BOT Meeting 03/10/2022
-Bismillahir Rahman Ar Rahim-
Attendance: Abu Ashraf (called in), Hafiz Rahman, Moin Asjad, Amer Sufi
Excused: Javid Khatri, Merina Azim
Absent: Hashem Molla, Shafiq Islam
Chaired by: Abu Ashraf
Started with Surah Al-Fatiha
The topic of discussions are as follows:
1) Confirm how to write in Meeting Notes to clarify BOR & SC concern regarding Policy & Strategy attachment in previous meeting notes, and next steps
Meeting Discussion:
Policy approved by BOT was emailed to all BOR/SC members. BOR/SC responded to BOT with request to discuss Policy Removal. BOT voted to make the policy document “invalid”. This note will be uploaded into BOT meeting minutes as a decision document based on BOT voting outcome.
Action:
Follow-up with the email sent on 2/18/2022, addressed to Br. Mohammad Ali (joint meeting Chairperson) and cc’d to BOR & SC, a reminder email will be sent by BOT Chairperson to BOR/SC to send their improvement recommendation to BOT on Policy and guidelines Improvement suggestions will be taken into consideration to finalize the policy and guidelines.
BOT will continue to improve the policy & guidelines intended for BOT based on other boards’ suggestions/feedback.
2) Imam hiring status discussion and strategy
Meeting Discussion:
Update on Imam selection was to be discussed in January & February Joint meeting Agenda. The topic never came up for discussions due to other priorities. Br. Moin provided the update as follows:
Upon request from BOT to “Imam Search Committee” at BOT meeting on 11/28/2021, the committee has provided their assessment regarding the interviewed candidates. Specifically discussed about one candidate who was in debate and concluded he is not mature enough & inexperienced for the Lead Imam position from the shortlist.
BOT discussed about another candidate from Pittsburgh, PA (Sheikh xxxxx), after discussion at the BOT meeting on 11/28/2021, the participating members agreed to follow-up with him. BOT also agreed to cover expenses for that candidate’s travel and lodging related to the face-to-face interview.
Preferred candidate was contacted on December 2021 and January 2022 for follow-up and was invited to come to AMDA for Khutba and spend face to face time. Sheikh has mentioned that he does not have coverage for Khutba to his current masjid and does not have free time at present for travel, when he is able to manage time for travel and coverage, he will let us know.
Based on decision at BOT meeting on 11/28/2022 to cover several prayers with volunteers and further recommendation from Sheikh Munawar regarding a potential individual, a new strategy was formulated on 1/15/2022 BOT meeting to provide honorarium to the individual who would lead several and specific prayers at AMDA. Based on the strategy agreement on BOT meeting at 1/15/2022 an email with recommendation was sent to BOR. Detail of the agreed upon email content is documented on meeting minutes for 1/15/2022. In response to recommendation from BOT to BOR for hiring an individual to lead prayers at AMDA, on 1/19/2022, BOR responded back to BOT with a set of recommendations.
Considering the recommendation from BOR, the strategy decision made on 1/15/2022 BOT meeting and feedback from the Imam hiring committee members present at the BOT meeting on 1/22/2022, BOT selected two BOT members to contact Br. xxxxx. These 2 members had face to face meeting with Br. xxxxx on 1/24/2022 and feedback was received, following has the summary of the outcome. Detail of the decision is documented in BOT meeting minutes for 1/22/2022 is available on AMDA website under BOT meeting in REPORT section of the website.
Summary of outcome from face-to-face meeting with Br. xxxxx:
BOT approached xxxxx xxxx and based on decision at 1/22/2022 BOT meeting, made an offer to lead the same number of prayers Imam Munawar is currently leading, which he agreed to and continue to do so after the Ramadan is over. He has already been contracted to be one of the two Huffaz to lead the Taraweeh prayer during the Ramadan as per decision made in the Joint Board Meeting in Jan, 2022.
3) Architect’s fees for unanticipated additional work
Meeting Discussion:
3rd floor designing and engineering need additional cost approval. Architect wants $11,200 with the breakup of $9,000 for designing the third-floor addition and $2,200 for design of landscaping.
Action:
Br Moin brought up the Architect cost to BOT and it was approved immediately as the delay in payment will delay the detailed design by the Architect. Next, it will be brought to the attention of Construction Sub-Committee. Thereafter BOR will be emailed for their feedback and agreement
4) Construction status and budget
Meeting Discussion:
Based on the change of scope, there is an increase in construction cost. Requirement added by the city during variance and site plan approval process, approximate/ball park budget for construction went up to x.x – x.x million.
Action:
Budget was presented to BOT for information only.
BOT agrees to the amount presented due to the mentioned reasoning. Based on consensus amongst attending members at this BOT meeting, BOR will be approached for their agreement/feedback.
5) Hifz program at AMDA
Meeting Discussion:
It was briefly discussed in the BOT meeting, the opportunity to initiate Hifz program at AMDA in near future. Based on the offer Br. xxxxx has at his hand for Hifz program, AMDA could utilize that and start hifz program. This program can be administered by a separate contract with Br. xxxxx in addition to leading prayer contract.
Open topics (please send me to add more)
N/A
