“UTKALIKA”– COCHIN ORIYA ASSOCIATION, KERALA
(Rregistered under: Travancore - Cochin Literary, Scientific and Charitable Societies Registration Act, 1955)
(Reg. No. ER-43/2007)
No. 004 & 005 _ Quarterly Circular _ April & July 2008
(06 July 2008)
(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 Mob: 9447574728
(6) Mrs. Sabita panigrahi Member-Social 2206106
(7) Mr. Chinmaya Choudhury Member-Cultural Mob: 9446543956
(8) Mr. Netajee Patro Member-Finance 2204775
(9) Dr. Sujata Acharya Member-Editorial Mob: 9447987088
(10) Mr. Pradip Kumar Patra Member-Audit 2536469
(11) Mr. Siddharth Biswal Election Officer 2007-08 Mob: 9847031942
(12) Mr. Gynaranjan Samant External-Auditor Mob: 9447209318
Note: This is the second “Executive Committee” of UTKALIKA-Cochin Oriya Association, Kerala.
I. Circular for all members of “UTKALIKA” (Includes Minutes
of MC Meetings dated 10 Feb, 15 & 30 Mar, 29 June 2008 and
briefing on Utkal Divas 2008).
Quarterly circulars are being communicated to members of UTKALIKA through
EMAIL. This is the fifth circular of UTKALIKA (April and July 2008). The
quarterly circular for April 2008 could not be issued due to work load for the
conduct of Utkal Divas - 2008 on 6th April. The same was further delayed due to
the delay in printing of Souvenir – 2008 and settlement of accounts of Utkal
Divas which was discussed/passed in MC meeting on 29 July 2008.
Honorable Minister Shri Debi Prasad Mishra, Excise and Tourism, had consented
to be our CHIEF GUEST for Utkal Divas 2008. However, due to last minute
developments and official engagements, he could not attend the same. The final
program for the function was as follows:
UTKAL DIVAS 2008 – Programme details
Time: 1830-2000 hrs
1. Welcome Address by Anchors (Oriya & English)
2. Invitation of Guests to the Dias
3. Presentation of Bouquets to the Guests
4. Lighting of Lamp and Bhajan/ Welcome Song
5. Welcome Address by President
6. Report by Secretary
7. Felicitation by: Mr. A.P.M. Mohammed Hanish, I.A.S.
District Collector, Ernakulam
GUEST OF HONOR
and Launching of Internet Site
8. Felicitation by: Mr. V. Chander, Life Member
9. Address by: Rear Admiral Rama Kanta Pattanaik, YSM
and Release of Souvenir 2008, CHANDRABHAGA, Vol-2
10. Presentation of Mementos by Vice-President
11. Introduction of Executive Body Members by Anchors
12. Vote of thanks by Mr. S. Dandapat
(Time: 2000-2115 hrs)
13. Cultural Programme: Sambalpuri Folk Dance and Music
“NUPUR” Barpali, Orissa
15. Presentation of Memento/Certificate to Dance Troupe
The printing of Souvenir 2008, Chandrabhaga (Volume – 2) is completed and it is
being distributed now. Pending copies will be distributed to members during
AGM-2008. Members may contact Treasurer or Member – Finance for Souvenir
2008. The copies of Life Members living out side Cochin will be sent by BOOK
The Internet Site was just ready for the inauguration on 6th April 2008, on the day
of Utkal Divas. The same will be made up to date before the coming AGM 2008.
The agenda of MC meeting held on 29 July 2008, Venue and table of recent
meetings held are given in Section II, III & IV soon after the MC minutes.
The Web site address and UTKALIKA mail ID are given on the top for your
information and future correspondence.
The UTKAL DIVAS 2008 account was passed by the MC on 29 July and a copy
of the same is attached along with this circular.
The total income towards advertisements in Souvenir 2008 was Rs. 2,11,500.00
(rupees two lakhs eleven thousand and five hundred only) and the total
expenditure for the programme as per the accounts sheet as indicated above was
Rs. 1,48,812.00 (rupees one lakh forty eight thousand eight hundred and twelve
only). The savings from this programme is Rs. 62,688.00 (rupees sixty two
thousand six hundred and eighty eight only) out of which Rs. 26,000.00 is yet to
be received from the advertisers.
We are happy to declare that we have now 43 Life Members and 119 Annual
Members and 5 Honorary Members for “UTKALIKA-COA, KERALA”.
The recent collections towards Life Membership as well as Annual Membership
including renewal fee will be kept in FD before the coming AGM 2008.
