| Meeting Agenda |
1st Meeting of Club Assembly of RY 2023-24
Date & Day : 5th September 2023, Tuesday
Time : 7.30 pm to 8.30 pm
Venue : Bal Kalyan Sanstha
AGENDA
1. To approve the minutes of the previous Club assembly held on 13th June 2023.
2. Action Taken Report on the decisions of previous Club Assembly. (Annexe-1)
3. To update about major developments since previous Club Assembly. (Annexe-2)
4. To update on Treasury –
a) Free balances of Bank accounts
b) Status of Fixed deposits of Trust
c) Status of Annual membership and mandatory Trust dues,
d) Status of finalisation of Trust account and audit,
e) Status of finalisation of Club accounts and Internal audit,
f) Proposal of opening Club account in a private bank.
5. To review the progress in selection of President Elect (RY 24-25) and President Nominee (RY 25-26) as the current incumbents have submitted their resignations. As per Club Byelaws, the vacancies have to be filled up by the current BOD.
6. To discuss and consider the request for expanding the definition of the “Partner (Spouse) Member”, in the context of payment of Club Dues under Article 7 (Dues) of the Club bye-laws, to encompass any near relatives or friend.
The issue was placed in the Board meeting of 3rd July 2023. The Board opined unanimously that the definition of “Partner (Spouse) Member” can be expanded to include any first blood relative namely, father, mother, brother, sister, son and daughter besides the spouse and advised that the Board’s opinion may be placed before the next Club Assembly for approval of necessary amendment in the Club bye-laws.
7. To finalize additional trustees for the Pune Sports City Rotary Trust registered with The Charity Commissioner for the RY 23-24.
Based on the decision of BoD held on 03rd July 2023, all the members were advised through mail to propose their own name (in case they are willing to shoulder this responsibility) or to propose any other name for the purpose. Based on the responses received, the following nominations have been received:
i. Rtn Ajit Ghate
ii. Rtn Dr Amita Kotbagi
iii. Rtn BMK Sethi
iv. Rtn Manojeet Chowdhury
v. Rtn Dr Rajesh Pawar
vi. Rtn Sanjay Sirdeshpande
vii. Rtn Trilok Kamdar
The proposal is now placed before the Club Assembly for election of two additional Trustees for the current RY ending on 30th June 2024.
8. Agenda issues for discussion in the club assembly received from members:
i. Finalise CSR/GG process system and all related aspects to make it smoother & efficient. The process of finalising GG project orders including the number of quotations obtained, sanction of the project and the process for releasing the payment. The process to determine the company providing best quality equipment etc.
ii. Creating a Central files storage system – physical and digital
iii. To consider self-funding for local community projects and using all club resources to fund impactful projects including CSR, Rtns/Anns, families, friends, well-wishers, TRF to approved GG etc.
iv. Allocating initial 10 minutes in all weekly club meetings for Rotary topics like TRF, Membership, PROJECTS, Rotaract, Interact, RCC, Intl RYE, RFE etc.
v. To design a new club flag.
9. Any other item with the permission of the Chair.
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Annexe-1
Action Taken Report on the decisions of the previous Club Assembly
(Held on 13th June 2023)
Agenda No. Brief Particulars Decision Taken Action Taken
1 To write off / classify as bad debts non receipt of membership dues for RI year 2022-23.
RESOLVED THAT the fees unpaid by members be hereby written off the books as of June 30, 2023 and record the same vide an accounting entry. The club dues of 3 members were written off as detailed under:
1. Ritesh – Rs. 8,000
2. Rupali - Rs. 4,000
3. Subhash Lonkar - Rs. 8,000
2 To rename the correct name of Satellite Club Inspira Sports City.
RESOLVED THAT name be changed to “Rotary Satellite Club of Sports City Inspira”. FURTHER RESOLVED THAT Rtn Neeraj Kumar is authorized to take up the matter with Rotary International and Rtn Datta Patil, President of Satellite club. The name of the club was accordingly changed. The Inspira Satellite Club has subsequently exited from the patronage of RCPSC.
