First BOD Meeting
| Meeting Date | 27 Jul 2023 |
| Meeting Time | 06:00:00 |
| Location | SevaSadan Highschool, Near Deenanath Mangeshkar Hospital, Erandwane, PUNE-411004. |
| Meeting Type | BOD |
| Meeting Topic | First BOD Meeting |
| Meeting Agenda | Agenda for BoD meeting 1. Collection of club dues and payment of RI dues 2. Pending service projects 3. New Service projects from CSR partner ZS Associates and Vitesco Technologies Pvt Ltd 4. Planning for Membership month - August 5. Budget and expenses for the month of July 6. Planning for monsoon picnic 7. Avenue wise Goals and its implementation 8. Discussion on fellowship strategy and food quality Vs Cost for weekly meetings 9. Progress and planning for EREY 10. Any other issues or points raised by BoD Please note that Directors to come prepared with their programs and plans for the coming 2 months. |
| Chief Guest | |
| Club Members Present | 12 |
| Minutes of Meeting | MoM of first BoD Day & Date: Thursday, 27th July 2023 Venue: Conference Hall, Sevasadan School Time: @ 6.30 pm. 1. Secretary Abhay welcomed all the members for the 1st BoD of the RY 2023-24. 2. Secretary Abhay congratulated IPP Amol and his team for achieving various awards in the “District 3131 Award Ceremony” and congratulated Rtn. Manisha for her selection and installation as a Chairperson of the IFRM. 3. Collection of club dues and payment of RI dues: As the Treasurer Sneha was not present for the BoD, Secretary Abhay informed that last year there were total 59 members as on 30.06.2023 and new 2 members are added on the installation day i.e.,9th of July 2023 and total members as of now are 61. It was also informed about the invoice for the RI dues has come and Secretary assured all that it will be paid before the due date. It was also informed about the pro rata dues for Rs. 6310/- of the last year is included in the RI invoice and the amount was not kept in the carried forward amount of the last year. Deva informed that he will talk to the IPP Amol about the issue and resolve it. 4. Pending Service Projects: It was decided in the joint BoD that all the details/correspondence of all the pending projects will be given in writing to the current Services Director to take the appropriate decision of making future payments smoothly. But it is not yet done. It was decided that Service Director, Abhay Mayadeo will meet Avinash Arvikar and get the desired information within a week 5. New Service projects from CSR partner ZS Associates and Vitesco Technologies Pvt Ltd: A. It was decided to implement the SoP for all the new projects strictly. B. It is also decided to plan a visit to all the beneficiaries/projects during the project by the concerned authorities. C. It was decided to inform all the CSR partners that minimum 3% Admin Charges are to be obtained from the CSR partners to meet our trust expenses. D. It was decided to convey the closing balance of 30.06.2023 of all the pending projects to all the Project Co-Ordinators and get their confirmation e.g., Deepak, Milind, Amol, Satish and RCP Amanora before 10.08.2023. E. It was decided to take help of Shiv Vidya Pratishthan to identify the new projects for school, woman health, Anganwadi in Maval & Kamshet area. F. Proper documentation is required for the new projects strictly as we are accountable to Income Tax authorities as well as Charity Commissioners’ Office. G. Sanitation project will be decided by Alka and Deva and to be presented in next BoD. H. Vitesco Technologies Pvt Ltd has consented to assist for the “Animia Mukta Bharat” project in various schools with a maximum amount of Rs. 60,000/-. We have received confirmation from the Project Director- Rtn. Milind Biwalkar. 6. Planning for the Membership Month: It was decided to arrange a Membership Drive in Sevasadan School on Sunday, 20th August 2023 and it is expected that every director must bring at least one member for the drive. 7. Budget and actual expenses for the month of July 2023: It was discussed that total expenses for the Installation were on higher side by Rs.25,000/- than the budget. But it was told that it was on the higher side due to celebration of 25th year of our club. It was also agreed by all to cover this extra amount by curtailing future expenses in next 3 months. 8. Planning for Monsoon Picnic: It is decided to collect Rs.2,500/- from each person for the picnic and not to give any amount from the club. President Lata explained that the charges were already negotiated from Rs.3,200/- per person to Rs. 2,500/- per person; hence there is no need of any contribution from the club. 9. Avenue wise Goals and its implementation: It was discussed that there no any PI activity in the month of July. Director PI, Alka explained that giving any news requires a cost. Therefore, it was decided to promote our PI activity more in Facebook as well as Instagram in coming months. Director Youth, Manisha said that she is planning to start one Interact Club in the month of August and 2nd Interact club will be started thereafter. Secretary Abhay suggested that any Roteracter can give his presentation in our club and that will also considered as a New Generation activity. 10. Discussion on Fellowship strategy and food quality Vs cost for weekly meeting: It was discussed to improve the quality of the food in weekly meetings by inclusion of another Caterer. 11. Progress and planning for implementing EREY: It was decided to focus on the Donation to Foundation by implementing EREY effectively. Foundation Director, Sadhana said that she is planning to act accordingly and substantial donation/promises for donation has been received in the month of July. 12. It was informed by the Secretary that 4 new email id’s are generated for President/Secretary/Treasurer and Service Director and everyone is supposed to initiate correspondence for the Club & Trust on the said email id’s only. This will be a permanent record and it will be useful for the future PSTs and Service Director. 13. It was decided in a meeting that if any member willing to suggest any project, he should send a mail to that effect giving all the relevant information about the project along with Budget for project. Then it will be discussed in a BoD and suitable decision will be conveyed by mail to the respective member. 14. It was decided that the next BoD will be on Saturday, 26th August 2023 at our picnic venue. 15. Secretary gave a vote of thanks and the meeting concluded. Following Directors were present for the BoD. Sr. No. Name Designation Signature 1 Lata Shinde President 2 Abhay Devare Secretary 3 Sneha Jadhav Treasurer Absent 4 Jitender Rander Joint Secretary Absent 5 Swati Ranjekar Admin Absent Anuradha Kale / Substitute for Swati Chairperson - 6 Manisha Adhikari Director - Youth 7 Alka Deshpande Chairperson – Public Image 8 Abhay Maydeo Director – Service Project 9 Anita Pandit Director – Medical Project Absent 10 Gayatri Nakhare Director - Environment 11 Dnyandeo Ghorpade Director – Vocational Service 12 Bhavana Daftardar Director - Membership Absent 13 Sadhana Bhandari Director - Foundation 14 Priyanka Lagu I T Officer 15 Amey Pasalkar Director - Sports Absent 16 Suhas Kulkarni Sargent at Arms 17 Shrikant Patankar Trainer Absent 18 Amol Kagwade IPP Absent |
