Minutes of the 1st National Board Meeting of Round Table India For the Tabling Year 2008-09

Place : Hyderabad Date : 13th July 2008

1. Calling the Meeting to Order & Toast

Round Table India President, Tr. Pranay Trivedi called the 1st National Board meeting of Round Table India for the Tabling Year 2008-09 to order with a toast to the President Republic of India.

2. Reading of Aims & Objects

Tr. Vinod Reddy, National Fellowship Convenor, RTI read the aims and objects of Round Table India.

3. Welcome Address by the President

RTI President, Tr. Pranay Trivedi welcomed the members of last year NEX, the new National Board of Round Table India,National Honorary Tablers and all visiting Tablers 41ers and Sq.Legs.

4. Appointment of Sergeant – at – Arms

RTI President, Tr. Pranay Trivedi appointed Tr. Sakthivel Raja and Tr.Puneet Sampat ass the Sergeant – at – Arms for the 1st National Board Meeting of Round Table India.

5. Plans of the National Mass Tours Convener

The Mass Tours Convener, RTI, Tr. Vikram announced his plans for the year. He released the brochures for that.

There will be two outbound Mass Tours. One is Turkey and Second is Hongkong. There will be one inbound Mass tour. Areas covered shall be Tamilnadu and Kerala. He asked suggestions on the dates, venues etc from the NEX.

This resulted into very constructive discussion. The main points were:

To have the Inbound Mass tour pre or post the National AGM. This will enable the international delegate to participate.

It was discussed that why only the delegates, let all international tablers get benefit of the mass tour and hence to do in February.

It was discussed that February is typically the month for Mid Term Meets. Plus, Christmas time is best suited for International Tablers to travel.

It was discussed whether the International delegate will be able to attend AGM and also mass tour as that may require 8 to 9 days travel and stay.

NAGM Convener Tr.Srinivas informed that they too are planning pre or post NAGM trip around Vizag.

It was discussed to merge the mass tour and tours planned by the NAGM Committee.

Tr.Puneet Gupta requested to consider one mass tour for north also. Tr.Himanshu expressed his opinion that the mass tours are not able to attract

many tablers. Tr.Satish expressed his opinion of properly marketing the mass tour and

informing the dates much earlier so that international tablers can plan and travel.

It was decided that Tr.Vikram shall discuss with the NAGM Committee and freeze the details. The brochure will carry the mass tour details and NAGM as option mentioned in the brochure. This will enable all the international tablers to attend any one or both the event i.e. mass tour and NAGM. NEX also asked Tr.Vikram to give cost details. Tr.Vikram committed to work out all above and cost and shall revert back to NEX in 10 days.

6. Plans of the National Supply House Convener

RTI Supply House Convener Tr.George presented his plans for the year. He also released Brochure.His presentation highlights :

He congratulated last year’s convener Tr.Varinder for wonderful achievements and committed that he shall put in his best to achieve and cross the standards set.

His first emphasis would be to clear the existing stock. In the next phase he shall add more products. He presented figures of last year area wise and said that 61 tables had not

done any purchase. He emphasised that every table must purchase supply house items.

Everyone appreciated the efforts and planning of Tr.George

The discussions that started on supply house guidelines as mentioned in the blue book. It says that maximum items in supply house should be 20.This excludes statutory items. Maximum stock should be 5 lacs. The margin should be 25%. There was lot of constructive discussions on this. The main points of discussions were:

Tr.Bala pointed that there is no logic of separating Ragalia and no Ragalia items as one has limit and second one does not have. Its better to mix both and decide on maximum number of items.

Tr.Bhavesh pointed out that as per commercial and accounting procedures and rules, it cannot be mixed and has to be separate.

Tr.Rajat emphasised that the guidelines says to sale supply house items only to tablers but is should be sold to outside world also. If required we should change the guidelines.

Tr.Vineet pointed out that few of the items does not carry RTI Emblem which is must.