3 To open separate account for CSR donations and CSR project expenditure for administrative convenience for accounting, utilization certificate, audit and control. RESOLVED THAT a new separate account be opened with Union Bank of India, Aundh Branch under Pune Sports City Rotary Trust by Treasurer Elect post July 2023.
A separate Trust account for CSR funded projects is yet to be opened.
4 To continue pilot of 5 past presidents in case of nomination committee or restart old method of nomination committee as per RI bye laws. RESOLVED THAT RCP Sports City should continue with pilot system of “PAST 5 presidents as nomination committee” method for nomination election of the club.
No action needed.
5 Revision of Club fees and approval of budget.
RESOLVED THAT club fees be revised to INR 18000/- (Eighteen thousand only) for Rotary Year 2023-24. As given below:
Club Members: 18,000
Spouse Members: 10,000
Satellite Club Members: 10,000 The club fees have been accordingly adopted and collected for the RY 23-24.
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Annexe -2
Major Developments since the previous Club Assembly
1. Installation ceremony for the new President, Secretary and BoD was organised on 27th June 2023.
2. Two BoD meetings were held on 3rd July and 7th August 2023.
3. PAN Card (AAABR8281J) for the RCPSC is obtained.
4. Approval of GG-2352539 project for Rotary Dialysis Centre at Symbiosis University Hospital and Research Centre with the total outlay and PSCRT contribution at USD 85,000 and USD 10,000 respectively.
5. Fund raised till date Rs 14.0 Lakhs
6. New members added 5.
7. TRF total giving US$ 17,000, APF giving US$ 1,150
8. Five Service projects have been implemented as per following details:
SN. Project Name Date Venue
1 Blood donation camp in collaboration with Ruby Hall Clinic 09.07.23 Blue Ridge Society, Hinjewadi
2 Supply of articles like banners, carpets, books etc. Someshwarwadi ZP School
3 CSR project with support from Pugmatic for distribution of solar lanterns to shepherds 30.07.23 Dive Ghat
4 Handing over of 30 smokeless chullahs 30.07.23 Near Saswad
4 Multi-diagnostic medical Camp 27.08.23 Nigade Mose village, panshet
*******
|
| Minutes of Meeting |
1st Meeting of Club Assembly of RY 2023-24
Date & Day : 5th September 2023, Tuesday
Time : 7.30 pm to 8.30 pm
Venue : Bal Kalyan Sanstha
Minutes of meeting (Draft)
The Club Assembly was called to order by the President with singing of National Anthem. The Secretary thereafter administered the customary Four-way Test.
Before the assembly could proceed further, Rtn Ajit Ghate raised a point of order by contending that as per the club bye-laws, there has to be a minimum 15 days advance notice, while for the instant assembly of 5th September, the agenda was issued on 28th August. When pointed out that the initial notice was issued on 18th August, he objected that a notice without detailed agenda cannot be treated as notice. He therefore, advised that either the assembly should either be postponed for a future date or if other members think so it may proceed with an assurance that the requirement of minimum notice period will be adhered to in future. The other members requested that the assembly may proceed and asked requested the office bearers to share the agenda along with the notice atleat 15 days before the Club Assembly. adhere to the notice period in future.
The President, Dr Ashutosh Dubey, initiated the discussions by apprising the assembly about the major developments that happened after since the installation of the new BoD. The highlights of his address are given in Annexe-1.
Thereafter, agenda-wise issues were taken up for discussion:
Agenda-1: To approve the minutes of the previous Club assembly held on 13th June 2023.
Decision: The minutes of the previous Club assembly held on 13th June 2023 were approved.
Agenda-2: Action Taken Report on the decisions of previous Club Assembly.
Decision: The assembly took note of the Action Taken Report.
Agenda-3: To update on Treasury –
a) Free balances of Bank accounts
b) Status of Fixed deposits of Trust
c) Status of Annual membership and mandatory Trust dues,
d) Status of finalisation of Trust account and audit,
e) Status of finalisation of Club accounts and Internal audit,
f) Proposal of opening Club account in a private bank.
