15TH MC MEETING

1ST SEPTEMBER 2012

Minutes of the Fifteenth Managing Committee (MC) Meeting held on Saturday,

1st September 2012 at 4:30 p.m. at Karachi Club (Main) Conference Room.

The Following Attended:

1. MR. ASHFAQ YOUSUF TOLA (AYT) PRESIDENT

2. MR. JAWED H. KARIM (JHK) HONORARY SECRETARY
3. MR. ANWAR JAMAL (AJ) MEMBER MC
4. MR. ASHFAQ GHORY (AG) MEMBER MC
5. MR. FAHEEM A. SAKRANI (FAS) MEMBER MC
6. MR. IMDAD ALI SHAIKH (IAS) MEMBER MC
7. MR. INAYAT ALI NASSER (IAN) MEMBER MC
8. MR. IRFAN AYUB (IA) MEMBER MC
9. MR. ISMAIL SHARIFF (IS) MEMBER MC
MR. MOHAMMED JAWED (MJZ)
10. MEMBER MC
ZAKARIA
11. MR. MUHAMMAD ARIF METHANI (MAM) MEMBER MC
12. MR. MUNAF USMAN MEHENTI (MUM) MEMBER MC
13. MR. SOHAIL AMIN DHEDHI (SAD) MEMBER MC

Absent Member(s)

1. MR. HARISH KUMAR PARWANI (HKP) MEMBER MC

1.0 Recitation from Holy Quran

Recited by IA.

DECISIONS /
2.0 CONFIRMATION OF MINUTES
APPROVALS
2.1 Minutes of eleventh MC held on 22 Jun 2012 MC
stand confirmed duly proposed by MUM and Confirmed
seconded by IAS.

2.2 Minutes of twelfth MC held on 29 Jun 2012 stand

confirmed duly proposed by SAD and seconded by Confirmed
IAN with following observations.

 MJZ raised the point that in the MC meeting

of 29 Jun 2012 he recorded an observation at
the start of the meeting that some members
had objection against him (MJZ) being sitting
in president office but it is not mentioned in
meeting minutes date 29 Jun 2012, however,
the explanation was included in the next
meeting minutes i.e. 2 Jul 2012.

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 15TH MC MEETING
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 MJZ objected on the point 2.1 of the meeting

held on 29 Jun 2012, 3rd paragraph, line no.
7th that the “plot deal would cost 350.00 m
approx” should be “upto 350.00m approx” as
the cost can be less also.

2.3 Minutes of thirteenth MC held on 2 Jul2012 stand Confirmed

confirmed duly proposed by AJ and is seconded by
IAN.

2.4 Minutes fourteen MC held on of 25 Jul 2012 stand Confirmed

confirmed duly proposed by FAS and seconded by
AG with following observations

 According to the observation of IAS the point

no 3.4 in resolution “It is hereby resolved
that the members of Karachi Club have
unanimously agreed……” should be amended
as “It is hereby resolved that the
Management Committee of Karachi Club has
unanimously agreed……”

 SAD objected to the point no. 4 last paragraph

that he (SAD) told AYT that amnesty scheme
was not mentioned in all three letters on
which AYT responded that “it is the question
of your understanding versus our
understanding”. Amnesty in all three letters
was not mentioned, Abolishing of the Rule
was forcefully suggested by us (MC Members).
AYT informed that letter was posted on the
board where all other letters were pasted and
it was proper and treated as per rules.

DECISIONS /
3.0 STAFF MATTER
APPROVALS

Misappropriation of Cash
President & Hon Secretary informed the following
matter to the members of MC.

3.1  On 15 Aug, Hon Secretary (JHK) brought this

matter in my (AYT) knowledge that the cash is
short deposited then I (AYT) and JHK started to
find out the matter of cash shortage and as the
case was still in process to be resolved. After 3 or
4 days, Mr Muhammad Imran, Chief Cashier
called me (AYT) and requested that he wanted to

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meet somewhere outside the club with me (AYT)

and JHK. JHK added that when AYT informed
him that he wants to meet us somewhere out of
the Club, I (JHK) immediately said that he wants
to inform about the amount which is short. As we
were curious to know the matter so I (AYT) and
JHK decided to call him (Imran) at my office at
Beaumont Road where he came and confessed
that this cash is taken by him (Imran) and cited a
story that he started cash misappropriation since
last year Sep/ Oct 2011 and approx Rs600,000/-
out of Rs752,100/- were taken for personnel use
before 31 Dec 2011 and said that “I am willing to
repay the money”, when I (AYT) asked how? He
replied that I have some retirement benefit ie
Gratuity & Provident Fund. After calculating all
the above benefits it makes the total of
Rs450,000/-, leave encashment of Rs26,000/-
and Prize Bond of Rs 40,000/- now the
remaining balance is left around Rs 174,000/-
which he (Imran) has promised to return before
30 Sep 2012 and requested for some time
relaxation for refund of short deposited amount,
in his written confession letter dated 1 Sep 2012.

