BOD Meeting No. 4 along with Trustee Meeting
| Meeting Date | 06 Nov 2023 |
| Meeting Time | 19:30:00 |
| Location | online |
| Meeting Type | BOD |
| Meeting Topic | BOD Meeting No. 4 along with Trustee Meeting |
| Meeting Agenda | Joint meeting of BoD & Trustees ; RY 2023-24 Date & Day : 6th November 2023, Monday Time : 8 pm to 9 pm Venue : Zoom meeting (Link to be shared separately) AGENDA 1. To approve the minutes of the 3rd BoD meeting held on 9th October 2023. 2. Review of ATR (Action Taken Report) on the decisions of the 3rd BoD meeting held on 9th October 2023. (ATR @Annxe-1) 3. To ratify and record the decisions taken in the WhatsApp group a. Proposal dated 21st October 23, for appointment of Rtn Sadhana Joshi as President Elect, that is Club President for the year 24-25. b. Proposal dated 24th October 23, for appointment of Rtn Ramesh Rode as President Nominee, that is Club President for the year 25-26. 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. c. Opening of Club account in HDFC, Balewadi branch. d. Obtaining internet banking facility for all bank accounts with UBI. e. Finalization of accounts for Club for last Rotary year – Internal Audit 2 Address: Bal Kalyan Sanstha, Near Raj Bhawan, Armament Colony, Ganeshkhind Road, Pune 411007,India. 5. To discuss the Auditor’s report of the Trust and the observations of the Statutory Auditor for strengthening the internal systems and processes. 6. To discuss and clarify what kind of expenses and projects can be done by the Trust. 7. To accept the resignation of Rtn Pallavi Khade as Director-IT and appoint the new Director-IT. 8. To review service projects related to Bal Kalyan, Scholarships, Door step school and Epilepsy operations with CSR funding support. (Project briefs to be circulated separately) 9. To discuss about mobilizing Donation to TRF from members and Non Rotarians during the month of November with monthly theme, Foundation. 10. To discuss and plan activities related to Youth Avenue. 11. To approve leave of absence of President from 27th Nov to 11th Dec 2023. 12. To form committee for planning AG visit and DG visit scheduled in December. 13. To get an update from Nominations Committtee for selection of Club President for RY 26-27 and BOD for RY 24-25. 14. To decide the date for Club Assembly (Annual Meeting) before 15th December for presenting the financials of last year as well as announce the outcome of Nominations Committee. 15. To review proposed amendments to the Club bye-laws. 16. Any other items with permission of the Chair |
| Chief Guest | |
| Club Members Present | 15 |
| Minutes of Meeting | The meeting of Board of Directors (BoD – 4th) of RCPSC and Board of Trustees (BoT – 3rd) of PSCRT was held through Zoom platform at 8 p.m. on 6th November 2023. Following members attended the meeting: 1. Rtn Ashutosh Dubey : President & Trustee 2. Rtn Brij Sethi : Vice-President and Director – Service Projects 3. Rtn Sushrut Sardesai : Secretary & Trustee 4. Rtn Manojeet Chowdhury : Club Trainer 5. Rtn Anand Kale : Treasurer & Trustee 6. Rtn Sameer Gupte : IPP & Trustee 7. Rtn Sadhana Joshi : PE & Trustee 8. Rtn Ramesh Rode : PN 9. Rtn Trilok Kamdar : Director-Fund raising 10. Rtn Bhupender Sethi : Director - Foundation 11. Rtn Rupinder Beri : Director-Club Admin 12. Rtn Moiz Bohir : Director-Youth 13. Rtn Rajesh Pawar : Trustee 14. Rtn Amita Kotbagi : Trustee 15. Rtn Ajit Ghate : Invitee Following members were not present in the meeting: 1. Rtn Kiran Rao : Director-Membership 2. Rtn Jane Nazareth : Director-CSR 3. 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 3rd BoD meeting held on 9th October 2023. Decision: Minutes of the 2nd BoD meeting were approved unanimously. Agenda 2: Review of ATR (Action Taken Report) on the decisions of the 3rd BoD meeting held on 9th October 2023. (ATR @Annxe-1) Decision: Board took note of ATR and expressed satisfaction on the progress made. Agenda 3: To ratify and record the decisions taken in the WhatsApp group: a. Proposal dated 21st October 23, for appointment of Rtn Sadhana Joshi as President Elect, that is Club President for the year 24-25. b. Proposal dated 24th October 23, for appointment of Rtn Ramesh Rode as President Nominee, that is Club President for the year 25-26. Decision: Decisions taken through WA approvals since last BoD meeting, as indicated in the agenda were ratified. 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. c. Opening of Club account in HDFC, Balewadi branch. d. Obtaining internet banking facility for all bank accounts with UBI. e. Finalization of accounts for Club for last Rotary year – Internal Audit Rtn Anand Kale, Club Treasurer, apprised the Board that: a. All except 3 members Rtn Anjali Srivastava, Rtn Anil Salunkhe and Rtn Vishal Wadajkar have paid their Club & Trust dues. Though these 3 members have been served formal reminders, their membership is not yet terminated as there is still a possibility of collection of their dues if one more attempt is made to communicate with them. b. The financial position as per the balances obtaining in various accounts was as under: SN. A/C Particulars Balance as on 31.10.23 Remarks 1 RCPSC Club a/c 541302010008277 5,60,040 Chqs for ₹ 26,930 in pipeline. Thus the net balance is ₹ 5,33,110. 