2. Meeting Minutes Dated 23 Aug 2020

27 August 2021

Pursuant to Meeting Notice sent by Rajiev Malhotra to members through WhatsApp Message for meeting to be held on 23rd August 2020, following are minutes of meeting and resolutions adopted thereof

Minutes of Meeting

Meeting Name Governing Body Meeting
Date of Meeting 23 August 2020
Time of Meeting 11:00 AM
Location  Registered Office: 803, Tower 8, Zen Spire, Ramprastha Green, Sector-9, Vaishali, Ghaziabad, Uttar Pradesh Pin Code – 201010 and Digital Meeting through Jio Meet Application
Meeting Chaired By Mr. Ram Pukar Maurya
Meeting Attendees Mr. Sunil Kumar Sharma, Mr. Rajeev Malhotra, Mr. Sanjeev Gupta, Mr. Bobby Kalra, Mr. Mohar Singh, Mr. Chakit Singhal, Mr. Amit Garg
Absent Members Mr. Dev Raizada
Quorum of Meeting Total Members of General Body/Governing Body – 9, Present in Meeting – 8 

 

Agenda of the Meeting is as below

Agenda No. Particulars Minutes
1. Opening of Society’s Bank Account Matter was discussed among present members as to which bank should account be opened and signatories and resolution was adopted as per details in Resolution No, 1 in this document.
2. Appointment of Chartered Accountant for Society Matter was discussed among present members as to which chartered accountant shall be appointed and resolution was adopted as per details in Resolution No, 2 in this document.
3. Admission of more members through inviting applications Matter was discussed among present members and it was decided that we should prioritize the applications of those persons who has initially supported the efforts of impleadment in Allahabad High Court in Writ Petition C/6049/2020, as per resolution adopted in Governing Body meeting dated 24th June 2020, prior to registration of society. Format of Application Form was approved.

It was proposed by Mr. Sunil K Sharma that members be accepted on quarterly basis and memberships admission dates be fixed at 1st October, 1st January, 1st April and 1st July of the year as standard dates of admission of members, in order to streamline administrative tasks of society. Mr. Sunil Sharma will send an email in detail on this matter.
4. Society Trademark and Logo Registration Matter was discussed among present members and Mr. Chakit Singhal was tasked with finding out procedure and costs involved, and also it was agreed that this was not a matter of priority.
5.  Society Website Development and Content Domain name www.jpscws.com was agreed by members in the previous week in whatsapp group discussions for which Mr. Sunil Kumar Sharma was asked to purchase the domain name from NameCheap.com and Web Hosting Services from HostGator. Sunil Sharma has purchased the above as Assets of Society and all members have agreed to develop the website of society as this will help as source of information for members of public who wish to know about society and join it, as well as society members to use it for various other purposes as used commonly by organisations.
Resolution 1 
Banking Resolution – Copy available at Office of Society
Resolution 2

Appointment of Chartered Accountant of Society
Following quotations were received from various CA firms/individuals on various recommendations of society members

  1. Sawhney and Sawhney – Total Annual Cost – INR 92,040.00/-
  2. Vijendra and Associates – Total Annual Cost – INR 51,920.00/-
  3. PHA and Associates – Total Annual Cost – INR 77,880.00/
  4. Ved and Associates – Total Annual Cost – INR 42,204.00/-Other than this Mr. Chakit Singhal also offered to do the same through his brother’s office for INR 20,000.00/- annually.
    Based on criteria of Logistics, distance from society office to CA Office and possible conveyance expenses annually it was decided to approve and appoint Ved and Associates as Chartered Accountant of Society, as this was nearest to society office and also CA was recommended as expert in matters of societies/trusts. Mr. R P Maurya is authorized to prepare an Engagement Agreement with Ved and Associates and signing the agreement.

Resolution 3
It was agreed that new members be admitted to society who shall agree with aims and objectives, as well as byelaws of the society and give priority to members who have first joined with us in impleadment application at Allahabad High Court in Writ Petition C-6049/2020. Though they shall not be considered members by virtue of being part of impleadment application but they must apply for membership of society in approved application form and membership be approved by governing body.