3.2  JHK informed that cash misappropriation had

also been taken twice in past while the system of
physical cash verification was exists and same
were not recovered. By grace of Allha this time the
misappropriated cash is almost recovered.

3.3  The actual details of recoverable and received

amount is as follows:-

Misappropriated Cash Rs 755,140/-

Provident Fund-Net Rs 221,272/-
Gratuity 280,192/-
August Salary 29,211/-
September Salary 26,211/-
Leave encashment 11-12 26,279/-
One prize bond 40,000/-
Total recovery Rs 623,165/-
Remaining Recoverable Rs 131,975/-

3.4 IS raised a question that we receive a daily cash

receipt, isn’t there any procedure to follow the daily
cash count? on which AYT replied that there is no
procedure of daily cash count and informed that in
2008 when he (AYT) was a Hon Secretary and in

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2011 Mr Arif and in 2003 Mr Jawaid were Finance

Convener that time there used to be a procedure for
daily cash count but since last year our Chief
Accountant (Naseem Ahmed) resigned this procedure
was not followed which he (AYT) is not sure of why,
but even in presence of Mr. Naseem (CA) this theft
took place.

3.5 AG raised a question that “how did we come to know

of this theft” on replied AYT replied that during the
physical cash count for yearly Audit which takes
place on 30 June, Cash Ledger and Physical Cash
count was not matching. AG questions that till 30
Jun 2011 that cash count was perfectly fine, but
after this our cash count was not done practically on
daily basis and our CA was also not aware of it which
means if the amount would be Rs 14 Lacs still we
wouldn’t be aware of it which shows our weakness
too. JHK replied that “we are straight forward and we
are up and front, we are not hiding anything and this
is not the first time it has happened, lot of amount
was stolen in the past by staff but previous MCs
never took any action nor they managed to recover
the amount but we at least recovered, I (JHK) want
that this issue to be handled in transparent manner,
is that the major flaw is the system because as the
head of finance we are the policy maker”.

3.6 FC Statement: “Before, I start I accepted my

mistake that I over looked all this but there are
reasons why this had happened. When I joined the
Club in Mar 2011, and there were two cashers and
soon after my appointment I was asked casher Mr
Adil was transferred to Annxe as a Manager and
asked me to either do the cash handling myself or
depute some one for it and I was given two days time
to settle this. Since I was not provided with any
substitute cashier, I wrote a letter in June 2011 to
the Hon. Secretary, Mr. M Yousuf Suleman, stating a
request to change the designation of “Accounts
Clerk” to “Accounts Clerk-cum-Cashier” to assign the
cash handling responsibility to some specific
individual but it was not finalized till to date. Hon
Secretary interviewed some individuals in Jul 2011
two ACCA were inducted for Main Club & Annex
instead of Accounts Assistant/Cashier, One cashier
was appointed for Main Club who left after a few
days. In Feb/Mar 2012 another individual out of four
candidates was selected but he did not join the Club,

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then Mr Yaseen was appointed in Apr 2012. Since

the Chief Cashier has accepted that he
misappropriated the cash and ready to repay the
cash I hope MC may accept my apology.”

3.7 SAD raised the question, who were the two people
use to sign the cash daily? In our tenure
Rs152,000/- has been stolen Rs600,000/- in last MC
tenure but the committee finance is being handled by
a Senior Banker since two years (two MC) and when
(IAS) as a Senior Banker seen that system of
counting cash is not there then why it was not
introduced. IAS replied that when he came in 2011
he asked to enforce Internal Audit System.

3.8 AG inquired that what should have policy in future,

AYT replied that to enforce the old system which he
explained briefly that, all the cash received should be
submitted and one hundred thousand should be in
the safe to meet any contingency and after all the
calculation remaining amount should be deposited in
the bank, cashier with one security guard will go to
the bank, deposit the cash and submit the deposit
slip in the accounts, one hundred thousand in the
safe can be used for IOU’s and other matters. Other
questions regarding purchases of stores,
maintenance, kitchen, and petty cash for which the
FC was instructed to sit with JHK and make the
limits for all the above.

3.9 IAS informed that it is an individual act which is

happened in the Club and it can be happened in any
organization throughout the world while well systems
and internal controllers are exits. The individual has
given confessed statement and ready to re-pay the
misappropriated amount. Further when I came as
Hon Treasurer to saw two Chief Accountant Mr
Naseem and Mr Mansoor and financial system, and
weakness of system are observed, thereafter, it is
suggested that internal audit system to be
implemented either outsources or appoint the
Internal Auditor in order to check/examine the each
& every transactions rather than only depend on
Finance Controller. Same has been informed to the
last year Hon Secretary and present Hon Secretary
but so for no action is taken. I (IAS) did not found
any type of cash verification since Jan 2011 (AYT
informed the house it was done in 2008 when I (AYT)
was Hon Secretary)and Fixed Assets which is also

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valuable like cash, are still un-reconciled since 1995

and it was decided in MC that a one point agenda
MC will be called on this issue. My duties are inform
the house which have be done several times and I
cannot implemented As well as concerned with Mr
Nisar’s responsibilities regarding to verification of
cash if it was done when the individual took the
charge, then he must be responsible for negligence
but there is no such type of procedure. Hence the
individual accepted and like practice in banking
sector, it is an individual act, therefore, the case to
be handled as individually and non of staff is
involved. In view of above it is once again strongly
recommended an Internal Audit system is to be
implemented either by outsourcing or appointing an
Internal Audit.

