MINUTES OF THE EIGHTEENTH ANNUAL GENERAL MEETING OF CSOI,
HELD ON DECEMBER 10, 2017 AT 11:00 A.M. IN VINAY MARG, CHANAKYAPURI, NEW DELHI.
The following office bearers of the Executive Committee were present:
(i) Shri Ajay Mittal, Secretary (P) & President, Executive Committee, CSOI.
(ii) Shri Rabindra Panwar, AS & FA (Home) & Treasurer, CSOI.
(iii) Shri G D Tripathi, J.S, DoP&T & Secretary, CSOI
(iv) Shri A. K. Saha, C.W.O & J.S, CSOI.
(v) Shri Goutam Chatterjee, General Manager, CSOI
(vi) Shri Jayant Singh, Sr. Manager, CSOI.
(vii) Shri Ajay Mittal, Consultant C.A, CSOI.
(viii) Shri Mukesh Raj, Statutory Auditor for 2016-17
(ix) Shri V. K. Sharma, Sr. Accounts Officer, CSOI
The total attendance of members were 123 as per Annexure-‘I’.
18.2 The meeting commenced at 11:00 A.M. but was adjourned as the quorum required in accordance with Article 13(d) of the Memorandum of Association was not fulfilled.
The adjourned meeting started after the requisite break as required under Article 13 (d) which provides :-
“one third members shall form quorum for a meeting of the General Body. However, if the quorum is not complete, meeting would be adjourned for one hour and no quorum for the adjourned meeting would be necessary”.
18.3 In his opening address, the President extended a warm welcome to all the members present and acknowledged the contribution of the members, especially referring to the senior members in developing the Institute as an important activity centre for the civil service officers in Delhi. He sought valuable guidance from the members from time to time for the improvement of the Institute.
18.4 Thereafter, the President touched upon the activities under taken during the last year some of which were based on valuable suggestions received from the members. He also mentioned that out of the activities undertaken, some have already been achieved, some in the process of consideration and implementation and some have been found as not feasible.
Highlighting some of the achievements during last year under review, he informed that:-
a) The progress of renovation work at K.G.Marg is scheduled for completion shortly.
b) The new access road from Vinay Marg side through the sports ground for entry to CSOI has been upgraded and is fully operational now.
c) A new Kiosk machine has been installed at reception in Vinay Marg for updation and reconciliation of online top up transaction from the smart card to the local server.
d) SMS services are being sent to all members for all cultural activities and also for their financial transactions on smart cards.
e) Keeping in view the prime objective of satisfaction of members, special discounts on food and soft beverages started from January 15,2017 in the restaurants @ 23.25% and 25% at K.G. Marg & Vinay Marg respectively have been extended to the members till 31st March’ 2018.
f) 100 % rental waiver has been made effective for one party venue RV-I (in Vinay Marg) if the billing of minimum 20 persons is reached at the time of final billing, thereafter the venue rental is treated as advance before the final adjusted payment is taken from the Member.
g) Bank charges @1.5% applicable on all transactions for online payments to CSOI through debit/credit cards are now being absorbed by CSOI.
h) Signal strengths for mobiles has considerably improved after installation of signal boosters at the basement parking in the CSOI building at Vinay Marg.
i) e-Library facility has been provided in Vinay Marg library for five lac e-books through ‘DELNET’.
j) Capital Replacement Fund has been set up this year so that the assets and heavy equipment are maintained and replaced when it is due.
k) The work of upholstery change in Vinay Marg is nearing completion.
l) Replacement of Billiard Tables in Vinay Marg is in the process of purchase by NBCC.
m) Housekeeping service provider has been changed for better cleaning services. In future also, suggestions of members are welcome for further improvements, if any.
n) Special attention has been given to security and car parking, entry & exit issues.
The President CSOI emphasized that Institute (CSOI) exists only for its Members and their families.
18.5 Concluding his address, the President CSOI placed the Annual Report of CSOI for the FY 2016-17 before the members present in the Annual General Meeting for adoption.
Sri. H.S.Dogra (M.No. 2894) and Shri. Nirmal Chander (M.No.7249) proposed the adoption of the Annual Report with Audited Accounts for the year 2016-17. The proposal was seconded by Shri Sharma Shrawan Kumar (M.No.532) and Mr. B.C. Dutta (M.No.781).
18.6 Thereafter, the Secretary, CSOI conducted the proceedings of interactive session with the members present.
18.6(a) Responding to a query about financial status of the Institute, the President, CSOI informed that CSOI has generated a net surplus amount of Rs.2,96,00,000 in the year 2016-
18.6(b)(i) GM, CSOI informed that with the completion of the renovation work of K G Marg premises with state of the art conference room, renovated restaurant and a bar along with Kitchen and toilets, the amenities will improve considerably from what are available at present.
18.6(b)(ii) To a clarification on bar profit GM,CSOI informed that on the Hard Liquors served from the bar, the mark up / handling charges added to the landing cost of liquor to CSOI is being shared in the ratio of 60 : 40 between CSOI and the catering service providers respectively .
18.6(b)(iii) Chairman, BMC of CSOI also informed members that new centralised ACs are being installed in K G Marg. Earlier there was no fire clearance, now the wet-riser system has been installed for fire clearance, provision of two lifts, new toilets for differently abled person and a large conference facility is being provided, but no auditorium due to space constraint.
18.6(c) Secretary, CSOI assured the members whatever has been taken up as on date for renovation will be completed by 28th February 2018 and the CSOI, K G Marg would be made fully operational.
18.6(d) President, CSOI accepted the suggestion from a member for immediate provisioning of a basket to give / receive the entry tokens for all vehicles at the entrance and exit gates of CSOI in Vinay Marg.
18.6(e) In response to a specific query on reciprocal arrangements with other clubs President, CSOI replied that this issue had a very wide implication and opening of our Institute for reciprocal arrangement will require allowing the use of our facility by the members of other Clubs who will not be of equivalent status to which many members expressed similar views to not accept the suggestion.
18.6(f) President, CSOI stated that the amount of Rs.5,67,00,000/- shown as capital contracts for renovation work of CSOI at K.G. Marg building, the amount is the capital amount committed till 31st March’2018 and shall further increase this year with the additional expenses.
18.6(g) The members present expressed their satisfaction and the general sense of the house was widely appreciative of the working of CSOI .
18.7 At the end President, CSOI assured all the members that their valuable suggestions have been noted and will be considered objectively.
The suggestions received from the members are in Annexure-II.
18.8 The Annual Report and the Audited Accounts for the year 2016-17 were approved and adopted.
18.9 The meeting concluded with vote of thanks by General Manager, CSOI.