BOD Matters
| Meeting Date | 07 Aug 2023 |
| Meeting Time | 19:30:00 |
| Location | Online |
| Meeting Type | BOD |
| Meeting Topic | BOD Matters |
| Meeting Agenda | To discuss BOD matters as per circulated agenda |
| Chief Guest | |
| Club Members Present | 12 |
| Minutes of Meeting | 2nd Meeting of BoD of RY 2023-24 Date & Day : 7th August 2023, Monday Time : 8 pm to 10 pm Venue : Zoom meeting Minutes of Meeting The second meeting of Board of Directors (BoD) of RCPSC was held through Zoom platform at 8 p.m. on 7th August 2023. Following members attended the meeting: 1. Rtn Ashutosh Dubey : President 2. Rtn Brij Sethi : Vice-President 3. Rtn Sushrut Sardesai : Secretary 4. Rtn Anand Kale : Treasurer 5. Rtn Manojeet Chowdhury : Club Trainer 6. Rtn Sameer Gupte : IPP 7. Rtn Rupinder Beri : Director-Admin 8. Rtn Kiran Rao : Director-Membership 9. Rtn Shilpa Pande : Director-Youth (part time) 10. Rtn Trilok Kamdar : Director-Fund raising 11. Rtn Sonia Dubey : Jt Treasurer – Invitee 12. Rtn Biren Daramsi : Invitee (Part time) ROTARY CLUB OF Pune Sports City RID 3131 Club No. 31139 2 Registered Office is at: Pawar Eye Hospital & Contact Lens Clinic, 272 Parth Complex, Tukaram Navale Path, Pune 411030,India. Following Board members were out of station and could not attend the meeting. Both had applied for and were granted Leave-of-absence. 1. Rtn Jane Nazareth : Director-CSR 2. Rtn Neeraj Kumar : Director-PI Following members were not present in the meeting: 1. Rtn Pallavi Khade : Director-IT 2. Rtn Bhupender Sethi : President-Elect After the initial welcome by the President, the agenda items were taken up for discussion. Agenda 1. To approve the minutes of the 1st BoD meeting held on 03rd July 2023. Decision: Minutes of the 1st BoD meeting were approved unanimously. ------------------------------------------------------------------------------------------------- Agenda 2. Review of ATR (Action Taken Report) on the decisions of the 1st BoD meeting held on 03rd July 2023. (ATR @Annxe-1) Decision: Board took note of ATR and expressed satisfaction on the progress made. ------------------------------------------------------------------------------------------------- Agenda 3. To update about status of Treasury a. Status of collection of dues from members. b. Payment of RI dues (Rs. 222,369), subscription for Rotary magazine (Rs. 22,480) and payment of District dues. c. Bank balances in all accounts – including cheques issued but not encashed, committed funds, free balance etc. d. Finalization of accounts for Club for last Rotary year 3 Registered Office is at: Pawar Eye Hospital & Contact Lens Clinic, 272 Parth Complex, Tukaram Navale Path, Pune 411030,India. Rtn Anand Kale, Treasurer, apprised the Board that 41 out of 46 members have paid Club & Trust dues and in addition, all the 10 Spouse members have paid their club dues. He also informed that the new SB account for GG project for dialysis machines has been opened. He then, placed the financial position as per the balances obtaining in the Club account and three Trust accounts. The details were as under: SN. A/C Particulars Balance as on 30.07.23 Balance as on 07.08.23 Remarks 1 RCPSC Club a/c 541302010008277 455,255 5,01,255 -- 2 RCPSC Trust a/c 541302010007529 5,07,634 5,32,664 Chqs for Rs. 21,800 in pipeline. Rs. 18,000 towards club dues inadvertently deposited by Rtn Shilpa Pande to be transferred. 3 GG a/c – MHM 541302010018134 27,31,364 NA -- 4 GG a/c – Opthl 3,46,346 NA -- As regards finalization of Club & Trust accounts for 2022-23, Rtn Sonia Dubey, the past treasurer, apprised that it was under process and was likely to be completed by 18th August 2023. Decision: Board took note of the treasury status and expressed satisfaction on satisfactory progress in collection of dues. Board advised for continuing the follow up with the members who have yet to pay. ------------------------------------------------------------------------------------------------- Agenda 4. To discuss obtaining internet banking facility from UBI for all the bank accounts. Decision: Board approved the proposal for obtaining Internet Banking facility for all accounts maintained with UBI. (Action: Treasurer) ------------------------------------------------------------------------------------------------- 4 Registered Office is at: Pawar Eye Hospital & Contact Lens Clinic, 272 Parth Complex, Tukaram Navale Path, Pune 411030,India. Agenda 5. To discuss opening of accounts in one of the new-age banks (HDFC, Axis Bank etc.) in Balewadi area to ensure ease of doing transactions. Decision: After discussion on the proposal the Board approved opening of a new bank account in HDFC Bank, Balewadi Branch for the Club. This account will have the same signatories