| Minutes of Meeting |
MINUTES OF THE FIRST BOARD OF DIRECTOR’S MEETING (RY 2021-22)
Date - Friday 16th July 2021,
Time – 6.30 pm,
Zoom Meeting ID -89866642823
The Agenda of the Meeting was as follows –
AGENDA
1. Call the meeting to order at 6.30 PM
2. Roll Call and Apologies
3. Confirm and sign minutes of the Joint Board of Directors (2020-21 &2021-22)
Meeting held on 11th June, 2021 and the Special Board Meeting (RY 2021-2) held
on 20th June 2021.
4. Points arising out of the Minutes.
5. Consider Monthly Attendance Report for June, 2021.
6. Consider Leave Notes and Resignation(s), from Members, if any.
7. Consider Membership Proposals, if any.
8. To discuss and finalize the Rotary Budget 2021-22.
9. Review reports on avenues of services.
10. To discuss and pass resolution on the appointment of Trustees for the Rotary Club of Poona Charity Trust for the year 2021-22
11. Review & finalize weekly programs for July & August, 2021
12. To pass resolution/s on the authorized signatories for the Rotary Club of Poona and
The RC of Poona Charity Trust accounts.
13. To pass resolution to close 5 Bank accounts, and transfer the balance funds to our
RC Poona Charity Trust Account. Bank details as follows -
• HDFC Ac No. 50100230736432 ( RCP Charity Trust)
• Bank of Baroda Ac No. 4490100023405 (Mamography Van GG Project),
• Bank of Baroda Ac No 4490100023546 ( Mhasobawadi GG Project),
• Bank of Baroda Ac No 4490100024092 (WASH II GG Project), &
• Bank of Baroda Ac No -4490100020488 (Fund Raising)
14. To pass Resolution to apply to Bank of Baroda for Net banking
15. Appointment of distinguished citizens of Pune as Honorary members of The Rotary
Club of Poona for the year 2021-22:
16. To consider continuance of the Auditor for RY 2021-22.
17. Receive and note the contents of District Governor’s Monthly Letter (GML).
18. Consider any other points with the permission of the Chair.
19. To announce date of next Meeting and close the Meeting
MINUTES OF DISCUSSIONS –
1. President Col. Bharat Haladi welcomed the members & called the meeting to Order at 6.30 pm.
2. ROLL CALL AND APOLOGIES – Nine Members + Sergeant at Arms, attended, while two members were absent as follows -
Sl. NAME Appointment for RY 2021-22 Roll Call
1 President Col Bharat Haladi - Veteran President In Chair
2 Rtn. Rohit Mittra Vice President / Dir Club Services Present
3 Rtn. Maithili Manakawad Hon Secretary Present
4 Rtn. N P S Bakshi Jt Secretary Present
5 Rtn. Col K Viswanathan- Veteran Treasurer Present
6 Rtn. Col GS Kohli - Veteran Director Community Services Present
7 PP Kailash Monga Director International Service Present
8 PP Mansoor Dalal Director w/o Portfolio Present
9. IPP Dipak Thacker IPP Present
10. PP Jamshed Khursigara Sergeant at Arms Attended
11. Rtn. Niamat Virji Director Vocational Services Absent
12. PP Sanjay Kher Director Youth Service Absent
3. CONFIRM AND SIGN MINUTES OF THE FOLLOWING BOD MEETINGS -
Special Board Meeting (RY 2021-2) held on 20th June 2021 and the Joint Board of Directors (2020-21 &2021-22) Meeting held on 11th June, 2021 – The Minutes of Special BOD Meeting were approved.
IPP Dipak Thacker pointed out that he had raised some points through an email, that needed to be included in Minutes, of the Jt BOD Meeting, before finalising them. The Board accepted all the points and agreed to add the points raised, as an Addendum to the Minutes.
Rtn PP Mansoor Dalal proposed that the Minutes be adopted Col Viswanathan seconded the proposal.
• PP Mansoor Dalal suggested that in future, if any of the members had any points/ suggestions/ amendments to the Draft Minutes, they should send them it in writing, a day or two earlier, so the process of ratification of the Minutes is quicker.
