Notice The 88th Annual General Meeting of the Members of the Willingdon Catholic Gymkhana will be held on Sunday, September 27, 2020 at 10:30 AM on a hybrid basis i.e. A Virtual AGM as well at the Orchid Hall of the Gymkhana to transact the following business: (Please also refer to the Notes below) Agenda 1. To ratify the Resolution passed at the Managing Committee Meeting held on 18th August 2020, reproduced below: "RESOLVED THAT in view of COVID-19 pandemic, any notice or other communication including Annual Report with Statements of Account of the Gymkhana for the financial year ended March 31, 2020, be sent/served on a member either by messenger or by post or by electronic media and the same shall be deemed to have been validly served on such member and the same shall be deemed to be in compliance of the Gymkhana Rules & Byelaws." “RESOLVED FURTHER THAT the Managing Committee be and is hereby authorized to convene and hold a Virtual Annual General Meeting of the Members of the Gymkhana through Video Conferencing (VC) or other Audio Visual Means (OAVM) for the financial year ended March 31, 2020 if so required in compliance with the Government Guidelines if any issued from time to time and till such time as the State Government lifts the lockdown and social distancing requirements in view of the ongoing COVID-19 pandemic.” Explanation/Clarification: The Government of India, Ministry of Corporate Affairs vide General Circular No. 22/ 2020 dated June 15, 2020 has clarified and allowed the Companies to conduct their AGM/EGMs through VC/OAVM up to September 30, 2020. This circular provides a guideline for conducting similar meetings this year by entities other than Companies. 2. To confirm the Minutes of the 86th Annual General Meeting held on September 30, 2018. 3. To read and confirm the Minutes of the 87th Annual General Meeting held on 29th September 2019. 4. To confirm and if deemed fit, adopt the Managing Committee’s Annual Report dated September 3, 2020. 5. To consider and if deemed fit, adopt the Audited Balance Sheet as on 31st March 2020 and Statement of Income & Expenditure for the Year ended on that date. 6. To appoint Auditors for the year ending 31st March, 2021 and fix their remuneration. 7. To consider any other business that may be placed before the General Body by the Managing Committee. Sd/- Deanne Menon Hon General Secretary Santa Cruz, September 08, 2020 Notes 1. Holding of AGM through Video Conferencing this year is on account of Government Guidelines due to COVID-19 Pandemic. 2. Pre-registration for 50 members to attend the Annual General Meeting as per the notification issued by the Government authorities and following the guidelines prescribed by the Government. 3. The quorum for the AGM will be 50 including physical and virtual members present. If there is no quorum at the appointed time, the Meeting will be adjourned by half an hour from the appointed time on the same day and be held immediately thereafter. For the adjourned Meeting, no quorum will be necessary. 4. Only Ordinary Members up to OM-1496 who are not in arrears of Membership Subscription, and those Ordinary Members who have converted as Life Members as per Rule 11(a), and Life Members up to LM-3096 and Benefactor Members B-33, will be entitled to attend and vote at the Annual General Meeting. 5. As per Rule 44(a), any Member as mentioned in Rule 10(i) to 10(iv), who may wish to place any proposition, before the Annual General Meeting, shall give notice thereof to the General Secretary 10 clear days before the date fixed for the meeting. The Managing Committee may then at its discretion, submit such proposition to the General Meeting. The last date for submission of such queries shall be September 17, 2020. 6. Members attending the meeting are requested to bring their WCG ID cards to allow for authentication of signatures in the attendance register of the meeting. 1 | Annual Report 2019-2020 The Chairman’s Address Dear Members, By the time you receive and read this message, it will be close to six months that our Gymkhana, city and nation have been in a lockdown. I am sure most, if not all of us, are facing such a situation for the first time and many of us are still trying to come to terms with it. Personally, for me it's been a time of introspection and concern, that there are certain events that are completely out of man's control and we are all at God's mercy. Regarding the activities of the Gymkhana, I think we have a great Managing Committee. Some of our MC Members have continued putting all the effort and time necessary at great personal risk to