as the current Club account in UBI. Once the new Club account in HDFC Bank is operational, then transfer the balance of the Club account (No. 541302010008277) from UBI to this account. Board also advised that based on the experience of banking with HDFC Bank, the decision with regard to the Trust and GG accounts may be separately taken. (Action: Treasurer) ------------------------------------------------------------------------------------------------- Agenda 6. To approve the Service project of a multi diagnostic camp at Panshet on 27th Aug. The budget needed for organizing the project is Rs. 50,000. (The Project brief @Annexe-2). Rtn Brij Sethi (Director-Service Projects), explained the details of ensuing service project namely, a multi-diagnostic camp at Panshet to be organized on 27th August 2023 and sought a revised budget of Rs. 75,000 for organizing the event. He explained that the upward revision is sought due to addition of a new component of Specs distribution involving an additional financial involvement of Rs 25000. Decision: The proposal of the Service project of a multi diagnostic camp at Panshet on 27th August 2023 was approved. (Action: Director-Service Projects) ------------------------------------------------------------------------------------------------- 5 Registered Office is at: Pawar Eye Hospital & Contact Lens Clinic, 272 Parth Complex, Tukaram Navale Path, Pune 411030,India. Agenda 7. Approval of new members who have attended 3 weekly meetings and the committee has completed their home visit as per section 3 of Article 12 0f the Club byelaws. (Details will be circulated by the Director (Membership) on 6th July 23). Rtn Kiran Rao, Director-Membership, apprised that 4 prospective members namely, Mr Prasann Chobe, Mr Nikhil Mokashi, Ms Paromita Nath and Ms Dipanita Nath have already attended 3 club meetings. The committee has to undertake the home visits and based on the committee’s recommendation, these 4 persons can be inducted. She also informed that a committee of members for organizing the Induction Programme has already been formed and the preparation are in full swing. Decision: The proposal of inducting the above four members was approved subject to the Committee’s positive recommendation post home visit. (Action: Director-Membership) ------------------------------------------------------------------------------------------------- Agenda 8. 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. Necessary modifications to be incorporated in the MOM of BOD dated 3rd July 23. The President apprised that as per the decision of the last BoD meeting, a mail was sent to all members seeking nomination for the post of PE and PN. There was however, no response received from any member. Rtn Manojeet Chowdhury, the Club Trainer, advised that as per the Section 4 of the Club bye-laws if any officer-elect or director-elect vacates a position, the remaining members of the board-elect will appoint a replacement. Decision: BoD members decided to continue the search and firm up the names for the positions of PE (24-25) and PN (25-26). (Action: BoD) ------------------------------------------------------------------------------------------------- Agenda 9. To decide on the date for 1st Club Assembly. Decision: The Board decided to hold the Club Assembly on 05th September 2023. (Action: President and Secretary) ------------------------------------------------------------------------------------------------- 6 Registered Office is at: Pawar Eye Hospital & Contact Lens Clinic, 272 Parth Complex, Tukaram Navale Path, Pune 411030,India. Agenda 10. To review the action taken by Avenue Youth and Digital as per the plan. Club Trainer Rtn Manojeet explained the importance of updating various activities done in the Rotary District 3131 and RI website. This will directly impact the CPI score and citation criteria. Since Digital Director Rtn Pallavi was absent, President Ashutosh decided to take this up with her and update BoD in next meeting on the progress. Youth Director Rtn Shilpa shared that there has been no progress in Youth activities in last month. She informed that they will connect with Interact Club in Vidhyanchal School to find out how to reactivate it. Club Trainer Rtn Manojeet requested to make progress with a new Interact Club in any affluent school and also participate in RYLA for special children, both of which are District projects Decision: BoD decided to review the progress in both these avenues during the next meeting. ------------------------------------------------------------------------------------------------- Agenda 11. To ratify and record the decisions taken in the WhatsApp group. Decision: Board ratified all the decisions taken through