BOD meeting No. 3
| Meeting Date | 09 Oct 2023 |
| Meeting Time | 19:30:00 |
| Location | Online |
| Meeting Type | BOD |
| Meeting Topic | BOD meeting No. 3 |
| Meeting Agenda | BOD Matters as per agenda |
| Chief Guest | |
| Club Members Present | 13 |
| Minutes of Meeting | 3rd Meeting of BoD of RY 2023-24 Date & Day : 9th October 2023, Monday Time : 8 pm to 10 pm Venue : Zoom meeting Minutes of Meeting The third meeting of Board of Directors (BoD) of RCPSC was held through Zoom platform at 8.30 p.m. on 9th October 2023. Following members attended the meeting: 1. Rtn Ashutosh Dubey : President 2. Rtn Brij Sethi : Vice-President 3. Rtn Sushrut Sardesai : Secretary 4. Rtn Manojeet Chowdhury : Club Trainer 5. Rtn Sameer Gupte : IPP 6. Rtn Bhupender Sethi : President-Elect 7. Rtn Rupinder Beri : Director-Admin 8. Rtn Kiran Rao : Director-Membership 9. Rtn Neeraj Kumar : Director-PI 10. Rtn Jane Nazareth : Director-CSR 11. Rtn Sonia Dubey : Jt Treasurer – Invitee 12. Rtn Sandesh Savant : Invitee 13. Rtn Dhawal Thakkar : Invitee Following members were not present in the meeting: 1. Rtn Anand Kale : Treasurer 2. Rtn Pallavi Khade : Director-IT 3. Rtn Trilok Kamdar : Director-Fund raising After the initial welcome by the President, the agenda items were taken up for discussion. Agenda 1. To approve the minutes of the 2nd BoD meeting held on 07th August 2023. Decision: Minutes of the 2nd BoD meeting were approved unanimously. ------------------------------------------------------------------------------------------------- Agenda 2. Review of ATR (Action Taken Report) on the decisions of the 2nd BoD meeting held on 07th August 2023. (ATR @Annxe-1) The updated status of a few points of the ATR was discussed as under: Sr No. Brief Particulars Updated Status 1 Obtaining internet banking facility from UBI for all the bank accounts. President informed that on enquiry, the bank official informed that a mobile number in the name of the Club/Trust is required for receiving OTP etc. As such the process could not be taken further. 2 Proposed supplementary service project: A van/mini-bus donated to HIV school is no more needed by the said school and the same may be given away to Bal Kalyan Sanstha. Director-Service Projects apprised that the proposed beneficiary Bal Kalyan Sanstha expressed inability in maintaining the vehicle and has withdrawn their initial request. As such the project is kept on hold and will be taken forward in case a new beneficiary institution is found. 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. Bank balances in all accounts – including cheques issued but not encashed, committed funds, free balance etc. c. Closure of the two GG Bank accounts – Functional Literacy and Ophthalmic equipment d. Opening of Club account in HDFC, Balewadi branch. e. Obtaining internet banking facility for all bank accounts with UBI. f. Finalization of Trust account – completion of Audit g. Finalization of accounts for Club for last Rotary year – Internal Audit Rtn Sonia Pandey, Jt. Treasurer, apprised the Board that: a. 48 out of 51 members (excluding 2 honorary members) have paid Club & Trust dues and in addition, all the 10 Spouse members have paid their club dues. The total collection towards Club and Trust dues during RY 23-24 have been Rs. 9,56,000 and Rs. 2,35,000 respectively (does not tally, to be relooked). She also informed that of the remaining 3 members Rtn Anil Salunkhe and Rtn Vishal Wadajkar have assured payment in 2 days while no response was received from Rtn Anjali Srivastava. b. The financial position as per the balances obtaining in various accounts was as under: SN. A/C Particulars Balance as on 09.10.23 Remarks 1 RCPSC Club a/c 541302010008277 5,94,040 3 Chqs for Rs. 10,325 in pipeline. Thus the net balance is Rs. 5,83,715. 2 RCPSC Trust a/c 541302010007529 7,25,015 1 Chq for Rs. 27,500 in pipeline. Afetr netting the committed expenses of Rs. 2,38,500 the balance available is Rs. 4,59,015. 