MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON
Themeeting was presided by Mr. Priyabrata Patnaik,
the Minutes of the EGM.
Theminutes of the EGM held on 23.02.2014 were placed and
Monthly Subscription Fees
After due deliberations, it was decided to enhance the
monthlysubscription fees for following categories:-
Category of Membership
Proposed Enhancement Fees
Long Term Temporary
Charges of Minimum Usage
Afterdue to deliberations, it was decided to revise the
Minimum Usage Charges from Rs.1500/-per quarter to Rs.3600/-
per annum @ Rs.300/- per month to every member
(excluding the Outstation Permanent, Outstation Life
Members, Membersabove the age of 70 years, Widow, Honorary
and Institutional Members)which
will be computed at the end of the financial year so that
the options areopen to members for availing the facilities
of the Club through out the year.
Thiswill be adjusted against any chargeable consumption or
use of chargeablefacilities during the year by the member
and his family. If the minimum chargeexceeds the
consumption/usage charges of the member, the balance will in
anycase be charged at the end of the financial year. The
minimum usage chargeswill be over and above the monthly
Therevised Minimum Usage Charges will be levied w.e.f. 1st
Themeeting ended with a vote of thanks to the chair.
YEAR'S EVE FUNCTION ON 31ST DECEMBER 2013.
We take pleasure in informing you that the Club’s Annual
Mega Event to usher The new Year is scheduled to be held on
Tuesday the 31st December,2013 at 08.30 PM.
The programme content and the rules of the club for the
function are as follows:
MUSIC & DANCE
“DHWANI GROUP” from Kolkata will be performing live
Dhwani was formed in 2002 and has since then,come a long way
in its musical journey. With more than 750 shows behind them
today, both across India and abroad. Dhwani’s talent has
touched audiences everywhere. Apart from this we have DJ
Bhavesh also from Kolkata to keep youswinging and dancing on
your feet till you usher in the New Year 2014. As usual we
would be making arrangements for best of sound and Lighting
to suit the occasion with a backdrop to carry home a visual
memory to linger into the New Year.
Please do not miss the function. Special stalls will be set
up to entertain the Members and their families. And
kindly take note that we do not allow stags (Single males),
cigarettes, bottles and glasses on the dance floor.
The Dance programme will be open to members, their families
and permitted guests. Attractive prizes will also be given.
REGISTRATION AND ENTRY TIMINGS
The Programme will start at 08:30 P.M. sharp and close at
12.30 AM. All members and their dependents will be allowed
entry only on production of identification, which may be
collected in advance from the Registration counter of the
Club before 29th December, 2013, to avoid disappointment.
SNACKS, BAR AND BEVERAGES
Special arrangements will be made to provide adequate number
of stalls with choicest beverages & snacks against
production of cash coupons.
SALES/SERVICE THROUGH COUPONS
All supplies and services (except dinner) will be made
available only through coupons. Coupons for different items
will be on sale throughout and they will be valid till the
function lasts. Return of unutilized coupons afterwards will
not be entertained.
Attractive prizes will be awarded on the basis of a lucky
draw against coupons.
Elaborate arrangements are being made to serve you delicious
No charge is made for member’s dependents up to 5 years of
age. Dependents and guests of members can attend the
celebrations duly accompanied by the concerned members
throughout the function. Dependents will have to invariably
carry their identity cards. Members will be solely
responsible for the conduct of their dependents and guests
throughout the function. Married as well as employed
dependents will be treated as guests of the concerned
members. While leaving the club members should ensure
that their guests, dependents also leave the club along with
Dinner will be served against production of Dinner coupons
charges of which would be as mentioned below.
Cost of Dinner Coupons.
Till 29th December 2013
After 29th December 2013
Member Rs. 1,200/-
Member Couple Rs. 1,500/-
Member’s Child Rs. 750/-
Guest Couple Rs.2,750/-
Guest Single (Gents) Rs.2,250/-
Guest Single (Ladies) Rs.1,850/-
You are requested to retain the identification foil, as
prizes will be given to the lucky draw holders after the
lucky draw. Members are requested to avoid last minute
requests for Dinner coupons.