2 RCPSC Trust a/c 541302010007529 12,82,935 Chq for ₹ 1,48,240 in pipeline. After netting the committed expenses of USD 3,000 (apx ₹ 2,50,000) for proposed GG project and ₹ 700,000 CSR support for Aspire Women’s Football Club, the balance available is ₹ 1,85,695. 3 GG a/c – MHM 541302010018134 24,48,462 -- 4 GG a/c – Dialysis 5,00,060 -- c. Secretary and Treasurer have submitted their documents and account opening form in HDFC bank in respect of the Club account. The bank official will approach the other two signatories, VP & President, for completion of entire process. d. The Club Treasurer expressed concern about taking internet banking facility in view of increasing incidence of cyber-crime. He opined that the GG accounts, which deal in large amounts, have very few transactions and as such the payments from GG accounts can be made through cheque/RTGS. He therefore, proposed that internet banking facility should be taken only for the Club account to begin with and based on the experience and the comfort level of signatories, a view may be taken in respect of other accounts. e. 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 further extended till 15th November 2023 as a very special case and during this period the President and Rtn Rupinder Beri would make last attempt for payment of dues by them. In case the payment of Club and Trust dues is not received by 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. (Action: Treasurer) Agenda 5: To discuss the Auditor’s report of the Trust and the observations of the Statutory Auditor for strengthening the internal systems and processes. Various members expressed their views and concerns as under: Rtn Rajesh Pawar, Trustee: During last year’s audit of accounts, the CA has advised lot of lacunae in our processes and maintenance of records which resulted in huge struggle to collect various documents at the time of audit, leading to delay in completion of statutory audit and submission of B/S and other statements to the Charity Commissioner. Rtn Sameer Gupte, IPP As our Trust is undertaking several projects involving large amounts of funds, there is always a possibility of our Trust accounts are taken up under IT assessment. Under such an eventuality, it will be very difficult to explain such gaps in our processes and records which might jeopardize Trust’s 80G certification. It is therefore required that the Treasurer needs to be given all the required documents and a reasonable time (2- 3 days) at the time of each payment so that the records are kept as per the requirement of the law. Rtn. Brij Sethi, VP & Director Service-Projects During 22-23, our trust has done 10-12 projects involving approximately ₹ 1.6 cr. He suggested that let us all collect and create documents in respect of all these projects (wherever there are gaps) and make our records robust. Rtn Sadhana Joshi, PE We need to have a system of mid-term internal audit by one of our members at the end of December each year, so that we do not face such issues at the time of statutory audit. Rtn Ajit Ghate: As suggested by our CA, we need to ensure following system and process for approval and payment in respect of any project: i. Request letter from the beneficiary organization ii. Note on Project need iii. Vendor’s quotation with PAN number duly mentioned iv. Copy of Purchase order issued by us v. In case of advance payment, quotation and purchase order duly approved by the project head and the President should be handed over to the treasurer. vi. In case of payments after the work is done, invoice duly approved by the project head and the President should be given to the Treasurer. vii. Project completion report viii. Thank you letter issued by the beneficiary organization concerned ix. Evidence of project photographs etc. x. All payments are required to be approved by respective Avenue Director and the President before releasing payment. Decision: Based on the discussion, the BoD and Trustees took following decisions: 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. (Action: President) Agenda 6: To discuss and clarify what kind of expenses and projects can be done by the Trust. Various members expressed their views and concerns on the subject as under: Rtn Rajesh Pawar, Trustee: There is need to revisit the aims and objectives of the Trust and only such projects that are in tune with them should be taken up for implementation. There are around 22 items listed under the aims & objectives and we should concentrate on 3-4 major focus areas while selecting the projects. Rtn Sameer Gupte, IPP While selecting any project, its sustainability aspect should be the main concern. At times, it is seen that the outcomes of the project either did not sustain the desired impact after a period of time or we had no contact with the beneficiaries. Rtn. Brij Sethi, VP & DirectorService-Projects There are 7 focus areas of rotary and we need to ensure that the aims & objectives of the Trust duly cover all these focus areas. There is a need to constitute a small Working Group to revisit the Trust Deed and suggest required amendments in the Trust Deed. Rtn Ajit Ghate: Only capital expenses should be met through the project and then should be handed over to the beneficiary institution for running and maintenance of the project assets. No recurring items of expenses like food, travel, consumables etc should be part of the project cost, else, it becomes the responsibility of the Club/Trust to ensure the appropriate quantity and quality of these items. The Club/Trust is not equipped to shoulder such a task. It is always better to enter into an MoU with the beneficiary institution clearly indicating the roles & responsibilities and the financial obligations of the Club/Trust and the beneficiary institution. Decision: Based on the discussion, the BoD constituted a Working Group comprising Rtn BMK Sethi as convener and Rtn Dr Rajesh, Rtn Dr Amita, Rtn Sadhana, Rtn Trilok Kamdar, Rtn Sameer and Rtn Ajit as other members. The WG 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; d. The WG to complete the task by 31st December 2023. (Action: Rtn BMK Sethi) Agenda 7: To accept the resignation of Rtn Pallavi Khade as Director-IT and appoint the new Director-IT. Decision: It was decided that President will personally talk to Rtn Pallavi Khade and persuade her to continue as Director-IT. (Action: President) Agenda 8: To review service projects related to Bal Kalyan, Scholarships, Door step school and Epilepsy operations with CSR funding support. (Project briefs to be circulated separately) Director-Service Projects Brij Sethi apprised the BoD that our long time development partner Mr Nitinbhai Karia has donated ₹ 15,30,000 for taking up following three projects: i. To replace the existing rusted safety railing with a new stainless steel railing for swimming pool at Bal Kalyan Sanstha - ₹ 5,00,000 ii. To develop a speech therapy room at Bal Kalyan Sanstha - ₹ 50,000 iii. To financially support 8-10 bright girls of Modern College from underprivileged class families having completed 10th standard and wishing to pursue further studies - ₹ 2,00,000 iv. To support doorstep school at Alandi for 100 children and training 15 teachers - ₹ 4,35,000 and ₹ 95,000 respectively. v. To support two operations of epilepsy operations at Mangeshkar Trust Hospital - ₹ 2,50,000. Decision: BoD expressed happiness with gratitude to Mr Nitinbhai Karia for donation for charitable purposes. BoD also advised that Mr Nitinbhai Karia be formally communicated about our gratitude and he be invited in one of the meetings of the club for felicitation. (Action: President, Director Service Projects and Director-Admin) Agenda 9: To discuss about mobilizing Donation to TRF from members and Non Rotarians during the month of November with monthly theme, Foundation. Director-Foundation Bhupender Sethi informed that as against the target of $22,000 for TRF giving towards APF, the achievement so far has been only $2,560. He however, referred that quite a few members have made designated giving of $ 13,960 towards GG project for providing dialysis machines to Symbiosis Hospital and Research Centre and other funds. BoD expressed concern on the current position of members’ donations to Annual program Fund and discussed various strategies to accelerate the TRF giving. Decision: BoD advised the Director-Foundation to undertake following strategies: 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. (Action: Director-Foundation) Agenda 10: To discuss and plan activities related to Youth Avenue. Decision: The agenda item was deferred to the next BoD meeting due to time constraint. Agenda 11: To approve leave of absence of President from 27th Nov to 11th Dec 2023. Decision: Board took note of President’s absence during 27th Nov to 11th Dec. 2023 and decided that Vice-President will officiate as President during the said period. Agenda 12: To form committee for planning AG visit and DG visit scheduled in December. Director-Admin apprised that a small committee has already been formed and is on the job to plan and firm up AG & DG visits scheduled on 5th and 26th Dec respectively. Agenda 13: To get an update from Nominations Committee for selection of Club President for RY 26-27 and BOD for RY 24-25. Decision: BOD requested President and the Nominations committee to initiate the process for selection of PND so that it can be announced aling with the proposed members of BoD 24-25 in the ensuing Club Assembly scheduled on 12th Dec 2023. (Action: President and PE Sadhana Joshi) Agenda 14: To decide the date for Club Assembly (Annual Meeting) before 15th December for presenting the financials of last year as well as announce the outcome of Nominations Committee. Decision: Board decided to convene club assembly on 12th Dec. 2023. Agenda 15: To review proposed amendments to the Club bye-laws. BOD requested