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Rotary Club of Port Louis
Minutes of the Club Assembly 2010-2011 # 3held on June 1st, 2011
_________________________________________________________________________________________
VENUE: La Bonne Marmite Restaurant, 2nd floorPRESENT: 28 active-ordinary members out of 40 or 70 % (see attached attendance list for details)AGENDA: • Approval of minutes of the previous Assembly held on December 15th, 2010
• Matters arising
• Approval of the accounts of the Rotary year 2009-2010
• Secretary's report
• Chairmen of Service Committees reports
• AOB_________________________________________________________________________________________
MINUTES
The President opens the Club Assembly at 1:00 p.m. and welcomes all members present.
APPROVAL OF THE MINUTES OF THE PREVIOUS CLUB ASSEMBLY
The previous minutes, circulated by the Secretary on 27 May, were approved under a proposal of PPKumar seconded by Rtn Shyam.
MATTER ARISING
No major comment on the a.m. minutes.
APPROVAL OF THE ACCOUNTS OF THE ROTARY YEAR 2009-2010
Submission
After having been rejected at the Club Assembly of 15th December 2010, 2009-2010 accounts werereworked by the Treasurer of the year 2010-2011, audited and circulated by the Secretary on 27 May2011.
Approval
The accounts were unanimously approved by the Assembly following a proposal by PDG Jean-Claude,seconded by Rtn William.The President thanked the 2010-11 Treasurer for having resolved the issue of rejected previous yearaccounts.
Comments
Following minor comments were made prior to the approval, not requiring re-submission:
• Treasurer's general commentTreasurer explains that a confusion existed in the previous year accounts between Club
account and Project accounts, reflected by actual money transfers items (as may be seen onthe account summaries) between such accounts, which is not allowed.Treasurer reassures the Assembly that this confusion has been lifted entirely in current yearaccounts.
• Treasurer briefly presents the audited accountsThe “Accruals” item in the liabilities represent unpaid invoices to suppliers, mainly La BonneMarmite restaurant. Treasurer indicates that most pending invoices have been meanwhilepaid.
• PDG Jean-Claude expresses surprise about yearly variation of the DG Governor item
• SE Etienne wishes to know the exact debt owed by the Club account to the Project account asof 1st July 2010. Treasurer indicates the sum of 72,802 Rs.
• PP Michael Bootle points out that RYLA transactions should be accounted for in Projectaccount, not in Club account. Point noted by Treasurer.
• PP Kumar requests clarification about variation of USD “Tsunami” account.Treasurer explains that variation is only due to variation of rate of exchange, statement ofaccounts being consolidated in Rupees.
• PP Michael Bootle requests clarification about interest income generated by “MarcelLagesse” fixed deposit account, which is clearly not capitalized. Treasurer indicates thatinterests are credited to Project account under the heading “Interest income”.
• PP Utesh requests that CSR projects should be better identified in the accounts, or accountedseparately. Point noted by Treasurer.
• PP Bob wishes to know whether the previous year loss of approx. 200 kRs carried forward tothis year has worsen or improved. Treasurer announces, on the contrary, a possible surplusthis year.To an additional question about the trend of the members debt (of approx. 250 kRs end oflast year) the Treasurer informs the Assembly that this debt has not been significantlyreduced. An update of this item will be performed end of May, with issue of memberstatements, hopefully by next week.
• SE Etienne enquires whether an analysis of member's debt has been performed, in order todetermine if bad debts are considered in the assets, and to what level. Treasurer indicates anestimate of 50 kRs of bad debt originated in members having left the club. This amount willbe written off shortly or covered by a provision for uncertain debts in the liabilities.
• It is pointed out that “Web hosting” item should be accounted in Club account, not Projectaccount.
• Above comments do not require re-submission, however Treasurer is expected to take themin account for next year statement of accounts.
SECRETARY'S REPORT
SE Etienne reports, on behalf of Secretary Serge, on business travel.
Membership
Since last Assembly, resignation of following members has been recorded:
– PP Roger de Coriolis, with effect on 1/7/2010
– Rtn Kevin Obeegadoo, with effect on 12/5/2011
– Rtn François Zouiouèche, with effect on 1/5/2011
Letters were sent to them by the Board, and it is indicated by SE (following a question of PP Kumar)
that RI database has been updated accordingly, before end of May so as to be taken in account in thefirst RI Semi Annual Report (RI invoice) of the year 2011-2012.