Tr.Vineet and Tr.Navin emphasised that we should maintained the margins while doing sale of supply house items.Others items which may not be able to fetch 25% margins can be shifted to corporate alliance and not in supply house.

Tr.Himanshu emphasised that supply house items is not only for fund raising but also for generating publicity and awareness about RTI movement.

Tr.Bala concluded that a suitable motion can be proposed to bring in any change in supply house items. The guidelines for sale of supply house items is part of National code and not constitution and it requires simple majority to pass the motion.

7. Plans of the National IT Convener

Tr.Arun Amarnath presented his report. The main points of discussion were:

Tr.Arun said that the website has to be updated and the format needs to be changed and made proper.

He also mentioned that either we can go to the same developer or get new one.

At this point, Tr.Subbu mentioned that the RTI Portal can accommodate all the content of the website. Than there will be only one portal and there is no need to go to separate developer.

The portal has facilitity where tables can do uploads as regards their activities.

Tr.Arun promised to work with Tr.Subbu on that front. Tr.Arun than introduced his team member Tr.Parshuram, who shall be

incharge of the blog. Tr.Subbu mentioned that the RTI Portal includes Blog and wikis. It can have

levels for internal and external world to see the contents. Password based levels can be created.

Tr.Rishi mentioned that Tables on their own are not uploading . He also stressed on need of training. He also mentioned to keep it simple and easy to use.

Tr.Ajay Handa mentioned to Tr.Subbu that details of tables activities can be collected from NST and than we should upload the same on the portal.

Tr.Subbu requested all to log on the portal. There is no need to log again and again and give password. Its only required the first time.

Tr.Vineet mentioned also to include extension facet of tabling in the portal and blog.

Tr.Parshuram mentioned that tablers can even put advertisement on the blog.Since is has commercial implications, more thoughts would be put on that.

Tr.Parshuram committed that the blog will be regularly updated and he shall ensure that all table activities are properly updated.

8. Sergeant Act

Tr.Sakthi and Tr.Puneet put together a wonderful and hilarious sergeant act.The Sunshine collection was whopping Rs.38,000.00.

9. AC,Area VII Tr.Bala

Tr.Bala was given the responsibility of Blue Book update in last year’s Tr.Ajay Handa’s board. He had prepared 18 motions which does not affect constitution and can be passed by circulation. He requested the Area Chairmen to push the tables in their respective areas to respond the motions. Tr.Bala requested NST Tr.Manish to send the motions by 1st of August. The last date for receiving from tables would be 30th September. Tr.Manish promised to send it before 1st August ,alongwith C form, and also assured that enough emails and sms shall be sent to all tables to respond the motions. If the motions are passed by

circulation than it will save lot of time at the National AGM.Also, other important motions that affects the constitution only than would be proposed at the National AGM.

10. RTI Mentor, Sq.leg Paresh Choudhary

Paresh mentioned that he was moved with the speech given by IPP Tr.Ajay Handa at the COB.

He presented his intention and plan to rope in Anu Malik and Kapil Dev as Brand ambassador for RTI.

He also mentioned that he is working very closely with J.M.Morgan for building 10 schools in AREA III. The total project outlay will be around 1 crore rupees.

At this time, President Tr.Pranay gave his PIN and Flag to RT International,Asia Pacific Chairman Tr.Shivkumar Eshwaran.

IPP Tr.Ajay Handa gave special pin to RT International President Tr.Ravi Khanna. This pin can be worn only by past and present NEX members.

11. RTI Mentor, Tr.Shivkumar Eshwaran

Tr.Shiv congratulated Tr.Pranay on taking up the highest office of RTI. He stressed fund generation to support FTE. He gave his opinion that RT India should not focus much on funds from other

associations as they too have their projects. The best way forward will be to tie up with Indian and foreign Corporates. He made a proud announcement of tie up with Beneton. This should

materialise very fast in terms of MoU. The funding would be of 1 Million US Dollors.

The floor gave a thunderous applause to Tr.Shiv.