The Treasurer, Rtn Anand Kale. pPresented the treasury details as per Annexe-2.
It was also explained that there were lot of inconveniences in transacting through the accounts maintained with Union Bank of India. It was therefore approved in the BoD and now placed in the assembly for approval, for opening the club account in one of the new age private sector banks and to gradually close the account maintained with UBI. Based on the experience with the new bank, a separate proposal to shift Trust account and all GG and CSR accounts may be contemplated.
Following members shared their views on various aspects of the treasury data:
Rtn Sushil Pungaliya: observed that the Trust’s reserves in the form of FDs that were at the level of around Rs. 27 lakhs have come down to Rs. 17.50 lakhs. He expressed that these reserves were accruing substantial interest annually thereby strengthening the Trust’s financial heft to undertake more developmental activities. He said that if the FDs were withdrawn, there should have been well thought out plan to recoup the withdrawn FDs so that the reserves that are assiduously built up over the years are not frittered away.
Rtn Sushrut: Countering Rtn Pungaliya’s views, Rtn Sushrut said that the current BoD has inherited FDs worth Rs. 22.50 lakhs only. One FD amounting to Rs. 5 lakhs was withdrawn to meet Trust’s share/contribution towards the recently approved GG project of supply of 10 dialysis units to Symbiosis Hospital and Research Centre which will cater to the dialysis needs of the poor and under-privileged people. He further said that the purpose of building reserves is to ensure that on a rainy day at a future date the same can be utilised for common public good. As the recent withdrawal of FD was for ensuring smooth implementation of the GG project, which has charitable purpose and the money is going to be spent for public good there should not be any concern on the said withdrawal.
Rtn Deepak Mangwani: expressed that the donors provide money to undertake some developmental projects and wondered how could club/Trust approach donors for money to create FDs. He therefore expressed doubt on having a plan to rebuild FDs.
Rtn Dr Mahesh suggested that the donors may be explained that their money would be spent over a period of time and thus the reserves can be gradually created.
Decision: (i) The assembly took note of the treasury details. The assembly also advised for making efforts to create new reserves by making new FDs.
(ii) The assembly also resolved to open the club account in any of the new age private banks and close the club account currently maintained with UBI.
Agenda-4: To review the progress in selection of President Elect (RY 24-25) and President Nominee (RY 25-26) as the current incumbents have submitted their resignations. As per Club Byelaws, the vacancies have to be filled up by the current BOD.
While placing the agenda item, the Club Secretary elaborated that Mr Bhupender Sethi, PE had resigned due to personal reasons while Mr Durgesh Gupta, PN left the club as he shifted from Pune. As such the posts of PE and PN have fallen vacant.
In terms of section 4 of Article 3 of the Club bye-laws, if any officer or Board member vacates his or her position, the remaining members of the Board will appoint a replacement.
Accordingly, the Board had formed an informal Search Committee and the committee members have approached quite a few club members but so far none has accepted the responsibility, either because the member is quite new to the Rotary or for other reasons.
As the club needs able leadership for continued vibrancy, the Secretary exhorted senior club members who have reasonable experience in the club but have so far not shouldered the responsibility of President, to voluntarily take up the leadership by accepting the positions of PE and PN.
The issue was then thrown open for discussion and following members expressed their views on the issue:
Rtn Kiran: She apprised about her efforts in contacting quite a few members for the purpose and expressed the sad situation that while the new members were reluctant to take up the responsibility due to lack of experience, a couple of senior members declined due to the fear that they may be pulled down while discharging their responsibilities as President. She expressed concern for such a sorry state exhorted the assembly for introspection and to come together to make things happen.
Rtn Sameer disagreed with Rtn Kiran’s views and said that he was President for one term and also took the responsibility for the residual period of RY 22-23 after sudden demise of the then Presiden Rtn Kennedy.
