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Minutes of 6th Executive Committee Meeting of SEBS

Venue: SEBS office, Putalisadak
Time: 5:30-8:00 PM

The President welcomed everybody in the meeting, and highlighted that today's ex-com meeting was important since four ex-presidents of SEBS were present on the occasion, and he heartily welcomes all ex-presidents of SEBS. The Agenda discussed in the today's meeting and resolutions passed under the chairmanship of SEBS President in presence of following members are as follows respectively.

President: Suresh Acharya 139A
General Secretary: Tulsi Ramtel 675C
Treasurer- Suman Mandal 263C
IPP- Keshav P.Khatiwada 251B
Executive Members:
Executive Member- Bolaram Pandey 904A
Executive Member- Sagun S. Lawoti 933A
Executive Member- Upendra Bahadur Bom 814B
Executive Member- Deepk Shah 212C
Executive Member- Ishan Pokharel 345 C
Executive Member- Tejsu Malla 248C

Observers:
SEBS Representative to BOT – Gyanendra Raj pandey 937 C
Former President of SEBS- Bishan Babu Wagley 952 B

Agendas:
1. One Minute Silence in Memory of Respected BNKS Teacher late Mr C.R. Shakya
2. SEBSers in UK and their interest regarding SEBS Complex -- a briefing by Mr Mohan kumar Giri(501B) (5 minutes)
3. Report presentation on SEBS Aviation Safety Programme --- by Upendra Bom, Ex-com member (5 minutes)
4. Recognition of SEBSers directly involved in SEBS Aviation Safety Programme (5 minutes)
5. Formation of SEBS Finance Committee ---proposition by the President (15 minutes)
6. Discussion on managing and operation of SEBS endowment Fund (10 minutes)
7. Updates on SEBS A-Level Tuition Centre Project ---by Ishan Pokhrel, Ex-com member (5 minutes)
8. Updates on Eduvision Programme --- by Suren Shakya, VP (5 minutes)
9. Updates on Audit report preparation/Renewal of SEBS --- by the president (5 minutes)
10. Discussion on SEBS stamps, receipts and letter head --- by the president (10 minutes)
11. Discussion on House Rent Issue ---- (15 minutes)
12. Proposals on upcoming programmes and endorsement--- (15 minutes)
13. Discussion on SEBS office operation aspects --- (15 minutes)
14. Other issues..

Resolutions:
1. One Minute Silence in Memory of Respected BNKS Teacher Late Mr Chattra Raj Shakya was observed by the SEBS ex-com and the members present in the meeting.

2. SEBSers in UK and their interest regarding SEBS Complex – This agenda was not discussed due to the absence of Mr Mohan Kumar Giri (501B) due to minor motorcycle mishap on the way to the meeting venue.

3. Report presentation on SEBS Aviation Safety Programme --- by Mr Upendra Bom, Ex-com member – Mr Bom, the Programme Coordinator of SEBS Initiative for Aviation Safety in Nepal briefed on final report release ceremony and thanked all the members who directly or indirectly helped this programme to be great success and in return SEBS president also thanked all the SEBS 800 Batch Executive team, donors and volunteers who supported this initiation home and abroad. The meeting decided to thank all participants, including chief guest Rt. Honorable Subash Chandra Nemwang, Speaker, Legislative Assembly.

4. Recognition of SEBSers directly involved in SEBS Aviation Safety Programme- The meeting decided to recognize all the SEBS Members especially the 800 B batch executive team, donors , volunteers , panelists who were directly involved in SEBS Aviation Safety Programme amidst a function at the next AGM of SEBS for their valuable contribution made for the cause of nation in the field of Civil aviation in Nepal.