The MC members will be shortly meeting the Ernakulam District Collector
regarding land acquisition at Cochin for UTKALIKA.
Two cupboards (Almiras) will be bought by the association for the safe custody of
documents, files and other belongings. One will be with the Secretary and another
will be with the Treasurer.
The Managing Committee has proposed for a consolidated annual contingency
grant of Rs. 17,000 (seventeen thousand only) to be paid to the following
members of the executive body towards Conveyance/Petrol, Telephone and
Internet expenses which is to be passed by the coming AGM 2008 :-
Secretary – Rs. 8,000 (Eight thousand only)
Treasurer – Rs. 4,000 (Four thousand only)
Joint Secretary – Rs. 2,500 (Two thousand and five hundred only)
Member-Editorial – Rs. 2,500 (Two thousand and five hundred only)
We have requested the Cultural Department, Govt. of Orissa for financial
assistance towards promoting Oriya Culture in the boarder areas and it is under
consideration. The necessary documents which were asked by the The Director,
Dept. of Culture have been submitted.
A standard Memento with UTKALIKA logo in brass will be designed/fabricated
as per the decision taken earlier. The same will be presented to all concerned in
future to maintain uniformity for all occasions.
Merit Awards for 10th and 12th standard children (one each) of
UTKALIKA members will be presented during AGM 2008. All are
requested to submit copies of the children’s mark sheet attested by the
Members themselves (signature, name and date) to the Joint-Secretary
or Treasurer of UTKALIKA before 31st July 2008.
Internal audit was carried out for UTKALIKA accounts for the period 17 January
2007 to 21 July 2007. Similar audit report will be prepared for the period 22 July
2007 to 31 March 2008 and from 01 April 2008 till the coming AGM 2008. Final
auditing will be carried out by the Chartered Accountants for the period 01 April
2008 to 31 March 2009 which will be required for filing returns to the Income
Tax department. At that time, all the three audit reports as indicated here shall be
submitted to the Registrar of Societies, Ernakulam.
For the second time, Mr. Siddharth Biswal, Life Member is
nominated by the MC as the Election Officer 2008-09. He shall
completed the election formalities and submit the results during the
coming AGM 2008 to the outgoing president of UTKALIKA for
“ELECTION 2008-09 AND FAMILY GET TOGETHER” will
be held on 03 August 2008 (Sunday) at KRL Petro House (The sketch and address
for the Venue is enclosed with this circular).
All are requested to reach at the Venue with their families
and friends by 0930 hrs. Tea and Snacks will be served
between 0930 and 1000 hrs. Lunch will also be organized for
all participants. Members are requested to donate as per
their wish and collect the required number of coupons from
the counter. However, all are requested to intimate the
number of participants from each family to the Joint-
Secretary or Treasurer positively by 31st July 2008. A few
participants can only be accommodated even during last
The membership certificates and the certificates of earlier competitions will be
distributed during the AGM.
The agenda for the proposed function is available below in Section-II.
The notification for the Election 2008-09 and Family Get Together is being
posted (Book Post) to all members and shall be available in the Web Site. The
nomination forms are available with the Secretary, Utkalika. The same can
also be downloaded from the Web Site after 20th July 2008. The completed
nomination forms for Election 2008-09 should reach the Election Officer by
31 July 2008.
The decision regarding the celebration of UTKAL DIVAS - 2009 on 5th April
2009 (Sunday) and Souvenir 2009 (Volume-3), CHANDRABHAGA will be
taken during the AGM.
The MC has proposed for celebrating “Ganesh Puja” and a cultural function
during the financial year 2008-09 which will be taken up by the new MC 2008-
Formal handing over and taking over shall take place during the AGM on 3rd
August 2008. The new MC will physically take over the charge during the first
MC meet soon after AGM 2008 and conduct the official proceedings.
It is requested that all the members and their families to cooperate and make the
function ”Election 2008-09 and Family Get Together” a success. Kindly
intimate the members and new comers around you who may not have Internet
with them or may not know about UTKALIKA.
The Annual Members are requested to pay their renewal fee, Rs.100. The amount
can also be directly deposited or transferred to Association account at any branch
of SBI in India and intimate Treasurer or submit the original/copy of the counter
foil. SB Account No. is given below:
Name of Account : UTKALIKA – Cochin Oriya Association, Kerala
Account No : 30126060849
Bank : SBI, CEPZ BR. (9484), Cochin-37.
The members are requested to come forward for becoming the part of the
Managing Committee or at least support the Managing Committee at their
convenience and capability. UTKALIKA being in its infant stage require help
from all our members and well wishers, to grow further.