3 GG a/c – MHM 541302010018134 24,48,462 -- 4 GG a/c – Dialysis 5,60,000 Balance reported as on 30.09.23 c. The applications for closure of two GG accounts were submitted to the bank. While the GG2344861 Sane Guruji Opthalmic Equipments (A/c No. 541302010007529) has been closed and the credit balance amount of the account Rs. 2,223/- has been transferred to Trust’s main account, the process of closure of other GG2349832 Financial Literacy (A/c No. 541302010001888) could not be completed as the bank demanded charges of Rs. 590/- since the account did not have any transactions and did not run for 6 months. d. The process for opening the Club account in HDFC bank is yet to be taken up. e. Obtaining internet banking facility from UBI could not be taken further as a mobile number in the name of the Club/Trust is required for receiving OTP etc. f. The statutory audit of Trust accounts has been completed and the auditor’s report and other returns have been submitted to the Charity Commissioner. g. The Club accounts have also been finalized and are ready for internal auditing Decision: Board took note of the treasury status and expressed satisfaction on the progress in collection of dues and decided as under: i. The last payment date for the remaining 3 members has been extended till 12th October 2023 as a very special case. In case the payment of Club and Trust dues is not received by 12th October 2023, the membership of the non-paying member(s) shall be terminated. ii. In case the bank charges for closure of GG account of FL project can be avoided, we may wait till 31st October 2023 for completion of 6 months else, the account may be closed after paying bank charges. iii. The process for opening of club account in HDFC bank and obtaining internet banking facility from UBI may be resolved at the earliest. iv. The auditor’s report for the Trust accounts may be circulated among the BoD members and the same may be placed in the next BoD meeting for discussion. (Action: Treasurer) ------------------------------------------------------------------------------------------------- Agenda 4. To consider proposal of appointing external part time Accountant for book keeping. Decision: Board approved the proposal of appointing external part time Accountant for book keeping through Rtn Ajit Ghate and advised to seek BoD approval for the remuneration amount separately. (Action: Treasurer) ------------------------------------------------------------------------------------------------- Agenda 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. There was no headway made on the issue as none of the members, who were approached, accepted to take up the responsibility. During the discussion, the names of Rtn/s Sadhana, Suresh Beri, Sunil Halbe, Ramessh Rode etc for PE and Rtn Moiz for PN were suggested by various BoD members. Decision: After discussion on the proposal the Board decided to set up a task force, headed by the President and Rtn Brij, Rtn Sameer, Rtn Ajit and Rtn Dr Rajesh as other members, to complete the task by approaching suitable senior members. (Action: President) ------------------------------------------------------------------------------------------------- Agenda 6. To accept the resignation of Rtn Shilpa Pandey as Director-Youth and appoint the new Director-Youth. The proposal for accepting the resignation of Rtn Shilpa Pandey as Director-Youth and also from club membership and to appoint Rtn Moiz Bohri as the new Director-Youth was placed before the BoD for approval. Decision: The proposal as placed before the BoD was approved. (Action: President/Secretary) ------------------------------------------------------------------------------------------------- Agenda 7. Membership points – (i) Approval of a budget of Rs. 3,000 (for 6 new members @Rs. 500 per member) for Dinner with DG; and (ii) termination of non-paying members (3 Nos). The issues were already approved through WA voting on 3rd October 2023. ------------------------------------------------------------------------------------------------- Agenda 8. Basket of service projects prepared by Service-Projects Avenue for advance information of the BoD. (Annexe-2). The BoD took note of the basket of service projects and appreciated the efforts made by Service-Projects Avenue in this regard. Decision: BoD decided that a proforma for appeal letter be prepared for approaching CSR partners/donors. (Action: Service-Projects Avenue) ------------------------------------------------------------------------------------------------- Agenda 9. To approve GG proposal for Computer Lab for St. Thomas School. (Details as per Annexe-3). Rtn Sandesh Savant (special invitee) apprised the BoD about the broad contours of the proposed project as detailed in Annexe-2 and sought BoD approval. Decision: The Board accorded an in-principle approval for the project and for taking forward the due process for submission of GG application with the RI. (Action: Rtn Sandesh Savant and team) ------------------------------------------------------------------------------------------------- Agenda 10. Review of bouquet of projects being circulated to CSR partners. Rtn Jane, Director-CSR Avenue, apprised the BoD about the initiatives