Looking forward to your participation in the New Year Eve
Function, with your family.
Thanking you & Wishing You a Happy 2014.
DO’S & DON’T’S
CLUB RULES FOR NEW YEARS
1. CLUB DUES
Members are required to clear their club dues up to November
2013 (outstanding as on 30.11.2013) for eligibility to.
Members are requested to register their names for issue of
2. EXIT DURING THE PROGRAMME
If any one leaves the club’s exit point (at any point of
time), no re-entry will be allowed.
3. NO STAG DANCING
Male Member/Guests found to be dancing singly without their
spouse or partner, will lead to disciplinary action against
the concerned member. It is also mandatory that at entry
point to Dance floor, only couples would be allowed and when
leaving the dance floor the couples should remain together.
It was noticed last year that some lady spouses of
members/guests were trying to smuggle in stags to the
dancing area. This will be dealt with severely on the spot.
Host Members with their spouses must accompany their
Guests/Guest couples to the Dance floor and non-compliance
of this conditionality will attract disciplinary action
against the host members. Children will not be allowed to
enter the Main Dance Floor.
Guest Entry is not ordinarily allowed except with prior
approval of the Management, on first-come first-serve basis.
Last date for applying for guest coupons is 28th December
2013. Names of the guests and relationship with the member
should be indicated in the prescribed application. It is
reiterated that as per the Club rules, a Member is
responsible for the conduct of his guests, and when the
member leaves the club premises, he/she MUST ENSURE that
his/her guests have to leave the club.
Members are requested not to bring in guests, in the last
minute, as it will never be approved.
5. DISCIPLINE AND SECURITY ARRANGEMENTS
Suitable security arrangements are being made for the
occasion. Members are requested to cooperate with the club
management to ensure smooth parking, checking at entry
points and other in-house discipline arrangements.
As limited Car Parking space is available in the Club
Premises, additional parking space adjoining the club
premises is being organised. Members and Guests are
requested to park their vehicles according to the guidance
of the security personnel. Please insist on taking delivery
RAJPATH, UNIT - VI, BHUBANESWAR – 751001, TEL. NO. 2392211 /
2391654, Fax. : 0674-2395742
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A children’s day with a
Though we have survived
cyclone Phailin, the weather’s still quite unpredictable. So lets
have some simple and popular indoor games, this time.
I. Indoor Sports Competition on 9th November, 2013 (Saturday)
3 pm Onwards
1. Carrom Board
2. Table Tennis (only single)
on 10th November, 2013 (Sunday) 3 pm onwards
1. Outdoor Sports
3. Boogie Woogie (Single)
PLEASE NOTE: Prize
Distribution shall be held for all competitions after Boogie Woogie.
Please ensure to
give in your name, age and competition desired by 7th November,
2013 in the format available at the club reception counter.
No entries will be
entertained after 7th November, 2013.
No registration will
be entertained over the phone.
Please bring proof
of age for registration (school ID card or any other supporting
document of age group)
bring their recorded music (ready to play).
Maximum 3 minutes
for each event.
will be final.
Prizes will be
awarded to the winner’s.
Cancellation of thePre-diwali Programme
The Pre-diwali Programme Scheduled for 02.11.2013 is cancelleddue to the Cyclone and floods in ODISHA.
Notice No. 12
Subject :PRE DIWALI NITE
October 07, 2013 PRE-DIWALI NITE PRE-DIWALI WILL BE CELEBRATED IN THE CLUB ON 2ND NOVEMBER 2013 (SATURDAY) FROM 8.30 P.M. ONWARDS. Ø MUSICAL EVENING (LIVE BAND FROM KOLKATA) Ø DISTRIBUTION OF SPARKLERS TO CHILDREN. Ø DISPLAY OF SPECTACULAR FIREWORKS. DINNER : A’LA’CARTE (DIBYALOK PATNAIK) HONORARY SECRETARY
Notice No. 09
Subject :DISCO DANDIYA
ATTENTION MEMBERS! DISCO DANDIYA ON 12TH OCTOBER 2013 (SATURDAY) FROM 8 PM
ONWARDS Prizes await for Best Dressed Lady and Best Dance Performers. Do
participate with traditional attire to suit the occasion. DINNER: A’ LA’ CARTE
Notice No. 06/12-13
Subject :Minimum Usage Charges
It has brought to the notice of the Club Management that many members
are only contributing subscription and development fees and are not
using the club facilities for months together.