All the members of UTKALIKA are requested to contact/approach for new
members (For Membership Registration). Form is available in the Web Site.
Printed forms are available with Secretary and Treasurer.
All the members of the UTLKALIKA are requested to raise funds through
donations and advertisements in our Souvenirs being released.
Feedback from the members of UTKALIKA is always welcome either over
telephone or through email.
We may be excused for any mistakes, omissions if any in the circulars which can
be corrected/ modified accordingly later.
II. AGENDA OF THE “MC” MEETING (29 July 2008): Accounts of
“UTKAL DIVAS 2008”, AGM 2008 and Family Get Together
Attendance of Members
Welcome address by President and Silent Prayer
Reports by Treasurer
1. Utkal Divas 2008 - Accounts
2. Financial Status – Balance in account
3. Membership status
4. Recent collections towards Life Membership and Annual Membership, FDs
5. Pending Payments towards Advertisements
6. Sanction and accounts resisters – updating
Distribution of Souvenir 2008
Land Acquisition – Meeting with District Collector
Internet Site – Revisions and updating
Purchase of two cupboards
Contingency Grants for selected members
Request of Funds from Orissa Government, Cultural Department
Momento in brass containing the UTLALIKA logo (& for MC Members)
Merit Awards for 10th and 12th Standard Children
Audit of Accounts and filing of Returns
Internal Accounts: (1) 17-01-07 to 21-07-07, (2) 22-07-07 to 31-03-08
(2) 01-04-08 to 20-07-08 for AGM
Audit by Chartered Accountants: 01-04-08 to 31-03-09
Nomination of Election Officer and Election Notification
Election 2008-09 and Family Get Together – Date & Venue
# 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
# Annual Report by SECRETARY
# Accounts – 2007-08 and balance sheet by Treasure
# Election and Oath Taking for MC (by Election Officer)
# Formal handing over and taking over (Inventory-2007-08)
# Nomination of External Auditor by new MC and approval
by the AGM
# Notification inviting the articles for Souvenir-2009
(CHANDRABHAGA) by Member-Editorial
# Self Introduction – All Members & Families
(Coordinator: Mr. AK Das)
# Cultural Programme, Games & Activities (Dr. Reeta Jayasankar,
# Lunch: Catering by Petro House - (Mr. AK Das, Mr. Tusharkanta
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,
and Chinmaya Choudhury)
Quarterly circulars of April & July 2008 (to be issued on 1st July 2008,
attachments along with the Email)
1. Utkal Divas 2008_Expenditure Accounts
2. Election 2008-09 and Family Get Together Notification
3. Nomination Form
Utkal Divas 2009
Proposals for Celebrations/Functions/Picnic etc. during 2008-09
Souvenir 2009 and Notification for Articles
Printing of Brochure 2009, Office Pad and Visiting Cards
List of Pending Jobs
Additional Points from Members
Closing remarks – President / Secretary
III. VENUE OF LAST MC Meeting: Residence of
Mrs. Sabita Panigrahi,
IV. Date & Time of MC Meeting : 29th June 2008 (Sunday), 1700 hrs.
Table: Executive Committee Meetings and Purposes
Date & Time Venue Discussion/Remarks
Details of previous meetings (1 to 12) in previous Minutes/Circulars
13 28 October 2007 Mrs. Sabita Panigrahi - Discussion regarding
Residence, Common Odissi Dance Programme
Room on 4 Nov 2007
14 08 December 2007 Mr. Netajee Patro Discussion regarding:
(1800 hrs) Member-Finance Ethnic Food Fest
(Residence) (EVENTS INDIA)
15 20 December 2007 Mrs. Sabita Panigrahi - Discussion regarding:
!800 hrs Residence, Common Ethnic Food and Cultural
Room Fest 2008
15 10 Feb 2008 Petro-House, Discussion regarding
!730 hrs Kochi Refinery UTKAL DIVAS 2008
16 15 March 2008 Mrs. Sabita Panigrahi - Discussion regarding
1700 hrs Residence, Common UTKAL DIVAS 2008
Room (6th April 2008)
17 30 March 2008 Dr. B.C. Nayak, Utkal Divas 2008
1600 hrs President, Residence
18 29 June 2008 Mrs. Sabita Panigrahi - Accounts Utkal Divas
1700 hrs Residence, Common 2008, AGM 2008 and
Room Family Get Together
V. VENUE OF AGM (Election 2008-09 and Family Get Together):
Site Map (Please expand for clarity)
Site Map: Please enlarge for readability
Date: xx July 2008
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