BOD Meeting
| Meeting Date | 01 Jul 2023 |
| Meeting Time | 18:00:00 |
| Location | Plot No 566 Sector No 25 Near Hotel Sukshant Pradhikaran. NIGDI Pune 411044 |
| Meeting Type | BOD |
| Meeting Topic | BOD Meeting |
| Meeting Agenda | 1) Welcome to Board of Directors 2) Approval of minutes of last Board Meeting. 3) Transfer of following Club Documents: • Club Accounts • Cheque Books • Cash Balance • Unfinished projects documents if any • Club charter, club flag, other club assets • Any other relevant information, documents 4. Details of outstanding payment & advances paid, if any. 5. Change in signatory to operate Club Account. Board to pass following resolution in this regard: “RESOLVED THAT in supersession of earlier resolution passed, the India Bank, Chinchwad Branch (Account No. - 6048732389), be instructed to honor all cheques, or other orders, drawn and to accept and act upon receipts for monies deposited with or owing by the Bank on any account or accounts at any time or times kept or to be kept in the name of the Rotary Club of Akurdi with the Bank, whether any such account or accounts be for the time being in credit or overdrawn, provided such cheques, orders or receipt are signed in the manner indicated below: Rtn. Shashikant Sharma, Club President OR Rtn. Umang Salgia, Club Secretary; AND Rtn. Sachin Parekh, Club Treasurer RESOLVED FURTHER THAT a certified true copy of this resolution be sent to the Bank and the said Bank be and is hereby authorised to act thereupon.” 6. Appointment of new Trustees as per the by-laws. 7. Admin Activities for rolling four meetings. 8. Discussion on Service Projects. 9. Decision on Rotaract Club of Akurdi Phoenix. 10. Update on Fund raising project 11. Any other Business. 12. Remarks by IPP Kalyani Kulkarni You are requested to kindly make it convenient to attend the Meeting. |
| Chief Guest | |
| Club Members Present | 8 |
| Minutes of Meeting | PRESIDENT: Rtn. Shashikant Sharma being present occupied the chair and conducted the proceedings of the meeting. He welcomed board of directors. MINUTES OF THE PREVIOUS BOARD MEETING: Board took note that previous board meeting was held on 6th June, 2023. Minutes will be circulated. TRANSFER OF FOLLOWING DOCUMENTS a. Club accounts and Trust account will be handed over after proper finalization. b. Cash balance of Club was NIL c. Club charter, club flag, other club assets were handed over d. Club Cheque book number 852855 to 852860. Applied for a new cheque book. OUTSTANDING PAYMENTS FOR THE YEAR 2020-23: Cheque for Vending machine in name of Vijay Shinde not cashed - INR 38,000 A provision of Rs. 20 000/- was kept for the award ceremony. CHANGE OF SIGNATORY TO OPERATE CLUB BANK ACCOUNT: Following resolution was passed for changing the signatories: “RESOLVED THAT in supersession of earlier resolution passed, the India Bank, Chinchwad Branch (Account No. - 6048732389), be instructed to honor all cheques, or other orders, drawn and to accept and act upon receipts for monies deposited with or owing by the Bank on any account or accounts at any time or times kept or to be kept in the name of the Rotary Club of Akurdi with the Bank, whether any such account or accounts be for the time being in credit or overdrawn, provided such cheques, orders or receipt are signed by any two of the following: Rtn. Shashikant Sharm, Club President ; Rtn. Umang Salgia, Club Secretary ; or Rtn. Sachin Parekh, Club Treasurer RESOLVED FURTHER THAT a certified true copy of this resolution be sent to the Bank and the said Bank be and is hereby authorised to act thereupon.” APPOINTMENT OF NEW TRUSTEE : President informed the Board that it is required to appoint new trustee. After discussion following person were appointed as Trustees: President of the Club Sharhikant Sharma IPP Kalyani Kulkarni Foundation Director Rajendra Tupe Projects director Gautam Shah Presifent Elect Rameshwar Lahoti Treasurer of Trust Sachin Parekh Other Member of Club Pravin Agarwal Other Member of Club Jaswinder Singh Sokhi ADMIN ACTIVITIES: Rtn. Seema Sharma provided updates on the 52 week calendar for the year. It was decided to maintain granular plan for 3 months. DISCUSSION ON SERVICE PROJECTS: Two schools have requested sanitary pad vending machine to be installed in their premises. It was agreed to do assessment of the need and then prepare the project plan for approval by the board and execution. A Stewardship Committee lead by IPP Rtn Kalyani Kulkarni would be formed in order to review and assess functioning of projects executed by the club in past 2-3 years. This Committee would visit the project sites and review status and usage to ensure the assets provided under the project are being put to intended use. This will help the club to decide on further projects with relevant beneficiaries and tune new projects. Rtn Kalyani will form the Committee and update the Board DECISION ON ROTARACT CLUB OF AKURDI PHOENIX: The board was updated on the details on Rotaract Club of Akurdi Phoenix potential termination. It was decided to call meeting with the Rotaract Club members to understand the continuity plan. After due assessment, Youth Director to propose next steps to the Board. Discussion on Youth Services In order to increase connect and interaction with Rotaract Clubs, it was proposed to invite all Rotaract Club Presidents to 1 regular meeting every month. It was also agreed to engage the Rotaractors in important projects of the Rotary Club. UPDATE ON FUND RAISING PROJECT Project Chairman Rtn Jaswinder Sokhi and Past Treasurer Rtn. Pravin Agarwal provided updates on the fund raising project. After deducting expenses, the even earned INR 240,000 for the Trust. CLUB MEMBERSHIP It was updated that 3 members have tendered their resignation. Director Rtn Rameshwar Lahoti to meet with the members who have tendered their resignation to explore if we can retain them. Rtn Lahoti will also make a list of past members to see how we can engage them and potentially bring them back as members TRUST COMPLIANCE: President informed that change report of Trust was not filed with Charity Commissioner for last few years. After the discussion it was decided that a lawyer / Trust consultant to be appointed for completion of pending Trust compliance. ANY OTHER BUSINESS: IPP Rtn Kalyani Kulkarni made her final remarks and expressed heartfelt gratitude for the support she received during her tenure as the President. |