As a result, our membership is now of 40 active-ordinary members and 1 active-honorary.Attendance percentage has to be calculated on the basis of 40 as from 1st June 2011 until furtherchange in membership.
Member on leave of absence
No one at present.
Attendance
Attendance records show as follows (previous months in previous minutes) :
December 2010: 71.4 %January 2011: 85.0 %February 2011: 67.5 %March 2011: 89.5 %April 2011: 80.5 %
Note: attendance score given at the end of each meeting is only reflecting attendance to meetingitself plus make-up cards qualifying at the time of the meeting. Attendance to committees, eligiblefunctions and events is later added and is included in the above (final) figures.
Number of Board meetings held (Question of PP Kumar)
President Anand indicates that only one Board meeting was missed.
Other questions/comments
Circulation of information. Webmaster PP Bob reminds the chairmen of committee to upload theirminutes to the web site themselves. The procedure is automated and there is no interventionrequired from the webmaster, so it is requested not to send minutes directly to him, by e-mail orotherwise.
CHAIRMAN PHILLIP OF CLUB ADMIN COMMITTEE REPORT
Report_________________________________________________________________________________________
Club Admin Report since August 11
Club Speakers
Ladies Outing
Sat 2nd October Champ de Mars Race Day 25 AdultsSunday 29th May Andrea Lodge 35 Adults, 12 Children
Brain Storming
Sat 5th March Brain Storming- Gymkhana 26 dinnersSat 11th June Brain Storming – Gymkhana – Rs 500
Induction Dinner
Sat 25th June Domain Anna 6.30pm Rs 1,500
Club Directory
SE Etienne / PAC updating list_________________________________________________________________________________________
Questions/comments
President Anand clarifies that next brain storming session will be dedicated to PROJECTS only.
CHAIRMAN PIERRE OF DEVELOPMENT & STRATEGY COMMITTEE REPORT
The report is delivered by PP Ujjval, Committee's Assistant Secretary, in the absence of ChairmanPierre.
_________________________________________________________________________________________
Development and Strategy ComitteeActivities for Rotary Year 2010-2011
Officers. Chairman PP Pierre DinanSecretary PE Andre Chung SuiAssistant Secretary IPP Ujjval Desai
Membership Committee PP Dan Bundhoo,PP Stephane Henri and PP Roger Leung
Number of meetings held during the yearJuly to November Five firesidesDecember NoneJanuary to June Two firesides
List of issues and matters considered throughout the year
A. Implemented : 1.Brainstorming session re club dues.2.Appointment of Internet Officer(PP Ujval)
3.Appointment of a Club Clerk4.Participation in event : Culture sharing for
Peace and Unity(21 September 2010)
B. To be implemented : 1. Fifth Avenue of Service-explanationand amendment of bye laws
2.Per project: preparation of a templateand appointment of Deputy TeamLeader
3.Presence of Club on Facebook4.Associate membership (awaiting RI)5.Activating Friends of Rotary
C.Ongoing 1.Setting up of a Comite Inter Pays2.Retention of members3.Succession planning4.Effective communication5.Active participation of members6. One-off contribution by members to
create a reserve account
D. Abandoned 1.Joint project with Round Table.
____________________________________________________________________________Comments
• 5th Avenue of Service (New Generations Service): PDG Jean-Claude indicates that no approvalfrom Club Assembly is required to activate this 5th Avenue that has been added at the level ofRI. Bye-laws to be amended, in line with new Club Constitution making provision for 5th
Avenue. A talk to be given to the Club about this new avenue of service.
• Membership Committee activity to be added: 2 new members this year. Member retentionpolicy to be seriously attended.
• Social Network: activating Friends of Rotary as a start ?
CHAIRMAN UTESH VOCATIONAL COMMITTEE REPORT
Report
The Committee has produced an extensive report, see attachment.
