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Meeting: 1st Executive Committee Meeting
Organization: SEBS
Date: 31st August 2004
Venue: SEBS office, Putalisadak, Kathmandu
Chair: Hitesh Karki, President SEBS

Follow-up Actions(Person)Date

1. Next Executive Committee Meeting(All)Tentative 14th August 2004

2. Concept Plan for institutionalization of Membership program of SEBS (Ananda, Bishan)Next Executive Committee Meeting

3. Concept Plan for Endowment Fund for SEBS (Ashish, Sharad)Next Executive Committee Meeting

4. Concept Plan on Fund-raising event (Devendra, Dhan Bdr)Next Executive Committee Meeting

5. Communication for and choice of Representative for School Management Committee (Hitesh, Ashish)Within one month

6. Notification SEBS representative to FOBS (Hitesh)by 7th August 2004

7. Thank you and notification letter of new ex-comm to invitees of SEBS AGM (Hitesh)by 14th August 2004

8. Full Executive Committee strength, including nomination of Treasurer (Hitesh and All)by 1st September 2004

9. Distribution of Aastha and collection of endorsed advertisements on Aastha (Ashish, All)by 14th August 2004

10. Renewal of SEBS at SWC and DAO (Hitesh, Ashish)1st June 2004

Present
Hitesh
Bishan
Devendra
Dhan Bahadur
Ananda
Sharad
Ashish
Chitra

Absent
Subas
Prajesh

Main Agendas

1. Formation of full executive committee of SEBS
2. Updating and informing on changes on representation of SEBS in various committee and organizational forums
3. Supporting BNKS clubs
4. Other issues and ideas

Discussions, Decisions and Assignments

Agenda 1; Formation of full executive committee of SEBS

The current executive committee still has a vacant post for Treasurer, 2 representatives from the school and one nominated member.

It was informed that there was already an interest shown for the position of Treasurer of SEBS, but was decided that the ex-comm will wait for some more time to take a decision. Meanwhile, till the position is vacant, Ashish in capacity as the GS will look over the position of the Treasurer also.

The ex-comm formally nominated Dhan Bdr. into the ex-comm member through approval of all present. It was further decided that in order to increase the participants of the female members of SEBS, 2 ex-comm members will be nominated from the female members of SEBS. Hitesh will officially correspond with the BNKS to thank the previous representatives to the SEBS ex-comm and seek for new nominations from the 500 ‘C’ batch for representation to the SEBS ex-comm from BNKS. Further, a thank you to earlier Liaison Officer for SEBS at BNKS as well as official confirmation for new Liaison Officer will be sent to BNKS.

It was decided the full strength of SEBS ex-comm will be formed within a month, i.e., by 1st Septemeber 2004.

Agenda 2: Updating and informing on changes on representation of SEBS in various committee and organizational forums

The executive committee decided that for this year Bishan, in his capacity as a VP will represent SEBS in all meeting of FOBS, instead of usual practice of the president representing at the forum.

As per the current procedure for selecting SEBS representative at the SMC of BNKS, it was decided that Ashish and Hitesh communicate and coordinate with the past presidents of SEBS to form a 5 member committee to recommend a name for representation at the SMC on behalf of SEBS. It was also decided to finalize this issue with in one month, i.e., 1st September 2004.

The ex-comm directed Chitra, Office Secretary to update the postions and names of current ex-comm on the ex-comm at the SEBS.

As per the current state regulations, renewal process of SEBS at SWC and DAO is to be completed within next month, under coordination of Ashish and Chitra.

It was decided that Hitesh, on behalf of SEBS will send in a thank you note as well as notification letter on current ex-comm configurations to MOES, FOBS, SMC as well as personal note to Secretary of MOES and Dr. Arju Deuba the chief guest at the AGM.

Agenda 3: Supporting BNKS clubs

Some proposal from BNKS clubs was presented to the ex-comm for support. However, it was decided that looking at the current situation (financials) this decision be postponed till appropriate time period. It was though agreed that the current ex-comm will seek to work along with the BNKS clubs in some of the SEBS’s regular activities such as Art competition, Dance competition and health related activities, instead of just giving monetary support.

Further, it was decided that SEBS will in addition work with 3 more clubs during the year to help and support them in their activities.

It was also decided to approve NSP SDDMLP’s intent to support a proposal from BNKS’s Science Club sent to SEBS. SEBS will send an official thank you note on this regard to SMLDDP office.

Additional Agenda 1: Establishment of Endowment Fund for SEBS and fund raising

There was discussion among members on possible route to ensure that SEBS possesses enough funds to carry out its activities with out hitches. It was agreed that the current ex-comm will work towards creation of an Endowment Fund for supporting activities and operations of SEBS. The ex-comm assigned Ashish and Sharad to work on the modalities of formation and operations of an Endowment Fund and present a concept plan during next ex-comm meeting.

Various ways to raise funds for the Endowment Fund was discussed and Devendra and Dhan Bdr. were assigned to work on one particular concept discussed during the meeting and plan a concept for the same to be presented at the next ex-comm meeting.

Additional Agenda 2: SEBS Membership

There was a general discussion on issue of membership of SEBS and SEBS in turn making it an institutionalized program within its operations.

It was decided to come up with a formal program for membership and members within SEBS. Ex-comm agreed to work towards institutionalize membership program at SEBS in its tenure. A start would be to send in a personal letter to all current life members present in Nepal and provide them a free copy of Aastha published along with the updated directory.

Additional Decisions

• Aastha will not be provided free of cost, except to life members. A token charge of Rs. 50 will be put on Aastha.

• Decision to collect all the receivables of SEBS will be speed up, starting from collection of endorsed advertisements on Aastha and the SEBS calendar

• Communication and consultation will be done within in the ex-comm on the certain liabilities of SEBS relating to SNBI and Club Fund

• Any communication on official letter head of SEBS will have to first circulate within the ex-comm members through email.

• Publication of Executive Committee Meeting on sebsonline

Tentative Agendas for next ex-comm meeting

• Discussion on Endowment Fund, fund raising event and membership program
• Discussion on SEBS liabilities
• Report on status of collection of receivables
• Discussion on Development of a system within in SEBS for day-to-day operations