Hence, it was unanimously decided to levy a “Minimum Usage Charges” of
Rs.1500/- per quarter of the calendar year to every member(excluding the
Outstation Permanent/ Outstation Life/Members above the age of 70 years/
Widow/Honorary/Institutional Members). This will be adjusted against any
chargeable consumption or use of chargeable facilities during the
quarter by the member and his family. If the minimum charge exceeds the
consumption/usage charges of the member, the balance will be forfeited
at the end of the quarter. The minimum usage charges will be over and
above the monthly subscription. The “Minimum Usage Charges” will
be levied w.e.f.1st October,2012.
Subject :DIGITAL ID CARDS
RENEWED DIGITAL ID CARDS(VALID UPTO 30/06/2015) FOR MEMBERS AND
SPOUSE DEPENDENTS ONLY ARE NOW AVAILABLE AT COMMUNICATION CENTER
FOR MEMBERS WHO HAVE SUBMITTED DATA UPADATION FORM.
Notice No. 16/2008-09
Subject :SMART CHIP IDENTITY CARD
SMART CHIP IDENTITY CARD
MEMBERS KINDLY TAKE NOTE THAT OUR CLUB ID CARDS WILL
BE CHANGED TO SMART CARDS WITH EFFECT FROM 1ST APRIL 2009.
TO IMPLEMENT THE SAME ALL MEMBERS ARE REQUESTED TO KINDLY FURNISH
PHOTOGRAPHS OF PASSPORT SIZE, OF SELF AND DEPENDENTS, ALONG WITH
KINDLY BEAR IN MIND THAT WE WILL BE CIRCULATING TO ALL AFFILIATED
CLUBS ABOUT THE WITHDRAWAL OF OLD ID CARDS. WE SHALL ALSO
COMMUNICATE TO THEM NOT TO ENTERTAIN MEMBERS PRESENTING THE OLD ID
WE LOOK FORWARD FOR YOUR KIND COOPERATION.
Click to download the data updation form
Notice No. 04/07-08.
Subject :MEMBERSHIP OF THE CLUB FOR GOVT./PSU OFFICERS
MEMBERSHIP OF THE CLUB FOR GOVT./PSU OFFICERS
It is brought to the notice of the club members that the Management is no
longer receiving applications for Club membership of Govt./PSU Officers who
are serving in places other than Orissa and also retired govt. /PSU Officers
as well as govt./PSU officers who have less than five years of service
before the age of retirement.
Members are requested not to embarrass the Club Management with requests for
induction of the above categories of persons as Club Members.
Notice is hereby given for
conducting the elections of the Office Bearers of the Club
for 2014-2015 (i.e. President, Vice-President, Honorary
Secretary, Joint Secretary and Six Members of the Committee)
in terms of the Club's Articles of Association. The
programme of election process is given below :-
• Filing of Nominations 8th Aug to 15th Aug, 2014 upto to 10
• Scrutiny of Nominations 16th Aug, 2014 (Saturday) at 1
• Publication of valid Nominations 17th Aug, 2014 (Sunday)
at 9 P.M.
• Last date of withdrawal of Nominations 20th Aug, 2014
(Wednesday) by 9 P.M.
• Election 24th Aug, 2014 (Sunday) at 11 A.M.
• Publication of the Election Results 24th Aug, 2014
(Sunday) after elections.
The Returning Officer reserves the right to alter the above
programme with due notice in consultation with the Honorary
Secretary / Committee of Management.
