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AUROVILLE FOUNDATION
AUROVILLE
Minutes of the 59th Meeting of the Governing Board
Hybrid mode
12-04-2022 AT 11-00AM
2022
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AUROVILLE FOUNDATION, AUROVILLE
Minutes of the 59
th Governing Board meeting (hybrid mode) held on
12th April 2022
The following persons were present:
1) Shri. R. N. Ravi
Governor of Tamil Nadu Chairperson
2) Dr Jayanti S. Ravi
Secretary, Auroville Foundation Secretary
Joined On-line
3) Smt. Darshana Dabral, JS &FA
Ministry of Education, New Delhi
Member
4) Smt. Neeta Prasad, Joint Secretary
Ministry of Education, New Delhi Member
5) Shri. Aravindan Neelakandan Member
6) Dr Nirima Oza Member
7) Prof. Goutam Ghosal Member
8) Prof. R. S. Sarraju Member
9) Prof. Nandana G Basappa Member
10) Dr G. Seetharaman OSD
Leave of absence was granted to the following Member:
1) Dr Tamilisai Soundararajan
Lt. Governor of Puducherry Member
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Shri. R. N. Ravi, Governor of Tamil Nadu and Chairman, Governing
Board, Auroville Foundation, Auroville delivered the opening remarks of
the 59th Meeting of the Governing Board.
Dr Jayanti Ravi, Secretary, Auroville Foundation, Auroville welcomed the
Chairman and the Members to the 59th meeting of the Governing Board.
Agenda Items were taken up for discussion. The following were the items
noted and decisions taken in this Meeting:
Note:
MoEand Integrated Finance Division (IFD), New Delhi have sent their
comments on the said agenda points before commencement of meeting
and the comments were considered.
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Confirmation of Minutes of the 58th
Meeting of the
Governing Board, held on 18th
January 2022
Item No
59.01:
The Minutes were circulated to the members. The members of Governing
Board resolved to confirm the minutes of the 58
thMeeting of the
Governing Board held on 18thJanuary 2022.
Approval of the Minutes of 34th meeting of the Finance
Committee
Item No
59.02:
The members approved the minutes of the 34thmeeting of the Finance
Committee held on 17thJanuary 2022.
Approval of the Minutes of 35thmeeting of the Finance
Committee
Item No
59.03:
The members approved the minutes of the 35th meeting of the Finance
Committee of the Auroville Foundation was held through circulation.
Action taken report on the Minutes of 58
th meeting of the
Governing Board
Item No
59.04:
The action-taken report on the decisions of the 58
thmeeting of the
Governing Board was noted by the Board.
Report of Secretary, AF
- The action points of the 58
th Governing Board meeting of 18th
January2022 have been discussed with the concerned Working Groups
of Auroville and relevant office order communicating the same are
being issued.
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- Each Working Group has taken up one or more action items for
implementation. Some Working Groups have taken the help of
resource persons.
- The Working Committee, ATDC, FAMC and Entry Board have
prepared presentations with the highlights of progress made thus far
and the plans ahead.
- Township Development Budget for 2022-23 is approximately
Rs.1196.72/- Crore. The regular meetings with officials of the Tamil
Nadu Government for the acquisition of city lands & the establishment
of a New Town Development Authority (for land use regulation) are in
progress.
- Secretary informed the Board that Auroville Foundation has recently
signed an MoU with CPWD, pursuant to discussions with Secretary,
MoE in respect of GoI grants.
- Temporary recruitment will be completed by 1stMay 2022 and
permanent recruitment will be conducted by end of this year. Before
the Permanent recruitment, AVF has to get the approval from MoE
regarding the recruitment rules for the sanctioned posts.
- The FC approved the estimate of Rs. 1.98/- Crores for the preparation
of the detailed development plans on the basis of the Auroville Master
Plan. The agreement between ATDC and Vastushilpa Sangath LLP has
been drafted and is being finalised.
- The FC approved the estimate of Rs. 30/- lakh for a comprehensive
audit of trusts, units and other entities in Auroville by the CAGs office
and established auditors in the private sector. This exercise may
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include transaction and forensic audits, and will be helpful in the
establishment and institutionalisation of appropriate systems and
processes. CAG office would be carrying out a special audit too.
Item No Organisation and Governance Committee
59.05:
The Board discussed the first set of observations of the Organisation and
Governance Committee of the Governing Board, including the proposal of
a review and revision of certain Standing Orders, which may be prepared
and submitted to Chairman for approval.
The Board requested the Organisation and Governance Committee to
review the present functioning of various working groups and come with
proposals that will improve overall governance towards the realisation of
the aims and objectives of Auroville. The Board notes that participation in
working groups must be open to all Auroville residents and must be based
on skill sets, experience and passion for the work at hand.
The Board noted that under section 18 of the Auroville Foundation Act,
the Register of Residents (RoR) needs to be maintained by the Secretary,
AVF, which has not been maintained annually since over fifteen years. The
Board directed the Secretary to update the RoR on an annual basis starting
with an update that needs to be completed by July 2022 with the assistance
of the Working Committee.
The Board further directed that proper attendance records must be
maintained for meetings of the Residents Assembly and that only Auroville
residents whose names are included in the updated RoR shall be permitted
to attend such meetings.
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Item No Proposal to offer Honorary Aurovilian status
59.06:
The Board approved that for persons who are, or have been, associated
with the original founding of Auroviile in 1968 or who contribute to
Auroville on a regular basis the status of Honorary Aurovilian and
Residents of Auroville may be considered.
Board suggested that this may done first for a few persons on a trial basis.