3.10 JHK informed the house that it is management

integrity to bring each and every fact into the notice
of MC. At times when we knew that we have
Rs450,000/- on his account, Prize bond of
Rs40,000/- is collected and recoverable amount is
just Rs250,000/- and it can be recovered by any
means but I discharged my responsibilities by
recorded the misappropriation cash. I would like
informed the house that some time we got approve
some event/purchases by resolution and we have to
pay cash on request of MC member because we have
no option other than to entertained the request for
smooth club functioning.

3.11 MAM informed that IAS is right but there is no

specific weakness is highlighted. The cash collections
must but be deposited into banks a basic principal of
accounts/finance which is basic flaw and for this
purpose no Internal Audit is required. AYT is
suggested that without approval of MC/Hon
Secretary no cash payment is authorized.
It is agreed that all cash collection to be deposited
into bank on next day and maintained the all record
of IOU and daily statement is prepared.

3.12 AYT informed the house that Internal Audit is just

over see the compliance and all and very thing is
covered into the Account Manual and if the account
manual is implemented in true sprit then no flaw or
deficiency is happened.

3.13 FAS raised a question that why not the handing

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taking over( cash verification) is carried out in Jan

2012 when we took charge as MC members and
now we have no option other than to accept the
statement of cashier that mostly misappropriation
was done in last year and mainly it is the
responsibility of FC. Further he has reservation why
not the MC meeting is called immediately.
AYT replied that handing taking over should be
carried out at time when new MC members takes
responsibilities of the Club as custodian but it was
not happened in so many years. On 15 Aug, Hon
Secretary (JHK) brought this matter in my (AYT)
knowledge that the cash is short deposited then I
(AYT) and JHK started to find out the matter of cash
shortage and as the case was still in process to be
resolved and final figures to be put up for at formal
stage, however, informally all MC members are
informed by the JHK.

3.14 AJ shows full confidence on the three members (AYT,

JHK & IAS) for investing and resolve the matter in
efficient way.

3.15 IA appreciated that this matter was taken with care.

Further said that such types of cases are happened
throughout the world but by grace of Allah the
misappropriated cash is almost recovered and
suggested to make fool proof system and prevent it to
repeat again.

3.16 MAM suggested that we should ensure that this is

the correct figure of Rs752,000/- by taking the
complete statement of reconciliation to make the
comprehensive statement to ensure this figure is
correct and a monthly cash flow summary to be put
up to MC along with the monthly accounts.

3.17 IAN suggested and questioned that now a days

banks are also providing with a facility that banks
itself come and collect the cash so then why should
we send our cashier and guard along with cash on
which AYT replied that the rates which we are
getting on running account any other bank will A committee
cannot give. under the
chairmanship of
4.0 Shortages of Garbage bags: Hon Secretary is
MAM informed the house that the established and
issuance/purchase system is re-designed by each IY, MAM, IAS and
material items’ requisition is supported by last SAD are the

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purchases/issuance. At time of garbage bags member. Report

demand was initiated it shown that garbage bags to be submitted
were purchased few months back and new purchase before the next
are required while it was not supported with the MC.
issuance. On inquiry, it was discovered that garbage
bags were issued at Annex and kept in store which
were over looked by the store staff.

The MC meeting session got extended due to events in KC, hence it was decided
to continue its proceedings on the next day – Monday 3rd September 2012 at
7:30 pm

The Following Attended:

1. MR. ASHFAQ YOUSUF TOLA (AYT) PRESIDENT

2. MR. JAWED H. KARIM (JHK) HONORARY SECRETARY
3. MR. ANWAR JAMAL (AJ) MEMBER MC
4. MR. ASHFAQ GHORY (AG) MEMBER MC
5. MR. FAHEEM A. SAKRANI (FAS) MEMBER MC
6. MR. IMDAD ALI SHAIKH (IAS) MEMBER MC
7. MR. INAYAT ALI NASSER (IAN) MEMBER MC
8. MR. IRFAN AYUB (IA) MEMBER MC
9. MR. ISMAIL SHARIFF (IS) MEMBER MC
MR. MOHAMMED JAWED (MJZ)
10. MEMBER MC
ZAKARIA
MR. MUHAMMAD ARIF (MAM)
11. MEMBER MC
METHANI
12. MR. SOHAIL AMIN DHEDHI (SAD) MEMBER MC

Absent Member(s)

1. MR. HARISH KUMAR PARWANI (HKP) MEMBER MC

2. MR. MUNAF USMAN MEHENTI (MUM) MEMBER MC

DECISIONS/
APPROVALS

5.0 Recitation from Holy Quran

Recited by IAS.