Whatsapp poll as indicated in the agenda. ------------------------------------------------------------------------------------------------- Agenda 12. Any other items with permission of the Chair. With the permission of the Chair, following issues were taken up as table agenda: i. Approval of GG-2352539 project for Rotary Dialysis Centre at Symbiosis University Hospital and Research Centre Board expressed happiness on approval of the captioned project with support from TRF. The Board however, observed that the initial approval by the Board of Trustees of PSCRT was for an outlay of USD 50,000 and PSCRT contribution of USD 5,000. As per the approval received, the scope of the project has expanded and the financials of the project 7 Registered Office is at: Pawar Eye Hospital & Contact Lens Clinic, 272 Parth Complex, Tukaram Navale Path, Pune 411030,India. have also undergone upward change with the total outlay and PSCRT contribution at USD 85,000 USD 10,000 respectively. Decision: Board advised that a meeting of Board of Trustees of PSCRT be convened to: a. approve the revised scope and financials of the project; b. firm up strategy to mobilize the funds to meet PSCRT’s contribution; and finalize execution strategy for the project. (Action: President and Secretary) ii. Two upcoming supplementary service projects Rtn Brij Sethi (Director-Service Projects) informed that a van/mini-bus was donated to HIV school. The vehicle is in working condition and is no more needed by the said school. He therefore, advised that the same bus may be given away to Bal Kalyan Sanstha which is catering to the educational needs of the specially abled children. He also advised that Someshwarwadi ZP School has expressed the need for setting up a library for the students involving an expenditure of Rs. 40,000/- towards purchase of books. Two lady members of the RCPSC viz. Rtn Achla Sethi and Rtn Sonia Pande have expressed willingness to share the said expenditure. He emphasized that both the projects need no allocation of budget while creating good public image of the RCPSC. Decision: Board approved both the proposals and advised Rtn Brij Sethi to firm up the dates for both the projects. (Action: Director-Service Projects) iii. SERA and Rakshabandhan programme Rtn Rupinder Beri placed two proposals: (i) Awarding SERA to Dr Vishwas Sapatnekar during weekly meeting on 8th Aug 23; and 8 Registered Office is at: Pawar Eye Hospital & Contact Lens Clinic, 272 Parth Complex, Tukaram Navale Path, Pune 411030,India. (ii) Organize Rakshabandhan programme for Doctors, Police personnel and Municipal workers with an expenditure budget of Rs. 5,000/-. Decision: Board approved both the proposals. (Action: Director-Admin) iv. Club Bulletin Rtn Rupinder Beri apprised that the Bulletin Committee comprising Rtns Alka, Shilpa and Anns Veena, Mona has been constituted. The committee has collected and organized the literary material and is likely to start the bi-monthly bulletin. The first issue will be released on 15th August. v. Dandiya fund raising project The Board reviewed the status of preparedness for signature fund raising project of Dandiya. Director Rtn Trilok informed that the finalization of venue is2nd Meeting of BoD of RY 2023-24 Date & Day : 7th August 2023, Monday Time : 8 pm to 10 pm Venue : Zoom meeting Minutes of Meeting The second meeting of Board of Directors (BoD) of RCPSC was held through Zoom platform at 8 p.m. on 7th August 2023. Following members attended the meeting: 1. Rtn Ashutosh Dubey : President 2. Rtn Brij Sethi : Vice-President 3. Rtn Sushrut Sardesai : Secretary 4. Rtn Anand Kale : Treasurer 5. Rtn Manojeet Chowdhury : Club Trainer 6. Rtn Sameer Gupte : IPP 7. Rtn Rupinder Beri : Director-Admin 8. Rtn Kiran Rao : Director-Membership 9. Rtn Shilpa Pande : Director-Youth (part time) 10. Rtn Trilok Kamdar : Director-Fund raising 11. Rtn Sonia Dubey : Jt Treasurer – Invitee 12. Rtn Biren Daramsi : Invitee (Part time) Following Board members were out of station and could not attend the meeting. Both had applied for and were granted Leave-of-absence. 