| Meeting Agenda |
Meeting of BoD ; RY 2023-24
Date & Day : 10th December 2023, Sunday
Time : 10 a.m.
Venue : To be decided.
AGENDA (DRAFT)
1. To approve the minutes of the 4th BoD meeting held on 6th November 2023.
2. Review of ATR (Action Taken Report) on the decisions of the 4th BoD meeting held on 6th November 2023. (ATR @Annxe-1)
3. To update about status of Treasury
a. Status of collection of dues from members and termination of membership of non-paying members.
b. Bank balances in all accounts – including cheques issued but not encashed, committed funds, free balance etc.
4. To review the preparations for the AG/DG visits. (Details @Annxe-2)
5. To discuss about mobilizing Donation to TRF from members and Non Rotarians during the month of November with monthly theme, Foundation.
6. To discuss and plan activities related to Youth Avenue (deferred from previous BoD meeting).
7. To get an update from Nominations Committtee for selection of Club President for RY 26-27 and BOD for RY 24-25.
8. Any other items with permission of the Chair.
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Annexe-1
Action Taken Report on the major decisions of the 4th BoD meeting
(Held on 6th November 2023)
Sr No. Brief Particulars Decision Taken in brief Action Taken
1 Update about status of Treasury i. The last payment date …….. extended till 15th November 2023 …………….. …………… the membership of the non-paying member(s) shall be terminated.
ii. Internet banking may be obtained only in respect of Club account.
iii. The Club accounts for the year 22-23 may be given to the team of Rtn Ajit Ghate and Rtn Trilok Kamdar for internal audit. Rtn Anil Salunkhe has paid the Club dues while the membership of Rtn Vishal Wadajkar and Rtn Anjali Srivastava has been terminated.
The application for obtaining internet banking facility yet to be made.
The Club accounts for 22-23 with supporting bills/papers yet to be given to the team of Rtn Ajit Ghate and Rtn Trilok Kamdar.
2 To discuss the Auditor’s report of the Trust and the observations of the Statutory Auditor for strengthening the internal systems and processes. i. For all ongoing and future projects, the process suggested by Rtn Ajit Ghate be observed.
ii. In respect of all completed projects of 22-23 & 23-24, Rtn Ajit Ghate may prepare an excel sheet indicating project-wise gaps in documents and then, a team of club members may collect such documents and make the records straight.
iii. A system of mid-term internal audit of the Trust account at the end of December each year may be introduced.
iv. All the accounts and records for our Trust should be completed and handed over to the CA by 15th June each year. New process will be implemented for all ongoing and future projects.
The process is yet to start.
Mid-term internal audit will be implemented at the end of December 2023.
Will be followed for the year 23-24.
3 To discuss and clarify what kind of expenses and projects can be done by the Trust. BoD constituted Working Group would revisit the Trust Deed and would suggest changes/ amendments to:
a. make the aims and objectives of the Trust comprehensive and inclusive to be in line with the Rotary focus areas;.
b. explicitly indicate the types of activities and expenses that can be included in our projects;
c. suggest a comprehensive format for the MoU to be signed with the beneficiary institutions;
The WG to complete the task by 31st December 2023. The WG is yet to take up the task of revisiting the Trust Deed for suggesting amendments.
4 To discuss about mobilizing Donation to TRF from members and Non Rotarians during the month of November with monthly theme, Foundation. i. One weekly meeting to be arranged on the topic of TRF and members to be sensitized on the subject.
ii. One meeting of major donors be convened and they be motivated to make their contribution to TRF.
iii. Launch scheme for PHF for first time giver amongst members and their family members by giving US$ 300 wherein balance will be contributed from Club TRF points. One weekly meeting yet to be arranged.
Meeting of major donors to be organized.
PHF Scheme for first time donors has been launched and brought to the notice of all members through WA messages and emails. An appeal by the Foundation avenue Director has also been sent.
5 Selection of Club President for RY 26-27 and BOD for RY 24-25. BOD requested President and the Nominations committee to initiate the process for selection of PND so that it can be announced along with the proposed members of BoD 24-25 in the ensuing Club Assembly scheduled on 12th Dec 2023. The process for selection of PND gas been started.
