MINUTES OF THE ANNUAL GENERAL MEETING OF UNITED SERVICES CLUB, MUMBAI

HELD ON 27 MAY 2015 AT 1730 H IN THE MAIN CLUB

Attended

RAdm RM Purandare - Chairman

RAdm Sunil Anand - Con (Finance & Legal)

Cmde Ajay Kumar Pandey - Con (Infrastructure & Environment)

Brig R S Rathore - Con (Works)

Cmde Rajiv Choudhary - Con (Security and Staff Matters)

Brig PC Nair - Con (Catering & Bar)

CmdeSupeobho K De - Con (Entertainment)

GpCapt P Parthasarthi - Con (Sports)

Col J J Abraham - Con (Tech& Support)

Capt V Khanduri - Secretary

Cdr K S Ralhan - Hon. Secretary

Brig R V Sadhotra - Golf Captain

Mrs B Varma - Dy Secretary (Fin)

By Invitation

Miss Balamani Memon - Representative of

Chartered Accountant M/s N K Bhat & Co.

1. 200 members attended the meeting. After calling the meeting to order, the Secretary

requested the Chairman to commence the meeting by addressing the AGM .

Extract of the text of the Chairman‟s Address .

2. I consider it is my proud privilege to extend you our warm greet ings and to welcome the

members of this esteemed club to AGM 2015. This meeting had to be rescheduled twice from

earlier planned in January because of some unavoidable circumstances which were beyond our

control and hence my sincere apologies.

3. Before proceeding further, I would like to begin by thanking all the members for being

ever vigilant and participative in conduct of various club activities in improving the club and for

their most valuable contributions by giving valid and timely suggestions received throughout the

year for improving our Club‟s functioning .

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4. At this juncture it would also be appropriate for me to place on record our sincere thanks

and appreciation to some of the Management Committee members namely R Adm Shankar

Mathur, Brig R S Thakur, Capt Sanjiv Malhotra and Col Praveen Kabtyal who during their

tenure as members of the Management Committee made some extremely valuable

contributions to the club management and have now moved elsewhere, we wish them the very

best.

5. Coming to certain club activities since the last AGM held in March 2014; the club has

successfully conducted various functions like the May Ball, Rain Dance, Diwali, Christmas, New

Year Eve, Lohri, Holi and Valentine‟s day. The feedback from the members indicates that the

Gazal evenings bringing in the yester years ‟ memories alive for our elder members were

popular and well received by the members. Suggestions in this area are most welcome.

6. Catering services have remained the prime focus throughout the year, due to the poor

performance; the services of the previous caterer were terminated within a year of award of the

contract. A fresh contract was put in place with M/s GBC Mega Motels Pvt. Ltd. with effect from

Aug 2014. They have made sincere efforts to bring up performance level to our expectations.

This has definitely been made possible through a constant multipoint feedback mec hanism

introduced by us which is both formal & informal and an effective monitoring by the appropriate

club management staff. Towards this I would like to place on record our very deep appreciation

to the active interest being taken by the Convener (Catering), Brig P C Nair. I am aware that the

service of the caterer on weekends has been a sore point with quite a few members though, it

needs to be acknowledged that we have come a long way since the initial teething problems in

August last year. A t times, the feedback and complaints have also been rather animated and

agitated. I wish to advise the members to please express your anguish in language that will be

generally acceptable to all of us so that we can really understand the problem, we are live to

these issues and wish to assure the members that the caterers ‟ and the club management staff

will jointly and aggressively address their concerns and a positive outcome will be seen in the

next few weeks. We have also improved certain infrastructure in the form of repairs to the

kitchen, serving points at various locations etc. To maintain hygiene PCI contract for Control for

rodents, rats, termites and cockroaches is in place.

7. New Cards with Chip have now been issued to majority of members . After due warnings,

acceptance of old cards has been stopped at Receptions. The telephone numbers of the

Supervisors, Jt. Secretary and Secretary are prominently placed at the Receptions, so that you

can contact them without much ado in case of any difficulty .

8. All sports facilities are on line, should there be any issue with any of this , please contact

the respective marker who will do the necessary follow up . Squash Court is in need of urgent

repairs and the action is in hand to take up the work.

9. The Club keeps its members updated of activities through website , SMS alerts and

Newsletters which are posted on website . We have also started forwarding the Newsletter and

bills on your email. Those members, who are still in the skip zone , may leave their e-mail /

mobile no. with IT section of the Club .

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10. Facility for depositing money in US Club account of members through ICICI bank has

been put in place. Online payments have been started and the system is in use by members .

11. As regards the Golfing, this year‟s Golfing season was a most active one . Maximum

numbers of tournaments were conducted. I thank all organisations responsible for the ir support

for successful conduct of these events. I wish to particularly complement the Golf Captain ,

Secretary and staff for th is. We have received some very encouraging and appreciative

remarks from the organisers and players who participated in the Services Golf Championship

conducted in this club and the recently concluded Inter Club Tournament which the US Club

won handsomely. It is for information that to streamline and to meet the audit requirements

certain organisational changes may be made which would be required to be rectified by this

august body as and when put up for ratification. We have taken membership of 4 moles.com .

Members may enjoy the ease of booking as well as other services provided by them .

12. A new raw water storage tank has been commissioned with a purpose to keep the Golf

course green .

13. There are also a few points regarding Golf and Golf course on the agenda which we will

take up. Being a keen golfer myself, I wish to request Golfers to please enjoy Golf keeping in

mind that:-

(a) Only a 3 or 4 ball is allowed on course on weekends / so no 2 balls or lone wolf.

(b) Cards need to be filled in and deposited to maintain handicap .

(c) Please maintain the pace of play. If the group behind has caught up with you with

one clear green ahead give pass pleasantly .

(d) Always be sa fe. It is your duty to warn others not the caddies .

(e) Please take control of your caddies . Do not allow them to shout about and handle

ball. You may take it upon yourself to educate them . Coach them about good behaviour.