4. MONTHLY ATTENDANCE is as follows –
Date Program Rtn Anns Spouse Guest Total
05 July 2021 Installation of President Col Bharat Haladi & the BOD 40 26 02 40 108
12 July 2021 Talk By the Army Commander 32 16 01 8 57
• Rtn NP Bakshi requested that the attendance link be shared with him. He also suggested that we should start personally contacting the members, in order to increase our attendance.
• Rtn PP Kailash Monga suggested that - The Details of the next week’s Speaker should be broadcasted at least by Wednesday, Thursday of the week before and the senior members could be contacted via WhatsApp or preferably on a call to remind about the meeting.
• PP Mansoor suggested that the proposer of the chronic absentees, be requested to speak to them, as proposers are expected to be the mentors as well. President Bharat offered to share with the BOD, the list of members, along with their proposers.
• Rtn Bakshi suggested that till physical meetings resume, we encourage our members to meet in small groups, over lunch. VP Rohit was requested to arrange Fireside meetings.
5. CONSIDER LEAVE NOTES AND RESIGNATION(S), FROM MEMBERS, IF ANY. – President Bharat informed that PP Ulhas Joshi had sent his written resignation via email on 28th June 2021, to the office email ID, but since it had gone to SPAM Folder, Secretary Anuradha failed to read it. He further added that he had confirmed from District 3131, that if a member is struck off Roll on 1st July, that person will not be included in the SAR Invoice for next RY. It will be only after we receive the RI Invoice, that will we will know if PP Ulhas Joshi has been invoiced or not.
So as on date, our Club has 80 members. 79 with Resignation of PP Ulhas Joshi + 1 with induction of Rtn Jayashree Kuber on 5th July 2021.
6. CONSIDER MEMBERSHIP PROPOSALS, IF ANY – Vice President Rohit Mittra informed that he had received 5 Applications, which had been forwarded to the Membership Committee.
PP Ravi Gosavi, Chairman of the Membership Committee had interacted with all five of them and found them suitable with a potential to contribute to the Club. A brief summary was shared about each prospective member, as follows –
Sl Name Proposed by Classification Details
1 Rtn. PP Ram Gopal Rao Rtn. Col Bharat Haladi (Rtd.) Placement Consultant Past President of RC Poona North,
Major Donor TRF, Rotarian for past 28 years. Highly educated, Experience of 45 years as consultant & in Placement services. Interested in Social work.
2 Mr. Milan Darda PDG Vivek Aranha Journalist General Manager of Lokmat. Age – 43 yrs, Has been instrumental in several new initiatives, and also setting new records for Lokmat. He has a penchant for PR & Literature
3 Mr. Jaideep Parekh PDG Vivek Aranha Financial Consultant PP of RCP Smart City & RCP Kothrud,
PHF member. Age – 64 yrs.Spouse also was a Rotarian.
4 Mr. Jeevan Dalvi Rtn. Aarti Thacker Software Engineer
Credit Suisse Co. He is interested in singing, reading and social work. Spouse retired from Indian Railways, is a Marathi stage & film acter.
5 Ms Mandakini Tata Rtn. Aarti Thacker Retired Banker Member of IWC & ex member of RCP Downtown. Is a PHF. A well read, well-travelled, well connected person. Active in Social work.
• It was decided that a NOC should be procured for the two ex-Rotarians – Rtn Jaydeep Parekh & Mandakini Tata from their last Clubs.
• The Board approved all the Applications and agreed to giving the 10-day Notice to our members, at the next Rotary Meeting on 19th July 2021.
7. TO DISCUSS AND FINALIZE THE ROTARY BUDGET 2021-22-. Rtn Col Viswanathan, the Treasurer suggested that the Invoice be discussed first, due to time constrains.
He proposed that the Annual Club Invoice should be prepared in two halves, and only the Invoice for first half – July to December 2021, should be raised, as there could be changes in physical club meetings in 2nd half of the RY. There were 5.23 lacs carried forward in Club account from last Rotary year, which would take care of any fellowships, planned before the year-end. Thus the invoice for next half could be reviewed in December 2021.