6.0 Finance Matters:

6.1 Misappropriation of Cash

IAS informed the house that some important points of
cash shortage, FAS enquiry regarding handing taking over
to MC and FC statement in my absence while I (IAS) went

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to Masjid for prayer. Mainly two points are most

important:

 There is no certainty of the date of this

misappropriation, it cannot be determined the date,
he (Imran) said Sep/Oct, Yaseen has made the
statement that he had checked the cash in the first
week of May and while checking of the cash he
found that the cash is in-order how he made it we
don’t know. There is no record on earth that from
which date actually it was happened, legally,
Internationally the loss of cash on which date this
was found it will be counted from that date because
in previous date it cannot be proved that whether it
was Sep, Oct or May because cash is an item which
cannot be proved or changed so the date you cannot
presume that it is Sep and it is previous MC’s fault
because this incident is the cash fault incident and
it should be counted from the date when cash was
verified whether it is May, Jun, or Sep.

6.2  Secondly I (IAS) have checked the employee files of

all accounts department and I regret to inform the
house that except three people that is Nisar, Yaseen
and Zulqarnain, who are qualified graduate and all
other staff members are intermediate in grade “D”
and in “D” grade are not entitled to be appointed in
any organization, the system which we have got
from last year cannot be improved which is spoiled
since 25 years. Third most important fact is, in cash
department there should be at least 2 guarantors to
be obtained from new cashier and previously there
is no record in anyone’s file that where they have
worked (experience letters or NOC) and this
particular fellow (Imran) was appointed as a waiter
so I say that we management should realize our own
weaknesses and we should try to improve. The HR
policies are also week because there are no
documented policies and suggested AYT to improve
the system in his presence as we are representing
over 9000 members and our assets have increased
in billions so to terminate one person system will
not change but it will go on in the same manner.
AYT in response said that there is an ACCOUNTING
MANUAL in which the system is properly mentioned
but it wasn’t adhered by our educated employees
and since the time system became faulty since that
day it all has started, secondly as you (IAS) said
that the date of retraction should be taken as a date

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of crime, I (AYT) disagree because in the absence of

any reliable data, we have to take the date which
the criminal has confessed.

6.3 AYT informed the house that in past such type of cases
were happened and were not recorded. JHK informed that
in past membership was sold @ Rs 600,000/-and it was
adjusted in different accounts. This MC taken each and
every think on board and appropriate action has been
taken.

6.4 A committee is formed and chaired by IAS to check the

staff files, liquid assets policy and for employees and
committee’s members are MAM, SAD, AG and IA. Any two
available can review and take the decision. Further IAS is
requested by JHK to make and submitted the HR policy.
AYT suggested that we may appoint a MBA for HR
department.

6.5 HBL ATM:

The proposal of ATM installation has been approved by
the HBL. The MC suggested in the 8th MC meeting held
on 7th May 2012 that ATM machine will be placed in the
Sports Hall/complex, the same locations and veranda was
visited and was analyzed that it will not be a suitable
place in rainy weather condition. Now ATM machine is
being installed in Main Reception along with existing MCB
ATM.

6.6 Sindh Sales Tax:

It was decided in the last MC meeting that the case to be
followed with other clubs and following reservation is
approved without fee.

RESOLUTION:
“It is hereby resolved that the members of Karachi Club
have unanimously agreed to institute legal proceedings
before competent Court against the Sindh Sales Tax levied
on entrance fee, Membership Fee and Subscription
against the Circular # 1/2012 dt. 14 Feb’12, issued by
Sindh Revenue Board (SRB) Govt. of Sindh”.

Now DHA has informed that Barrister Khalid Javed is

asking for Rs. 3.00 M excluding documentation charges,
which will be divided among all clubs on the basis of
number of clubs/members of Clubs.
JHK informed the house that Hon Membership was
6.7 granted to Mr Mumtaz Sheikh (member of SRB) which is Deferred

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expired. Now he requested for renewal

6.8 Purchase of Fixed Assets Jun – Aug 2012 Rectified.

However Hon
Name Of Items Secretary is
Party Description Amount Place requested to
Jun 2012 confirm with
Pressure the Ex-Hon
Murtaza Boosting Main Secretary for
Noorani Pump 19,600 Swimming Pool the purchase
Zainul Recondition of furniture/
Abedin A/C 16,000 Billiard Room chairs since
Lourdes it was not
Fernandes Books 10,000 Library recorded in
N.J last year MC
Bookseller Books 25,826 Library minutes.
Viper
Technologies Desktop PC 31,726 Library
Viper View Sonic Main
Technologies LED 22,040 Reception
Evernew HP Pavillian
Technologies DV6 Laptop 88,000 Admin Office
Total 213,192
Jul 2012
A&B Water
Electronics Dispenser 24,500 Sauna Bath
Murtaza Pressure
Noorani Pump Motor 12,600 Main Club
Al Haram Split Type
Electronic A/C 35,200 Juice Corner
The Interior Furniture
& Exterior ( Chairs ) 68,000 Main Club
Abdul Hafeez Books 3,400 Library
Tawakkal
Academy Books 2,422 Library
Total 146,122
Aug 2012
N.J.
Bookseller Books 8,685 Library
G.Total Rs. 367,999