1. Rtn Jane Nazareth : Director-CSR 2. Rtn Neeraj Kumar : Director-PI Following members were not present in the meeting: 1. Rtn Pallavi Khade : Director-IT 2. Rtn Bhupender Sethi : President-Elect After the initial welcome by the President, the agenda items were taken up for discussion. Agenda 1. To approve the minutes of the 1st BoD meeting held on 03rd July 2023. Decision: Minutes of the 1st BoD meeting were approved unanimously. Agenda 2. Review of ATR (Action Taken Report) on the decisions of the 1st BoD meeting held on 03rd July 2023. (ATR @Annxe-1) Decision: Board took note of ATR and expressed satisfaction on the progress made. Agenda 3. To update about status of Treasury a. Status of collection of dues from members. b. Payment of RI dues (Rs. 222,369), subscription for Rotary magazine (Rs. 22,480) and payment of District dues. c. Bank balances in all accounts – including cheques issued but not encashed, committed funds, free balance etc. d. Finalization of accounts for Club for last Rotary year Rtn Anand Kale, Treasurer, apprised the Board that 41 out of 46 members have paid Club & Trust dues and in addition, all the 10 Spouse members have paid their club dues. He also informed that the new SB account for GG project for dialysis machines has been opened. He then, placed the financial position as per the balances obtaining in the Club account and three Trust accounts. The details were as under: SN. A/C Particulars Balance as on 30.07.23 Balance as on 07.08.23 Remarks 1 RCPSC Club a/c 541302010008277 455,255 5,01,255 -- 2 RCPSC Trust a/c 541302010007529 5,07,634 5,32,664 Chqs for Rs. 21,800 in pipeline. Rs. 18,000 towards club dues inadvertently deposited by Rtn Shilpa Pande to be transferred. 3 GG a/c – MHM 541302010018134 27,31,364 NA -- 4 GG a/c – Opthl 3,46,346 NA -- As regards finalization of Club & Trust accounts for 2022-23, Rtn Sonia Dubey, the past treasurer, apprised that it was under process and was likely to be completed by 18th August 2023. Decision: Board took note of the treasury status and expressed satisfaction on satisfactory progress in collection of dues. Board advised for continuing the follow up with the members who have yet to pay. Agenda 4. To discuss obtaining internet banking facility from UBI for all the bank accounts. Decision: Board approved the proposal for obtaining Internet Banking facility for all accounts maintained with UBI. (Action: Treasurer) Agenda 5. To discuss opening of accounts in one of the new-age banks (HDFC, Axis Bank etc.) in Balewadi area to ensure ease of doing transactions. Decision: After discussion on the proposal the Board approved opening of a new bank account in HDFC Bank, Balewadi Branch for the Club. This account will have the same signatories as the current Club account in UBI. Once the new Club account in HDFC Bank is operational, then transfer the balance of the Club account (No. 541302010008277) from UBI to this account. Board also advised that based on the experience of banking with HDFC Bank, the decision with regard to the Trust and GG accounts may be separately taken. (Action: Treasurer) Agenda 6. To approve the Service project of a multi diagnostic camp at Panshet on 27th Aug. The budget needed for organizing the project is Rs. 50,000. (The Project brief @Annexe-2). Rtn Brij Sethi (Director-Service Projects), explained the details of ensuing service project namely, a multi-diagnostic camp at Panshet to be organized on 27th August 2023 and sought a revised budget of Rs. 75,000 for organizing the event. He explained that the upward revision is sought due to addition of a new component of Specs distribution involving an additional financial involvement of Rs 25000. Decision: The proposal of the Service project of a multi diagnostic camp at Panshet on 27Th August 2023 was approved. (Action: Director-Service Projects) Agenda 7. Approval of new members who have attended 3 weekly meetings and the committee has completed their home visit as per section 3 of Article 12 0f the Club bye- laws. (Details will be circulated by the Director (Membership) on 6th July 23). Rtn Kiran Rao, Director-Membership, apprised that 4 prospective members namely, Mr Prasann Chobe, Mr Nikhil Mokashi, Ms Paromita Nath and Ms Dipanita Nath have already attended 3 club meetings. The committee has to undertake the home visits and based on the committee’s recommendation, these 4 persons can be inducted. She also informed that a committee of members for organizing the Induction Programme has already been formed and the preparation are in full swing. Decision: The proposal of inducting the above four members was approved subject to the Committee’s positive recommendation post home visit. (Action: Director-Membership) Agenda 8. 