Approval of CPWD estimate for the execution of
projects in line with Auroville Master plan and MoU
signed with the CPWD
Item No
59.07:
The Board noted and approved that an MoU with CPWD has been entered
into for the execution of various township development projects.
Detailed estimate for the programs relating to the
commemorating of the 150th birth anniversary of Sri
Aurobindo
Item No
59.08:
The Ministry of Culture, Government of India had requested AVF for
detailed estimates for the execution of various activities and renovation
work that needs to the undertaken in Sri Aurobindo Bhavan, Kolkata and
other centres on the occasion of the 150th birth anniversary of Sri
Aurobindo with the approximate budget of Rs 66/- Crore. The Board noted
that these estimates had been prepared and sent.
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Approval of audit bill to Chartered Accountants for
auditing and consolidation of accounts
Item No
59.09:
The Board approved the payment of Rs. 5.90/- lakhs to the Chartered
Accountant’s firm KNRSG & ASSOCIATES, Pondicherry for the
completion of Annual Accounts of the Auroville Foundation for the
financial year 2020-2021.
Approval for appointment of Administrative Officer for
land-related matters
Item No
59.10:
The Board approved the appointment of a retired, administrative officer
with relevant experience for land-related issues of Auroville Foundation.
The consolidated pay will be fixed as per the GoI norms.
Further, the Board approved the appointment of a retired, administrative
officer with relevant experience as under Secretary or above for any
administrative issues of Auroville Foundation. The consolidated pay will
be fixed as per the GoI norms.
Item No Approval of Security and Vigilance Officer
59.11:
The Board approved to appoint a retired security officer in the rank of a
Deputy Superintendent of Police for security-related issues. The
consolidated pay will be fixed as per GoI norms.
The Board directed Secretary, AVF to appoint a Central Vigilance Officer
for vigilance-related issues. The Vigilance Manual of the Central Vigilance
Commission may be used as a guideline for the vigilance administration of
Auroville Foundation.
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Item No Delegation of financial powers to Secretary and OSD
59.12:
The Board directed Secretary AVF to follow the comments given by the
MoE regarding the delegation of financial powers.
It was noted that the MoE has suggested that AVF may plan the disbursal
of grants-in-aid to units and activities of Auroville based on the
transactions made during the past three years.
Item No Proposal for construction of staff quarters
59.13:
The Board approved the construction of 30 staff quarters for the employees
working in the office of Secretary, Auroville Foundation with an estimated
cost of Rs. 15/- Crore (approximately). The work will be executed by the
CPWD as per GoI norms.
Further, the board approved that all Auroville Foundation staff quarters will
be under the control of the Secretary, Auroville Foundation.
Approval for appointment of Consultant – Project
Coordinator
Item No
59.15:
The Board noted that Mr. Dev Mohanty has been working in the office of
the Secretary, Auroville Foundation since December 2021, and provides
executive support including internal and external communications,
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planning and minutes of meetings and coordination of various programs to
Secretary, Auroville Foundation.
The Board suggested that his appointment as Consultant – Project
Coordinator may be done in accordance with comments given by the IFD,
namely to constitute a three members committee regarding the eligibility
criteria and fixation of salary for three months (temporary basis) as well as
disbursing of arrears from December 2021. His tenure can be extended as
may be deemed necessary by the Secretary, Auroville Foundation.
Item No Approval for formation of Legal Cell
59.17:
The Board approved the formation of a legal cell in the office of the
Secretary, AVF to look into all legal matters related to Auroville
Foundation including land purchase, land-related disputes and other
litigations pertaining to any matters associated with Auroville Foundation.
Further, the Board noted that Secretary, AVF in her capacity of Estate
Officer of the Auroville Foundation under the Public Premises (Eviction of
Unauthorised Occupants) Act, 1971 is the competent authority on land
matters.
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Item No Approval for Extension of tenure of OSD
59.18:
The Board approved to extend the tenure of Dr G. Seetharaman, Associate
Professor, IIIT Tiruchirappalli for next two years as Professor cum OSD at
Auroville Foundation. His expertise is found extremely useful and will be
further needed for the planning and development of the Auroville
Township as special project and the great vision of the Mother. He is co- ordinating with CPWD and other agencies for the implementations of the
Auroville Master Plan.
Further the Board approved and recommend to the Ministry of Education to
issue an extension order with a revised basic pay of Rs. [Number] with pay
protection for the combined responsibilities at IIIT Tiruchirappalli and
Officer on Special Duty, Auroville Foundation.
The difference in the basic pay of [Number] will be paid by the AVF.
Item No Approval for completion of Tamil Heritage Center
59.19:
The Board approved the implementation of additional works in the Tamil
Heritage Center such as electrical works, rest rooms, child safety railing,
Landscape levelling, entrance staircase, ramps, facade – upper-level
closure, roof sub-structure fixing etc. with additional cost of Rs. 75/- lakhs.
These additional works are to be executed by the CPWD as per GoI norms.
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REPORTING ITEM
Item No Auroville Festival Expenses
59.20:
The Board noted and approved the expenditure of Rs.19/- lakhs incurred
for various programs, including cultural programs, seminars, talks,
workshops, webinars and social service activities to share the ideals and
purpose of Auroville with neighbouring villages for the celebration of the
Mother’s birthday and Auroville’s birthday in the period 21st February
2022 to 28th February 2022. The approval is given subject to compliance
with GoI norms.
It was decided to have the next meeting of the GB in July 2022.
The Meeting ended with thanks to the Chairman and other Members
proposed by the Secretary.
Dr Jayanti S. Ravi
Auroville Foundation, Auroville
(Secretary)
//APPROVED//
Shri. R. N. Ravi
Governor of Tamil Nadu
(Chairperson)