taken by the avenue as under: (I have requested Jane to share a brief para on her presentation in the meeting. Will include that here.) Decision: BoD highly appreciated the efforts made by Rtn Jane in bringing several CSR partners on board for funding various projects and advised her to share the efforts/progress made by the CSR Avenue, in one of the upcoming weekly meetings of the RCPSC. (Action: Rtn Jane and Admin Avenue) ------------------------------------------------------------------------------------------------- Agenda 11. To review progress of Fund raiser Dandiya project. Decision: In view of inadequate time available the Board decided to not pursue this project. ------------------------------------------------------------------------------------------------- Agenda 12. To ratify and record the decisions taken in the WhatsApp group. Decision: Various decisions taken through WA approvals since last BoD meeting, as indicated below were ratified. a. Proposal dated 26th August 23, for approval of payment of Rs. 8,61,000 (Rs. 8,20,000 received from non-Rotarian donor Mr Ramakrishna Rao + Rs. 41,000 finance charges) towards contribution to GG project for dialysis machines to Symbiosis Hospital and Research Centre. b. Proposal dated 28th August 23, for Provision of hearing aid to 15 deaf girl students for the school run by Ayodhya Charitable Trust, Wanowrie. The estimated cost of the project Rs. 4,39,500 is fully funded by Bawaria Motors entailing no fund support from Pune Sports City Rotary Trust. c. Proposal dated 8th September 23, for celebrating Ganesh Pooja with students of Bal Kalyan Sanstha on 26th September 2023 with an estimated budget of Rs. 30,000. d. Proposal dated 13th September 23, for approval of the prospective member Mr Vaibhav Ramesh Bedarkar who has attended 3 weekly meetings and home visit team, comprising Rtn Brij Sethi, Rtn Sushrut and Rtn Vinod, has positively recommended. Rtn Vinod Patil is the Sponsor. e. Proposal dated 13th September 23, for sponsoring a Pune based Aspire Football Club to promote and empower women to excel in sports. The annual budget of the project is estimated to be Rs. 15,00,000 with full corporate sponsorship. f. Proposal dated 3rd October 23, to approve Rs 3000 in respect of 6 new members of this year to participate in the DG dinner to be held on 8th October 23. The club budget had a provision of Rs 5000 for this purpose. g. Closure of bank account No. 541302010018755 maintained with UBI for GG2344861 Sane Guruji Opthalmic Equipment and transfer of credit balance amount to PSCRT's account No. 541302010007529 as the project has been completed. ------------------------------------------------------------------------------------------------- Agenda 13. Important decisions taken in the Club Assembly dated 5th September 23: The BoD may initiate the process for making required amendment in the club bye-laws to incorporate completion of the process of election of Additional Trustees before 30th June of each year. Decision: BoD decided to prepare an appropriate draft for amendment in the Club Bye-laws to be placed in the next Club Assembly for approval. (Action: Club Secretary) ------------------------------------------------------------------------------------------------- Agenda 14. Any other items with permission of the Chair. With the permission of the Chair, following issue was taken up as table agenda: A donation of Rs. 100,000 has been deposited by Finastra Company into Pune Sports City Rotary Trust’s account towards CSR support for plantations on Baner hills through NGO Vasundhara Abhiyan. A cheque for Rs. 100,000 to be issued to the NGO. Decision: The amount of Rs. 100,000 to be handed over to the NGO Vasundhara Abhiyan through a cheque from the account of Pune Sports City Rotary Trust. (Action: Treasurer) ------------------------------------------------------------------------------------------------- The meeting ended with expression of thanks by the Club Secretary ************ Annexe-1 Action Taken Report on the decisions of the 2nd BoD meeting (Held on 07th August 2023) Sr No. Brief Particulars Decision Taken Action Taken 1 Status of collection of dues from members. Board advised for continuing the follow up with the members who have yet to pay. With continuous follow up, all except 3 members paid up Club and Trust dues for the RY 23-24. In the case of 3 non-paying members namely, Ms Anjali Srivastav, Mr Vishal Wadajkar and Mr Anil Salunkhe, three formal reminder mails were issued. 