APPROVED MEETING MINUTES DATED 24 OCT 2020
Minutes of Meeting
| Meeting Name | Governing Body Meeting |
| Date of Meeting | 24 October, 2020 |
| Time of Meeting | 09:30 PM |
| Location | Registered Office: 803, Tower 8, Zen Spire, Ramprastha Green, Sector-9, Vaishali, Ghaziabad, Uttar Pradesh Pin Code – 201010 and online Virtual Meeting at Zoom due to Covid Pandemic |
| Meeting Chaired By | Mr. Ram Pukar Maurya – at registered office |
| Meeting Attendees | Mr. Sunil Kumar Sharma, Mr. Rajeev Malhotra, Mr. Sanjeev Gupta, Mr. Bobby Kalra, Mr. Moher Singh, – attended Virtually at Zoom Meeting |
| Absent Members | Mr. Chakit Singhal, Mr. Amit Garg and Mr. Dev Raizada |
Agenda of the Meeting and the decisions taken are as below:
| Agenda No. | Particulars | Resolution |
| 1. Approval and acceptance of additional 38 new members to Society | List of 39 additional members attached for approval and admission to society | The proposal was considered and admission of 39 new members to the Society was approved and members were inducted as per list in Annexure 1 |
| 2. Review of duties and responsibilities of administrative tasks of society | Identification of administration tasks and distribution of tasks to key officials, including processing of members applications, communication with new and existing members, maintenance of records of society, meeting minutes recording and distribution etc. Fixing workflow responsibility | It was agreed that the roles & responsibilities chart will be shared by the General Secretary with all the Executive Committee members, who will revert to the General Secretary with their suggestions. The General Secretary will then finalize in consultation with the Deputy Secretary within a week |
| 3. Division of communication responsibilities in various groups and creating awareness about key members of society | 1. Who shall answer what kind of questions in various groups on WhatsApp and Telegram related to society and its activities?
2. Increase presence and awareness of General Secretary, Deputy Secretary to communicate with members and reduction on reliance on Sunil Sharma for all kind of responses |
This agenda point relates to the point no. 2 and will be dealt with accordingly |
| 4. Creation of sub-committees on focused actions for identified goals of society going forward | 1. Creating awareness of society and increasing membership
2. Continuous review of Legal activities/cases happening which possibly impact interest of members and exploring options of earliest legal resolutions 3. Liaison with concerned authorities, Jaypee Officials to explore out of box solutions, putting together strategy for earliest resolution of projects 4. Any other |
The Vice President suggested that some legal professionals such as Shri Abhishek, Advocate, whose services are being availed by some of the Society members in their NCDRC related matter, can be considered for induction in such sub-committees.
The General Secretary suggested that apart from the professionals, nominations can be sought from the General members of the Society for these sub-committees. After discussions the suggestions were accepted and it was decided to initiate the process of forming sub-committees for which “Scope of Tasks and Targets” will be put together with Rajiev Ji, Sanjeev Ji and put forward. |
| 5. Transfer of Society Funds from Sunil Sharma’s bank account to Society’s bank account. | Approval of Income and Expenses statement of Sunil Sharma’s bank account, verification and confirmation of amount balance which shall be transferred | Sunil Sharma, whose Axis Bank Account No. 0560 10100 202077, Branch Sector 14, Gurgaon, Haryana was used temporarily to collect funds and incur expenses, refer to Governing Body Meeting Minutes dated 24th June 2020, has distributed details of Income and Expenses in spreadsheet as well as Statement of Account for period from 24th June 2020 – 24th October 2020 was shared on email with an amount of Rs. 5,87,107.26/- as net balance after expenses. This included Rs. 35000 of 7 persons who did not send documents and application for membership but deposited money.
Sunil Sharma apprised that he has intimated these members a week before to advise on if this amount shall be transferred to society’s account and if no decision is taken by them their contribution will be transferred to society’s account. One person Sumit Nangia thereafter applied for membership and others either consented to transfer their contribution of Societies’ account or did not respond, henceforth full amount of Rs. 5,87,107.26/- shall be transferred to Society’s bank account No. 125405001282 at ICICI Bank’s branch of Sector 4, Vaishali Ghaziabad. For reviewed and approved statement of Income and expenses submitted by Sunil Sharma refer to Annexure 2. Sunil Sharma confirmed to transfer the amount of Rs.5,87,107.26/- by 28th October 2020 to society’s bank account. For Statement of Account of Axis Bank for the period of 24th June 2020 to 28th October 2020 refer to Annexure 3. |
| 6. Purchase of separate SIM cards for society. | Estimate of costs and approval of expense and yearly budget for same | It was agreed General Secretary will act on this after discussion with the President, Deputy Secretary, and the Treasurer |
| 7. Introduction and admission of new temporary members to Governing body | Discussion on strategic objectives and justification for increase in Governing Body members | After discussion it was agreed that the time was not appropriate yet for increasing the membership of the Governing Body as it requires lot of paperwork and amendment in byelaws of society and for the time being new temporary advisory members may be inducted only in the sub-committees to be formed as discussed in point no. 4 and headed by one of the governing body member. |
| 8. Setting up of an yearly calendar of Society | Discussion on the items to be added in the yearly calendar of meetings and important events concerning the Society | It was decided that the General Secretary, Deputy Secretary and the Treasurer will work on setting up the annual calendar of the Society, which will include apart from the weekly Governing Body meetings, the statutory meetings and other such events of the Society |
| 9. Structure and timings of the weekly Governing Body meetings | Deciding upon the structure and timings of the future weekly Governing Body meetings | After discussion, the following structure of the weekly Governing Body meetings was adopted
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| 10. Maintenance of the list of members | Discussion on the ways to maintain the data of members | It was agreed that the Vice President will share the already prepared data sheet containing the members data with the General Secretary and the Deputy Secretary for further action. |
ANNEXURE 1 – LIST OF MEMBERS
ANNEXURE 2 – Income and Expense Statement Sunil’s Account
ANNEXURE 3 – Available at Society Office