be routed through Trust account as the Trust is for executing the projects. This was agreed by all. All the Projects with due approval of the BOD would happen through Trust. It was also discussed to verify if additional Trust approval was required if the project was approved by BOD. It was also decided that we need another meeting (preferably in one week based) to discuss the coordination of BOD and Trust. 3. The appointment of new Treasurer was also discussed and the final decision would be taken after the meeting related to Trust in coming week. President indicated that he would prefer same Treasurer for Club and Trust for the ease of operation. 4. It was discussed the latest/ updated Bye Laws of Club and Trust would be shared with the BOD (Soft or Hard Copy). 5. Through BOD WhatsApp Group, the expense for the Note Books/ Books distribution to Kirkitwadi, Ajinkya Dedge and St Crispin’s school, Almiras/ Beds/ Furnitures to the schools, Beds to Aajol (Shantiniketan) Sinhagarh Road and Tree Plantation on Teachers day at Ajinkya Dedge and Rule School. We are requesting concerned Director to summarize the expenses so that the same already approved is annexed as part of the MOM. 6. IT was shared that there were several expenses which were incurred for executing project work/ meetings/ Installation meeting by President/ BOD Members and later reimbursed form Club/ Trust account. It was agreed that except for small cash transactions (where cash is required) all the payments will be done direct to the Vendor/ service provider. We will not have practice of first making payment and reimbursement. All expenses will have pre-BOD approval. 7. The board approved the Vehicle purchase for Mummy and related expenses of insurance, fuel to move it to Pune. The quotations for the vehicle and report for the selection of current vehicle will be annexed to the MOM. President shared that in Mummy Project, President had spent through his credit card Rs 39,437 which were reimbursed by The Rotary Trust. 8. Installation Day expenses shared with the BOD were Rs. 86000 + Rs 38720 + Rs 83881 a) This includes Rent / Dinner / etc were Rs 86,000. Club’s approved budget was Rs 75,000 and club reimbursed Rs 75,000 to President Rtn Mahendra Chitte. The additional expenses of Rs 11,000 was incurred by President Chitte himself b) Rs 38,720 - Club related expenses like Directors Pins, Collar, Banner, Flex, Maitra, New Member Kit etc etc. These expenses were also reimbursed to President Chitte c) Rs 83,881 – Gifts to members, Gifts to DG, Ball Pens, Scarf, Ann Brooch , Tree Fifts, Installation Photos, Wine Bottles etc etc. These expenses were not part of Club Budget and have not been reimbursed by club but those expenses have been incurred by President Chitte 9. It was decided that all Friday meetings will be held in person till December and extended further based on the situation. The meeting venue would be changed to Dyanada School DP Road as the school management is supportive and the money spent helps school. There is no change in cost. There have been some outstanding dues from Kshipra Hall, which need to be recovered. 10. It was agreed that Shawas Club will have its Atharvashrisha Program at Dyanada School and expense will be shared by the Members attending. |