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Annexe-2
Details of preparations to be done:
1. President to take care:
i. Send an official invitation to DG by mail immediately after AG visit.
ii. Follow up with DG through phone call one week before her visit.
iii. Invitations to AG, DRT and District Secretary DG visits too.
iv. List of people to be felicitated during the event.
v. List of other invitees.
vi. Highlight and concise report of club's current status and Strategic planning
2. Secretary to take care: Collect and keep ready in soft copies:
i. Constitution and Bylaws of the club duly amended and signed
ii. Club’s Trust deed, 80G, Audited Trust accounts, PAN Card copy of club and Trust
iii. Club budget copy for the year 2023-24
iv. Club’s Committee plans (Goals and objectives)
v. List of the assets of the Club
vi. Secretary’s Report
3. Treasurer to take care: Collect and keep ready in physical format:
i. Club’s Charter
ii. Audited Club Accounts of previous Accounting year
iii. Copies of club invoices receipt of RI dues, District Dues, Magazine Subscription
iv. Audited Trust Accounts of previous Accounting year
4. Each Avenue Director to prepare a brief report highlighting major developments in the respective avenue and incorporating achievements vis-à-vis initial goal/targets set. The report to be given to the President and Secretary by 3rd Dec so that the compilation for the entire club is done well in time.
5. Following activities to be completed by 3rd Dec:
SN. Activity To be done by
1 Digital uploading of members data, meeting and projects on District Website, RI website, club central, Rotary showcase with Idea exchange President with help from Neeraj Kumar
2 Details of Membership status: % Growth & % Retention Kiran
3 Report of service projects, RCC, signature projects Brij Sethi & Sandesh
4 Report of Youth, RYE, NGSE, RYLA Moiz
5 Report of Foundation – Contributions/CSR/Global Grants Bhupender, Sandesh & Jane
6 Report of Club’s Public Image activities Neeraj
7 Report on Club Administration activities Rupinder
(Note: Some of the activities under para 4 & 5 may overlap.)
6. Membership Avenue may plan formal induction of new members during the event.
7. The tentative schedule on the day of DG visit would be as under:
All BoD members to reach Bal Kalyan Sanstha by 4.30 pm.
Programme to start at 5 pm sharp.
First Part 105 minutes
A) Strategic Planning Meeting 30 minutes
B) Board of Directors 30 minutes
C) Rotaract , RCC, Interact (Presidents) 30 minutes
D) Probable Foundation Donors 15 minutes
Comfort break & Networking with all club members 15 minutes
Second Part 60 minutes
Secretary’s Report: Details related to Club Activities. 10 minutes
President’s Report: Details related to Project Activities. 10 minutes
AG’s Comments about the Club - 05 minutes
DG Introduction in short by anyone from the Club. 05 minutes
DG’s Speech (minimum) 20 minutes
All are requested to accomplish their respective activities as detailed above.
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| Minutes of Meeting |
5th Meeting of BoD ; RY 2023-24
Date & Day : 10th December 2023, Sunday
Time : 5.30 p.m.
Venue : Rtn Ajay Thourani’s Office,
Baner Road, Pune
Minutes of Meeting
The 5th meeting of Board of Directors of RCPSC was held on 10th December 2023.
Following members attended the meeting:
1. Rtn Ashutosh Dubey : President & Trustee
2. Rtn Sushrut Sardesai : Secretary & Trustee
3. Rtn Manojeet Chowdhury : Club Trainer
4. Rtn Anand Kale : Treasurer & Trustee
5. Rtn Kiran Rao : Director-Membership
6. Rtn Jane Nazareth : Director-CSR
7. Rtn Sadhana Joshi : PE & Trustee
8. Rtn Moiz Bohri : Director-Youth
Following members were not present in the meeting:
1. Rtn Brij Sethi : Vice-President and Director – Service Projects
2. Rtn Sameer Gupte : IPP & Trustee
3. Rtn Ramesh Rode : PN
2
Address: Bal Kalyan Sanstha, Near Raj Bhawan, Armament Colony, Ganeshkhind
Road, Pune 411007,India.
4. Rtn Trilok Kamdar : Director-Fund raising
5. Rtn Bhupender Sethi : Director - Foundation
6. Rtn Rupinder Beri : Director-Club Admin
7. Rtn Neeraj Kumar : Director-PI
After the initial welcome by the President, the agenda items were taken up for discussion.
Agenda 1: To approve the minutes of the 4th BoD meeting held on 6th November
2023.
Decision: Minutes of the 4th BoD meeting were approved unanimously.