ensure that we use this time well, even though there is a lockdown. This called for a different attitude and though we have had heavy rains and the pandemic, the Team worked together. I quote Vince Lombardi, 'Individual Commitment to a Group Effort - that's what makes a Team work, a Company work, a Society work, a Gymkhana work.' The current Committee has tried doing just that. Though our last physical MC Meeting was in March, many of us have met virtually and discussed and deliberated on various issues and taken decisions accordingly. Just to keep you abreast of the happenings at the WCG during these times, given below are some initiatives in progress: -- The WCG is implementing a new Club Management Software and we expect it to go live before the year ends, while parallel runs will start from October. -- The entire Electrical system is being re-done with state-of-the-art equipment bearing in mind the safety of our Members and Staff. -- The Kitchen infrastructure is being revamped completely and most of the defunct appliances are being replaced. -- New Catering services will start as we begin operations. A satellite kitchen with limited options will be ready if needed. Our Projects, F&B, General Secretary and Treasurer, with our General Managers, have put in a tremendous amount of time in ensuring we engage the best contractors, at the best rates, to come in. During these times we had to resort to some cost cutting measures and the respective 2 | Annual Report 2019-2020 Secretaries have taken prompt action. I wish to put on record our appreciation for some of our Staff members who, despite all odds, continue to ensure that the WCG is kept open, clean and safe for completing the initiatives we have taken. The QuaranShine Sundays have been well received and member participation has been encouraging. A big Thank You to the Social, Youth and Communications Teams for a well- coordinated effort and please look forward to some more innovative initiatives from them. I encourage members to please come forward with ideas, sponsors and connections in any area that helps the WCG in moving ahead. There is a saying, 'A car's windshield is so large and the rear-view mirror so small because our past is not as important as our future. So, let's look ahead and move on.' The Website is being redesigned with a new look and feel from October 1st and with an assurance that content will be constantly updated. I request all Members at regular intervals to visit the Website for latest updates and events. This will be integrated with a Payment Gateway shortly. It is also important to know that we have had setbacks, mainly a delay in getting the Change of User and the approval for the reduced Tariff of the Tennis Court from the Collector. Though these were at advanced stages, changes in the government and the lockdown has just brought all these activities to a standstill. Meanwhile, a close watch is being kept on the directives issued by the Government on resumption of Gymkhana activities and we have already opened the WCG for outdoor activities making sure that the SOP's are followed. Please go through our Financial Report and send in your queries early so that the Treasurer along with the Finance Team can be ready with the answers. This is the first time an AGM is being conducted in this manner, so please bear with us if there are some glitches. Though at the start of the year we had planned to have an SGM to address some of the rules that warranted a change, we were constrained from doing so because of the lockdown and will plan it for early next year. Thank you and God Bless you and your families. Rawlin Pinto Chairman 3 | Annual Report 2019-2020 The Managing Committee 4 | Annual Report 2019-2020 The Year 2019-2020 The Managing Committee met on 12 occasions up to September 03, 2020. Please find below a record of the meetings attended by the Managing Committee. The Managing Committee Portfolio Meetings Attended 1. Rawlin Pinto Chairman 12 2. Deanne Menon General Secretary 12 3. Sunil Lobo Treasurer 10 Secretary - Projects & Estates 4. Maurice Caeiro Joint Secretary 10 5. Stanley Lasrado Joint Treasurer 7 Trustee 6. Neil Francisco 11 Secretary - Membership/Rules Trustee 7. Ryan Martin 9 Secretary - Indoor Sports Trustee 8. Dr. Martin D’souza 7 Secretary - Library Secretary 9. Percival Aguiar 11 Housie Secretary 10. Lorraine Martin 11 HR & Communications Secretary 11. Colin Coelho Jr. 9 Food & Beverage Secretary 12. Joaquim Carvalho 3 Outdoor Sports Secretary 13. Mimosa Almeida Pinto 8 Social & Cultural 14. Joaquim A Barretto Member 6 15. Leslie Mascarenhas Member 4 16.