Questions
No question was raised about this report
CHAIRMAN UDAY COMMUNITY SERVICE REPORT
Report_________________________________________________________________________________________
REPORT ON THE ACTIVITIES OF THE COMMUNITY SERVICE COMMITTEE, JULY2010- END JUNE 2011
This brief report details the various activities in which the members of the CommunityService Committee were the main actors .Fireside Committee Meetings:1st Meeting: 19th July 2010, at the residence of Chairman Uday, Curepipe2nd meeting: 17th September 2010, at the residence of Rtn Raj Dassaye, Port Louis3rd meeting: 22nd October 2010, at the St Georges Hotel, Port Louis4th Meeting: 19th November 2010, hosted by Rtn Patrice Cure, at the Gymkhana Club,Vacoas
5th meeting: 19th January 2011, at the residence of PP Claude Mamet, Poste Lafayette6th meeting: 18th February 2011, at the residence of PP Adam Jaufeerally, Moka7th meeting: 17th March 2011, at the residence of Rtn William Ah Sue, Goodlands8th meeting: 5th May 2011, hosted by Rtn Amal Mungur, at the Gymkhana Club, Vacoas9th meeting to be held on 16th June 2011 hosted by Rtn Ibrahim Sheik-Yousouf, PortLouisThe average attendance at these meetings were 65%. Two members, namely JavedAboobakar and Francois Zouioueche were on leave of absence during this Rotary year.
Main events:13th November, "Sortie pour autrement capables" (outing for the handicapped)Domaine les Pailles,27th November, Jumble Sale, Winners Roches BrunesThe proceeds have been put at the ZEP School Breakfast project of Cécile Leong Son18th December, Christmas Tree Project, Nicolay Primary School16th January, dinner for "Mam san Baz", Centre Marie Reine de la Paix, Port Louis.26 & 27th March "Semaine de l'Humanite" collection of non-perishable items fordistribution to 2 NGO's (La Ca A Cassis & Oasis de Paix). Collection points, WinnersRoches Brunes and Jumbo Riche Terre.
The project "Atelier Mozar" is still on-going, and will be considered in the nextRotary year, under the Chairmanship of PP Claude Mamet.
____________________________________________________________________________Chairman Uday wishes to take the responsibility of a lack of progress in the “Atelier Mozar” project.
Questions/Comments
President Anand wishes to share the a.m. responsibility with Chairman Uday.
A.O.B
Being no other business, President Anand thanks all participantsand closes the Assembly at 1:45 p.m.
Attachments
- Club and Project account summaries – Year 2009-2010, as approved- Vocational Committee report- Assembly attendance list
Revision history 0 - First draft 7/9/111 – Minor corrections Pres Anand 9/9/11 – Missing attendance list added in attachments
VOCATIONAL SERVICEVOCATIONAL SERVICECOMMITTEE 2010-2011COMMITTEE 2010-2011
1. No of Rotarians – 12 (Started with11. One resigned earlyin the year and two joined in April 11).
2. 9 Fireside meetings & 1 Business Meeting held this year.
3. Average Attendance 70%.
4. Vice Chairman – PP Alan Oxenham.
5. Secretary - PP Michael Bootle.
Culture Sharing For Peace and UnityCulture Sharing For Peace and Unity
Leader: PP Dan Bundhoo (Alternate: PP Philip Ah Chuen)
The pilot project which started in 2009 was continued in 2010 and involved 4 schools:The pilot project which started in 2009 was continued in 2010 and involved 4 schools:one preprimary, one primary and two secondary schools.one preprimary, one primary and two secondary schools.
On the occasion of the International Peace Day, on Tuesday the 21st September 2010, a joint eventOn the occasion of the International Peace Day, on Tuesday the 21st September 2010, a joint eventwith the participation of the four schools was organized at the Marie Reine de la Paix Social Welfarewith the participation of the four schools was organized at the Marie Reine de la Paix Social WelfareCentre. It was a show cum exibition of the projects by the four schools.Centre. It was a show cum exibition of the projects by the four schools.
The Rotaract & Interact Clubs of Port Louis also participated.The Rotaract & Interact Clubs of Port Louis also participated.
PPS Claude and Dan have been meeting PP Philip during the course of the year to ensure a smoothhanding over.
Rotarian Shyam is preparing a consise dvd resume of the CPU activities held so far. This will helpus launch the project on a national level with the collaboration of all Rotary clubs under DGMAMED’S year.
BRAINS TRUSTBRAINS TRUST
1. This year some 70 schools expressed interest toparticipate in this Public Speaking contest.
2. Following a qualifying round on 25 May 2011, 24 schoolshave been selected to go to the final rounds.
3. The project is running in it’s 34th year and since 2001 isorganised in partnership with The Mauritius College of the Airwho records the contest in their studio for broadcast by theMBC.
