UTKALIKA_Circulars_220707

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“UTKALIKA”– COCHIN ORIYA ASSOCIATION, KERALA
(Rregistered under: Travancore - Cochin Literary, Scientific and Charitable Societies Registration Act, 1955)

(Reg. No. ER-43/2007)

No. 001 _ Quarterly Circular _ July 2007

(1) Dr. B.C. Nayak President Tel: 2203100
(2) Mr. Arun Kumar Das Vice-President 2305169
(3) Dr. Jaganath Swain Secretary 2422208
(4) Mrs. Manisha Dandapat Joint Secretary 2400341
(5) Mr. Tusharkant Sahoo Treasure 2722709
(6) Mr. D. Nayak Member-Social Mob: 9947036418
(7) Dr. Reeta Jayasankar Member-Cultural 2375290
(8) Mrs. Sabita Panigrahi Member-Finance 2206106
(9) Dr. Sujata Acharya Member-Editorial Mob: 9447987088
(10) Mr. Pradip Kumar Patra Member-Audit 2536469
(11) Mrs. Vilasini Nayak Election Officer-2007 2203100
(12) Mr. Netajee Patro External-Auditor 2323775

Note: This is the first “Executive Committee” formed before registration of the Association/Society at Cochin, Kerala.

I. Circular for all members of “UTKALIKA”

 Quarterly circulars will be communicated to members of UTKALIKA through
EMAIL during the months of April, July, October and January. This is the first
circular of UTKALIKA. This being the circular for AGM, it will be
communicated by post and/or telephone (only intimation) to the members who do
not have email.
 The Annual General Body Meeting (AGM-2007) cum “Family Get Together”
will be held on 22 July 2007 (1000 hrs/10 AM) at Petro-House, Kochi
Refinery, Bharat Petroleum Corporation Ltd., Cochin (please see site map at
the end of circular). All members are requested to attend with their families
in time (1000 hrs).

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 Managing Committee Election (MC 2007-08) will be held during AGM. The
Election Notification and Nomination Form are in attachments.
 Mr. Siddharth Biswal, Life Member has been unanimously nominated by the MC
as the Election Officer (2007-08).
 Lunch will be arranged during AGM (Rs.100/- per person, Rs.50/- for
children above 5 years).
 Two “Awards” have been constituted for 10th and 12th standard children
(students) of UTKALIKA members (HONORARY, LIFE and ANNUAL
members). Therefore, all are requested to submit/post a copy of the mark list to
the Secretary/Joint Secretary for those children who have completed 10th and 12th
exams during the current financial year for consideration. Certificates and prizes
will be given only to two children (10th – One, and 12th – One) on the day of
AGM every year starting from 2007. Dr. BC Nayak, President UTKALIKA has
sponsored (Life Time) a cash prize of Rs.500/- (rupees five hundred only) for
10th standard. We are looking forward for another sponsor for 12th standard
(either Life Time or for year 2007, Rs.500/- or above).
 The distribution policy of the “Souvenir”: It has been decided that, a copy of
the Souvenir will be distributed to all existing members of the association. The
Honorary Members and Life Members including outstation members will be
provided/posted a copy of the Souvenir every time whenever it is published. All
authors of the articles published will be provided with a copy. If, more than one
article is authored by a single person, he or she will be provided only one copy.
Those who (mostly children) have published drawings, paintings etc. will not be
given a copy separately since all members are already provided with a copy of the
Souvenir. One or more copies will be provided to the Guests of Honor of the
UTKAL DIVAS function, to the dignitaries whose messages have been published
in the Souvenir, to VIPs and other personalities as decided by the MC. All new
members (Honorary/Life/Annual) will be supplied with a copy of the Souvenir-
2007. All the MC members, Election Officer and the External Auditor will be
provided an additional copy. The non-members who are interested will be
provided a copy of the Souvenir-2007 for a nominal cost of Rs.50/-.
 It is decided to have an Internet Site for “UTKALIKA-COA, Kerala”. Action on
this regard will be taken up.
 Additional few copies of Souvenir-2007 are available for sale (Rs.50/- each)
during AGM-2007. Members can also purchase the UTKAL DIVAS CD for
Rs.30/- each.
 Five Honorary Members have been nominated by the MC: (1) Shri Surjya
Narayan Patro, Minister – Energy, Information Technology and Culture, Orissa;
(2) Prof. Prabhat Patnaik, Vice-Chairman, State Planning Board, Govt. of Kerala,
(3) Prof. KV Thomas, Local MLA, Ernakulam, (4) Shri. A.P.M. Mohammed
Hanish, IAS, District Collector, Ernakulam, and (5) Dr. KR Rajappan, Specialist
Hospital, Ernakulam North. The certificates for the Honorary Members will be
prepared/presented during AGM-2007.
 Term deposits of Rs.31,000 (membership fees of 31-Life Members) and Rs.7500
(75-Annual Members) were deposited in SBI, CEPZ Branch, Cochin-30 where
association account is being operated.

