MINUTES OF THE THIRD BOARD MEETING OF AATAPI SEVA FOUNDATION HELD

ON FRIDAY, 31ST DECEMBER, 2010 AT THE CONFERENCE ROOM OF TML

INDUSTRIES LIMITED AT 301,’B’ TOWER, ALKAPURI ARCADE, R C DUTT ROAD,
VADODRA – 390 007

Present

Gagan Sethi - Chairman

Aruna Lakhani
Tushar Dayal
R D Patel
Kedar Nandedkar

In attendance

Chandrikaben Makwana
Ms. Jyoti
Sanjay Rathod
Girish Gupta
Hiren Zaveri

1. TO GRANT LEAVE OF ABSENCE

The leave of absence was granted to Shankar Venkateswaran and Ami Shroff,
Directors who had regretted her inability to attend the meeting.

2. TO APPROVE MINUTES OF SECOND BOARD MEETING

HELD ON 2 N D AUGUST AND TO TAKE NOTE OF ACTIONS
TAKEN REPORT

The Board perused the minutes of the meeting held on 2 nd August, 2010 and
approved the same.

Shankar on skype

3. PRESENTATION ON AND PROGRAMMES NEW DEVELOPMENTS

Gujarati presentation

Chandrikaben and Aatapi Team made presentation to the Board about field
activities and new developments. Followings are synopsis of their presentation.
Board gave various suggestion on ways to motivate TML employees to come
forward in a formal way to help Aatapi work.
 TML STAFF AND OFFICE MEMBERS PARTICIPATION

Gs WE OFFER THEM 2-3 PACKAGES, LINKED TO THEIR

PERFORMANCE, THEY ARE HELOPING IN WORK FOR HANDICAPEED,
SPECIAL LETTER FROM AATAPI DIRECTORS OF APPRECIATION

TATA CHEMICALS / SHANKAR IS ALSO INVOLVED

FORMAL TEAM OF COMPANY EMPLOYEES

Aatapi’s two – three identity products / brand equity widow empowerment

Dairy, Handicapped –
BPA is active in handicapped, Nandiniben Raval – what are their plans in
Jambusar

 Aatapi has reached to 270 handicapped people in 5 villages where it operates. Conducted
various Programme for handicapped in collaboration with Kashiba Children Hospitial,
Baroda, V-One Society, Baroda and Handicap International where 110 Handicapped people
participated. During Programmes 32 people were helped to obtain Identity Card / Bus Pass
and 40 were given equipments amounting to Rs.73,860/- with people contribution of
Rs.7430/-

Various meeting were conducted with partents / guardians of childrens

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aiBir

• Self Help Groups / Coverage:

Farmers – 21 Groups with 331 members
Cattle Rearers - 9 Groups with 115 Cattle Rearers and 20 Fishermen
Self Help Groups – 24 Groups with 381 members
• Demonstration of 11 Compost making processes and its subsequent adoption
by farmers
• Imparting training for collection of sample for soil testing; collection of 92
samples for soil testing and distribution of Analysis Report with recommendation to
60 farmers
• Testing of 15 samples of Water
• Motivation to farmers for joining Agriculture Technological Management
Agency (ATMA) – 119 members of 8 Groups joined ATMA,
• Progress Report on Self Help Groups
• Progress Report on initiative of Kitchen Garden
• Progress Report on H B Testing Initiatives
• Activities for Handicapped – organization of camp in association with
Medical Care Centre Trust of Vadodara on 22nd April, 2010, equipments distribution
to 44 persons, and getting 24 persons Doctor’s Disability Certificates.
• Conduct of PRA and Sub PRA – emerging issues were; problems related to
agriculture, floriculture, water, basic sanitation facilities, health, education and cattle
rearing
• Working with School – dialogues are on with School authorities, issues to be
covered would be personal health and Hygiene, cleanliness of school, and compost
• Strengthening of Team – Participation by Aatapi Team Member in camp held
at Valsad organized by Handicap International
• Budget vs. actual expenditure

Board’s Deliberations and Suggestions

i. Involvement of more TML Employees in Aatapi-CSR work: It was discussed

that TML employees particularly reporting at Piludra should be made more
familiar with Aatapi work and their contribution should be sought. A proper
strategy should be devised for how their contribution can be optimally
utilized.

ii. Work related to Widows: Aatapi can work for widows particularly as
facilitator to make them available benefits declared by the Government under
various scheme like Widow Pension Scheme.

iii. Dairy Business: To explore whether Aatapi can play any role in engaging
suitable people in dairy business for their livelihood, in view of improved
functioning of Bharuch Dairy and the Government’s directive to have three
lady members on the Board. For this a meeting can be held with MD of
Bharuch Dairy.