to present all the proposed amendments of Club Bye-laws during the next meeting for review and deliberations. Agenda 16: Any other items with permission of the Chair. No other item was placed before the BoD. The meeting ended with expression of thanks by the Club Secretary ************ Annexe-1 Action Taken Report on the decisions of the 3rd BoD meeting (Held on 9th October 2023) Sr No. Brief Particulars Decision Taken in brief Action Taken 1 Update about status of Treasury iv. The last payment date ……… extended till 12th October ……. In case the payment …… is not received by 12th October, ……. shall be terminated. v. In case the bank charges ………. can be avoided, we may wait for completion of 6 months else, the account may be closed after paying bank charges. vi. The process for opening of club account in HDFC bank and obtaining internet banking facility from UBI may be resolved at the earliest. vii. The auditor’s report for the Trust accounts may be circulated among the BoD members and the same may be placed in the next Club Assembly. Members who did not pay the dues, their membership will be terminated. As the bank charges were applicable for closure of accounts before 1 year, both the accounts were closed after payment of bank charges of Rs. 590/- each. Opening of club account in HDFC bank and obtaining internet banking facility from UBI are yet to be done. The auditor’s report for the Trust accounts is yet to be circulated among the BoD members. It will be placed in the next Club Assembly. 2 Proposal of appointing external part time Accountant for book keeping. Board approved the proposal and advised to seek BoD approval for the remuneration amount separately. Ms Ankita, an employee of the office of Rtn Sadhana, has been appointed as a part-time external book keeper. 3 To review the progress in selection of President Elect (RY 24-25) and President Nominee (RY 25-26). Board decided to set up a task force ……. to complete the task by approaching suitable members. Rtn Sadhana Joshi and Rtn Ramesh Rode have been nominated as PE and PN respectively. 4 To accept the resignation of Rtn Shilpa Pandey as Director-Youth and appoint the new Director-Youth. Resignation of Rtn Shilpa Pandey …. and appointment of Rtn Moiz Bohri as the new Director-Youth was approved. Rtn Moiz Bohri has been appointed as the new Director- Youth. 5 Basket of service projects …… for advance information of the BoD. BoD decided that a proforma for appeal letter be prepared for approaching CSR partners/donors. Proforma for appeal letter prepared and CSR partners/donors being approached. 6 To approve GG proposal for Computer Lab for St. Anthony School. The Board accorded an in-principle approval …. for taking forward the due process …….. Board also approved Club contribution of US$ 3,000 ………. Rtn Brij Sethi as PC and Rtn Sushrut, Nitin & Sandesh as SCs have been designated. Process involving need assessment, civil drawings, budget preparation etc. is on. 7 Review of bouquet of projects being circulated to CSR partners. BoD appreciated …….. Rtn Jane and advised her to share the efforts/progress …. in one of the upcoming weekly meetings ……. The experience sharing session to be arranged. 8 To ratify and record the decisions taken in the WhatsApp group. WA approvals as indicated below ratified. a payment of Rs. 8,61,000 …… towards contribution to GG project for dialysis machines ……. b provision of hearing aid to 15 deaf girl students ……. c. … celebrating Ganesh Pooja with students of BKS …. with budget of Rs. 30,000. d approval of prospective member Mr Vaibhav Bedarkar.. e. sponsoring … Aspire Football Club The annual budget Rs. 15,00,000 with full corporate sponsorship. f to approve Rs 3000 ….. a. Funds from all sources including GG support, have been received and the amount of Rs. 70,00,000 has been sent through RTGS on 30.10.23 to the company as advance payment for installation of 10 dialysis machines at the Symbiosis Hospital. b. Project accomplished on 21.10.23. c. Project accomplished on 30th Sept 23. d. Mr Vaibhav has paid Club/Trust dues and formally inducted. e. The terms of the project being finalized. to participate in DG dinner ……... g. Closure of bank account No. 9541302010018755 ….. and transfer of credit balance amount to PSCRT's account …... f. DG dinner was held on 8th Oct 2023. g. Bank account No. 541302010018755 has been closed on 03.10.23 and credit balance of Rs. 1,633 transferred to PSCRT's account 9 Decisions taken in the Club Assembly ………. for ….. amendment in club bye- laws of the process of election of Additional Trustees before 30th June of each year. ……. to prepare an appropriate draft …… to be placed in the next Club Assembly …... Draft will be placed in the next Club Assembly. 10 Any other items with permission of the Chair. …… payment of Rs. 100,000 (deposited by Finastra Company … towards CSR support) to te NGO Vasundhara Abhiyan for Baner Hill tree plantation project. A cheque for Rs. 100,000 has been issued in favour of NGO Vasundhara Abhiyan for the purpose. ************** |