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Tel : +91-11-23316709 Fax : +91-11-23316710E-mail : bes@besindia.com Website : www.besindia.com

No.BES/AGM-2011 Dated: 08/11/2011

912, Surya Kiran, 19 Kasturba Gandhi Marg,New Delhi- 110001 (INDIA)

Sub.: Notice for Annual General Meeting

Dear Members

In conformity with the clause 28 (b) of the Rules & Regulations of the Broadcast Engineering

Society(India) and as decided in the BES Council meeting, the Annual General Meeting of the

Society will be held at 10.00 AM 10-12-2011 at Delton Hall, Institution of Electronics and

Telecommunication Engineers(IETE)2, Institutional Area, Lodhi Garden, New Delhi-110003.

The agenda of the meeting will be as under:

rd1. Confirmation of Minutes of the last AGM held on 23 August 2009 at New Delhi.

2. Report on the activities of BES since last AGM.

3. Adoption of accounts for the financial year 2009-10 and 2010-11.

4. Report on the activities of Local Chapters.

5. Renewal of appointment of Auditorth6. Issues raised by Sh. Arun Kumar & 20 others as per letter dated 17 December 2010 &

th dated 5 September 2011.

7. Any other matter with the permission of chair.

You are requested to make it convenient to attend the meeting. Kindly note thet the Society shall

not bear any expenses on account of travel, lodging, boarding etc. The meeting will be followed by

lunch & Snacks(if extended by evening) at the same venue.

Memorandum of Association and Rules & Regulations of BES(I) are available at BES website

www.besindia.com Any member interested in obtaining a hard copy of the same may please

make a requested to BES(I) office.

Members may please bring this notice with them while coming for attending the AGM.

Registrar of Societies, Patparganj, New Delhi for information (BY hand).

Copy to:

Enclosures:

1. Minutes of AGM held on 23-08-2009 and amended rules & regulations of BES(I) (Annexure-1)2. Financial accounts for the years 2010-11 & 2009-10(Annexure-2&3)3. Copies of the letters of Sh. Arun Kumar & 20 others(Annexure-4&5)

President

Ashok Lakhanpal

+91-11-26321373

Hon. Secretary

Sunil

+91-11-23381744

Hon. Treasurer

Rajiv Sinha

+91-11-23385838

Yours Sincerely,

(Sunil)

Hon. Secretary

rdMinutes of the AGM of Broadcast Engineering Society (India) held on 23 August 2009 at Delton Hall,

IETE, 2 Institutional Area, Lodhi Road, New Delhi.

The AGM started at 10.40 a.m. after two adjournments of 20 minutes each due to lack of quorum. Shri. R. R. Prasad, President, Shri. R. Srivastava, Ho. Secretary & Shri. R. C. Bhatnagar, Hon. Treasurer occupied the position on the dais. While welcoming the members warmly President requested the gathering to observe 2 minutes of silence as a mark of respect to the departed souls of the members of the Society, late Shri. K. C. C. Raja & late Shri. L. Vasu.

2) Thereafter, the President briefed the members about the activities of the Society including the election of the office thbearers, BES Expo 2009, celebration of Broadcasting Day on 12 November 2009 while also informing about the advance

booking of space at Pragati Maidan in Delhi through ITPO for the forthcoming three BES Expos. The AGM was also informed that six council meetings have been held by the present executive body so far and 175 new members have been inducted in BES(I). He then requested the Hon. Secretary to read the agenda of the AGM.

thAgenda item No. 1: Confirmation of Minutes of the last AGM held on 26 February 2008 at New Delhi

Agenda item No. 2: Report on Activities of BES since last AGM

3) Hon'ble Secretary BES (I) started his speech with a welcome note addressed to the gathering highlighting the agenda points one by one. He also spoke on the activities of the Society in detail specifically informing about the Expo 2009.

4) Shri. V. K. Mehra while praising the organizers for the Expo 2009 raised a couple of observations; (i) confirmation of the minutes of the last AGM should have been taken before starting on the current agenda (ii) dates on which the space for future have been booked. The President while acknowledging the same apprised Shri. Mehra that the dates for 2010 are confirmed whereas those for the following years are not. He also acceded to the observation to first get the minutes of the last AGM confirmed. Shri. Mehra also opined that the current accounts should be given well in advance and all the members who have retired from service must be informed about the AGM well in advance so that they can participate in the discussions held during the AGM. Shri. A. V. Swaminathan added that the audited accounts for 2008-09 should also have formed part of the circulated agenda so that it could have been discussed in the AGM. Shri. R. Srivastava while noting the suggestion stated that the closing of accounts had delayed and could not be audited until the printing of the AGM notice.

th5) The President then referred the first item on the agenda – Confirmation of Minutes of the last AGM held on 26 February 2008 at New Delhi. AGM unanimously confirmed it.

Decision: The Minutes of the last AGM was confirmed. Suggestions given by the members were noted by the Hon. Secretary.