6.9 Present Status of Investment:

Bank Rate Amount Total Maturity

Bank Al
Habib 11.50% 50,000,000 14-Nov-12 Investment
11.35% 20,000,000 17-Sep-12 committee is
11.80% 5,000,000 8-Feb-13 authorized to

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11.65% 50,000,000 25-Oct-12 finalized the

11.65% 10,000,000 7-Nov-12 investment
11.75% 10,000,000 20-Dec-12 as per club
Habib
rules.
Metropolit 11.35% 30,000,000 125,000,000 19-Sep-12
an Bank 24-Jan-13
Old dt
11.75% 15,147,760 20Dec12
24-Oct-12
Old dt 8
11.50% 46,748,158 Sep12
Bank 24-Oct-12
51,303,768
AlFalah Old dt 25
Ltd 11.75% 113,199,686 Oct12
Habib
Bank Ltd 11.20% 25,000,000 8-Sep-12
Soneri
Bank 11.35% 35,000,000 8-Feb-13
Sindh Bank 11.35% 50,000,000 6-Sep-12
Total 398,199,686

OTHER MATTERS
CCTV at Annex :
7.
The proposal of CCTV camas was discussed in 5 th MC dated
5 Mar and 7th MC dated 5 Apr 2012. Hon Secretary is
authorized to finalize the deal with coordination of
7.1 Convernor - IT and Convernor – T &P. Approved
The work was assigned to M/s MA Technologies and as per
KC rule – 26, all life and Permanent Members have been
informed vide circular dated 8 Aug 2012 that an amount of
Rs545,100/-has been incurred. An amount of Rs250,000/-
has been paid and now an amount of Rs295,100/- is
payable.
CCTV wiring at Annex :

The wiring cost of Rs 256,500/- for 8500 feet was included

in the above subject task. However additional wiring of 4160
feet was also required and an amount of Rs 112,320/- for
7.2 wiring of 4160 sq is also payable to M/s MA Technologies

MJZ explained that it was done due to the wide location of Approved
Annex. There are 4000 ft wiring cost and cameras will be
installed in future if required near Security Office,
Banquets Hall to cover the parties, Kitchen and in Billiard
Room.

Legal Matters:
 Professional Fee for “Wilerby House” Survery no 22/2
street no CL – 9, Civil Lines Karachi. Mr Asadullah
Sheikh is looking after the matter as a legal consultant

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 15TH MC MEETING
1ST SEPTEMBER 2012

7.3 and his performance is satisfactory on the case. He

submitted the invoice amounting to Rs 1.00 m.
 Reopened of Staff termination/re-instatement cases:
Nine contract staff (list is attached) were terminated in Referred to
last few years, they have went to the Court and Advocate the Plot
Moin Azhar Ziddique was appointed by the Club on Committee
payment of Rs72,000/- in Aug 2010. The staff or their
7.4 advocates did not follow up the cases, hence the cases
were dismissed by the Court. Fee of
Presently four notices have been received in club in Rs25,000/-
directed the club for hearing since court recall/set aside plus 10%
his orders. Misc Exp per
If Mr Assadullah Sheikh is appointed for these cases he case is
requested for Rs25,000/- plus 10% of fee for Misc Exp. It approved.
may be noted three cases have been given to him in May
2012. (Mr Moin Azhar Ziddique was charging Rs15,000/-
+10% of fee for Misc Exp)
 Water Plant – Commercial supply:
It is observed that KC water plant contractor supply
water on commercial basis/bulk quantity, therefore,
club member waits for long time to get water. Same
has been complained by following members:
 Mr Kavi Raj Majani, P - 5074
 Mr Naeem Akhtar, P - 1883
7.5
AYT agreed and further stated that some members have
Noted for
also complained that they found dead insects in bottles
compliance.
for which, AYT called the meeting with the owner of the
plant and asked him to do 3 things. First that water
should be examined every month between 12th to 16th
by P.C.S.I.R. on their expenses. Secondly we will
introduce the slips (3 copies carbon slips one for
member, second for their record and third will be
submitted to the club and till he submit all slips of the
month his bill will not cleared) which will be duly signed
by the receiver that the water was received in fit,
hygienic and clean condition, third point that his plant
filter will be kept in KC store and whenever it will be
required to replace the filter one person from our store
will check and take the old filter.
Plant owner suggested that we should call a technical
person of the same line to show him the faults and also
the cost Rs 20/- of the water for members is very less it
should be increased a bit to avoid the commercial use.