14. Protective nets towards the coffee shop have been put to prevent stray balls flying into

the glass of coffee shop .

15. Tee off from T-16 also has been made safer for the residents of the building

Vishwakarma, by erecting nets.

16. The last monsoons were very vigorous and entire green area along the promenade was

completely destroyed and the concrete eroded from High Tide area to Command Mess Gate ,

even the promenade itself had broken down at many places . Crevasses made it unsafe for

walking. With due liaising of US Club with Army an alternate walking path was made to facilitate

the members, in the mean while the promenade area was off loaded to GE (West) through

Army for repairs. The remaining area of promenade will be resurfaced after the monsoon.

17. Repairs to owner driven parking hard have already been completed at the Annexe,

through HQ M & G Area.

18. Repairs and servicing of the swimming pool filtration plant have been done. This

would ensure cleaner water for the swimmers.

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19. The Ice Cream shop has been refurbished with branding from Mother Diary through M/s

Varun Enterprises. To ensure comfort Air Conditioner and sitting arrangements has been

provided.

20. To enhance security in the current environment the club area has been put under CCTV

Surveillance .

21. A soil retaining wall has been created from High Tide lawn to the Western Naval

Command main gate.

22. The fencing mesh has been renewed along the same length .

23. Two new water coolers have seen provided in the Annexe including one for caddies.

24. Main Club Bar has been provided with new Air Conditioners.

25. Members may avail the facilities of free Wi-Fi in Lagoon please ask for password if you

wish to use it. This facility is being considered for expansion into other areas .

26. Some of the work planned in the current year are:-

(a) Repair to Machan in High Tide area.

(b) Repair to Roof o f Golf hut and baggage store.

(c) Repair to roof of Tee Cix.

(d) Repair to Room of Catering staff .

(e) Repair to Roof o f Tandoor kitchen area.

(f) Repair to Squash Court and Wooden floor.

(g) Repair to Roof o f Staff Toilet in Main Club.

27. During this period affiliation with DSOI Chandigarh, DSOI Gurgaon, AOI Kolkata DSOI

Dehradun and Bareilly Club were concluded. As per the reciprocal arrangement member may

take introduction letter prior visiting these clubs. It is a prudent practice to check with the club

regarding dress / special rules etc. before landing up there.

28. A word on discipline, dress code and etiquettes: We request the members to please

adhere to dress code as per Bye Law 15 which is also promptly displayed on the vantage

points. There is no point being legalistic and argumentative with the staff about it . Because of

so many defaults this is under study by the Committee to see if some rules can be relaxed .

29. At private parties the music must stop by 10 pm and should always be not loud. The club

has bought a decibel meter to monitor this.

30. Dependent members are not permitted to order alcoholic beverages and entertain

guests.

31. Tipping of staff is a strict NO. Please do not infringe this as it may cost you your

membership.

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32. Members may please take care against littering in the club in general and on golf course

in particular. Please also check the caddies also on this account with this I have attempted to

cover the development in the year.

33. May I now ask the Secretary to start with the agenda.

Approval of Minutes of the AGM held on 12 Mar 14 .

34. The Secretary informed the house that Minutes of AGM held on 12 Mar 14 had been

posted on US Club Website since July 14 onwards and on Main Notice Board of the club . He

also informed the house that status of actionable points will be covered by him shortly.He

enquired if anyone had anything to say on the minutes. As there were no points, he requested

the House to propose and second passing of the minutes.

Proposed by - Cmde P K Doshi, D- 802 AF

Seconded by - Cmde Ramesh Kumar (Retd), K- 1223 AFP

35. With this Minutes of AGM 12 were approved and passed by the General Body .

Approval of Accounts from 01 Apr 13 to 31 Mar 14 .

36. Secretary stated that the accounts for the period from 01 Apr 13 to 31 Mar 14 along with

the auditor‟s certificate, balance sheet and income / expenditure & statement e tc . was put on

the club website along with the notice of AGM to all members . Accounts were also put up on

the MNB and all details are available in the Library. The Joint Secretary gave the highlights of

the statement for financial year 2013-14 in which the club‟s income was Rs .754.48/- lakhs

(Rupees Seven Hundred Fifty Four Lakh and Forty Eight Thousand only) and expenditure was

Rs.703.31 lakhs (Rupees Seven Hundred Three Lakh and Thirty One Thousand). Net profit to

the Club was Rs. 51.56/- lakhs (Rupees Fifty One Lakh and Fifty Six Thousand only) . The

Chairman noted that the profit was higher than last year, which was indicative of higher clientele

and better participation by the members; he commented that it was a good sign and must

continue. The Secretary then requested the house to propose and second the approval of the

balance sheet.

Proposed by - Cmde Sanjay Roye, (R- 501 AF)

Seconded by - Capt Sandeep Roy Chowdhury, (C-803 AF)

37. The Financial Statement and Balance Sheet for year 01 Apr13 to 31 Mar 14 was thus

approved by the General Body.

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Status of Actionable Points of 2014.

38. The Secretary informed the house of the status of actionable points of the last AGM . He

mentioned that some of them had already been touched upon by the Chairman in his address :

(a) Para 18 - Measures to Improve Golf Course.(Shortage of water).An extra

water tank has been commissioned to increase water holding capacity . In general, there

has been shortage of water from BMC sources, change in watering routine to watering

during silent hours etc. has helped to keep the course green.

(b) Para 19 – Drinking Water and Toilet Facility at Practice Range . It had been

made available immediately after the AGM 14.

(c) Para 22 – Resurfacing the Promenade Path Way. The work had to be

prioritised to repair the broken part of promenade near High Tide bar first, which was

completed in January 15. Con (Works) Brig R S Rathore informed the house that

Rs. 6.8 Lakh had been spent by GE (W) on repairs o f promenade in Annexe and that

remaining portion will be undertaken after the monsoon 2015 .

