Club Meeting Details

Meeting Details

Meeting Date 16 Jul 2024
Meeting Time 19:00:00
Location Balkalyan
Meeting Type Regular
Meeting Topic Happiness
Meeting Agenda A special programme on happiness with focus on 101 Quotient and authentic relationships by Anupama Pradhan
Chief Guest
Joint Meeting With
Club Members Present 20
Minutes of Meeting We had the pleasure of hosting Anupama Pradhan, a happiness coach, at our regular meeting! The session was incredibly insightful, providing us with valuable tools and perspectives to enhance our journey towards happiness and well-being. We also enjoyed some interesting activities that added to the overall experience, making it both engaging and enriching. A heartfelt thank you to Anupama Pradhan for such an enlightening experience. Together, we continue to grow and thrive!


Meeting Date 16 Jul 2024
Meeting Time 18:00:00
Location Balkalyan
Meeting Type BOD
Meeting Topic 1st BOD Meeting
Meeting Agenda Board of Directors Meeting with specified agenda
Chief Guest
Joint Meeting With
Club Members Present 10
Minutes of Meeting MINUTES OF FIRST BOARD OF DIRECTORS AND BOARD OF TRUSTEE MEETING AT 6.00 PM ON TUESDAY, JULY 16, 2024 AT BALKALYAN SANSTHA, NEXT TO RAJ BHAVAN, GANESHKHIND ROAD, PUNE -16 Attendance Record: Sr.no Name of the Director Designation Attended / Absent 1. Sadhana Joshi President Present 2. Ajit Ghate Additional Trustee Present 3. Dr.Rajesh Pawar Additional Trustee & Facilitator Present 4. Sushrut Sardesai Treasurer Present 5. Ramesh Rode President Elect Absent 6. Sameer Gupte Secretary Present 7. Vinod Patil Vice President/ Director PI Present 8. Shikha Pal Director Administration Present 9. Dr. Amita Kotbagi Director International Present 10. Jayashree Halbe Director Foundation Present 11. Dr. Madhav Kankawale Director Medical Present 12. Jane Nazarat Basu Director CSR Present 13. Brij Mohan Sethi Director Projects Present 14. Neeraj Kumar Director Information Technology Absent 15. Moiz Bohir Director Youth Present 16. Biren Dharmasi Director Membership Absent 17. Ashutosh Dubey Immediate Past President Absent 18. Dr. Suresh Beri Invitee- Chairman Fund Raising Present 19. Nitin Joshi Invitee- Chartered Member Present The meeting started on time. President Sadhana did welcome all the Trustee, Directors and Invitees to the first meeting for Rotary Year 2024- 25 with fellowship of coconut water and Indian burger snack. BUSINESS TRANSACTED: The salient minutes of the meeting are as under: 1. SHORT NOTICE: It was earlier planned to hold first meeting on Monday, July 15, 2024 at Café Peters Aundh, Pune 7 as arranged by President Sadhana by duly issued clear day notice. The meeting was pushed forward by a day to Tuesday, July 16, 2024 due to clash of time member’s daughter engagement and for administrative convenience of board of directors. The short notice was issued to members. The short notice was accepted by the board of directors. RESOLVED THAT THE SHORT NOTICE AND AGENDA WAS TAKEN READ AND ACCEPTED BY THE TRUSTEES AND DIRECTORS PRESENT AT THE MEETING. 2. CIRCULAR RESOLUTIONS ON WHATS APP POLL ARE HERE BY ADOPTED: Due to business exigencies and strong communication disclosure few business were resolved on what’s app BOD community group. These business are capitulated here under. A) ACCOUNTING SERVIICES charges to Tally operator Ankita of Avik Polymer as recommended by Rtn Ajit Ghate for financial year April 23-24 for PSCRT books of accounts: She is helping our Trust for last two years and for good work fees are enhanced from INR 30000/- p.a to INR 40,000/-p.a. RESOLVED THAT INR 40,000 p.a is here by enhanced for accounting services rendered to our TRUST by Ms Ankita for FY 2023-24 for maintaining accounting in books of accounts in tally software. B) TERMINATION / RESIGNATION OF MEMBERS: Three Rotarians have resigned from membership of our club for personal reasons. Necessary acrion is initiated to record the action. RESOLVED THAT IPP Ashutosh Dubey, Pallavi Khade and Sonia Dubey are hereby resigned and same is accepted by the Board of Directors. FURTHER RESOLVED THAT above three members may be terminated from RI records/ data/ whats app/ etc. and President Sadhana and Rtn Neeraj Kumar are hereby authorised to