 Parking Sticker:

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Hon Secretary is requested to replaced the Parking

Sticker and ensure the compliance of policy.

 Ex-gratia to Mr Victor Nihal

Ex-gratia of Rs150,000/- is paid to Mr Victor Nihal to go
to home country Sri Lanka.
 Replacement of Dry Cleaner:
Proposal of Dry Cleaner Out let is submitted by Classic
Cleaner.
7.6
Presently status is as under: Replacement
Operator : Snow White Drycleners of sticker is
approved.
Contract Period: Five years from Jun 2009 to Jun
7.7 2014 but notice have been
served. Rectified

Sales: Average sales Rs 285,000/-

7.8 Contractor paid: 15% Maint Charges of Rs 42,750/-

avg plus utilities
Mr Anwar
Club Laundry: Average Rs 90,000/- Jamal, Mr.
Ismail
Informed that this matter was four times discussed in Shariff, Mr.
MC meeting and it was decided that we will not further Faheem, Mr.
sign the agreement with snow white. Classic Dry Irfan and Mr.
Cleaner has sent their proposal and AYT suggested to Imdad will
arrange a visit to the plant of Classic Dry Cleaner and visit the
then decided. plant.

Convernor Health - Mr. Ashfaq Ghory

 Informed that last time he brought this in MC and

requested the Doctor to come at 6:00 pm but Doctor
doesn’t agree to come at the requested and further said
there is an agreement in which the timing is from 4:00
to 10:00. JHK decided that himself and AG will meet
the Doctor and settle the time issue with him. JHK also
suggested that Doctor’s agreement should be revised
and set the timing as per member’s convenience and
the salary should also be decided accordingly. Secondly
there should be a lady Doctor to be available in the day
time as the ladies have also complained that there is no
Doctor for ladies.
8.
Deferred
 M/s Glaxo Smith Kline has proposed that provide gifts
8.1
for life members (55 years and plus) at the vent of Life

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Members’ dinner. AYT analyzed and suggested that it is

not is not appropriate to commercialized the event and
if they want to market their product, we will provide
them details of life members and they can send them at
the houses.

 AG informed about the incident of 2 Sep 2012 Mr.

Abdul Rasheed Lehra saw one mouse in the lobby and
he involved AG and Mr. Sohail commented that “You’ll
don’t know anything, one more thief got caught” and
advised us to ask your president.
Gifts sent to
8.2  IA is requested to increase the frequency of fumigation members on
in the club and specially in lobby area. their
address.
Convenor – Entertainment Mr Faheem A. Sakrani

 In regards of Rs 68,000/- was spent for purchase of

chairs, system to be followed by going through the last
year MC minutes and if we don’t find any such Official letter
8.3 statement then you (AYT) should invite the Ex- Hon is sent to
Secretary personally and after taking him into member for
confidence inquire if he has committed such a thing explanation
and it should either be recorded or taken in written.
JHK informed that it has been confirmed by Mr Yousuf
Suleman that chairs were ordered last year and
8.4 requested for clearance of the bill. MJZ is suggested
that a system to be made to delegate the authority for
purchase for Assets to Convernor, Hon Secretary and
9. MC.

9.1  Planning to organize movies on 14 and 28 of Sep. A JHK

Black & White level (Pakistani or Indian) for free informed that
especially for the life members. the it has
been
 A budget of Rs 350,000/- is required to organize an confirmed
event on 29 Sep 2012 of Mr Amjad Sabri. AYT from the Ex
suggested that same amount may be charged and it is Hon
decided that Hon Secy and Convinor to be considered. Secretary.
MAM suggested that we should ensure, whatever events
are planned, we should earn least profit Rs 1.00 M
since club’s investment income is going to be reduced
due to low mark up rats.

Convernor Publication - Mr Sohail Amin Dhedhi

9.2 Approved
 Requested for permission to organize the event of Talent
Hunt in Nov 2012 and the budget will be about
Rs250,000/-

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9.3
 There is an education firm, ABM Education, is doing Approved
the career counseling and an amount of Rs4,000/- to
Rs5,000/- depending on the participant level is
charged. We have asked them to do it free for us.

 A lady for Arabic classes has been found but she agreed
to do it for very young male children or ladies. SAD
requested AJ that when we receive new books in the
10. library it should be informed to club members so that
they are aware of it. SAD is requested to submit the
10.1 financial effects. Approved

 All MC members are requested to give their material for

Club News Letters by
10.2 Agreed
 JHK appreciated the Nisahe-e-Tehseen forHafiz-e-
Quran and Qirat Competition, very well organized by
SAD.

10.3  AYT appreciated the efforts of JHK for organizing the Agreed
Mehfile-e-Naat and the event is liked by the members.
Mr Khoja and Mr Pardasi are thanked and first time
such type of programme is organized by the club with
its own resources.