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. Necessary modifications to be incorporated in the MOM of BOD dated 3rd July 23. The President apprised that as per the decision of the last BoD meeting, a mail was sent to all members seeking nomination for the post of PE and PN. There was however, no response received from any member. Rtn Manojeet Chowdhury, the Club Trainer, advised that as per the Section 4 of the Club bye-laws if any officer-elect or director-elect vacates a position, the remaining members of the board-elect will appoint a replacement. Decision: BoD members decided to continue the search and firm up the names for the positions of PE (24-25) and PN (25-26). (Action: BoD) Agenda 9. To decide on the date for 1st Club Assembly. Decision: The Board decided to hold the Club Assembly on 05th September 2023. (Action: President and Secretary) Agenda 10. To review the action taken by Avenue Youth and Digital as per the plan. Club Trainer Rtn Manojeet explained the importance of updating various activities done in the Rotary District 3131 and RI website. This will directly impact the CPI score and citation criteria. Since Digital Director Rtn Pallavi was absent, President Ashutosh decided to take this up with her and update BoD in next meeting on the progress. Youth Director Rtn Shilpa shared that there has been no progress in Youth activities in last month. She informed that they will connect with Interact Club in Vidhyanchal School to find out how to reactivate it. Club Trainer Rtn Manojeet requested to make progress with a new Interact Club in any affluent school and also participate in RYLA for special children, both of which are District projects Decision: BoD decided to review the progress in both these avenues during the next meeting. Agenda 11. To ratify and record the decisions taken in the WhatsApp group. Decision: Board ratified all the decisions taken through Whatsapp poll as indicated in the agenda. Agenda 12. Any other items with permission of the Chair. With the permission of the Chair, following issues were taken up as table agenda: i. Approval of GG-2352539 project for Rotary Dialysis Centre at Symbiosis University Hospital and Research Centre Board expressed happiness on approval of the captioned project with support from TRF. The Board however, observed that the initial approval by the Board of Trustees of PSCRT was for an outlay of USD 50,000 and PSCRT contribution of USD 5,000. As per the approval received, the scope of the project has expanded and the financials of the project have also undergone upward change with the total outlay and PSCRT contribution at USD 85,000 USD 10,000 respectively. Decision: Board advised that a meeting of Board of Trustees of PSCRT be convened to: a. approve the revised scope and financials of the project; b. firm up strategy to mobilize the funds to meet PSCRT’s contribution; and finalize execution strategy for the project. (Action: President and Secretary) ii. Two upcoming supplementary service projects Rtn Brij Sethi (Director-Service Projects) informed that a van/mini-bus was donated to HIV school. The vehicle is in working condition and is no more needed by the said school. He therefore, advised that the same bus may be given away to Bal Kalyan Sanstha which is catering to the educational needs of the specially abled children. He also advised that Someshwarwadi ZP School has expressed the need for setting up a library for the students involving an expenditure of Rs. 40,000/- towards purchase of books. Two lady members of the RCPSC viz. Rtn Achla Sethi and Rtn Sonia Pande have expressed willingness to share the said expenditure. He emphasized that both the projects need no allocation of budget while creating good public image of the RCPSC. Decision: Board approved both the proposals and advised Rtn Brij Sethi to firm up the dates for both the projects. (Action: Director-Service Projects) iii. SERA and Rakshabandhan programme Rtn Rupinder Beri placed two proposals: (i) Awarding SERA to Dr Vishwas Sapatnekar during weekly meeting on 8th Aug 23; and (ii) Organize Rakshabandhan programme for Doctors, Police personnel and Municipal workers with an expenditure budget of Rs. 5,000/-. Decision: Board approved both the proposals. (Action: Director-Admin) iv. Club Bulletin Rtn Rupinder Beri apprised that the Bulletin Committee comprising Rtns Alka, Shilpa and Anns Veena, Mona has been constituted. The committee has collected and organized the literary material and is likely to start the bi-monthly bulletin. The first issue will be released on 15th August. v. Dandiya fund raising project The Board reviewed the status of preparedness for signature fund raising project of Dandiya. Director Rtn Trilok informed that the finalization of venue is most important before proceeding. He will discuss with other members in Club and initiate the activity of venue selection. Considering that it is only 2 months away, a special team will be formed by him to organize this. (Action: Director-Fund raising) vi. Unpaid members Club Trainer Rtn Manojeet shared the list of members who have not paid their annual dues yet. It was decided that for Rtn Milind Pandit will be allowed to pay his dues by 7th Sept as per his request. For all others, some BoD members took the responsibility of following up personally. The meeting ended with vote of thanks by the Club Secretary ************ |