| Meeting Agenda |
Agenda for the Board Meeting
Date: Tuesday, November 7, 2023, 6.00 p.m. to 7.30 p.m. Host: Rtn. Arun Shroff
Sr.
no.
Agenda Item Time
(min.)
Responsibility
1 President’s address 5 Rtn. Pres. Ajay Chitnis
2 Confirmation of minutes of the Board meeting held on October 10,
2023
2 All
3 Approval of Resignation of Rtn. Satyam Kumar
Approval of resignation of Rtn. Tony Sachdev
Approve leave of absence
Approval for exemption from weekly meeting attendance
1 All
4 Status of Club Subscription RY 2023-24 and Club Subscription
invoice
3 Rtn. Arun Shroff
5 Club / Trust Financial Statement – RY 2023-24 10 Rtn. Arun Shroff
Approval of FY 2022-23 Audit Report 5 Rtn. IPP Uday Dharmadhikari
7 Update on Global Grant and CSR Projects 5 Rtn. PP Ravi Kapoor
8 Update on Service projects – Medical 5 Rtn. Dr. Saroj Bande
9 Update on service projects – Non-medical 5 Rtn. Giri Sakhrani
10 Update on service projects – Youth and Next Gen 5 Rtn. PP Nandita Khaire
11 Update on Public Image, Publication and Vocational Service 5 Rtn. Nitin Rajore
12 Update on Membership 5 Rtn. PP Dr. Ramesh Dumbre
13 Update on International Service and TRF Collection plan for the year,
progress and action plan
5 Rtn. PP Sanjiv Kumar
14 Update on Digital Club 5 Rtn. Madhvi Kshettry
15 Update on Club Administration (Program, Meetings, Bulletin,
Fellowship)
5 Rtn. Ashish Goyal
19 Approval of expenditure not included in budget.
1.
2 Rtn. Arun Shroff
20 Any other item with permission of the chair
1. Projector to be purchased
2. Nominating Committee Election 2023
2 All
21 Vote of thanks 2 All
Rtn. Delshad Karanjia
Hon. Secretary RY 2023-24
Rotary Club of Pune Central |
| Minutes of Meeting |
Discussions
1. President Ajay Chitnis welcomed the Board Members to the fifth meeting of the year.
2. The minutes of the Board meeting held on October 10, 2023 were approved.
3. President Ajay Chitnis said the RCPC Diwali dinner on Monday, October 6, 2023, had been a huge success, with a record attendance of 117 members and guests. He congratulated Rtn. PP Madhu Rathi and his team for organizing the enjoyable event. Rtn. Madhu announced that although more people turned up than were expected, the event came in under budget, with a surplus of Rs 23,700.
4. Resignations of Rtn. Satyam Kumar and Rtn. Tony Sachdev were accepted. President Ajay informed the board that Rtn. Behzad Randeria, who had submitted her resignation recently, now wished to continue her membership. Rtn. Arun Shroff said Rtn. Behzad could pay her balance membership dues after December.
5. Leave of absence for the BoD meeting was approved for Rtn. Dr. Saroj Bande, Rtn. PE Brig. PKM Raja, Rtn. PP Dr. Ramesh Dumbre, Rtn. PP Sanjiv Kumar, Rtn. IPP Uday Dharmadhikari and Rtn. Nitin Rajore.
6. President Ajay said only one-third of the amounts pledged during the fundraising had been received. He said the Wheelchair Project for differently abled cricketers, was fully funded and would begin soon. The wheelchairs would be handed over to the players at a function to be organized after Diwali in the presence of all 12 donors. Rtn. Madhu said the ambulance for Mulshi would be delivered after Diwali.
7. In his update regarding the club subscription, Rtn. Arun Shroff said that payments were pending from several members. He said reminders and notices had been sent out to members who had not paid their subscription, and their respective sponsors had also been contacted to request the non-payers to settle their dues. The issue of non-payment of dues was discussed at length, with the consensus of the BOD being that resignations of members who don’t pay their dues nor bother to attend meetings should be accepted. It was also decided that emails be sent by the President to those who have neither paid their subscription nor tendered their resignation, informing them of the likelihood of their membership being terminated.