 JHK appreciated the drama and performance of

10.4 members’ children. Further he suggested that cash
award of Rs10,000/- each to be paid three best
participants
10.5
Convenor Outlets – Mr Anwar Jamal
Informed that two outlets Ice Cool and United Bakery
requested for revision of their rates as they haven’t revised
10.6 since last 1½ years.

Convernor – Literary Mr Irfan Ayub

Informed about the event he was to organize on 28 th Sep
10.7 and the Topic will be “Kia Hamaray TV Serials
Mahashray ko Tabha Ker Rahai Hain” and the budget
will be Rs 65,000/- for around 150 pax. Another program Approved
is called Debate and Discrimination will be organized in
Oct 2012 and the topic will be “Our Youth is the
11. guarantors of Bright Future”. AYT is suggested the
progaramme to be organized in Nov 2012. President
and Convnor
Convenor Kitchen – Mr Inayat Ali Nasser Outlets are

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authorized to
 IAN informed the house that Kitchen Committee want finalized the
to organize Event in 1st week of October on Sunday matter
12. name of event will be decided later. Chinese buffet
dinner will be started once again as previously done on
Sundays but rates will be revised keeping in view of
high rates of raw material. IAN is requested to ensure Approved
that each and every event have some profit.

 IAN informed the house that Resolution of Dram is not

signed by him, since Rs 145,000/- is much higher
side, inquired about the cost of stage & sound is
included or not?. SAD informed that all and every
13. think is included in this. On replied IAN satisfied.

13.1 Convenor IT & Swimming – Mr M Jawaid Zakria

Approved
 Informed that Swimming Fun Gala was organized on
23 June and the approved budget was Rs 40,000/- but
unfortunately people were talking that expenditure of
the event has come to Rs 100,000/- to Rs 150,000/- so
the final figure after sponsor’s payments is Rs 49,190/-
so excess amount is Rs 9,140/- is required to be
13.2 rectified. AYT appreciated the fun gala and informed
that members liked the event and called him.
Noted
 KC team participated in Sindh Woman Championship
held at Karachi Gymkhana and the team secured third
position. There was no such budget requirement for the
14. event because the track suits cost of Rs 35,500/- were
provided/ sponsored by AKD Securities. The only
14.1 expense bore by the club was the lunch provided to the
team which was around Rs 10,000/-
Rectified
 Four children of Club members who participated in
National Swimming Championship held in Peshawar
(15 – 16 July) were presented cash award of Rs25,000/-
each which was decided by AYT and JHK. An amount
of Rs2,000/- paid to each child in the group champions
of 13 x children who took part in Palmolive Sindh
14.2 Women Swimming Championship. Cash award of
Rs10,000/- each is also paid to the six girls on theirs
participations.
Rectified
 Karachi Club V/s Karachi Gymkhana swimming is
scheduled for 16 Sep and Karachi club is hosting it, the
approved budget was Rs 185,000/- and after working
we found that it’s a bit less so the supplementary/
14.3 additional budget of Rs40,000/- has been put in a

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request.

 JHK appreciated the hard work done by MJZ and its Approved
Swimming committee and entertained large class of
members.

 There is a possibility that we might receive a

notification to close the swimming pool because of the
dengue but it is yet not confirmed.

14.4  Important matter is that we aren’t sending KOT’s along

with bills to members. I (MJZ) personally think we
should send KOTs but we are exceeding 9000 members Approved
it is practically/physically impossible to sort KOTs
member wise and then sent them. It is neither cost
effective nor practical, we have received complaints and
14.5 also replied 200 members by sending KOTs but to
alleviate this matter we are in process to implement few
following system:

14.6  First of all SMS will be sent to the members

regarding their charging and if they receive KOT-
Charging-SMS which is not belong them then they
will get adjustment. Noted
14.7
 Secondly maximum complaints that we have
received regarding Bakery because they aren’t
generating the bills immediately instead they are
generating computerized KOT after 8 - 10 days, Agreed
which I (MJZ) have strictly instructed them to
eliminate the manual slip and generate the computer
slip at the same time.

 We are seriously looking into another integrated

computer system for which we have done a lot of
home work and recommendations have already sent
to system developer. If it implements, we will be able
to assign a unique number to all the members and
their each families members which will make it easy
to identify the user and this might cut down the
misuse ratio. It takes few months to get on and RFID
is also included.

 IAS pointed out that the best efforts are done by MJZ
however the response of members is not good. It is not
possible to keep the KOTs in pockets and reconcile at
end of month. Finally, Accounts deptt is facing
aggressive members.

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 MJZ informed the house that purchase of ambulance is

approved in varies AGMs but still no action is taken.

Convenor Audit & T & P – Mr M Arif Methani

 Stated that there are many expenses have been done in

14.8 last months in which there is no involvement of tender
purchase but the work orders are being still issued
without taking in board of T&P. It is requested that
legalized the certain things e.g. HP Laptop was
purchased.
14.9
 Another important matter is regarding the cash
shortage so according to audit point of view we should
prepare one proper reply to avoid any inconvenience.