(d) Para 24 – Dress Regulations. The Secretary stated that this was a very broad

point and had been adequately covered by the Chairman in his address. The point

generally concerns wearing of Chinese collar , round neck T-Shirts and various types of

footwear. The Management Committee had resolved that „status quo‟ be maintained,

and dress regulations as given in Bye Laws 15 be adhered to.

(e) Para 25 – Dogs Menace. The members had suggested that if feeding the strays

was to be done , it should be only in designated areas. The Secretary informed that the

areas had been ear marked and members must not feed strays outside those . One of

the reasons for increasing dog menace was that some members were feeding the dogs

in all areas of Annexe surreptitiously.

(f) Para 29 - Dress Code - (Foot wear). Club has arranged for formal shoes size

7 to 10 to be kept at reception for members who show up in inappropriate foot wear.

These members may change into formal shoes if they wish to use the club.

(g) Para 31 - Change in Condition for Grant of membership.

The Management Committee at its meeting held on 20th May 2014 after detailed

discussions decided that for grant of permanent membership, the requirement of bank

address of Mumbai in PPO may not be diluted. Temporary membership which is same in

all respect as the AFP membership (permanent) except that it is a tenure membership

and is to be renewed after 03 years.

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(h) Para 32 & 33 - Unhygienic Toilets and Wash Rooms. In Lagoon toilets,

Golf Lounge toilets and Ladies cloak Room – hygiene and clean ship is being

maintained. There is a female attendant and a male attendant, all the time . Members

may use their services on the spot if required .

(j) Para 35 - Membership Bill. The bills are being sent by e-mail w.e.f. Nov

2014 starting with the bills of 31 Oct 14 to all members. In case there are members who

are not receiving the bills they may please ensure that their emails address as well as

Mobile phone no . is available with club IT section.

39. Having intimated the status of actionable points of MoM of AGM -13 to the House, the

Chairman enquired if there were any views on the Minutes? There being no points the meeting

moved on to discussions of new points as per Agenda / Schedule of the meeting.

Discussions on New Points.

40. Minor Amendments to Rules. The point was put up by the Management Committee

and the Secretary informed that it dealt with Rules of membership. It concerned approval to add

certain clauses / words in existing Rules to make them clearer and unambiguous. The

Chairman explained to the house that these were deliberated by Management Committee,

through the year and they were now being taken up for better interpretation of Rules and to

minimise ambiguity. He also requested that the house could discuss the suggestions in one go

and if they were passed then could be proposed and seconded for adoption in the end. This

was accepted unanimously.

(a) General amendment. In the Rules Defence(D) be replaced by Armed Forces

(AF). Accepted unanimously.

(b) Rule 2 (b) ii (ab) Short Service / Emergency Commission (SSC) .

Commissioned Officers other than at Para 8 (b)(i) above who had completed 05 years of

commissioned service in the Defence Services and could not be given extension due to

non- availability of vacancy for further promotion may apply for Temporary Membership

in this category. To delete the following: -“On production of Optee / Non – Optee

certificate by respective service HQs.”

The point was accepted unanimously, as all felt that continuation of the

clause as the same only adds to bureaucratic work.

(c) Rule 2 (b) ii (ac) Compassionate Grounds / Not Completed Pensionable

Service. Other officers who had resigned on Compassionate Grounds / Not

Completed Pensionable Services {20 years commissionedservice Rule 2 (b) (i)

refers} in Defence Services will also be admitted in Defence Associate Non -pensioners

(ONP) category on the same terms and conditions as applicable to rele ased Short

Service Commissioned Officers as referred to in Para 8(b) (ii) (ab) and restricted to the

same number, i.e.100.

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The Secretary explained that at times the officers in receipt o f medical pension

argued that they should be considered under the pensionable category, whereas the

spirit of Rule was 20 years pensionable service as given in Rule 2 (b) (i). Therefore this

required to be placed in parentheses for clarity. The point was accepted unanimously.

(d) Rule 2 (b) iii Invalidated out of Service Cases. Any officer of the Defence

Services invalidated out of the service and whose disability is attributed to the service

(irrespective of age) can become Armed Forces Associate Non-Pensioner (AFNP)

Member. To add- This is without prejudice for Rule 2 (b) (ii) (aa). As per rule 2 (b) (ii)

(aa) AFNP category has been stopped for compassionate / premature release cases

after 1995 and not for those invalidated out.The Chairman explained the point at length

to the house. There were no objections and the point was carried.

(e) Rule 4 – Temporary Membership (TM) – Widows. The Secretary explained that

there is a Rule for Temporary Membership for retired officers residing in Mumbai and the

same needs to be extended for widow of Service Officer who was in receipt of retired

family pension. The proposal was to include that Widows of Retired Officers with 20

years‟ service in receipt of pension residing in Mumbai, may become temporary

member for three years at a time, based on the same rules and restriction that are

applicable to Retired Officers in TM category. There were no points and the

amendment was carried.

(f) House Guests (Membership). The Secretary brought out that whilst there were

some parents who stay permanently with their sons / daughters, there are no provisions

to extend dependent membership to them as the club rules provide for only spouses and

dependent children. Therefore, if someone‟s parents are staying with them they are to be

brought to the club by the member as guest every time . This does not give the freedom

to the members‟ parents to use the facility on their own; at place like tea shop, Card

Room, Library etc. This was deliberated in the Management Committee and it was

resolved that the present House Guest membership which is granted for maximum 3

months be modified to 03 months in the first instance by the Club Secretary and

subsequently in further steps of 3 months each time by Management Committee on

application by the member. This point generated lot of discussion with the serving

members from Army and Navy arguing in favour of granting membership to parents

outright as dependent members. This again brought to fore various issues in relation of

use of defence land and other issues of propriety. The Chairman then stated that the

purpose of putting forward the amendment was what the Secretary had explained in the

beginning but we got digressed he therefore, recapitulated the point and said that we

could either retain the existing provisions regarding the House Guests or modify to the

one that is proposed. At this all members were unanimous that the provision be modified

as proposed. The Chairman then summed up the point in the spirit of discussions that

every detail be cross checked and proper documents be presented when requesting

House Guest privilege. The Chairman then concluded by stating that as there were no

more objections the point was carried.