12. Plans of the National Extension Convener

Tr.Amit Bansal gave detailed data on extension. He made a power point presentation on internal and external extension.

He stressed on the fact that internal extension is the need of the hour. He shocked all with the data that 50 tables in RTI have strength below 10 members and 60% of tables have less than 15 members.

Tr.Pranay and Tr.Ajay also stressed that internal extension is the need of the hour. Thats the reason that the workshop topic for AREA AGMs is also kept same. Tr.Satish Balgopal suggested that all the tables that have members below 10 must attend this workshop.

Discussion on the Area reorganisation was also initated by Tr.Himanshu and he informed the floor about the Area III Reorganisation.He informed that Area III has gone on extension spree and are performing keeping the motions and commitment at the Kolkatta AGM.

Tr.Vineet and Tr.Manish informed the NEX that Area III shall be taking up the reorganisation topic at the Area III AGM. In fact there is a committee formed for the same. If need be, the workshop will generate into motion and the same shall come to NEX to be presented at the National AGM.

13. Plans of the National Greeting Cards Convener

Tr.Senthil presented his report. He requested President to release the Greetings Cards catalogue and the same was done by Tr.Pranay.

The target for the year is 7 lacs greeting cards. The price is brought down to Rs.8.5 rupees. Tr.Navin Pishe expressed that the designs should have more of personal

touch. Tr.Vineet mentioned that organisations like CRY sale in millions and we need

to work professionally to increase the sale. Tr.Rajat and Tr.Mintu said that RTI logos should be in the front and back, both

sides.

Tr.Manish Bhanushali stressed on the need to sale more GC as thats the only income , apart from donations, comes to RTI Trust. GC revenue is from where the admin expenses of RTI Trust are made.This was his observation based on last years annual report.

Tr.Senthil ensured that he will work on this.He also informed that there are no old stocks of last year.

13. Plans of the National Project Convener

Tr.Mintu introduced his team, comprising of Tr.Amit Bansal, Sq.leg Jitu, Sq.leg Subbu and mentioned that the work is shared by each.

Subbu explained the RTI Portal and insisted that the same should be presented at all Area AGM also.

Tr.Sakthi mentioned that we don’t have date of all schools and portal is the place to upload and maintain the records.

Zishan mentioned that the current details of projects areawise should be send. He also insisted that the Portal has to be simple to use.

Subbu mentioned that there is no paper process. Tr.Rajat mentioned that tables need to adapt to the IT way and if its

complicated, it will not take off. Tr.Mintu mentioned that there will be a awareness and training program on

same. Jitu mentioned that we should have standardise on MoU, designs, colour,

elevation and create branding for RTI Schools. We should preferably have one design, taktis and also supplier and contractors.

Tr.Ajay informed that last year Tr.Himanshu was appointed as moderator for branding and he has to pick up the team. Tr.Himanshu mentioned that he shall present the team and the members will be from the Lead RTI team. This is the team comprising of participants of the National Leadership Conclave, held recently at Banglore.

Tr.Ajay informed that RTBI has committed further 20,000 euros. He also mentioned about the road show planned for RTBI and US. He has good

contacts with Mr.Gururaj Deshpande, CEO of Deshpande Foundation. He can get us to Big companies in Silicon Valley.

Tr.Pranay spoke about Tr.Sethu and the road shows that have happened. He and the entire floor appreciated the work being done by Tr.Sethu, Chairman MRT 1.

14.Plans of the National Fellowship Convener

Tr.Vinod Reddy presented his plans for the year and stressed that if fellowship is happening than all other facets of tabling will automatically fall in place.

He mentioned that he will continue with the cricket match as that’s a great hit.

He also plans to introduce Elder’s Day. He wants to initiate Twinklers Day. He wants to organise , RTI IDOL but wants to add Dance also along with

singing. Fellowship awards on a monthly basis to continue. Themes shall be given to tables. He shall also work with all Areas for the Mid Term Meets. The NEX meetings shall also have dress codes and themes.