 Mr Murtaza Noorani is going on Hajj and he

15. recommended Isaq and Hon Secretary is requested that
to provide the replacement. Hon Secretary informed
15.1 that the case is under consideration and leave with pay
has been granted to Mr Murtaz for Hijj. Noted

 Since last few months Kitchen Accounts and monthly

Profit & Loss account is not submitted to MC.

 The performance of Mr Nisar Hussain, FC is not

15.2 satisfactory.
Agreed
 AYT are twice requested for KC Rules changes that we
didn’t receive and we don’t know what was proposed by
15.3 MC and what has been approved in General Body
meeting. AYT replied that it is not practice however Noted
Minute of MC and Sub Committee has been delivered to
MC members.

 Summary of cash short fall which is discussed in the

15.4 meeting should be presented in next meeting since Jan
2011 monthly basis to date including Receipts, Opening
Balance, Bank deposit and Balance.
15.5
 Suggested the rates will be called from Soneri Bank and
investment will be made in the bank which offered
15.6 higher rates.

 JHK informed the house that staff salaries accounts

are being handled by First Women Bank but staff are
not satisfied with the bank. Now HBL have installed

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ATM in club and also offering staff salaries account

services.
15.7
 IAS is informed that State Bank allowed the Banks to
open sub branch. If MC consider then I will take up the
matter.

15.8 Facilitate Center – Mr Ashfaq Y. Tola

On request of the members facilitation center will be open
on Sunday, JHK was requested to inform the members
that the facilitation center will remain open on Sunday.
15.9
Hon Secretary – Mr Jawaid H. Karim
Agreed
 Restoration of Membership
Informed the house, that the following ceased members
have cleared their dues along with penalty.
15.10
 Mrs Nargis Anees Mangi, D-1081 Rs44,500/- is paid
 Mr Saeed Ahmed Qazi, L-0770 Rs 8,622/- is paid. Deferred
 Mr Babar Azam T-7108 Rs 21,215/- is paid.
16.
 Disciplinary Matters:
Our scrutiny committee has found the following cases.
Agreed
 Mrs. Yasmeen Banu Shakoor, D-0110 was already
17. married when her father elected for KC membership
on 10 Apr 1974. She amended the Nikah Nama and
17.1 provided fake Nikah Nama with amended date 15 th,
October, 1975, while Mrs. Yasmeen applied for her
son’s membership Farhan Yehyah Shakoor in son Approved
category, our scrutiny committee found that Mrs.
Yasmeens has a daughters whose date of birth is
21st November 1973 which clearly shows the picture
that Mrs. Yasmeen was already married at the time
of her fathers membership.

17.2  Mrs. Samina Anjum D-0196 had applied for her son
membership in son’s category and our scrutiny  Cases are
team found a similar case as mentioned above. discussed
with the
AYT suggested that this case to be discussed with the lawyer.
lawyer and send them show case notice for explanation  Show
to avoid any kind of court issues or other inconvenience cases are
in future. sent to
members.
 Budget of KC Snooker tournament Rs 65,500/-is
requested being regular yearly feature of the Club.
AYT requested that the event of Hakim-ud-din Sadiq to

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be organized in Nov 2012, as it is a huge request of

members.

 CEO of Sheraton Mr. Sikander Mehmood had a deal in

last year with MC that KC members will be given room
on Rs.6,000/- per day and 10% discount on dinning in
any restaurant and KC members appreciated it. This
year they have increased the discount to 15% on my
(JHK) request. Previous MC had sent a letter to renew
his Honorary Membership further for one more year as
it was committed with him. JMZ informed that there is
17.3 no rule but AYT and JHK has point of view that we
should honored the commitments which have been Approved
done by them. Mr Yousuf Sulman informed the JHK
that Ex – Administrator Maj ® Shoaib could not
incorporate it in the MC minutes same have been
confirmed by the IAN and last year President. JKH
17.4 informed the house he gets only his membership card.
Agreed
 Four staff of KC will be sent for computer course which
will help them to prepare letters and other admin jobs.

 Mr Jawed Abbasi requested to get job with Sakrani and

requested for 15 days leave but he is directed that
rather than leave, resignation to be submitted

 M/s Sarbina Garments delivered staff uniform. Since

appropriate delivery time was not given to him,
therefore, MC given 60 days relaxation in delivery
period. He completed the delivery on 20 Mar 2012
without ties/bows. He requested that fine to be
calculated till 20 Mar 2012 rather than 9 May 2012
when he delivered the ties.
17.5 Approved
 AYT informed that he has request of Mr Yaqoob former
employee of KC to teach shorthand to concerned
17.6 employees of KC club. Agreed

17.7 Agreed

17.8 Agreed

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The meeting got concluded with a vote of thanks to the Chair.

Confirmed

CHAIRMAN

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