do the needful. President Sadhana is here by authorised to issue No Objection Certificate as requested to the resigned members for Sports City ecosystem. C) ADOPTION OF MINUTES OF JOINT BOD MEETING AND PLANNING ASSEMBLY! RESOLVED THAT minutes of Joint BOD meeting held on June 25, 2024 and Planning Assembly held on June 11, 204 are hereby laid down and adopted as prepared by immediate past Secretary Sushrut Sardesai. D) MEMORANDUM OF UNDERSTANDING (MOU) for TRF Grants and Gifts: RESOLVED THAT annual ritual of signing MOU for TRF Global Grant and Gift with necessary procedure be signed on behalf of our Rotary Club of Pune Sports City. FURTHER RESOLED THAT President Sadhana is hereby authorised to sign the MOU for TRF Global Grants and Gifts on behalf of RCP Sports City. E) CHANGE REPORT: RESOLVED THAT Change Report be prepared and filed with Charity Commissioners office to record new changes effected in officer bearers of Board of Trustees. FURTHER RESOLVED THAT President Sadhana Joshi and Treasurer Sushrut Sardesai are hereby authorised to sign, take up, initiate the change report filing with advocates and record the change with Charity Commissioners Office. F) SIGNATORIES TO BANK ACCOUNTS WITH UNION BANK OF INDIA, AUNDH BRANCH: RESOLVED THAT following Trustees namely be added as signatories for new CSR bank account, new Global Grant Account, and other accounts already in existence with Union Bank of India of Pune Sports City Rotary Trust: a) Sadhana Joshi : President b) Dr. Rajesh Pawar: Addional Trustee c) Sushrut Sardesai: Treasurer d) Sameer Gupte: Secretary ALSO RESOLVED THAT following names be added as signatories for our CLUB Bank account with Union Bank: 1) Sadhana Joshi : President 2) Sushrut Sardesai: Treasurer 3) Sameer Gupte: Secretary FURTHER RESOVED THAT President Sadhana and Treasurer Sushrut Sardesai are here by authorise to do all such acts like KYC, Application form, etc with Union Bank of India, Aundh Branch to effect signatories on our Trust and Club bank accounts. G) CORPORATE SOCIAL RESPONSIBILITY UPDATE: 1. We have received INR 3, 00,000 from Gaeta Shipping and Logistics towards uniforms for orphan children of Gurukulam School. 2. We have also received INR 2,00, 000 from CSR partner Hodek India towards 17, sewing machines for women of Sahajpur. This project will be led by Rtn Prassana Chobe and Rtn Ram Kulkarni. 3. This is an important update regarding our Public Charitable Trust's CSR 1 registration, which has been issued by the Ministry of Company Affairs (MCA) since April 2021. President Sadhana and Hon Secretary Sameer have conducted thorough research and engaged with qualified professionals in the field of CA/CWA/CS to address any confusion regarding the requirement for revalidation of CSR 1 after three years, as incorrectly stated on certain websites. We would like to confirm that NO such revalidation or renewal of CSR 1 is necessary. As of today, no notification or guidelines have been issued by the MCA regarding any extension. Furthermore, we have collaborated with other Rotary clubs to ensure alignment (herd mentality). We believe in adopting a collective approach, and we are all in agreement that CSR 1 renewal or revalidation is not required at this stage. We will keep you updated if we receive any positive or important information about CSR 1. RESOLVED THAT both CSR donations be hereby approved and taken on record of INR 300,000 AND INR 2,00,000 from Geeta Shipping and Logistics and Hodek India respectively towards uniform and sewing machines project. FURTHER RESOLVED THAT both the projects namely uniform for orphaned children of Gurukulam and Sewing machines to women of Sahajpur are hereby approved. The Trustee and BOD are thankful to Rtn Jane Nazarat and Rtn Sunil Halbe and appreciate the services for arranging and coordinating CSR donations. 4. BUISNESS TRANSACTED DURING PHYSICAL MEETING : A) COMMUNITY SERVICE PROJECT FOR DISCUSSIONS: To approve, authorise, execute following community projects namely: ▪ Project No. 1: Preventive Health Maintenance Project: 1) Mammography and Bone Density tests for 440 female employees of PMPL at Sane Gurujee Hospital, Hadapsar, Pune. 2) Estimated cost: INR 4 lakhs (seeking CSR support from a corporate partner). 