Rtn Dr Mahesh also expressed concern on members not taking up the responsibility of PE and PN and proposed the names of Rtn Ramesh Rode and Rtn Biren for the jobs. The respective members however, did not accept the responsibilities.
Decision: It was decided to give some time to Rtn Ramesh Rode and Rtn Biren to firm up their decision as also to continue the search for other suitable candidates. The issue remained unresolved and is to be sorted by 30th September, 23..
Agenda-5: To discuss and consider the request for expanding the definition of the “Partner (Spouse) Member”, in the context of payment of Club Dues under Article 7 (Dues) of the Club bye-laws, to encompass any near relatives or friend.
The issue was placed in the Board meeting of 3rd July 2023. The Board opined unanimously that the definition of “Partner (Spouse) Member” can be expanded to include any first blood relative namely, father, mother, brother, sister, son and daughter besides the spouse and advised that the Board’s opinion may be placed before the next Club Assembly for approval of necessary amendment in the Club bye-laws.
President placed the agenda item before the assembly and invited responses from the members. Thereafter, following members put forth their views on the issue:
Rtn Dr Amita: Explaining the background of introduction of “Partner member” by RI, she said that when in the western world the same-sex companionship came to be accepted, the RI too, keeping pace with the evolving social norms, recognised the same sex union and extended the benefits of the spouse members to the partner members. She therefore, concluded that there is no case for extending the benefit to other family members.
Rtn Kaustubh: Wondered what would be the situation if the proposal is accepted? He said there would be large number of members with subsidised fee thereby constraining the resources of the club and therefore proposed to reject the proposal.
Rtn Dr Mahesh: Insisted that though the individual clubs are allowed to adopt their own bye-laws, the same cannot be in contravention of the RI bye-laws and rules and RI rules/bye-laws do not permit such benefit to be extended to the family members. Under the circumstances, such a proposal will need RI approval.
Besides, he said the annual budget of the club is so ridiculously tight and constrained that there are very low allocations for some very important activities and providing such subsidised memberships would further hamper it. He elaborated his argument by citing several existing examples of two brothers or father-son duo in RCPSC or at the district level paying not only full subscription but also contributing immensely in the club’s activities and donations.
He therefore, expressed his disappointment at the BoD agreeing to such a proposal and suggested that either the Board should withdraw the proposal or the assembly should reject it.
Rtn Brij Sethi: Explaining the background of the issue he said that a peculiar case of an existing member came before the Board wherein the member concerned expressed her difficulty in coming to the weekly meetings of the club leaving her old mother at home. She therefore, requested the Board that her continuation in the club would be difficult unless her mother is also allowed to attend the club meetings with subsidised membership as available to the Spouse members.
Besides, he invited the current scenario of dwindling membership at the club, district and RI levels where the membership is stagnant for several years and during a couple of years there is actually fall in the membership level. He insisted that extending such benefits would not only retain the existing members but also bring in additional members.
He invited a reference to the principle of DEI (Diversity, Equity and Inclusion) of the RI and said that accepting this proposal is one of the ways to ensure DEI. He said the discussion in the BoD happened on the above lines and the BoD saw some merit in the case and therefore decided to place before the assembly.
He also challenged that RI or District guidelines/rules absolutely do not say anything on this issue and the Partner/Spouse membership was entirely a local decision taken at the RCPSC level and the current issue too falls entirely in the ambit of RCPSC assembly. He therefore, requested the assembly to take a decision on the issue by accepting or rejecting the proposal
Rtn Sanjay Wadhawa: He illustrated his own case wherein he and his father both were proud members of the RCPSC and while both of them were full paying members his father was with pride supporting financially several of club endeavours. He insisted that each family member should join the club with full financial and physical involvement and should not hanker for concessions. He therefore opposed the proposal.
Rtn Biren: He painted a hypothetical scenario where his wife, being spouse, attends club meetings. He visualised if the present proposal is accepted, his daughter will be able to take membership at concessional fee and once she gets married, her spouse shall also be able to participate. He cautioned that it sets a chain reaction where four persons are allowed to participate in the club meetings/activities with only one full paying member.