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(g) Rule 10 – Annual Temporary Membership – Service Officers Children (SOC).

Add as follows “Only those Permanent members who have completed commissioned

service of 20 years and above in the Armed Forces will be allowed to recommend their

child for this temporary membership subject to approval by the Managing Committee. To

provide fair appropriation of these membership vacancies to reach maximum limit

of 500 on annual tenure basis, a cap on numbers of fresh entrants each year is

placed at 25. The membership is to be considered in January of each year so that

process is streamlined and vacancies due to dropouts of previous year are taken

in to account.

(i) The Secretary explained that even though we have a capacity of 500, for

streamlining, it would be appropriate to cap it at 25 a year so that it gives the club a

better control for spreading the vacancies over the years. It would also provide

transparency, because the aspirants would have a known model. January was

recommended for giving membership as some of the SOC from previous year may not

want to continue and their vacancies can be accounted also .

(ii) Some members from Army raised the point regarding eligibility of SOC for grant of

membership; one member even proposed that SOC can be given in category of house

guests for a longish period if required . The Chairman explained that Rules had been

formed by the General body in the past through certain logics prevailing at that point in

time. He further stated that If the rule already exists, then they are eligible. The point

under discussion was not about the existence of SOC membership but only about the

equitable distribution of total vacancies so that they are not consumed in an adhoc

manner.

(iii) The only SOC member present voiced her concern and anguish that this issue

had come up. The Chairman assured her that there was no doubt that the membership is

to be granted in SOC category and the House was only discussing the modalities. Some

members brought out that SOC membership should be limited to only those who had

been dependent members of the club .

(iv) One senior veteran member stating that he was the part of the Management

Committee when the provisions were brought in club rules, gave background of SOC

membership and stated that they had carried out studies of all the reputed clubs at po int

in time. Whilst all other clubs were offering such membership and this issue was debated

for a long time and was implemented in1992. Brig R S Rathore, R-1202 A F stated that

ethos of granting membership is right, but now we are all under tremendous scrutiny.

The Club is on A-1 Defence Land, we have to understand as to who are civilian

members? Clear definition exists about till what age one is dependent. If we ignore all

these then there would be problems. The Chairman interjected and said that he had no

doubt that this category was started as a welfare measure and that the house was

limiting itself only to debate the methodology and implementation norms. We are also

limiting it by numbers. What was being proposed to the AGM was for strengthening the

Rules so that they don‟t get misinterpreted . Now if there is anybody who insists that the

Rule should be left as it is, or the general body approves the modification i .e. an annual

cap of 25 subject to max 500 and memberships to be considered once a year in

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January. The Chairman also stated that one of the reasons to cap temporary categories

was associated with the capacity handling.

41. The Secretary then suggested that the House could now propose and second all the

amendments for adoption, as decided in the beginning.

(a) Col Rishi Khosla , K -1892 AF wanted to make a recommendation to the General

Body that all the other proposals made were reasonable and may be passed except SOC point

which could be sent to Management Committee again for study and making appropriate

recommendation .

(b) The Chairman moderated by stating that the discussion was with regards to

amendment in numbers and the yearly cap. Whilst members observation pertained to the

existing category of SOC member perse which was a different case altogether and could be

examined through a separate resolution . The current proposal is regarding keeping a maximum

limit of 500 members with annual cap of 25 to be considered in January each year. The

proposal was subsequently put to vote for the house and it was near unanimously who raised

hands in favour and passed.

(c) The Chairman noted that all o ther the points were passed unanimously . He

however, mentioned that the issue stated at sub para (a) above could be taken up by the

Management Committee if various facts were brought out by the members to the Committee in

writing.

Proposed by – Capt P K Dawson (D -1078 AF)

Seconded by – Capt B M Patil (P- 838 AF)

Discussion on Suggestions of Members.

42. Online E lectronic Net Banking.

(a) Payments to the club be accepted electronically. By WgCdr Sanjeev Pai (Retd),

P-857 AFP and By Col H P Singh (Retd), S-3269 AFP.

Both the members were not present. The Secretary informed that „On Line Payment” was

available.

43. Present debit limit of Rs . 2500/- be linked to one‟s security deposit . The debit limit

of Rs. 2500/-, could be changed to half of the deposit. By Ex. Maj R P Singh, SC – 20.

The member explained the point. The Chairman stated that the point was

discussed in the last AGM also. The security deposit is for paying back when

memberships are terminated. Linking with individual security deposits was not

practicable as the outstanding dues to the club at any point are in the range of

Rs. 40 Lakhs. Ex. The Chairman said that the Management Committee had not found it

viable to increase the credit limit .Status quo be maintained.

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44. Club office be closed on Mondays and open on Sundays. As most of the

members visit on Sundays due Tombola etc. it will be appreciated if the office is closed on

Mondays rather than on Sundays if there is no administrative problem.

By Ex. Maj R P Singh, SC – 20.

The Secretary explained that due to administrative difficulties with the club staff this point

cannot be acceded to. He explained that there is always a person at the reception both

in Main Club / Annexe. In case any information was required form the club the query

could be left with the reception in writing with members contact details and then the

concerned club staff will contact the member for resolution on next working day .

45. Service tax rate has been increased from 12.36 to 14% wef 01 June 15 on all

subscription as per Government o f India Directives .

By Management Committee for information.

46. The following points from Cdr Vijay Vadhera (Retd), V -270 AFP:-

(a) Member‟s choice menu . The present caterer does not have menus normally

favored by members like Chinese, Club Plate etc . suggest filter down to the popular

menu based on the member‟s recommendations.