Rtn Col Viswanathan, informed that the first half yearly invoice, will not include charges for Installation Dinner, or the fellowship dinners, but just the statuary payments like the RI Dues, COL charges, District Dues, Club Basic Subscription, and Just Rs. 100/- for the Bulletin.
He informed that there were 3 different types of Rotary Magazine subscriptions – The Rotarian, Rotary News- print copy & Rotary News- Digital copy, which too would need to be added in the member’s first Half yearly invoice, as these amounts needs to be paid upfront.
The 3 different Half yearly invoices would be -
• Member Subscribing to the Rotarian (International) - Rs. 9,620/-
• Member subscribing to Rotary News print copy – Rs.8,264/-
• Member subscribing to Rotary News Digital copy – Rs. 8,204/-
PP Mansoor Dalal, proposed accepting the Issue Half yearly invoice. This was seconded by PP Kailash Monga, and passed by all the BOD members.
It was decided that another short meeting would be arranged after the Avenue-wise Budget was discussed with each Avenue Directors individually, and compiled budget would be circulated to the BOD, with 3 days to revert. If nobody reverts, it should be considered as approved.
8. REVIEW REPORTS ON AVENUES OF SERVICES – Being the first Meeting of the year, there were no review reports. Except the trip to Ghera Panavadi Village, about 40 kms from Pune, in Purandar District on 14th July 2021, with the prospect of considering it for our Happy village project.
President Bharat informed the BOD that during preliminary visit to the village, the following observations were made –
• This village depends on paddy crop & faces acute water shortage every year, after December.
• Most of the women go out of the village for 12-14 hours, as daily labourers, for livelihood.
• The village school lacks essential supplies, especially drinking water facility.
• The only source of drinking water is a well about 80 to 100 feet downhill & the women have to manually carry the water up to their homes.
• There is a good potential for skill development and to encourage kitchen gardens.
Thus, there is a good scope for us to adopt the village as Happy Village and help them in watershed management, arranging skill development for the women so they need not go out for livelihood, Help the school with water filter and other supplies. An area has been identified for a new check dam and raise the level of the existing check dam. Also, since Zilla Parishad had plans to construct a concrete overhead tank, we could arrange for a pump & water line to pump the water up. Of course, this project would be spread over 3-4 years.
PP Kailash Monga suggested that the Tilak Maharashtra Vidyapeeth team, under Dr. Prakash Yadav, HOD Department of Social Work, who were instrumental in proposing this village to us, should revert to us after chalking out a complete plan, so that our club could work out what kind of funding was required. And if we could convert the whole project into a GG project.
9. TO DISCUSS AND PASS RESOLUTION ON THE APPOINTMENT OF TRUSTEES FOR THE ROTARY CLUB OF POONA CHARITY TRUST FOR THE YEAR 2021-22 – After discussing the options of considering any two of the four members- PP CD Agarwal, PDG Vivek Aranha, PP Pradeep Rathi & PP Awadhut Walimbe, the BOD narrowed down their choice to PP Awadhut Walimbe & PP Pradeep Rathi, as most suitable at this time. With Central Govt requirements so stringent, the BOD chose the trustees who could contribute their time and expertise in streamlining our Club’s Charity Trust accounts and their compliance to govt rules.
The motion was proposed by Rtn NPS Bakshi and seconded by Rtn Maithili Manakawad. The BOD unanimously passed the decision.
10. REVIEW & FINALIZE WEEKLY PROGRAMS FOR JULY & AUGUST, 2021 – VP Rtn Rohit Mittra informed the BOD of the following programs scheduled for the Month of July –
• 19th July – Talk by Mr. Jamshed Daboo on Lessons in Humanity
• 26th July - Business Meeting. Presenting the Club budget
• 2nd Aug – Induction of 5 New Members
• 9th Aug – Mr. Naren Patwardhan - talk on “Role of Poona in History of India”.