He wondered that RI, having annual resources of apx. Rs. 900 cr, or the District do not extend any concession but the club with a meagre budget of Rs. 3.5 lac (after payment of RI/District/Magazine dues) is proposing to provide subsidised/concessional membership.
Further elaborating, he expressed concern that since 2018, over last 5 years, the RCPSC lost 77 members; 4 because of their demise while 73 left on their own mostly within 2 years. He therefore emphasised the need to focus on retaining the existing members rather than inducting new members seeking concessions ab initio. He therefore, opposed the proposal.
Rtn Sadhana: said that the new President and other avenue directors take charge only on 1st July and wondered why the membership awards function is held just in the month of August? She said that this sets an unhealthy race for garnering new members while compromising the quality and the retention of existing members.
Decision: After threadbare discussion, the issue was rejected by the assembly with voice vote.
Agenda-6: To finalize additional trustees for the Pune Sports City Rotary Trust registered with The Charity Commissioner for the RY 23-24.
Based on the decision of BoD held on 03rd July 2023, all the members were advised through mail to propose their own name (in case they are willing to shoulder this responsibility) or to propose any other name for the purpose. Based on the responses received, the following nominations have been received:
i. Rtn Ajit Ghate
ii. Rtn Dr Amita Kotbagi
iii. Rtn BMK Sethi
iv. Rtn Manojeet Chowdhury
v. Rtn Dr Rajesh Pawar
vi. Rtn Sanjay Sirdeshpande
vii. Rtn Trilok Kamdar
The proposal is now placed before the Club Assembly for election of two additional Trustees for the current RY ending on 30th June 2024.
While placing the agenda item, the Club Secretary elaborated that as per the para 17.a and 17.c of the Trust deed, there are total 7 trustees comprising 5 ex-officio trustees (President, IPP, PE, Secretary & Treasurer) and two additional trustees to be elected by the Club assembly for a period of each Rotary Year. As a response to the President’s mail, total 7 nominations had been received of which 3 (Rtn BMK Sethi, Rtn Manojeet Chowdhury and Rtn Sanjay Sirdeshpande) had withdrawn leaving only 4 names in the fray. The assembly was requested to elect two persons of the remaining 4 names either through a consensus or through election.
Rtn Ajit Ghate expressed that in terms of para 17.b of the Trust Deed, the process should have been completed by 30th June 2023. He also said that the club bye-laws do not contain anything about the election of Trustees and thus need suitable amendment.
On the above observation, Rtn Manojeet Chowdhury retorted that as the BoD of the RY 22-23 did not initiate the process and the new BoD inherited the issue, the BoD 23-24 did the best possible thing by initiating the process.
Most of the members suggested to avoid the election and to decide with consensus th) e existing two additional trustees to continue for the RY 23-24.
Decision: (i) Resolved that the existing two additional trustees namely Rtn Dr Rajesh Pawar and Rtn Dr Amita Kotbagi to continue as additional trustees of Pune Sports City Rotary Trust for the RY 2023-24.
(ii) The BoD may initiate the process for making required amendment in the club bye-laws to incorporate the process of election of Additional Trustees before 30th June of each year.
Agenda-7: Agenda issues for discussion in the club assembly received from members:
i. Finalise CSR/GG process system and all related aspects to make it smoother & efficient. The process of finalising GG project orders including the number of quotations obtained, sanction of the project and the process for releasing the payment. The process to determine the company providing best quality equipment etc.
ii. Central files storage system – physical and digital.
iii. To consider self-funding for local community projects and using all club resources to fund impactful projects including CSR, Rtns/Anns, families, friends, well-wishers, TRF to approved GG etc.
iv. Allocating initial 10 minutes in all weekly club meetings for Rotary topics like TRF, Membership, PROJECTS, Rotaract, Interact, RCC, Intl RYE, RFE etc.
v. To design a new club flag.
