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Vol.24 No.50 (6) of 29th December 2005

Minutes of the Joint-Meeting of the Board of Trustees (BOT) and the School Management Committee (SMC), held at 4.00pm on Thursday, 29th December 2005 (14th Poush 2062), at the Chairman's Office, Ministry of Education & Sports, Keshar Mahal.

1.0 Attendance
Chairman (BOT & SMC) Mr. Chuman Singh Basnyat
Member: (BOT & SMC) Mr. Sagar Prasad Timilsina
Member: (SMC) Mr. Laba Prasad Tripathee
Member (BOT & SMC) Mr. Rameshore Khanal
Member: (SMC) Mr. Laxman Khanal
Member: (SMC) Mr. Sanjeev Shah
Member: (SMC) Mr. Bishnu Neupane
Member: (SMC) Mrs. Saru Joshi Shrestha
Member: (SMC) Mr. Birendra Bahadur Basnet
Member: (SMC) Mr. Keshar Bdr. Khulal
Member-Secretary (BOT & SMC) Mr. Narayan P Sharma

2.0 Apology
Member (BOT) Dr. Chanda Karki
Member (BOT) Mr. Hem Raj Luintel

MINUTES:

1. Opening Remarks:

The Chairman, Mr. Chuman Singh Basnyat called the meeting to order and welcomed the members. He, then, initiated the discussion asking the Principal to put forward the agenda items for the meeting.

2. Confirmation of the Minutes of the last Meeting: (Vol. 24 No 49 (5) of 9th December 2005).

The Principal requested the meeting to confirm the minutes of the last meeting.
The minutes of the last meeting (Vol.24 No. 49(5) of 9th December 2005) were confirmed and signed by all members.

3. Matters arising from the last Minutes (Vol. 24 No 49 (5) of 9th December 2005).

Financial Rules & Regulations -2062:
The final version of the document - Financial Rules & Regulations –2062 was circulated to all members earlier. However, some more suggestions were put forward in the meeting for its further improvement. It was decided to incorporate all the suggestions made.

Investigation Committee's Report:
As regards the Minutes No 3 of the last Minutes (Vol.24 No. 49(5) of 9th December 2005), copies of Mr. Binod Devkota's report were circulated earlier to all members. The meeting discussed the report, asked the school management for some clarifications and decided to instruct the school administration to strictly follow the Financial Rules & Regulations – 2062 of the school, recently approved by the joint meeting of the BOT & SMC, and try to make such dealings more proper and transparent in future. The Financial Rules & Regulations – 2062 were being enforced very soon. The matter was then closed.

Learning Resources Centre (LRC)
The Chairman instructed the Principal to make sure that all pages of the Design, Cost Estimates and
Report Books of the LRC Project contain signatures of the Chairman, Principal, Convener of the LRC construction committee and the concerned engineer.

Regional School of BNKS at Bharatpur:
As per the Minutes No 3 of the last meeting, a written reply of the letter of the Ministry of Education & Sports (ref: letter no 061/62- 2373 dated 2061/12/02) was sent to the Secretary, the MOES, with a copy each to the Chairman of the BPKMC Hospital Chitwan and the Minister,
MOES. The letter is appended to these minutes.

Auditor's Report FY 2060/61
Mr. B B Basnet expressed his concern over the Balance Sheet of the school for the FY 2060/61, which did not properly encompass the value of school Land & Buildings. The Principal also highlighted the problems as to why it was difficult for the school management to get the valuation of land & buildings done in the past. He added that he had raised the matter before the then Board of Governors. The meeting thought that the matter was very important for the school and, therefore, decided to address this issue under a separate agenda item – Physical Auditing.
In this connection it was also thought necessary to have an assessment of the school's academic performance over the past and explore appropriate course of action for the future. The meeting thought that the matter was also very important for the school and, therefore, decided to address it under a separate agenda item – Academic Auditing

4. Teaching & Administrative Staff Rules & Regulations - 2062.

The revised draft of the Teaching & Administrative Staff Rules & Regulations – 2062 had been circulated to all members of BOT & SMC two days before the meeting. The meeting deliberated on the draft by articles at some length and decided that the previous committee of Mr. B B Basnet together with the Principal and some members, would receive all the suggestions, and improve the document further as appropriate. It was to be done within a week and then presented before the MOES for comments. And after receiving the comments from the MOES, the document would be finalized for necessary adoption and enforcement.

5. Security System at the School:

The Principal briefly apprised the meeting about the existing system of security at the school and expressed his concern, in the light of the present situation and the condition of the school compound, over the system not being to his entire satisfaction. It was felt necessary to have a review of the existing system as a whole and present a brief report, with recommendations for improvements, to the SMC in one of its meetings in future. Mr. Bishnu Neupane, one of the parents' representatives to the SMC would co-ordinate the study inviting security expert(s) from outside.

6. Physical Auditing:

The meeting deliberated on the issue of the valuation of school land & buildings and decided to form a committee to shoulder the responsibility of getting the Physical Auditing of the school that would include the valuation of school land & buildings and other physical infrastructure of the school. The Committee would form as under:

1. Mr. Sanjeev Shah (Member, SMC) Convener
2. Mr. Bishnu Neupane (Member, SMC) Member
3. Mr. N P Sharma (Principal) Member
4. A FOBS Representative Member (Mr. Prem Bahadur Khadka (Member of FOBS Ex-Com, former Chairman of the BAR of the Supreme Court))
5. A SEBS Representative to be nominated by the Convener.

The Committee would first prepare a brief proposal as to how it was going to accomplish the task and present it before the SMC.

7. Academic Auditing:

The meeting deliberated on the issue and decided to form a committee to shoulder the responsibility of getting the Academic Auditing of the school that would include suggestions and recommendations for the coarse of action to be taken by the school to keep up its international standards with recent world trends but safeguarding its own identity as the National School of Nepal. The Committee was formed as under:

1. Mr. Birendra Bahadur Basnet (Member, SMC) Convener
2. Mrs Saru Joshi Shrestha (Member, SMC) Member
3. Mr. Keshar Khulal (Member, SMC) Member
4. A FOBS Representative Member (Mr. Ranjan Khanal ( Vice-President of FOBS Ex-Com))
5. A SEBS Representative to be nominated by the Convener.

The Committee would first prepare a brief proposal as to how it was going to accomplish the task and present it before the SMC.

8. Starting the School from Class 5

The decision regarding the matter would be taken after receiving the Academic Audit Report from the Committee formed as above (Minute No 7).

9. Information:

The Principal informed the meeting about the total expenditure of the school made during the last f