14.Plans of the 47 th National AGM Convener

Tr.Srinivas gave presentation film on the NAGM. He also gave details about the registration costs.

He mentioned that the RTI AGM can take place in Waltair Club. The LCI AGM can happen at TAJ.

He mentioned that the target is to book 400 rooms by month end. He also mentioned that the start has been good at the NAGM at Goa and he

has already crossed 100 registrations.Currently has has 159 registrations. They have already done Fixed Deposit of 6 lacs and balance is Rs.3,68,248/-. The NAGM website will be operation from 1st August.Anyone can go online and

book rooms, see availability and pay registrations amount. They have identified 18 hotels and the details and tariff etc will be given after

15 days.The range will be from Rs.1200 to Rs.10,000/-. The NAGM team will visit every Area AGM. He requested Area Chairmen to appoint Co-ordinator per area. Mass mailer will also start after the Area AGMs.

15.Plans of the 48 th National AGM Convener

Tr.Puneet Gupta mentioned that they have started working on the AGM.The venue can be Delhi or Agra and left it to the NEX to suggest. The NEX members suggested to take Agra as the venue.

Tr.Puneet mentioned that Agra will be right as it will be cheaper, less traffic hassles and can have single convention centre at JayPee Hotel. Plus TAJ Mahal will be a big attraction. Tr.Ajay mentioned that Agra does not have Airport.Tr.Puneet and Tr.Amit Bansal mentioned that transportation from Delhi and Mathura shall be organised.The express highway between Delhi and Agra will also be operational by that time. The format shall be of 3 nights, starting with House parties, informal night and President Banquet.

16.Plans of the National Secretariat Convener

Tr.Prasanna informed that the Secretariat renovation is done. Staff is required as the current staff is heavily loaded with work. There has been no replacement of last two staff that resigned.

He also mentioned that Tr.Satish of Madras RT 3 has sponsored the renovation of the entire Conference room and the same shall be ready very soon.He appreciated Tr.Satkhi’s support in the same.

Tr.Prasanna mentioned that we need to pass the increment in the salary of the present Secretariat staff. He proposed 15% increment, applicable from new financial year, i.e. april 2008. The same was passed unanimously by the NEX.

17.Plans National Committee member for Directory

Tr.Manish Jain presented his plans for Directory. He mentioned that his plan is to introduce the new directory at the 2nd NEX. By 15th of August all tables have to send in their data. He plans to incorporate photographs also of all members in the directory. The suggestion was appreciated by the NEX.

He requested all to help get advertisement. He appreciated support of Tr.Manish Bhanushali for getting advertisement of Rs.1,00,000/-.

18.Plans of the National Publicity Convener

Tr.Rishi presented his plans for the year.

He mentioned that every table/city can have mock rally and generate publicity.

He plans to tie up with Leading Airlines to give our ads in the magazines. He also wants to tie up with leading fashion designers and requested Tr.Ajay

to support in that. He plans to organise Painting competition at all tabling city and generate

publicity. He plans to rope in print and electronic media and get activities of RTI

publicised. He also mentioned that the Area IV initiative ‘ Flight Of Fantasy’ can be done

again and enough publicity can be generated for such projects. He also insisted that all tables should oranise press meets for every project. He also mentioned that all RTI Supply house items should have proper RTI

Logo. He insisted that RTI Brand Ambassador must work more for RTI and we need

to properly utilise their brand value.

(At this time, it was observed that there was no quorum and the meeting had to be held till quorum was established. Tr.Sakthi mentioned that in the first NEX meeting of the year, the quorum should be considering the AVC and not AC. It was decided that suitable motion to be drafted and presented at the 2nd NEX.)

18.Plans of the National HRD Convener

Tr.Sanjay presented his plans for the year. He mentioned that he intends to make HRD broadbased table activity. He

plans to have 3 minutes talk by each member at the table meetings. He shall be giving more details on that.

He plans to have Leadership Conclave. There are no need to have TTT this year. There is plan to have Advanced TTT for active Trainers this year. He also gave details of NEXT (the NEX Training before COB) and NEX

appreciated the quality of the program.