3) Project under Disease Prevention and Treatment (Maternal Health). 4) Discussion on logistics, resources, and planning. RESOLVED THAT Mammography and Bone density project is hereby approved as sponsored by CSR donation partner. FURTHER RESOLVED THAT for ease of logistics of beneficiaries mobile mammography van be arranged to save efforts of women beneficiaries. ▪ Project No. 2: Cervical Vaccination: 1. Cervical Vaccination at Bal Kalyan Sanstha and Gurukulam for girls. 2. Injections received from partner club and Pharma Company, in kind project through GVK NGO. 3. Cost for our Trust: NIL (cost per vaccination: INR 2000) 4. Projected count: 400 vaccinations (600 reserved for the year). Already injected implemented 42 HPV and 70 Typhoid at Gurukul School. 5. Discussion on update, implementation and outreach. RESOLVED THAT cervical vaccination and typhoid vaccination is hereby approved and President Sadhana is authorise to take up with GVK NGO, Pharma Co and beneficiaries organizations. ▪ Project No. 3: Chattra Chayya - Public Image and Umbrellas to Street Vendors: 1. Distribution of umbrellas to street and vegetable vendors. 2. Cost: INR 950-1200 per umbrella (20 umbrellas sponsored by Annette Riya Dharmasi). Additional 10 more umbrella’s may be added through Rtn Biren. 3. Umbrellas to feature the Rotary Club of Pune Sports City and Rotary logo. 4. Discussion on distribution and sponsorship. RESOLVED THAT Chattra Chaya project is hereby approved. Many thanks to donor Riya Dharmasi for kind gesture towards the noble cause. ▪ Project No. 4: Tree Plantation: 1. Tree plantation initiative during the monsoon season. 2. Sponsorship of 50 trees by PE Sadhana Joshi for her birthday, per sapling cost is INR 250/-. 3. Discussion on additional tree planting and approval of total count. 1. To involve Rotractor’s (DY Patil) for tree plantation project. RESOLVED THAT tree plantation project is hereby approved subject to CSR donation in progress. No hit on finances of the Trust. ▪ Project No 5: Medicine for Mobile Dispensary Wakari for Yatra to Vithoba, Pandharpur: a) MRP of medicine is INR 6.25 lakhs b) Cost of Project INR 1.25 c) Count of Beneficiaries is 8000 to 10,000. d) Two camps Hadapsar and Saswad. e) Trust contribution is INR 50,000 f) Balance donation of INR 75,000 is from Rtn Ajit Ghate’s friends and family. g) Rtn Deepak Magwani has given medicines at 69% discount. h) Mobile Dispensary is manned by Dr.Vidya Sapatnekar with 8-10 qualified doctors. i) Left over medicines are used at further camps for Wari. Medicines are for dehydration, body ache, fever, infection, etc. These are general medicines and antibiotics of reputed MNC Pharma Company (not generic medicines). RESOLVED THAT medicine be provided to Dr. Vidya for Warkari’s worth INR 50,000/-. Many Thanks to PP Rtn Deepak Magwani for providing medicines at 69% discount and Rtn Ajit Ghate for doing the needful as required for the medical project. ▪ Project 6 : HAPPY FAMILY KIT: a) A Project by District 3131 and Rotary Club of Pune East. b) Cost per Kit is between INR 1,500/-and INR 2,000. Qty proposed is 10. c) Project cost is INR 15,000/- TO INR 20,000/- d) Place of Distribution is Rajuri with 50 kms from Pune. e) Happy Kit includes 10 items namely bio mass cook stove, solar lamp, travel bag, first aid kit, dustbin, steel tiffin, soaps, sanitary pads, tarpaulin, steel water bottle. RESOLVED THAT happy family kit project is hereby approved and the required funds of INR 20,000 be sanctioned. The execution of the project is approved with help of NGO Grassland Trust. FURTHER RESPLVED THAT President Sadhana Joshi is hereby authorised to interact , coordinate with RI District 3131 officer and respective club for the happy family kit project of quantity 10 maximum up to INR 20,000/-. ▪ Project 7 : Art of Living Camp: a. Art of Living Camp by Sane Gurujee School b. Cost of Project is INR 80,000 c. Beneficiaries is 200 school children. This project is NOT APPROVED and can re-think for enhancing skill sets at the time of RYLA. ▪ Project 8 : Cycle Donation: a. Quantity of cycles requested by Sane Gurujee School is 17 (Seventeen). b. Cost of each cycle is INR 5,000/- c. Total Project cost is INR 85,000 