The member was not present. Convener (Catering), Brig P C Nair informed the

house that he had been intensively interacting with the catere r and soon there are going

to be many positive changes in Menu / layout.

(b) Surfacing of the promenade. Surfacing of the promenade needs to be redone

ASAP to prevent hurt to the Senior Citizens who may fall due to its very rough surface .

The point was covered adequately in the status of actionable points of the AGM 2014 as

well as in the Chairman‟s opening address .

(c) Lights on the Promenade. Only 5 out of 15 lamp post lights are working

since the last year. This point was put up in the last AGM held in Mar 14 but has not

been attended to .

The Chairman stated that even this point had been covered earlier . The Secretary

stated that the promenade is well lit despite there being only five lights as they were run

on alternate poles through temporary wiring through US Club junction box after last

AGM . These are sea front security lights , in the process of being repaired through

government sources.

47. The Following Points from Cdr Ajay Kumar, K-768 AF:

(a) Parking Problems on Weekends. Cars parked along the Annexe road,

creating obstructions to golfers.

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(b) Closing of Annexe. The Annexe is closed without sufficient notice during

army training exercises.

The member was not present . The Chairman noted that if a member wished to

take up an issue with the General Body then he should be responsible enough to present

it himself. He however, conceded that since the issues raised is o f general interest, it

would be takes note of.

(i) The Secretary informed that the parking area available with the club was

now limited to the small areas next to reception and Tee Cix . The owner driven

vehicles cannot park in old club for lunch or events as the members will have to

then walk up to Annexe . Therefore they park on the road which is dangerous

during Golfing hours. The parking became a problem after the „Parking Hard‟ in

the „Training Area‟ was stopped being made available by Army since April / May

last year. The Chairman stated that we have been making efforts to get the

vehicles parked in the parking hard of the Training Area and sometime we do get

approvals and sometime not. When there is no approval they are parked on Road

/ Fairways. We will reduce it to a minimum .

(ii) The Convener (Catering) Brig P C Nair and Brig R S Rathore, BGS /

Brig Adm Maharashtra Gujarat and Goa Area said that notice was always being

given for closing of the course. If Cdr Ajay Kumar, K-768 AF was here he could

have probably explained, what is adequate Notice? At times, there have been

requirement to conduct training of urgent nature the course then had to be closed.

He wanted to emphasise that the area is primarily a training area; Golf Course is

the Secondary usage. Training takes priority over everything else . One member

noted that both the non-availability of parking as well as frequent closure of

facilities was a recent phenomenon. In the past the training continued in the area

and other activities in the Annexe also continued unhindered. „Training hard‟ was

regularly used for parking and was well maintained . At this point the Secretary

clarified that the point the member was making dealt with the facilities of Annexe

as a whole like walking on promenade, use of Tee Cix , Lagoon, official /private

functions at the venues, stopping of these abruptly was the point. Brig P C Nair,

BGS then said that training of a particular nature was being carried out and he did

not wish to get into details of that in the AGM . The Chairman intervened and

stated that he wanted to hear the difficulty of the member as the point had been

put up by him. The member then identified himself as Cdr Ajay S Shukla

S-2198 AF, and stated that this club is for all of us; for the services primarily. He

would humbly request if the training can be programmed for week days. We all

accept that we are for our primary task. He further said that even he was on an

afloat appointment and understood the requirements of the training and tasking .

He would still request if they can be curtailed to only week days and in the training

area. On Saturday and Sundays and the Annexe facilities are not closed , as it

earlier also not used to be. Brig P C Nair, BGS then responded by saying that

they would look at it and inform.

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(iii) The Secretary then made a point that whatever be the scale and

requirement of the conduct of exercise , we should ensure that they should not

impinge on the regular club activities. There are units which may have planned

small get-together, a sendoff / farewell party, private (personal) functions of

service members like silver anniversary, engagement / ring ceremony of daughter

etc and to expect that they should all be stopped when it may have been planned

months in advance is certainly not logical or fair especially as all these activities

happen in the small section where club Annexe is. He supported the spirit o f the

point put forwarded by the member and recommended that we should look at it.

Cdr Vikram Singh , S-329 AF, said that he is Commanding Officer of a Unit and

there are wards of many Army Officers including him who are Naval Officers. We

all understand training but gone are the days when everything was under clause

of Training and no more was said about it. He added that he has come to this

appointment from HQIDS , is Staff College Qualified and therefore understood the

joint integration and training.

(iv) Brig P C Nair, BGS Maharashtra Gujarat and Goa Area replied by saying

that whereas he understood and appreciated the background of the officer, but

the type of training or Why it was being conducted could not be disclosed in an

open forum . This is something necessary that is why it was being conducted . We

are taking into considerations all concerns that have been voiced earlier and

today here.

(v) Chairman in conclusion said that the club has a Management Committee

which is supposed to manage the affairs of the club, and on your behalf we take it

to respective organisations when something like this occurs. I would acknowledge

that incidents that have been quoted have increased in last one year or so . This

point had also come up in the last AGM , sitting in the same chair I did harp on the

point that the training had to be given primacy over everything else and this I

would re-emphasise. I wish to request some of management body who wear dual

hat of being management body on the one side and hold important appointment in

respective service local Headquarters on the other to carry this message of

members as conveyed by them . The spirit of sentiments expressed is that the

club is a welfare activity, which does not impinge on training . What is required is

that it be dovetailed to coexist with other activities . In the past we identified the

training that was required and worked out modalities keeping both the training and

the club in mind. There are requirements to project the area as a regular training

area for various purposes and also operational training requirements , let‟s limit it

to only those. It is my proposal to re-examine that how often should be such

exercises undertaken , what should be limitations applied etc . Closing of all

activities of the club on the pretext of training definitely needs to be re -examined. I

would request both organizations i.e . the Headquarters Western Naval Command

and Headquarters Maharashtra Gujarat & Goa Area to holistically look at this for

the benefit all.

