Planning Assembly
| Meeting Date | 11 Jun 2024 |
| Meeting Time | 18:00:00 |
| Location | Balkalyan |
| Meeting Type | Club Assembly |
| Meeting Topic | Planning Assembly |
| Meeting Agenda | Notice for 4th Meeting of Club Assembly of RY 2023-24 Notice is hereby given that the 4th meeting of Club Assembly of the RCPSC for the RY 23-24 will be held as detailed below: Date & Day : 11th June 2024, Tuesday Time : 6.30 pm to 8.30 pm Venue : Bal Kalyan Sanstha While the broad agenda includes progress on the decisions taken in the BoD/ Assembly meetings, nomination/election of Additional Trustees of PSCRT for RY 24-25 and other major developments, this will also be Planning Assembly for the President Elect (RY 24-25) and her BoD. All the members are requested to forward, to the Club Secretary by 20th May 2024, any additional agenda points to be placed in the captioned Club Assembly. The detailed agenda will follow. Rtn Sushrut Sardesai Club Secretary 17 th May 2024 ********* |
| Chief Guest | |
| Club Members Present | 29 |
| 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. ------------------------------------------------------------------------------------------------ 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) ---------------------------------------------------------------------------------------------- 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. ---------------------------------------------------------------------------------------------- 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. ---------------------------------------------------------------------------------------------- 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. ---------------------------------------------------------------------------------------------- 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. ---------------------------------------------------------------------------------------------- |