iv. Request to Agrocel: Forwarding proposal to Agrocel for opening a Depot for
sale / distribution of seeds / pesticides – which service can go a long way
benefiting people to understand method and quantity of usage of seeds,
fertilizers and pesticides.
v. Suggestion for Installing Waste Converter Machine :Paritosh Dayal suggested
that a Waste Converter Machine has been installed at Gajod which converts
waste into organic manure. He suggested that this experiment can be
replicated at village level; for which TML (also canteen) may provide
necessary demonstration and help.

vi. Report on Results of Programmes: Gaganbhai said that all Aatapi has done so
far can be considered as input. The Board be reported /presented the results /
outcomes of the input into the system.

vii. Self Help Group: It was discussed that as Catalyst / Facilitator Aatapi should
have vision and be clear about what it wants to do with respect to saving
mobilization of Self Help Groups. It should have clear ideas about Groups’
Bank linkages, lending policies, purposes, priorities etc. It was suggested that
Aatapi Team should visit KMVS and seek guidance from Lataben and others.

viii. Shroff Group CSR Activities: To familiarize Aatapi Team with Shroff Group
CSR Activities and Inititives, Tusharbhai suggested to orgainise a presentation
before Aatapi Team on strength, activities and resources of Shroff Group
consortium of NGOs.

ix. Meeting with P H Vhora : It was also suggested that Aatapi Team can take
benefit of expertise and knowledge of Mr. P H Vhora of Oasis Agritech
Limited.

xi. Aatapi Size / Coverage: Gaganbhai suggested Aatapi Team to think about
optimal size of Aatapi so that it becomes more effective and noticed by the
Public at large. It was discussed that though Aatapi continue to concentrate
focus its efforts on the selected four villages but it can explore working for
other villages at second level (either in association with other government or
private agencies).

xii. Annual Budget for 2011-12

It was discussed and decided that Aatapi should develop strategic plan for
three years 2011-12 to 2013-14 and first years detailed Action Plan. For this it
was decided to hold a Work Shop in January, 2011 for which request may be
made to Vijaybhai Parmar / Ms. Sushma Iyengar to facilitate it and handhold
Aatapi to develop such strategic Plan. Gaganbhai said that he would give a
Note on the subject.

xiii. Budget for 2010-11

It was decided that the Sub-Committee of available Directors be formed. The
Committee may take help of other directors who are accessible, over phone /
conference calls. At the next Board meeting Programme Planning and
Budgeting for the next six months be presented along with review of past
operations.
 4. APPROVAL OF AUDITED ACCOUNTS FOR THE PEROD ENDED ON
31ST MARCH, 2010 AND TO TAKE A NOTE OF DRAFT REPORT OF
AUDITORS THEREON

The Board considered the draft accounts and after deliberations, unanimously
passed following resolution.

“RESOLVED THAT Balance Sheet as at 31st march, 2010 and the Income and
Expense Statement for the period ended on that date as tabled at the meeting, be
and are hereby approved and the same be laid before the members at the ensuing
first annual general meeting for consideration and adoption by the members.

RESOLVED FURTHER THAT the Annual Accounts be signed in accordance

with provisions of Section 25 of the Companies Act, 1956, by Mr. Tushar Dayal
and Mr. Kedar Nandedkar, Directors of the Company.”

5. TO CONSIDER AND APPROVE REPORT OF BOARD OF DIRECTORS

A draft of Directors' Report to the members of the Company alongwith Annexure

thereto was tabled before the Board for its consideration. After due discussion,
following resolution was passed:

“RESOLVED THAT the draft of the Directors’ Report for the period ended 31st
March, 2010 as laid on the table, be and is, hereby approved Mr. Tushar Dayal
and Mr. Kedar Nandedkar, Directors of the Company, be and are hereby
authorised to sign the same on behalf of the Board and that they are hereby
authorised to add any addendum etc. to the Directors’ Report or alter/amend the
same to incorporate suggestions of the members of the Board."

6. TO DECIDE DATE OF ANNUAL GENERAL MEETING AND APPROVE

DRAFT NOTICE CONVENING FIRST ANNUAL GENERAL MEETING
OF THE COMPANY

The Board fixed up a date, time and place for the First Annual General Meeting
and also approved and authorised issue of the notice to members convening the
first Annual General Meeting of the Company. Following resolution was passed:

"RESOLVED THAT the First Annual General Meeting of the Company be

convened on 30th September, 2010 at the Registered Office of the Company, at
301, `B’ Tower, Alkapuri Arcade, R. C. Dutt Road, Vadodara - 390 007, and that
the draft of the Notice convening the first Annual General meeting, placed before
the Board be and is hereby approved.
RESOLVED FURTHER THAT Mr. Kedar Nandedkar, Director of the Company,
be and is, hereby authorised to sign the said Notice of the meeting to be sent to
the members of the Company, Auditors and all those concerned and entitled to
receive the Notice."

There being no other business, the meeting terminated with a vote of thanks to the Chair.

Date:
Place:
CHAIRMAN