4. The project will enjoy a new Brand Identity this year withinnovations being brought in by MCA to the setting.
5. The finals are scheduled for the 22nd June 2011.
6. Another innovation is the setting up of Brain’s Trust clubs inschools to heighten standards.
7. The Project Leader this year is Rtn Shyam Seebun.
PRIMARY SCHOOL QUIZPRIMARY SCHOOL QUIZ
1. Quiz organised annually during May/June involvingsome 50 primary schools from the Port Louis area underthe Leadership of PP Philip Ah Chuen.
2. 29 schools participated in the preliminary round on the18th May 2011.
3. Semifinals will be held on 8 June 11 and the finals on29 June 11.
4. We are exploring the possibility of holding the finals onMBC radio.
5. The winners of last years competition spent a weekendand the runner up 1 day at the Blue Lagoon Hotel in Oct11.
ZEP School – Classes desZEP School – Classes desMetiersMetiers1. The woodwork & Arts & Creativity classes being run at the
Nicolay Govt School after school hours, under the CSRprogram, and sponsored mainly by Engen is doing well. Thisproject is one year old this month.
2. The works by the children were displayed during an open dayheld at the school on 3 Nov 2011.
3. Following the success of this project The Ministry of Educationrequested that the project be replicated at other schools in theZEP area. This was also our intention. The ZEP Unit’sapproval for replicating the project at the Guy Rozemont GovtSchool in Tranquebar has now been obtained. We haveobtained a contribution from MSJ Uniocorn Trading as well forthis project.
4. Interviews for recruitment of the teachers will be held nextweek and the project is scheduled to start on 15th June 2011.
5. Also Spectacles were given to 3 pupils of Nicolay Govt Schoolby Farukh Hossen Optics.
ETHICS & 4 WAY TESTETHICS & 4 WAY TEST
In collaboration with the Mauritius Institute of Directors, a half dayworkshop on Business Ethics was organised at the Domaine LesPailles on 30th March 2011.
The theme was ‘The Ethics Edge – Why Ethics matter and how tomake your organisation aware of it’.
The speakers were
- PP Pierre Dinan on The 4 Way Test & Declaration of Rotariansin Business.
- Prof Deon Rossouw – CEO of the Ethics Institute of SA on thetheme.
- Mr Paul Kramer of Engen – How Engen promotes Ethicswithin it’s organisation.
The Four Way Test
- Concurrently The 4 Way Test & the Ethics workshop werepromoted for 2 days through emailing to some 150,000 readers byBlue Fish.
Other ProjectsOther Projects
Vocational Month – October 10.
The following speakers were invited:
- Jane Valls of MIOD – Corporate Governance.
- Tim Taylor of Rogers Group & Chairman of National CorporateGovernance Committee.
- George Cheung Tik Kan – Economy & Training
- Sandeep Capre of DCDM – The future of Africa Speakers will beinvited to talk on topics related to the Vocational service.
Recognising Outstanding Individuals
Recognise the importance of high ethical standards and publicvalues by giving an award to honour an individual who exemplifiessuch traits in his/her profession.
Award given to Ex DCP Jean Bruneau on 10 Nov 2011
Award will be given to Ghyliane Pougnet on 8 June 2011
Other ProjectsOther Projects
Career Guidance Manual(Rtn Shyam seebun)
- The career guidance manual is posted on ourwebsite and possibility of establishing a link tosame on the Orange website will be pursued.
Rotaract – Liaison Officer – PP Michael Bootle
The participation of 2 Rotaractors at the RYLAin April 11 was sponsored by the Club.
Interact – Medco Cassis since June 2010 –Liaison Officer PP Roger Leung.
BUDGET 2010-11BUDGET 2010-11
RS
Peace project 50,000
ZEP School 210,000 (Funded throughCSR)
Brains Trust 55,000
Primary Schools Quiz 20,000
Rotaract 30,000
Interact 10,000
Four-Way Test 50,000
Total Rs 425,000
otary Club of Port Louis - Attendance Sheet
.'
http://www.rotaryportlouis.com!attendance/ attendance Sheet.p
Rotary Club of Port Louis, attendance - 2010 /2011~1:'1(.,tN ,;: C){u(J, 1\- ( j e-7/1J.(.Y ;}) /t? /1 f# 1
Date: I ..",.2011 Speaker: (
#
2Ah Sue, W
3 Baboo, M
7 Bundhoo, 0
8 Burman, M
9 Chabrut, L
10 Chen, M
Percentage:
('q
