| 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 |