Agenda item No. 3: Adoption of accounts for the financial year 2007-08 and 2008-09

Hon. Treasurer then presented on the adoption of accounts for the financial year 2007-08 and 2008-09. Re-iterating the cause for the delay in circulating the audited accounts for the financial year 2008-09, Shri. R. C. Bhatnagar, Hon. Treasurer also informed that due to the change in the Auditor there was delay in the completion of the audited accounts. He also informed that certain heads have been changed in the accounting formats as they were not in accordance to the approved format of Income Tax department. Therefore some amounts have been re-appropriated within these heads in accordance to that approved/acceptable by the Income Tax department. Shri. V. K. Mehra pointed out that there were huge refunds shown during 2007-08. For this the Hon. Treasurer explained that these refunds were due from the Income Tax department and were pending since the department had objections to the returns filed with them mainly because TDS certificates were not available with the firms/exhibitors against whom payments have been made. Efforts were being made by BES (I) Secretariat to retrieve all the pending TDS certificates from these agencies. The Expo Coordinator has also been roped in and payments were also

Hon. SecretaryR. Srivastava

+91-11-23383840

PresidentR.R. Prasad+91-11-23388113

Hon. TreasurerR.C. Bhatnagar

+91-11-23387993

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Annexure-1

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No.BES/AGM-2009 Dated: 09/09/2009

912, Surya Kiran, 19 Kasturba Gandhi Marg,New Delhi- 110001 (INDIA)

2) stopped and amount equal to outstanding due to non-availability of TDS certificates were being deducted from his payments. This could eventually ensure that all TDS certificates have been furnished for the year 2008-09. He also informed that an amount of Rs.9.5 lakhs have already been collected which was lying outstanding for the previous years till 2006-07. The outstanding remains to the tune of Rs.12 Lakhs which is receivable from the exhibitors. At this Shri. H. S. Jolly desired to know whether these firms were still putting their stall in Expo. It was informed that some of them are still exhibiting their equipment. There were doubts raised over the settlement due to exchange rates which was actively discussed by Shri. A. V. Swaminathan, Shri. R. C. Bhatnagar, Shri. R. R. Prasad, Shri. V. K. Mehra & Shri. R. Srivastava. At the end of the discussion there was a round of applause from all the members on the instigation of Shri Mehra which was a token of encouragement and an appreciation to the efforts made by the BES (I) office bearers to resolve the pending account matters regarding TDS & Income Tax Returns.

3) Hon. Treasurer also informed the body that the auditor was changed since the former CA was not following the formats duly recognized by the Income Tax department for getting exemptions etc. This auditor was being paid Rs.25000/- per annum. The name of the new Audit Firm is M/s. BNPSY & Associates Chartered Accountants, 118-B, Munish Plaza, 20, Ansari Road, Daryaganj, New Delhi-110002 and Sh.Shashikant Sharma is the new Chartered Accountant of this firm for auditing BES Accounts and other related matters. The fee amount of Rs. 25000/- per annum will be paid to the new Auditor.

4) Shri. A. V. Swaminathan wanted to know the expenditure and income figures for the year 2008-09 with respect to the space sold. He was informed that the same was not available at the moment but he was welcome to have it from the BES (I) Secretariat. Shri Swaminathan also expressed that due to the reduced space allotment during 2009, the expenditure on construction of partitions etc. should have decreased correspondingly. He also pointed out that the expense on dinner was shown to be too high. This was clarified by Shri. R. C. Bhatnagar that since certain head had to be merged the amounts so appropriated under dinner could have been actually less than what is shown in the accounts. However, both Hon. Secretary & Treasurer agreed to furnish the figures to Shri Swaminathan later on. President, Shri. Prasad also emphasized that it should be done and communicated to all the members.

Decision: The body approved and passed the accounts for financial Years 2007-08 and 2008-09 apart from agreeing to the engagement of the new auditor.

Agenda item No. 4: Report on the activities of Local Chapters

5) The President then indicated that local chapters can give their presentations one by one. Sh. A. Rajgopal from Chennai Chapter, Sh. S.C. Khasgiwal from Mumbai Chapter and Sh. O.P. Rajpurohit from Jaipur Chapter have presented the details of the activities of their Local Chapters.

6) After the presentation of the local chapter chairmen, President appreciated the achievements of the local chapters. Shri. V. K. Mehra on the first instance congratulated the achievements of Jaipur Chapter. He desired that headquarter should extend support to Jaipur Chapter for furthering its activities. Shri. Bhatnagar informed the body that an amount of Rs.20000/- has already been given grant to Jaipur chapter for support and encouragement.

No report / presentation was made in the AGM from other Local chapters, as neither the Chairman nor its representatives were present.

Agenda item No. 5: Amendments to Rules and Regulations recommended by the council

7) President desired that Shri H. S. Dhillon take up the proposed amendments in the Rules & Regulations before the body. Shri. Dhillon presented all the proposed amendments. After the discussions the amendments which have been approved by the AGM are attached as Annexure-1(Five Pages).

The meeting ended with vote of thanks to the Chair. A lunch was served to all members.

Yours Sincerely,

(2)

( R. Srivastava)

Hon. Secretary

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Annexure-2

Annexure-3

Annexure-4

Annexure-5