5. Formation of SEBS Finance Committee ---proposition by the President- It was decided to draft a short Financial Procedure of SEBS to be adopted by the next ex-com meeting. Ex President of SEBS Mr Gyanendra Raj Pandey was entrusted to draft the procedure. The meeting also decided to discuss further regarding the constitution of the SEBS Finance Committee. The procedure may include following clauses:.

a. SEBS shall maintain Petty Cash of Rs. 2000 for expenditure.
b. All expenditures above Rs. 500 should accompany supporting bills/invoices/receipts, without which SEBS will not be liable to make payment/reimbursement.
c. SEBS President's approval is necessary for all expenses below Rs. 500.
d. Cash holding for more than 24 hours except the petty cash cannot be undertaken.
e. All payments shall be made through cheque.

6. Discussion on managing and operation of SEBS endowment Fund - The meeting decided to endorse the proposition put forth by the President to constitute a seven-member SEBS Trust Funds Committee (SEBS TFC) to manage/operate all types of endowment funds received by SEBS from donors, SEBSers, institutions and well-wishers. The meeting also decided that the committee shall be constituted by the SEBS ex-com as follows:
a. Coordinator - Any one person amongst the donors/contributors to the trust fund.
b. Members - five nos.
i. One person amongst the ex presidents of SEBS
ii. One person amongst the SEBS ex-com
iii. One person from amongst the donors/contributors
iv. Two persons from amongst the SEBS General members
c. Member Secretary- president of SEBS (ex-officio)

7. Updates on SEBS A-Level Tuition Centre Project ---by Mr. Ishan Pokhrel, ex-comm member – The Programme Coordinator Mr Pokhrel informed the meeting that the project started from today itself and would run at SEBS premises as a pilot project initially for three months. The ex-comm has sought a Detail Proposal with budgetary estimation and draft of Terms of Refrence (TOR) to be presented at next Ex com meeting scheduled on October 12, 2009.

8. Updates on Eduvision Programme --- by VP Mr. Suren Shakya- to be further discussed on next meeting

9. Updates on Audit report preparation/Renewal of SEBS --- The meeting decided to entrust GS Tulshi Ramtel to collect SEBS documents (a. SEBS registration certificate, SEBS PAN certificate, SEBS audited financial reports of various financial years up to 2008/009, and submit the original documents to the next ex-com meeting scheduled for October 12, 2009. Renewal of SEBS will be processed as soon as the all essential documents are collected for renewal.

10. Discussion on SEBS stamps, receipts and letter head- The meeting decided to bring-out new letter heads, rubber stamps and receipts from November 1, 2009.

11. Discussion on House Rent Issue- The meeting decided to settle the issue by the next ex-com meeting after further investigation. The meeting also took possession of the signed Receipt of Payment of Rs 24,000 paid to the house-lady.

12. Proposals on upcoming programmes and endorsement- to be discussed in the upcoming meeting to due time constraint.

13. Discussion on SEBS office operation aspects- As to make the SEBS Office open for a particular time of the day– the ex-com meeting decided that following SEBS ex-com member be present with following weekly time and schedule from 5- 7 PM with immediate effect, until further arrangement is made:
Saturday/Sunday- Suman Mandal 263C /Tejsu Malla 248C
Monday/Tuesady- Tulsi Ramtel 675C/ Upendra Bom 814 B
Wednesday/Thursday- Deepk Shah 212C/Bidhyaman Mahatara 806C
Friday- Suresh Acharya 139A/ Keshav P Khatiwada 251B

14) Others Issues:.

i) The controversial issue related to Mr Narayan Prasad Sharma, Principal of Budhanilkantha School- the Alma mater of SEBSers, was discussed in the ex-com meeting. Ex-comm members expressed their serious concern over the issue not being put in the Agenda of BOT and SMC meetings. Participated as an observer in the meeting, Mr Gyanendra Raj Pandey, SEBS representative to BOT (Board of Trustees of BNKS) briefed about the matter. SEBS President informed the meeting that SEBS representative to BOT would take-up the matter with concerned authority. The meeting also decided to make public SEBS Stand Point on the issue within a week in an attempt break the dead-lock and to preserve the deteriorating reputation of the Centre of Excelle