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Agenda 2: Review of ATR (Action Taken Report) on the decisions of the 4th BoD
meeting held on 6th November 2023. (ATR @Annxe-1)
Decision: Board took note of ATR and expressed satisfaction on the progress made.
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Agenda 3: To ratify the WhatsApp approval dated 2nd Dec. 23 to allow Ms Anjali
Srivastava to rejoin the Club.
Decision: Decision taken through WA approval dated 2nd Dec. 23 to allow Ms Anjali
Srivastava to rejoin the Club was ratified.
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Agenda 4: To update about status of Treasury
a. Status of collection of dues from members and termination of membership
of non-paying members.
b. Bank balances in all accounts – including cheques issued but not encashed,
committed funds, free balance etc.
3
Address: Bal Kalyan Sanstha, Near Raj Bhawan, Armament Colony, Ganeshkhind
Road, Pune 411007,India.
Rtn Anand Kale, Club Treasurer, apprised the Board that:
a. All except 2 members Rtn Anjali Srivastava and Rtn Vishal Wadajkar have
paid their Club & Trust dues and consequently the membership of these 2
members has been terminated after several telephonic follow ups and
serving of 3 email notices.
b. The financial position as per the balances obtaining in various accounts was
as under:
SN. A/C Particulars Balance
as on
30.11.23
Remarks
1 RCPSC Club a/c
541302010008277
5,57,590 --
2 RCPSC Trust a/c
541302010007529
27,52,910 After netting the committed expenses of USD
3,000 (apx ₹ 2,50,000) for proposed GG
project, ₹ 700,000 CSR support for Aspire
Women’s Football Club and ₹ 15,20,000 from
Mr Nitin Karia for various projects, the balance
available is ₹ 2,82,910.
3 GG a/c – MHM
541302010018134
20,68,462 --
4 GG a/c – Dialysis 5,00,060 --
Decision: Board took note of the treasury status and expressed that the Internal
Audit of Club Account to be completed by Rtn Ajit and Rtn Trilok before the AG visit.
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Agenda 5: To review the preparations for the AG/DG visits. (Details @Annxe-2)
Club Secretary apprised that soft copies of the following documents have been kept
ready for AG/DG visit:
i. Constitution and Bylaws of the club duly amended and signed
ii. Club’s Trust deed, 80G, Audited Trust accounts, PAN Card copy of club and
Trust
iii. Club budget copy for the year 2023-24
iv. Club’s Committee plans (Goals and objectives)
v. List of the assets of the Club
4
Address: Bal Kalyan Sanstha, Near Raj Bhawan, Armament Colony, Ganeshkhind
Road, Pune 411007,India.
Decision: Board took note of the status of preparation and decided that the
remaining preparations as detailed in the Annexe-2 be completed by 15th Dec 23.
Board requested PP Rtn Kiran Rao to lead a small committee for preparation of
the AG visit on 17th Dec.
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Agenda 6: To discuss about mobilizing Donation to TRF from members and Non
Rotarians during the month of November with monthly theme, Foundation.
Decision: Board requested the Director Foundation to approach and motivate
all the members to donate at least $100, besides approaching other Rotarians
and Non-Rotarians for larger donations. Board suggested a drive for TRF
Donation for announcing during the DG visit
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Agenda 7: To discuss and plan activities related to Youth Avenue (deferred from
previous BoD meeting).
Decision: Rtn Moiz, Director Youth proposed an Internation Online RYLa in
collaboration with RC Baner. Board gave in principle approval but requested Rtn
Moiz to present a more detailed proposal.
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Agenda 8: To get an update from Nominations Committee for selection of Club
President for RY 26-27 and BOD for RY 24-25.
On behalf of the Nominations Committee, President apprised that two members viz.
Rtn Brij Sethi and Rtn Anand Kale have proposed the name of Rtn Sushrut Sardesai
for the post of PND (Club President for RY 26-27) and Rtn Sushrut has also given his
acceptance for their proposal. PE Sadhana Joshi shared the proposed BOD for RY 24-
25
5
Address: Bal Kalyan Sanstha, Near Raj Bhawan, Armament Colony, Ganeshkhind
Road, Pune 411007,India.
Decision: Board took note of the development and advised to place the final
recommendation of the Nominations Committee in the ensuing Club Assembly on
12th Dec 23 for approval.
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