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48. Retired officers residing & ECHS in Mumbai. But PPO is not in Mumbai be given

PMT Membership.

By Col N Jethwani (Retd), TM – 2614.

The member was not present. The Secretary informed the house that this point

had been extensively deliberated in the Management Committee and it was decided that

for getting permanent membership in Retired Officers Category PPO Bank address in

Mumbai is mandatory along with other requirements.

49. Sharing of fairways many holes is dangerous, fresh alignment and less holes.

Sharing of fairways among many holes makes our golf course dangerous . Kindly

consider fresh alignments with reduced number of holes. Air Force golf course at

racecourse Delhi is case in point. By SqnLdr S N Datt (Retd), D-754 AFP.

The member was not present. The Chairman requested the Golf Captain Brig R

V Sadhotra to comment. The Golf Captain, Brig R V Sadhotra replied that this point has

been deliberated by the Management Committee and a decision has been taken to

continue with the present alignment. We can take a feed back after one year because

everyone has differing views so the decision is taken not to change any alignment .

50. Driving range.

(a) Activate the driving range, which is essential for all golfers . It has been non-

operation for the most part of the last 2 years.

(b) Improve upkeep of grass on fairways and on greens (the fairways at other

courses are much better than our putting greens).

(c) Improve the practice area near the car park: sand bunker is now grassy. Mats are

missing on warm up area.

By Mr. R Sabnavis, SOC – 262.

The member was not present. The driving range is in the process of activation .

It has taken some time due to various issues of putting the resources together . Cdr J

Kakkar (Retd), K-993 AFP with permission of the chair brought out that for last two and

half years the range has been lying in the same state and there was always a promise

that it would be operational in 2 months or so . Can we have a dead line on it. The

Chairman stated that it was not correct to say that for two and half years the range has

been non-operational. On taking up appointment as Chairman, in Sep 13 he had got it

put up with a lot of support from ASD and M S and others. It was used for about four

months when a sudden storm blew the poles away along with uprooting lots of tree. It is

correct that in this season we have not been able to bring it on line due to reasons as

brought out. Action is in hand to see that it is ready soon so that some coaching classes

etc can be taken on before monsoon.

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51. Golf injuries, no insurance .

(a) Due to crisscross of fairways on our golf course chances of being injured by a golf

ball are fairly high. In the line of fire are members as well as caddies.

(b) Injuries have revealed that the club has no t, taken any insurance. A realignment

of the fairways would be in order.

(c) Maintenance of the golf course leaves much to be desired .

By WgCdr V M Mayadev (Retd), M- 517 AFP.

The member was not resent. The Golf Captain brought out the point regarding

alignment has already been covered. Maintenance issues of the course are ongoing

issues and are being tackled on a continuous basis . There is third party insurance in the

course. It however does not cover the permanent employees and the members of club

at present. The Insurance Company had not agreed to cover them . During the renewal

of insurance , wider insurance coverage will be discussed with the Insurance Firms .

52. Allow sports shoes and round neck T- shirt after 2000 h in open „Area‟.

(a) In the open area we should be allowed to wear sports shoes and round neck tea

shirts after 2000 h .

ByCdr S A Nagmote (Retd), N- 289 AFP.

(b) Gents be allowed to wear sandals. As per the club Bye Laws and orders

promulgated from time to time sandals as foot wear are not permitted in the club

presently for gentleman. As far as the ladies are concerned it is permitted . Sandals be

permitted for gentleman also.

By Mr. H Dhanrajgir, GSH – 1105.

(d) Chinese collar and Bush shirt. Chinese collar shirts tucked in, in the evenings

and Bush shirts before 2000 h to be permitted .

By Management Committee.

The Secretary informed that all the suggestions of the members regarding dress

code were once again deliberated by the Management Committee and there was a

unanimous view that the dress code must continue as it is i.e, as per club Bye Laws 15.

However, the Committee has consented that the „Chinese‟ Collar Shirt may be worn

provided they are tucked in after 2000 hrs and Bush Shirts may be worn during the

daytime i.e upto 2000h.The Chairman added that we cannot change dress regulations

in each AGM. The current rules are in any case in line with those followed in other

service clubs. But some of the shirts which are now in vogue have been accepted and

hence the leeway.

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53. For SOC Membership2 lakh deposit and 20,000/- annual fees.

By Miss Lyla Bavadam, SOC – 151.

(a) The member gave the gist of the point by stating that the annual subscription in

SOC category was very high and was increasing @ 8% per annum . Her suggestion was

that they should be charged a larger sum as deposit and lesser subscription fee, as a

suggestion she had put forward Rs. 2 lakh as the deposit and Rs 20,000/- annual fee.

She further said that since there were others also with views on SOC membership we

could hear from them also. Though, the club had already undertaken an exercise to

obtain views of all SOC members outcome of which was put up to the AGM last year, as

very few had responded last time, could we give it another try so that hope fully more

SOC would respond.

(b) Cmde B Sharma (Retd), S-1360 AFP agreed with the point made by the member

that indeed the subscription was high and the committee must reconsider it. Some

members brought out that accepting a large sum as deposit would mean de facto

permanent membership, which is inappropriate.

(c) The Chairman then concluded by stating that totally three issues had emerged.

First, is it possible to change the subscription structure , second, is it akin to permanent

membership if we take a lump sum fee deposit, third, this point has already been

debated and results put in front of AGM last year. He further said that because it is a

temporary membership a large lump sum amount cannot be taken and therefore large

annual subscription for SOC. The subscription amount has become large because of

8% increment. The annual increment barely covers the inflation.

54. The annual fee increase from 8% be reduced to 4% per annum .

By Cdr S Deoras (Retd), D-703 AFP.

The member was not present. The Secretary stated that we have just covered

this point. A reduction to 4% would mean that the club is paying for inflation .