Rtn Sandesh Sawant expressed the need for allocating initial 10 minutes in each meeting to be devoted to explain various Rotary topics like TRF, membership, GG projects etc. so as to apprise and acquaint all members to keep them updated and to motivate them for their more meaningful participation.
The assembly with voice vote appreciated the efforts put in by Rtn Sandesh Sawant in ensuring completion of formalities in preparation, submission, follow up and approval of the GG project of provision of dialysis equipments to Symbiosis Hospital and Research Centre as also for his efforts in the earlier GG projects.
The club flag designed by Rtn Ramesh Rode was shared with all the members and was approved unanimously by the assembly.
Decision: (i) The assembly decided to allocate to the extent possible 10 minutes in the weekly meetings for explaining Rotary topics.
(ii) Resolved to adopt the Club Flag designed by Rtn Ramesh Rode.
Agenda-8: Any other item with the permission of the Chair.
No other item was placed in the assembly.
The assembly was adjourned with expression of thanks by the President.
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Annexe-1
President’s opening remarks: Highlights
1. Eight weekly meetings were held till date. Also had Mausam Mastana – a family fellowship which was great fun and built new bonds amongst the RCPSC family members. We also had two BoD meetings on 3rd July and 7th August 2023 and one Trust meeting on 24th July. In addition, we had a special joint meeting on Trustees and BOD members on 23rd August.
2. Five new members joined our Sports City family this year making total membership 63. During recent Membership Seminar our club was awarded 5 star for membership growth. In addition, President Ashutosh was awarded 3 star for sponsoring new members. Also, PP Manojeet was awarded 3 Star AG for membership growth in his region.
3. In terms of compliances, we have now obtained PAN Card (AAABR8281J) for the club.
4. A new GG project was approved for Rotary Dialysis Centre at Symbiosis University Hospital and Research Centre with the total outlay of USD 85,000 and our contribution USD 10,000.
5. For TRF our total giving till date is US$ 19,755, out of this the APF giving US$ 3,900. We also have a new Major Donor Level 1 as PP Rtn Sameer Gupte.
6. We have raised Rs 14.0 Lakhs fund as generous donations from Non Rotarians for various projects.
7. Preparation is on for our signature fund raiser Dandiya. We need a good venue for 1000+ participants. I request all members to suggest suitable venues for this.
8. We are in discussions with multiple corporates for their CSR donations. Hope to share some good news soon.
9. Six Service projects have been implemented during the last two months:
a. Blood donation camp in collaboration with Ruby Hall Clinic at Blue Ridge Society, Hinjewadi
b. Supply of articles like banners, carpets, books etc. at Someshwarwadi ZP School
c. CSR project with support from Pubmatic for distribution of solar lanterns to shepherds at Dive Ghat
d. Handing over of 30 smokeless challahs near Saswad
e. Multi-diagnostic medical Camp at Nigade Mose village, panshet
f. Lady members and Anns of the Club had organised Rakshabandhan programme for Doctors, Police personnel and Municipal workers.
10. Our PP Dr Rajesh Pawar has joined the multi district Mega Surgical project in Kashmir. He will be there for 10 days conducting ophthalmic surgeries.
We are all working together on our theme for the year “One Team, One Dream” and creating hope in this world. I take this opportunity to thank all of you here and also other members of Sports city family who could not make it today and look forward to your continued support.
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Annexe-2
Status of Annual membership dues and Mandatory Trust dues.
Club Dues:
Total members: 61
Paid: 58
Total collected: Rs. 9,56,000
Pending to pay : 3 members Trust Dues:
Total members: 50
Paid: 46
Total collected: Rs. 2,30,000
Pending to pay : 4 members
Bank Balances and committed expenditures
Bank Balances in GG Accounts
Fixed deposits:
1) 541303020001837:- Rs 50,000/-
2) 541303020001838:- Rs 1,00,000/-
3) 541303020001617:- Rs 15,00,000/-
4) 541303020001839:- Rs 1,00,000/-
Total :- Rs 17,50,000/-
One FDR of Rs 5,00,000 encashed in August, 23
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