Minutes of the 10th Executive Board Meeting of SWARBICA,
26th
Jun. 1987,
COLOMBO
The 10th
Executive Board Meeting was called to order by the Secretary General and in the
absence of the Chairman, the vice chairman present, Mr Sheikh was requested to
take the chair.
Present,
Mr. Atique Zafar Sheikh, Vice Chairman; Pakistan
Mr. K.S.
Haque, Bangladesh.
Mr.
K.S.Talwar, India
Mr. I.
Ameri, Iran
Mr. B.R.
Chitrakar, Nepal
Mr.
G.P.S.H. de Silva, Secretary-General, Sri Lanka
Dr.
Eokhart G.Franz- ICA Secretary for Development
On taking
the chair Mr. Sheikh welcomed the members present for the executive Board
Meeting, and commenced its proceedings.
1. The Secretary - General informed that Mr. Chitrakar from Nepal and Mr. Talwar
from India had produced two letters respectively authorizing them to attend the
Board Meeting in Place of the respective national members. Mr. Huq representing
Bangladesh stated that he had no letter of authority, But he had bee requested
by Dr. Karim to attend the Meeting while Mr. Ameri from Iran stated that he was
attend the Meeting while Mr. Ameri from Iran stated that he was attending as the
member for Iran as there was no Director. However both Iran and Bangladesh
stated that they would send letters authorizing their attendance at the Meeting,
in Place of the National Member.
2. The Chairman then requested the adoption of the agenda and it was done so
with an item added at No 13 to re number the 8th
Executive board Meeting as the 9th Executive Board Meeting.
3. Re item No 3 of the agenda the Minutes of the 9th Executive Board
Meeting that had already being circulated was accepted as confirmed 4. Re Item
No 4 the Chairman requested the Secretary-General to submit the report for the
period 86-87 and thereupon the Secretary-General read out the report for the
period which had already being distributed to the Members .The Minutes on the
discussion of the reports are given below.
a) Re
item no 5 of the reports India, Pakistan and Nepal stated that regarding
nominations to Technical committees, the names would be sent on their return to
their countries.
b) Re
item No 6, it was agreed that two accounts namely, a Rupee Account and a dollar
Account, should be opened in India, Where the Treasury is, ·and all monies sent
in dollars would be credited to the dollars account, and when any payments had
to be made in dollars, it would be done so through this account.
c) Re
item No.7 Iran stated that they had printed the Journal but there was a
technical difficulty in releasing it as they had printed the name of the editor
that of Mr. G.P.S.H. de silva - on the title page Mr. Ameri stated that since
the volume had been printed in Iran they are unable to have the name of a person
not from Iran as the Editor Mr. de silva stated that he had absolutely no
objection for deleting his name; however, after discussion, it was agreed that
the page will be reprinted with the name appearing elsewhere as pointed out by
Dr. Franz, and it was agreed to by Mr. Ameri. He also agreed that after the
alterations are done the volumes will be sent to the secretariat.
d) Re
Item No 9, Pakistan submitted a report on the conducting of the surveys. They
had to conduct. But since it was nearly three years after the survey had been
done it was agreed that the details should be up-dated and the report finalized
as fast as possible. These reports after circulation and obtaining of comments
would be published in SWARBICA Journal No.5
e) Re
Item No.13 Mr. Talwar informed that the chairman had also attended the U.S.S.E.
and Helsinki Meetings of the ICA and the Asian guide Meeting in Jakarta during
the period.
f) Re
item No.14 Mr. Talwar pointed out that the institutional and Individual members
are not receiving information on the activities of this branch organization and
also invitations for its meetings the Secretary-General pointed out that in 1979
all the Institutional and individual members were invited to the General
conference and even given free hospitality and they had also been informed of
all other General Meetings for the present Colombo Meeting all National Members
were written to January, 1987, Requesting that the secretary-General be informed
as to who should be invited from their respective countries .But as there was no
reply to the letters it was fairly late when the list of names of institutional
and individual members were obtained from the treasurer and they could be
informed only thereafter. It was agreed that in the future. The Treasurer would
file with the secretariat at the beginning of a year the list of current
institutional and individual members so that they could be infom1ed of the
activities of the organization.
g) Re
item No 15 regarding the payment of an honorarium to Mr. Davies it was agreed
that it was a moral obligation to make a payment to him as a payment had been
promised, But as ICA had refused to meet that under scheduled expenditure, it
was agreed on a suggestion made by Dr Franz, That at least US$ 500 should be
paid from SWARBICA funds if it would be difficult to meet the full payment of 1,
000 dollars.