55. Annual fee be re-viewed to say Rs, 6000/- from 10,000/-.

By Col R. Bhatia (Retd) B-1132 AFP.

The member was not present to explain / elaborate on his point. The Chairman

made a general request to the house that if members felt responsible enough to put a

point, they should be in the house to see it through.

56. Ex Defence Officers drawing civilian pension from consolidated Fund of India their

children be given SOC membership. Grant of Temporary Membership to children of

Defence Officers (Active / Retired). Children of Ex-Defence officers drawing civilian pension

from Consolidated Fund of India, whose services in defence and civil are treated as continuous

and holding membership category “Armed Force Pensioner (AFP)” should be treated at par with

children of Defence Officers drawing pension from Defence Accounts.

By Ex.Capt R N Kakar, K- 753 AF/NP.

-17-

After due deliberation it was clarified that the Point had been discussed previously

also and that the rules on the subject or origins of SOC membership were very clear , and

status quo was recommended. Status quo to be maintained.

57. Renovation of Squash Court.

By Management Committee.

The Secretary brought out that the point was brought upto AGM for financial

approval. The cost of renovation is approximately 8 Lakhs, therefore, it was put up for

approval of the house.

The house unanimously approved the expenditure.

Proposed by - Brig S K Chaddha (Retd), C-445 AFP

Seconded by - Ex Maj R P Singh, SC-20

58. (a) Booking of lawns adjacent to short range be opened and Indian, Chinese

and Continental food be served in the lawn and AC restaurant .

By Col R Bhatia (Retd), B-1132 AFP

(b) Improvement of Catering. Poor quality and high cost of food fare by the

present caterers.

By Col R Bhatia (Retd), B-1132 AFP and

Cdr Peter Saldanha (Retd), S-1026 AFP.

(c) Members tipping waiters etc. Some civilian members are tipping waiters and

the Captain and waiters then give poor service to others.

By HQ MG & G Area / Col S K Kaushik

(i) The Chairman wanted to know if any one of the members who has

proposed the points was available? All except Col S K Kaushik, K -1922 AF

were not present.

The Chairman opened by saying that he had already instructed the caterer

to increase choices in the menu and start with a specialty of the day etc .

The Secretary informed that Menu of „Lagoon ‟ and „High Tide ‟ has been

combined and all dishes were available in both places. As regards the South

Lawns for events and parties the Chairman said that the booking of the Lawn was

stopped as Army was using it for training. We have already asked the two local

headquarters to deal with this issue in the previous point. If it is made available to

the club we will make it available to the members.

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(ii) As regards the point on tipping , Col S K Kaushik, K -1922 AF informed that

this was apparent when he visited the club. All the Captains and Waiters go to the

Civilians because probably they are tipping them, where as we keep waiting and

no services are provided. Brig S K Chaddha (Retd), C-445 AFP stated that though

the point is valid but it is not an issue for AGM . The Chairman interacted with the

member and stated that he had seen points sent by the member. As regards the

point of waiters not going to a member despite being called , the Chairman agreed

with Brig S K Chaddha that it was not a point for AGM it should be dealt with on

the spot. General Manager of the caterer will address this issue.

(iii) The General Manager, M/s GBC Mega Motels stated that tipping was not

accepted by their sta ff .Floor Managers were available to address this . Lack of

attention or service could have been due to poor training but now they had been

trained, the problem will disappear in short time due to continued training . He

assured that they will provide best of services .Brig P C Nair then stated that in

past two and half months 500 feedbacks have been received and he himself had

gone through 200. The General Manager of the Caterer said that they have open

house system where they felicitate the employees and all this is based on

feedback forms.

(iv) The Chairman then summarised that the point was understood and

everything was being done to ameliorate the difficulties of members. The

Chairman said that he also wished to state that sometimes the members wished

to write a complaint just because the member was annoyed with something . The

Secretary brought out that CCTV feed was available with both the Secretary and

Jt. Secretary and when required it could be accessed so please rest assured that

the people who are serving you are monitored .

The Secretary informed the house that we had come to the end of the

structured Agenda, if anyone has any point he may put it up with the permission of

the Chairman.

59. Cdr Harshad Patil, P-1193AF.

(a) There were lots of points discussed which were sent by the members and then

they were not here. It indicates that 50% of the time they were not serious about the

points and 50% of the time the points were false. He recommended that these points

should be rejected out night. If the point were serious, the members should have been

here themselves rather than waste every one else ‟s time.

(b) SOC Memberships. We discussed about their fee, deposit, subscription but none

of them were available in AGM. I request that decision should be taken now , as for such

a long time they have not been able to take decision .

The Chairman addressed the member and said that he wished to correct

member‟s perception. One was that the members have forwarded their point and are not

present and that we should reject the points. The Chairman directed that the prerogative

should be left to Management Committee whether they should take up a point or not.

-19-

Even though, the Chairman said , he was seriously with the member on this count. As far

as the second point regarding SOC was concerned, this was put up as agenda point in

2013, where it was decided that views of all SOC members should be taken, and not that

they were to be present. But the lady has requested that please have a look at it again

and we have accepted it as it a ffected only SOC members; we would seek their views

once again as decided.

60. Lt Col Ashwani Upadhya, U-94 AF. He said he was SHO (Army). Health rounds

were taken by him jointly as Station Health Organisation (SHO) of the three kitchens and there

is major requirement of up gradation of the infrastructure regarding kitchen , sanitation, living

condition of waiters etc .

The Chairman thanked the member and wished, the member had put up this as a

written point as the exercise had been undertaken about 2 months back. He would have

then looked at it a little closer. He said, the club insists on hygiene and has a Pest

Control Contract from PCI. He further said that SHO is the technical expert. He thanked

SHO for his valuable input.

61. Lt CDR Abhishek Gupta, G-972 AF. A request to Management Committee that the

small chipping and putting green which has been put up next to the parking should be flood lit

so that members can practice late . The Golf Captain Brig R V Sadhotra, replied that the point

was very valid and we will see what can be done to provide the same .