19.Plans of the National Corporate Alliance Convener

Tr.Y.R. Rajesh presented his plans.

He mentioned that he does not plan to do typical ‘ Percentage Business’ where RTI ties up with companies for their products and get some share out of purchase made by tablers.He plans to do one Painting Show across the country and raise One Crore rupees.The second tie up will be with Designer Rohit Bal and other leading designers who shall design special shirts for RTI and this will be sold.He intends to raise another one crore rupees thro this tie up. He requested all Area Chairmen to appoint one CAT convener in their board.

20.Plans of the IPP/IRO Tr.Ajay mentioned that he wants to break the IPP Syndrome and will actively participate and continue his work for RTI.He shall keep updated all the happenings at other RT Countries.He also suggested to Tr.Richard to explore possibility of having a cricket match between RTI and RTBI.

At this moment, President Tr.Pranay presented his Flag and PIN to Tr. Richard.

21.Plans of the National Vice President Tr.Himanshu ensured that he will put his best for RTI. He also mentioned that he will ensure that all the Area Vice Chairman (who will be his AC in his year at President office ) are updated and involved so that there will be continuity.

22.Plans of the NST Tr.Manish mentioned that he shall put in his best to ensure that proper accounts are mentioned and communication is at its best. He also mentioned that he wants the minutes of the table meeting be sent to him as soft copy/email and the NEX appreciated that idea.

He also mentioned that he intends to bring in some reforms as NST. The details shall be sent shortly.

Tr.Manish mentioned that if we can utilise money lying under the SOS and Tsunami funding, than we can give the matching grant to the pending projects.The NEX approved the same. The opinion of the auditor will also be taken on that.

Tr.Pranay mentioned that we need to give advertisement on the last page of the RT International directory. The cost would be around Rs.30,000/-. This is unbudgeted amount and requested NEX to sanction it. The same was approved by the NEX.

23.Talk by President

Tr.Pranay thanked all to be present. He mentioned that its a great feeling to lead this wonderful organisation. He also mentioned that he shall be shortly giving his travel plan to all areas. He shall also be appointing Area AGM Observer shortly.He mentioned that the 2nd NEX shall be hosted by Area II . Area II shall host either at Chennai/Pondy or Colombo. The dates would be 18-19th October.

24.Presentation by the COB Convener

Tr.Pravin and Tr.Siddharth thanked all for being present at the COB. The NEX applauded their hospitality and wonderful arrangement s and warmth.

(At this moment LCI President Cr.Uma, alongwith IPP Mona, NVP Manila,NS Manisha and NT Shalini entered the NEX meeting. They were welcomed by the President and the NEX.

LCI President Cr.Uma gave her Flags to the head table RTI. President Tr.Pranay also have his flag and pin to them.

Cr.Uma requested all Area Chiarmen to include the LCI Area Officer in the AEX and cover LCI activities also in the Area AGM.

Tr.Pranay ensured support to LCI and expressed to work with LCI for the consolidated growth of RTI and LCI.)

25.Any Other Matter

NHT Inder wished all the best to the NEX and committed his support.The NEX gave a standing ovation to Tr.Ajay Handa and Cr.Mona Sanghvi for a fantastic year.

Tr.Pranay suggested to give the Sergeant collection of Rs.38,000 to the COB Team. The same was approved by the floor. The money was handed over to the COB Team.

26. Vote of Thanks

The National Secretary / Treasurer, RTI, Tr. Manish Bhanusali thanked all for coming and attending the 1st National Board Meeting of RTI. He thanked the Tablers and Circlers of SMART 118 for hosting the same.

27. Closure

RTI President, Tr. Pranay Trivedi closed the 1st National Board meeting of Round Table India for the Tabling Year 2008-09 with a toast to Round Table International.

Minutes Compiled by:Tr. Manish P.Bhanushali (ART 40)National Secretary / Treasurer, 2008-09,Round Table India.