8. IPP Rtn. Uday Dharmadikari sent an email stating that the audited balance sheet for the Club & Trust for the financial year 2022–2023 had been received and IT returns were filed on the due date on October 31, 2023. He added that the Audit Report for RY 2022–23 — Club & Trust (from July 1, 2022 to June 30, 2023) is under preparation and will be reviewed by him and Rtn. Vimal Saboo (Hon. Treasurer RY 2022–23). The final version will be presented to the board members and Trust by November 25, 2023.
9. Rtn. PP Ravi Kapoor said that there were three projects in the pipeline. A draft MOU had been signed at the district level with Metta Social. ITC’s due diligence at RISAO was nearing completion but they needed a document explaining the links between The Rotary Foundation and all these clubs. Rtn. Ravi added that there had been a meeting with Metta Social, who would act as a bridge between NGOs with a national footprint and donors. He suggested putting a committee together to showcase our CSR projects. He said that contributions of Rs 10 lakhs were available for Women’s Empowerment projects.
Regarding the issue raised at the October 11, 2023 board meeting about the GSE-CSR Dinner being organized for CXOs of Nagar Road and Ranjangaon Industries on November 3, 2023, President Ajay had said that he had not been consulted prior to fixing up the date, the venue or the fact that this was to be a joint venture costing us Rs 75,000. President Ajay added that it was totally incorrect to plan such an expenditure without prior approval of the Board, and fix a date without consulting the President.
Rtn. PP Ravi Kapoor clarified that while specifics of the event date and venue were not mentioned during the September 2023 board meeting, however the intention to conduct this high visibility event was mentioned along with estimated cost, broad framework and involvement of a partner club (RCP Downtown) together with the District. The exact date/venue was to be communicated to the President & BOD after finalising the details with regards to roles and responsibilities of each partner.
Rtn. PP Ajay Dubey confirmed that this point was discussed. The discussion was not recorded in the Minutes of the September 2023 board meeting because several Board Members did not hear the discussion, which therefore did not get minuted. Further, unintentionally and purely by oversight, the date/venue was decided without involving the President, for which Rtn. Ravi apologised to the President.
Rtn Ravi then put up two points for consideration by the Board:
a. RCPC has been requested to host the CSR Awards Dinner by the District Governor and the District CSR Team. Cost to the Club would be about Rs 50,000. Our Club had earlier hosted this event in 2017 and 2019. Thereafter it was not held due to the pandemic.
b. The GSE-CSR Conclave for the CXOs of Ranjangaon and Nagar Road group of Industries to be organized in partnership with RC Poona Downtown. This would prove to be a good investment for tapping into the CSR funds of these industries. Cost to the Club would be Rs 75,000.
Both the proposals were discussed at length and were approved by the Board. The expenditure would be met through the Project Management Fees collected on CSR Projects like BMC Software – STEAM Robotics.
10. Rtn. Giri Sakhrani said he was hoping to kick off a project at a leper colony in Kondhwa, where the residents were suffering because of lack of water. The water in the well on the premises had a foul smell, so he had ordered a pump to drain the well. Rtn. Giri added that if the well filled up again, a tank would be installed to provide water to the colony. He said that satellite mapping of water bodies was being done in various parts of the country and providing useful data.
11. Rtn. Nandita Khaire said that the plan to set up a Rotaract Club at Christ University in Lavasa was under way. A few members of RCPC had met with the students, and Rtn. Sanjay Karwa, co-director of Youth Services, made a presentation. The paperwork for setting up the Rotaract Club in Lavasa has been forwarded, and RCPC member Rtn. Pankaj Mehrotra will be the liaison between the university and RCPC.
12. Rtn. Madhvi Kshettry confirmed that at the weekly meeting on November 17, 2023, she would assist members to download the Rotary 3131 app and show them how to make a bookmark for steps involved in downloading the app. Rtn. Madhvi also suggested that in the future, digital technology could be used to mark attendance.
13. Regarding Medical Projects, President Ajay said a medical camp had been held at Mook Badhir Shiksha Sansthan (School for Deaf and Mute Children) on Bhandarkar Road, at which 110 students had eye check-ups, dental checkups and other medical tests.
14. He said the Nomination Committee election would be done through “Physical Voting” during the club meeting on December 17, 2023. He added that RCPC’s 40th birthday was rapidly approaching and we should begin planning for the event, for which Ashish Goyal will be the convener.
15. The meeting concluded with a Vote of Thanks. |