2. Ineligible Members
The following categories of members do not enjoy any voting
right and are not entitled to contest or second for any post
of Office Bearers or participate in the Annual General
Meeting, in terms of Article No. 5(b),(e),(g),(h) and
Article No. 12(r)(ii) of the Articles Association of the
Non-resident (outstation) permanent members
Long-term temporary members (both Indian Nationals and
Non-resident Indian/Foreign Nationals)
3. Members (on probation)
Any new member, who had been admitted into the Club and is
in probation for a period of one year from the date of
induction and is yet to be confirmed as regular member will
not have voting rights and is not entitled to contest
propose or second for any post of office bearers vide
proviso (iii) under Article 12 (g) of the Articles of
4. Defaulting members not entitled to participate in the
Election process :
Defaulting members, who are otherwise eligible, are deemed
to be ineligible to participate in the election process as
For the purpose of Proposing, seconding & contesting for any
post of Office Bearers :
For the purpose of the reckoning the default, it may be
clarified that if any member has failed to clear Club dues
(up to and inclusive of 30th June, 2014 i.e. such defaulting
member shall not be entitled to propose, second or contest
for any post of Office Bearer or participate in the Annual
General Meeting, in terms of Article 12 (r), of Articles of
Association of the Club.
For the purpose of Exercising Voting Rights :
If any member who is otherwise eligible but fails to clear
club dues upto 30th June, 2014 by 15th Aug, 2014 such member
will be deemed as defaulting member and he / she shall not
be eligible either to participate or exercise the voting
right in the AGM. The cut-off date may be extended suitably
at the discretion of the Honorary Secretary and the
Returning Officer, if considered necessary.
5. Qualifying Period of Membership to be eligible to
become Members of the Executive Committee
Subject to what has been stated above, any eligible member
willing to be on the Executive Committee of Management has
to have completed at least two years of the continuous
membership of the Club on or before the date of filing of
nomination for being elected to the Committee of the
6. Filing of nominations
No Member is eligible to contest for more than one post of
Office Bearers. If any Member files his nomination for more
than one post, he has to opt for one post and withdraw from
the other by the last date of withdrawal of nominations.
Otherwise his nomination for both the posts shall be
7. Members Eligible for voting
All Resident Permanent Members, Life Members, as well as
authorised nominees of Corporate Members have voting rights,
in terms of Article No. 5(a)(i)/5(c) and 5(d) of the
Articles of Association of the Club, subject to the
condition that they are not defaulters in payment of Club
dues as stated in paragraph (4) above. Only one authorised
nominee of the non-defaulting Corporate Member is eligible
to vote irrespective of the number of nominees of the
member-Corporate Body, in terms of Article No. 5(d) of the
Articles of Association of the Club and the name of such
nominee should reach the General Manager latest by 15th
8. No Proxy
No proxy is allowed in terms of Article No. 12(a) of the
Articles of Association of the Club.
9. Election process
The election process will be governed by the Articles of
Association of the Club. The General Manager / Sr. Manager
of the Club has been authorised to issue and receive
nomination forms on behalf of the Returning Officer. All
nominations are to be submitted in sealed covers addressed
to the Returning Officer. The final list of members of the
Club eligible for voting as well as participating in the
election process will be made available by the General
Manager / Sr. Manager of the Club by 16th August, 2014 in
the Club's Office / Returning Officer's Office Room for
verification. Eligible members are therefore requested to
ensure that the nominations are properly filed for the
purpose. The General Manager/ Sr. Manager will assist the
Returning Officer for the election process. Any further
clarification if necessary in the matter, the members may
contact the Returning Officer for the purpose.
WE WISH TO INFORM THAT THE
ANNUAL GENERAL MEETING OF THE BHUBANESWAR CLUB WILL BE HELD
IN THE CLUB PREMISES ON SUNDAY THE 24th AUGUST, 2014 AT
MEMBERS ARE REQUESTED TO ATTEND THE MEETING.
1. President’s address.
2. To Receive the Committee’s Annual Report of the Club for
3. To Adopt the Statutory Auditors Report and Accounts of
the Club for the year 2013-14.
4. To appoint Statutory Auditors and fix their remuneration
for the year 2014-15.
5. To elect President, Vice President, Honorary Secretary,
Joint Secretary and Six Committee Members for 2014-15.
6. To transact any other business with the permission of the
7. Announcement of election results.
By order of the Executive Committee
18th July, 2014
1. Copies of the Annual Report together with Accounts will
be sent in advance. No additional copies will be distributed
at the time of AGM.
2. Copies of the Annual Report together with Accounts have
been displayed on the Club’s Notice Board.