2 Obtaining internet banking facility from UBI for all the bank accounts. Board approved the proposal for obtaining Internet Banking facility for all accounts maintained with UBI. The application for Internet Banking facility is to be made to the bank. 3 Opening of accounts in one of the new-age banks (HDFC, Axis Bank etc.) in Balewadi area to ensure ease of doing transactions. The Board approved opening of a new bank account in HDFC Bank, Balewadi Branch for the Club. The process for opening of Club account with HDFC Balewadi branch is to be taken up. 4 Approval of 4 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. The Board approved the membership of Mr Prasann Chobe, Mr Nikhil Mokashi, Ms Paromita Nath and Ms Dipanita Nath subject to the Committee’s positive recommendation post home visit. Ms Paromita Nath and Ms Dipanita Nath dropped out from the membership. The remaining 2 prospective members have joined as full members and have paid Club/Trust dues for 23-24. Total 5 members namely Mr Prasann Chobe, Mr Nikhil Mokashi, Dr. Sudhir Rai, Shri Dhawal Thakkar and Shri Moiz Bohri were formally inducted in the club meeting of 29th August 2023. 5 To review the progress in selection of President Elect (RY 24-25) and President Nominee (RY 25-26). BoD members decided to continue the search and firm up the names for the positions of PE (24-25) and PN (25-26). The process is yet to complete. 6 To decide on the date for 1st Club Assembly. The Board decided to hold the Club Assembly on 05th September 2023. The Club Assembly was held on 05th September 2023. Two upcoming supplementary service projects i) A van/mini-bus donated to HIV school is no more needed by the said school and the same may be given away to Bal Kalyan Sanstha. ii) Someshwarwadi ZP School need to set up a library involving an expenditure of Rs. 40,000/-. Two lady members of the RCPSC viz. Rtn Achla Sethi and Rtn Sonia Pande have expressed willingness to share the said expenditure. Board approved both the proposals without any additional bedget. i) First project of transfer of van to Bal Kalyan Sanstha is yet to be taken up. ii) Books worth Rs. 17,030 provided to Someshwarwadi ZP School on 23rd August 23. The full amount of the project was shared by Rtn Achla Sethi and Rtn Sonia Pande. 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/-. Board approved both the proposals. Both the programmes were accomplished successfully. ************** Annexe-3 Project Title: Provide Science & Computer Laboratories to benefit 1500 underserved students at an existing school in Pune. Focus Area: Basic Education & Literacy Need: This school has been growing over the years and now has 2 divisions for classes 1 to 10, with 60 students in each classroom. This school mostly caters to the students of the economically weaker sections of society, broken homes and slum areas. Most of their parents also have uneducated background. Overcrowding has caused the school to have temporary sheds as classrooms for the students, lacking basic facilities. With help from multiple local sources, the school plans to build a new extension to the existing building to accommodate the ever- growing number of students. But they lack the balance funds to furnish the classrooms, laboratories and infrastructure. This project will fulfil some of the basic needs of the school. The science laboratory will include furniture, burner connections, cupboards, cabinets, tables, chairs, boards, projector, fans, lights, basic equipment for a batch of 30 students. The computer laboratory will include desktop computers, tables, chairs, stools, cupboards, fans, lights etc. again, for a batch of 30 students at one time. Project Costs: 1. Science Laboratory to accommodate 30 students at one time: Rs 736800 2. Computer Laboratory to accommodate 30 students per batch: Rs 1566344 3. Miscellaneous Expenses for signage, compliances, exchange fluctuation protection etc: Rs 197895 Total: Rs 2501039 (USD 30133 @ Rs 83=$1.00, September 2023) PROPOSED FUNDING: Contributors Contribution TRF Matching Host Clubs (Sports City/Partners) $ 7133 $ 0 International Partner Club/s $ 5000 $ 0 Host District 3131 (DDF) $ 5000 $ 4000 International District RID (DDF) $ 5000 $ 4000 Total $ 22133 $ 8000 Grand Total $ 30133 (Rs 2501039) Benefits: Over 1500 underserved students will benefit annually from the facilities provided for the school for years to come. Comfort, improved facilities and modern equipment will enable the children to enhance their learning abilities and overall academic performance. Contacts: Rtn Nitin Joshi +91 98220 31577, novembernitin@gmail.com Rtn Sandesh Savant +91 98220 91102, sandeshsavant@rediffmail.com *********** |