62. Surg Cdr Joshi, J-348 AF . Made a point that the Pro shop has very few items and

a very limited range of items available of balls, clubs etc. The Chairman replied that depending

on the turnover the Services are provided by the shop. If something is demanded and not

available we will see to it that the item is provided.

63. Brig S K Chaddha (Retd), C-445 AFP. Made a point by stating that he was Dy GOC of

the Sub Area, Golf Captain and also a member of the Management Committee . As regard

catering he said that they had undertaken an exercise with CCI, Bombay Gymkhana, and

Wellington Club etc. to find ways and means to improve catering services. The US club

members wanted Catering at a very nominal cost and that attitude still persist. In the US Club

there is a very high turnover of the Caterers. When we go into details of it we see that basically

it is a weekend club. The manpower, infrastructure etc that the contractor needs is not viable for

him to run the catering services in the U S Club . If he has man power to switch at a reasonable

distance because of a large organisation being run by him then he can manage. The Caterers

have always complained that with the cost that we pay they are not able to run their services as

the cost is very high for them. If he cannot run his establishment as the costs are very high he

cannot provide services to the club. The caterer therefore would like some functions / parties

etc to be organized where they have some assured business volume for earning . That is where

we come to the issue of A1 Defence Land. One is very familiar with this. Other solution is that

we have to be pragmatic about the cost of services . Some members brought out that Service

especially on the weekends was poor. Quality of glassware and standards of waiters left a lot to

be desired. One member even stated that Sagarmatha, next door was doing much better in all

these aspects and we must simply copy them.

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(a) Brig P C Nair Con (Catering) responded by saying that the point last three

speakers made are very well taken. A consensus effort has been made with the Caterer

to improve. He has some issues about weekend service . He has given us a road map

and assurances and lets‟ give him a month to improve .

(b) One member brought out that Pint Beer was not available in service liquor.

Con (Catering), Brig P C Nair responded by promising that the point will be taken care of.

64. Grant of Membership to Civil Members . By Col S K Kaushik, K -1922 AF

The member stated that the grant of membership to the civilians should be stopped. The

Chairman brought out that there are certain compulsions for these members to be

retained. The point has been adequately discussed in Management Committee. All

information about civilian members has been given to members of Management

Committee.

65. Cdr Shikhar Chandra C-710 AF brought out that Tombola standards are going down in

the club. The Tombola Secretary must be changed every year to maintain standards. The

Chairman directed that Tombola Secretary be changed if someone else volunteers.

66. The Chairman summarised that new caterer has been with us for 7-8 months only.

Expecting skyrocketing standards is not fair. Also it is not fair to look outside. He said, he

welcomed all feedback and was for solutions of problems. When he took over the Caterer had

already been changed from Mini Punjab to Supreme Hospitality. Supreme also could not come

up to desired standards after 1 year training, so a call to terminate his contract with in 1 year

was taken. The current Caterer was chosen after exercising lots of diligence. It is up to us to

make best use of him. Train him in the areas that he is weak in and help him to help us. It is

unfair to say that nothing is being done. Please understand that there is also a handling issue

like Kitchen points, Chulhas etc. We cannot have a huge peak and then a sharp dip. In this

management body we have Chairman of IMSC as well as the Sagarmatha and Juhu AOI. All of

us put our heads together to resolve the issues. Please rest assured that we are committed to

improve standards but we should be reasonable and not expect too much out of h im. Please

give some suggestions of value rather than just being critical . Availability of Pint Beer will be

looked at.

67. The Secretary then requested the Chairman to deliver his closing address .

68. Closing Address. The Chairman thanked all members present for attending this

AGM. He said that it had been an educative experience for him to receive both positive

feedback as well as negative strokes . We take this all in right spirits and request you all to co -

operate to help us to serve you better. He said, he got some excellent inputs regarding Golf and

Catering activities and thanked the House for inputs which were not there. He said that the

Catering contractor has made some promises to him and he has passed those on to the house

in his opening address. He got a certain sense of the house regarding Golf and training , welfare

activities and rest & recreation for recuperation after ships time and field areas. All the Officers

who come here must enjoy the facilities. He would request the two organisation which are

supporting us to run this club concurrently with the other activities so that we are all happy in

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our environment. With regard to the Golf activity he reiterated that this year we had a better

seasons and thanked all those who participated.

69. In the end he said, he would like to put on record that some of the members of

Management Committee are likely to leave us shortly . Brig P C Nair and Capt V Khanduri,

Secretary. Cmde G S Khera will take over as the Secretary. I finally wish to announce that in

accordance with the Club Rule, next Chairman from Air Force will be taking over in a few days‟

time w.e.f 01 Jun 15. He said he had thoroughly enjoyed the tenure . He thanked fellow

members of the Management Committee, the Staff of the US Club an d most importantly the

members who have all been very supportive and have always given positive suggestion s.

70. The Secretary then requested Convener (Legal & Finance) R Adm Sunil Anand to

propose a vote of thanks to the outgoing Chairman.

71. Vote of Thanks. The Convener (Legal & Finance) R Adm Sunil Anand started by

saying that it was an enormous privilege for him to thank the Chairman on behalf of the

Management Committee and the General Body. Continuing he said Sir, you have run the club

in a very professional manner despite going through a very tragic phase in personal life . To say

the least you have delivered enormous satisfaction to our members. You took all issues head

on to resolve them. Finally you left the club financially in a healthy state. Sir, the list of your

achievements are endless. All I can say is that we were very lucky to have you as the Chairman

at this crucial time. On behalf of the Management Committee and the General Body I convey a

Big Big thank you and wish you good times to come. I request all to please thank the Chairman

in our service style.

72. The Chairman responded by thanking all for this support.

73. With this the Meeting adjourned.

74. These Minutes have the approval of the Chairman .

(V Khanduri)

Captain,I,N.(Retd)

Secretary