d. Beneficiaries are school girls. RESOLVED THAT first hand cycles hereby approved and the required funds will be raised by making appeal to Ann’s of RCP Sports City. FURTHER RESPLVED THAT President Sadhana Joshi is hereby authorised to raise funds for the happy family kit project of quantity 17 maximum up to INR 90,,000/-. ▪ Project 9 : Medical Camp for HB Animi: a. Cost of Project of medical camp is INR 20,000/- b. Beneficiary will be 200 girls from tribal Bhima Shankar area. c. The camp is planned on July 28, 2024 by PP Dr. Madhav Kankawale. d. Cost per girl beneficiary is INR 200/-. RESOLVED THAT medical camp of HM Anima is hereby approved of INR 20,000 /- along with medicines for two months’ worth INR 1,60,000/-. FURTHER RESOLVED that Dr. Madhav Kankawale is here by authorised to execute the medical project and deliver the benefits to the beneficiaries of Tribal area. B) TREASURY AND ACCOUNTING AND ALLIED RELATED MATTERS: a. To decide whether club accounts be audited every year by qualified accountant or by our own members as volume is not material and below statutory limit prescribed under Income Tax Act, 1961. The club has now its own PAN and is Body of Individual thereby requiring filing income tax return for the club. RESOLVED THAT firm Joshi, Borse & Pol, Chartered Accountants having office at A- 2/22, Malhari, Rambaug Colony, Navi P eth, Pune-411030 is hereby appointed as auditor of Rotary Club of Pune Sports City. FURTHER RESOLVED THAT remuneration of INR 10,000 is fixed and hereby approved for the first year of audit and Rtn Rajesh Pawar is hereby authorise to discuss and finalise the same with the above firm. b. To execute club assembly decision to “Delete” word “Club” from the name of the club: Rotary Club of Pune Sports City and do all such actions and communications on many different fronts to achieve the same i.e. Rotary Pune Sports City thereby appointing a committee of three members. The matter was discussed by the Board. Rtn BMK Sethi informed the board that in the past, he has communicated the matter with the Rotary South Asia Office (RSAO), New Delhi and such change is not possible as per RSAO. He will share the email communication with the Board of Directors. Secretary Sameer recommended that we should seek good offices of PRID Dr.Mahesh and seek guidance from his wisdom. C. FUND RAISING ACTIVITY: a) To discuss, set strategy, select event, appoint committee for starting once gain fund raising events like Dandiya or Crowd funding. b) To approve and accept donation of INR 20,000 received from Rtn Biren Dharmasi by the trust for Umbrella project for Street vendors Rtn Suresh Beri and PP Rtn Nitin Joshi, First Gentleman, invitees explained the financials and all the activities involved in holding Dandiya Event along with challenges. More so he did highlight the fact that we do not make huge excess by holding this event. Rtn Jane Basu recommended appointing event managing agency/ manager for holding musical programme/ event and she will share details to Rtn Suresh Beri. D. FOUNDATION & CSR: a. To take on record contribution by Members to The Rotary Foundation namely Rtn Trilok Kamdar and Rtn Sadhana Joshi US$ 1000 each and by Rtn Chintamani Nimhan US$ 250. The Board of Directors hereby thank President Sadhana, Rtn Chintamani Nimhan and PP Rtn Trilok Kamdar for their contribution to The Rotary Foundation and thereby making the difference by supporting noble cause. E. MEMBERSHIP: 1) To approve and admit Mr. Datta Khade as member of our club from July1, 2024. 2) To discuss and inform future incoming members and membership drive in progress. RESOLVED THAT Mr.Datta Khade be hereby inducted in the club as member in the month of July / August 2024. As regards termination, circular resolution is already approved as above. Rtn Biren Dharmasi Director Membership being absent membership plan could not be discussed and will be shared later on. VOTE OF THANKS WAS OFFERED BY FACILITATOR PP RTN RAJESH PAWAR QUICKLY AS TIME WAS PRESSING. THE MEETING WAS ADJOURNED! THANK YOU! Best Regards, For & on behalf of Rotary Club of Pune Sports City & Pune Sports City Rotary Trust -SD- -SDSadhana Joshi Sammeer Guptey Club President / Trustee Club Secretary / Trustee