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 The celebration of “UTKAL DIVAS-2008” (First Sunday, April 2008) and
publication of Souvenir-2008 have been proposed.
 There are proposal for celebrating “KUMAROCHHABA” or “DIWALI” and a
family picnic (for interested members) before UTKAL DIVAS-2008.
 Notification inviting the articles for Souvenir-2008 (CHANDRABHAGA) will be
issued by the newly elected “Member-Editorial” before the AGM-2007, as soon
as the election process for MC (2007-08) is completed.
 All the members of UTKALIKA are requested to contact/approach for new
members (Membership Registration). Presently we are 106 members
excluding Honorary Members.
 Land acquisition at Cochin for UTKALIKA is in progress (copy of letter
enclosed).
 Kindly intimate regarding AGM-2007 and MC 2007-2008 election to your
neighbors or nearby members those who do not have emails.
 It is decided to have a standard Memento in brass containing the UTLALIKA
logo and a bottom/side small (rectangular) brass plate to write name and other
details if any.
 This circular includes the minutes of MC meeting/discussion held on 08-07-2007
and will be kept as a record in the “MC minutes” register signed by Secretary and
President.
 Feedback from all members are always welcome.
 We may be excused for mistakes, omissions if any in the circulars which can be
corrected/modified and shall never go against the bye-laws of the association
unless and otherwise the same is amended officially.

II. AGM-2007 & Family Get Together Programme/Agenda:
# Opening Address & Anchoring – by Dr. Sujata
# Lighting of Lamp & Offering of Flowers
to LORD JAGANNATH - (Organizer: Member-Cultural)
# Jagannath Bhajan (To be arranged by Joint-Secretary)
# Welcome Speech – PRESIDENT: Dr. Nayak
# Address by Chief Guest (under progress)
# Annual Report by SECRETARY
# Accounts – 2007 and balance sheet by Treasure
# Election and Oath Taking for MC (by Election Officer)
# Formal handing over and taking over (Inventory-2007)
# Nomination of External Auditor by new MC and approval
by the AGM
# Notification inviting the articles for Souvenir-2008
(CHANDRABHAGA) by Member-Editorial
# Self Introduction – All Members & Families
(Coordinator: Mr. AK Das)
# Cultural Programme, Games & Activities (Dr. Reeta Jayasankar,
Mrs. Reena & Mr. D Nayak)
# Lunch: Catering by Petro House - (Mr. AK Das, Mr. Tusharkanta

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Sahoo, Mr. Netajee Patro and Mr. Saroj Kumar Dal Samant)
# Antakhyari: Ladies versus Gents
# DISTRIBUTION of Certificates (Honorary/Life/Annual
Membership, Awards and Prize Winners)
# Vote of Thanks - By Mr. AK Das

Registration Counter: Mr. Tusharkanta Sahoo, Mr. Netajee Patro,
Mr. PK Patro and Chinmaya Choudhury)

III. AGM-2007: Date & Time: 22nd July 2007 (Sunday), 1000 hrs

IV. VENUE: “Petro-House” – Kochi Refinery, Bharat Petroleum
Corporation Limited, Maradu Junction, Cochin.
(Less than half a kilometer for Maradu Junction)

Site Map (Please expand for clarity)

Site Map: Please enlarge for readability

Table: Executive Committee/AGM Meetings Held Till Date
Date & Time Venue Discussion/Remarks
01 09-06-2006, 1600 hrs Dr. Nayak – Residence Initial discussions
02 22-10-2006, 1600 hrs Mr. Das – Residence Registration - Regarding
03 24-12-2006, 1600 hrs Dr. Swain – Residence Regarding proposed get
together in January (2nd
Saturday – 13th)

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04 07 January 2007 Petro-House General Body Meeting
(1100 hrs – 1700hrs) Kochi Refinery, (Oriya Association)
Bharat Petroleum
Corporation Ltd., Cochin
05 14 January 2007 Dr. Reeta Jayasankar – Managing Committee
(Sunday, 1900 hrs) Residence Meeting (prior to
(Member-Cultural) registration)
06 11 February 2007 Mrs. Sabita Panigrahi - First Managing
(Sunday, 1700 hrs) Residence Committee Meeting,
(Member-Finance) after registration.
07 04 March 2007 Mrs. Sabita Panigrahi - Second Meeting,
(Sunday, 1700 hrs) Residence Regarding UTKAL
(Member-Finance) DIVAS Celebrations.
08 25 March 2007 PETRO HOUSE Third meeting,
(Sunday, 1700 hrs) regarding UTKAL
DIVAS celebrations.
09 21 April 2007 Mrs. Sabita Panigrahi - Forth Meeting after
(Saturday, 1730 hrs) Residence, Common registration regarding the
Room (Venue changed post activities of UTKAL
to Mr. Dandapat,s DIVAS-2007 and future
Residence) plans
10 08 July 2007 Dr. Nayak’s Residence Regarding AGM and
(Sunday, 1700 hrs) (President) current activities of
association.
11 22 July 2007 Petro-House AGM (proposed)
1000 hrs Kochi Refinery,
Bharat Petroleum
Corporation Ltd., Cochin

Pages: Total Five

SECRETARY PRESIDENT
Date: 08 July 2007

------------------------- END OF CIRCULAR ---------------------------