• 16th Aug – Bank Holiday (Parsee New Year)
• 23rd August - Former Justice B.H. Marlapalle – talk on Impact of Reservations
• 30th August – Rtn NP Bakshi – talk on Health Insurance
11. TO PASS RESOLUTION/S ON THE AUTHORIZED SIGNATORIES FOR THE ROTARY CLUB OF POONA AND THE RC OF POONA CHARITY TRUST ACCOUNTS. The BOD passed a Unanimous Resolution to change the Bank signatories. Two of the Three would need to sign the cheques. The signatories are to be changed to :
a. President – Rtn Col Bharat Haladi
b. Hon. Secretary – Rtn Maithili Manakawad
c. Hon. Treasurer – Rtn Col K Viswanathan
12. TO PASS RESOLUTION TO CLOSE 5 BANK ACCOUNTS, AND TRANSFER THE BALANCE FUNDS TO OUR RC POONA CHARITY TRUST ACCOUNT. BANK DETAILS AS FOLLOWS -
• HDFC Ac No. 50100230736432 (RCP Charity Trust)
• Bank of Baroda Ac No. 4490100023405 (Mammography Van GG Project),
• Bank of Baroda Ac No 4490100023546 ( Mhasobawadi GG Project),
• Bank of Baroda Ac No 4490100024092 (WASH II GG Project), &
• Bank of Baroda Ac No -4490100020488 (Fund Raising)
Board unanimously resolved to close the above accounts and transfer the fund balance to the Rotary Club of Poona Charity Trust account at Bank of Baroda. PP Kailash Monga advised to check if any of the accounts being closed was a FCRA account, as the amount in FCRA account needs to be transferred to a FCRA account only.
13. TO PASS RESOLUTION TO APPLY TO BANK OF BARODA FOR NET BANKING – it was unanimously resolved to apply for net-banking, only for the purpose of logging in to check balances.
14. APPOINTMENT OF DISTINGUISHED CITIZENS OF PUNE AS HONORARY MEMBERS OF THE ROTARY CLUB OF POONA FOR THE YEAR 2021-22: The BOD resolved to invite the following as Honorary Members :
a. GOC-in-C Southern Command, Lt Gen JS Nain, AVSM, SM - as per tradition of the club.
b. The Dean of BJ Medical College *& Sassoon General Hospital, Dr. Muralidhar Tambe.
c. Ms Anuradha Desai of Venkateshwara Group.
15. TO CONSIDER CONTINUANCE OF THE AUDITOR RAYKAR FOR RY 2021-22.- The BOD unanimously approved to continue with the appointment of Auditor Ramdas Raykar. This was proposed by P Mansoor & seconded by Rtn NPS Bakshi and passed by the Board.
16. RECEIVE AND NOTE THE CONTENTS OF DISTRICT GOVERNOR’S MONTHLY LETTER (GML)
– President Bharat informed the BOD that the GML had not yet been received.
17. CONSIDER ANY OTHER POINTS WITH THE PERMISSION OF THE CHAIR.
• Rtn NPS Bakshi suggested we should look to associate with Guru Nanak Darbar Committee on a permanent basis. They are in the process of setting up a 30 Bed Hospital in their premises in the Camp area, and they are in need of a CT scanner. PP Kailash Monga advised that since a CT Scanner could cost over Rs One Crore, we should plan for funding & search for a Foreign partner, in order for us to make it a GG Project. The President requested Rtn NPS Bakshi to prepare a proposal and an Excel sheet with funding plan, to enable proper planning of the project.
• Change Report for Charity Account – Rtn NPS Bakshi informed that PP Sanjay Kher had been appointed as the Chief functionary for 3 years with a Note “Till next change required”. The Board unanimously agreed that PP Sanjay Kher should continue, subject to his acceptance.
18. TO ANNOUNCE DATE OF NEXT MEETING - The Second BOD Meeting of RY 2021-22 will be held on 2nd Friday of the Month. I.e. – 13th August 2021
19. DECLARE THE MEETING CLOSED - President Col Bharat Haladi, thanked all members for attending the meeting and declared the meeting closed.
Minutes noted by Rtn Maithili Manakawad Hon Secretary (RY 2021-22) |
