| Minutes of Meeting |
4th Meeting of Club Assembly of RY 2023-24 and
Planning Assembly of RY 2024-25
Date & Day : 11th June 2024, Tuesday
Time : 6.30 pm to 8.30 pm
Venue : Bal Kalyan Sanstha
Minutes of meeting
The Assembly was called to order by the President with singing of National
Anthem. The Club Secretary thereafter administered the customary Four-way
Test.
As per point No. 4 of Article 1 of the Club bye-laws, a minimum 50% of the
members (i.e. 31) form the quorum for the Club Assembly. As only 29 members
were present, the Assembly was adjourned for 15 minutes and then the meeting
began, considering that the available members form the quorum.
The list of attendees is given at Annexe-1.
Item no. 1: The President, Dr Ashutosh Dubey, welcomed the gathering and
welcomed AG Rtn Trupti Nanal. Thereafter he invited PE Sadhana Joshi to
introduce her BoD and requested to present the plan for the RY 2024-25.
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Item no. 2: Presentations on planning for RY24-25.
PE Sadhana introduced all the BoD members. She proposed a change in the BOD
24-25, that was approved in the Club Assembly on 12.12.23, by incorporating Rtn
Shikha Pal as Director-Admin in place of Rtn Pallava Khade, as she was not in a
position to take up the responsibility due to some personal reasons. The Directors
of each avenue presented the goals and action plans for their respective avenues.
ROTARY CLUB OF
Pune Sports City
RID 3131
Club No. 31139
Decision: Change in the BOD 24-25 was approved. The goals and action plans
as presented were approved. (Refer Annexe-2 for details)
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Item no. 3: AG’s address to the assembly
In her address, AG Trupti Nanal appreciated the achievements of the RCPSC
during the RY 2023-24. She lauded the BoD 23-24 for membership growth,
variety of service projects, the largest GG project and record CSR collaboration.
She emphasised on membership growth with emphasis on women and youth.
She also elaborated on the possible strategies to be adopted towards achieving
the same.
She wished best luck to PE Sadhana and the BoD 2024-25 and hoped that the
RCPSC would scale new heights during the coming year.
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Item no. 4: Nomination/election of two Additional Trustees of Pune Sports City
Rotary Trust for RY 24-25 as per Clause 17.b of Trust deed.
The Club Secretary, Rtn Sushrut apprised that all the members were requested
to send their nominations for the two posts of Additional Trustees and in
response to that total 6 names were received. The nominations received were in
favour of Rtns. Dr Rajesh Pawar, Dr Amita Kotbagi, Ajit Ghate, Trilok Kamdar,
Sunil Halbe and Sushil Pungalia. The Secretary placed these details before the
assembly and sought the views of the members.
Rtns Nitin, Brij, Sameer, Jayashree Halbe, Jane, Ajit, Bhupinder and Dr Rajesh
expressed their views as under:
i. While deciding on the Additional Trustees, the principle of one-personone-post should be adhered to.
ii. The existing Additional Trustees have been representing for more than 5
years and in order to provide opportunity and experience to a larger
spectrum of members, it is required to fix a maximum term for which a
member should be allowed to continue as Trustee.
iii. The role of the Additional Trustee is of high responsibility and therefore
the members with knowledge of the subject and experience should be
nominated without any concern of maximum term.
iv. Out of the current Additional Trustees, one should continue while the
other one may be changed so as to ensure experience and infusion of new
blood.
v. There should be permanent Additional Trustees in order to avoid the
hassles of undertaking the process of selection of Additional Trustees each
year, as the five ex-officio trustees anyway change each year.
vi. The provisions under the current Trust Deed as also the extant law do not
permit the provision of permanent trustees.
These suggestions have been shared with Trust Deed review committee for
consideration. Rtn Manojeet proposed the names of Rtns Dr Rajesh Pawar and
Ajit Ghate for the posts of two Additional Trustees on the Board of PSCRT for the
RY 2024-25. As the proposal was in tune with the views expressed, the same was
approved unanimously.
Decision: Resolved that Rtn Dr Rajesh Pawar and Rtn Ajit Ghate are nominated
as the two Additional Trustees on the Board of Pune Sports City Rotary Trust
for the RY 2024-25.
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Item no. 5: Review of progress in revisiting the Trust Deed by the Committee
formed for the purpose.
The Chairman of the committee Rtn Kaustubh Medhekar apprised that due to
some unavoidable reasons the committee could not meet and needed extension
of time till end of August 2024. The request from the committee for extension
of time was acceded to by the assembly.
Decision: The committee was given extension of time to revisit the Trust deed
and submit its recommendations to BoD by 31st August 2024, so that, the same
would be placed before the Assembly of September 24 for consideration.
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Item no. 6: Discussions on proposals under club planning for RY 2024-25:
i. Approval for Club budget – RY 2024-25.
Decision: The club budget with total outlay of ₹ 11.64 lakhs was
approved. (Refer Annexure 2 for details)
ii. Administrative charges on CSR donations from Corporates.
IPP Sameer Gupte placed a proposal for levying an administrative charge
of 2% of the project cost under all CSR supported projects. He elaborated
that the Trust incurs expenses on various counts like utilisation certificate
by the CA, placing of project sign board, audit of expenditure etc. for which
there is no provision kept in the project. As the Trust is now undertaking
large number of CSR projects involving humongous amounts, there is
huge financial burden on the Trust which needs to be taken care by each
project. He also apprised that the CSR law permits levying of
administrative charges to the extent of 5% towards administrative
expenses by the implementing agencies.
Rtns Dr Rajesh, Sunil, Jane and BMK Sethi expressed their views on the
subject as under:
a. The fund received from the CSR partners also fetches some interest
which should take care of such expenses.
b. Such administrative charge should be levied only in the cases of
bigger projects.
c. The USP of the Rotary that it has zero cost of implementation, will
not be available any more if administrative charge is levied on CSR
projects.
d. The funds under CSR projects remain in the SB account for very
short time and thus hardly any amount is accrued as interest while
there are project related expenses as elaborated by IPP Sameer and
as such there is a case for levying administrative charge of 2% of
the project cost.
Decision: Resolved that the Trust would include an administrative
charge of 2% of the cost while submitting the proposal to the CSR
partners. It was also decided that item wise details of such
expenses would be indicated under the project proposal.
iii. Proposal for enhancement of Trust contribution from ₹ 5,000 to
Rs. 7,000 per member, per annum.
The Treasurer Elect elaborated that as per Article 7 of Club Byelaws,
each member pays ₹ 5,000 to Pune Sports City Rotary Trust every
year towards fund generation for Service projects done by the Club.
This is not applicable to Partner (Spouse) members.
This mandatory Trust contribution @ ₹ 5,000 per annum has not
been revised for several years. With the contributing members
being 51 (excluding spouse members) the total Trust collection
works out to Rs. 2.55 lakh, thus limiting the Trust’s ability to take
up bigger GG projects or other service projects. He therefore,
requested the assembly to approve the proposal of increasing the
contribution
Decision: Resolved to increase the mandatory Trust contribution
from ₹ 5,000 to ₹ 7,000 per member, per annum. This will not be
applicable for partner(spouse) members.
Thereafter, the Club Secretary placed vote of thanks to the gathering and the
Assembly was adjourned.
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