5.
Re item No 5 Mr. Talwar presented the report of the Treasurer for the period
1985-86 (see annex)
a)
Reference Treasurer report Mr. Sheikh stated that Pakistan had paid
subscriptions up to the end of 1986, but 1987 could be paid only after July 1st.
The Treasurer informed that he had not received the payments still but would
look into the matter after going back to India and report on it,
Mr. Huque stated that he was
unable to comment on the payment of subscription of Bangladesh but would report
to Dr. Karim
b)
Regarding the Treasury expenses referred to in the report Mr. Talwar stated that
they are deductions made by the bank .The Secretary General stated for
information that all secretariat expenses of SWARBICA have been met by the
Department of National Archives and no expenses have been debited to SWARBICA.
c) Mr.
Talwar stated that he should receive a statement of monies used for the
Kathmandu seminar from the Sri Lanka account held by the Secretary -General. The
Secretary -General stated that although the information had been given earlier,
he would send it once again
d)
Regarding payment of subscriptions it was agreed that from 1988, all countries
will pay US$ 250 as the annual subscription for the branch,
6. A
Suggestion made by Mr. Ameri That the annual dues be further increased did not
receive approval and Dr. Franz further pointed out that the financial situation
of the Branch was sound, and did not warrant the suggested increase.
7. Re item No 6 a please see minute at 6a aboce and re 6b, 6d.
above.
8. Re item No 7 The Secretary-general informed that the Maldives
government had conveyed that they were unable to join the organization at
present .This information had been communicated to both Chairman SWARBICA and
ICA it was agreed that the matter should be taken up once again in about two
years time
9. Re item No.8 please See 5 Minute at 5 (D) above.
10. Re item No.9 Please see Minute at 5 (d) above.
11. Re item No.10 Mr. Chitrakar distributed the copies of the
proceedings of the Nepal seminar and stated that since the seminar much progress
has been made He also stated that draft legislation is being circulated to
various Department and Ministries for their observations and the progress would
be notified shortly.
12. Re item No.II Sri Lanka Stated that the initial survey on
preservation traditional
methods of Palm-leaf preservation been successfully completed Mr. Chitrakar and
Mr. Talwar agreed to inform of their activities after they return to their
countries; Re Technical committees please see 5 (a)
13. Re item no 12 the following nominations were made for the
period 1987-1989 and
accepted without division:
a)
Chairman:
Mr. Atique Zafar Sheikh proposed by Mr. B Chitrakar, Nepal and seconded Mr.
Huque Bangladesh.
Vice
chairman:
Mr. B. D. Dangol
Dr. K. M.
Karim, Proposed by Mr. K.S. Talwar and seconded Mr. A.Z. Sheikh
Secretary-General:
Mr. G.P.S.H de silva proposed by Mr. A.Z. Sheikh and seconded Mr. B. Chitrakar.
Treasurer:
Mr. K.S. Talwar proposed by Mr. G.P.S.H. De silva and seconded Mr. A Z sheikh.
b) At the commencement of item No 12 Mr. Talwar handed over a letter from Dr
R.K. Perti which conveyed his willingness to stand for another period of office
as Chairman, if requested: the letter was taken note of.
c) Mr. Ameri s proposal of Dr Perti as Chairman lapsed as it was not seconded.
Similarly Mr. Huques proposal of Mr. Ameri as secretary General lapsed as it was
not seconded.
14. Re item 13, the Executive Board accepted the amendment that the Minutes
circulated under the title 8th Executive Board be amended to 9th
Executive Board.
There being no other business the meeting terminated at 19.45 hrs.
G.P.S.H. De Silva
Secretary -General /SWARBICA.
