Docstoc

UTKALIKA_Circulars_060708

Document Sample
UTKALIKA_Circulars_060708 Powered By Docstoc
					“UTKALIKA”– COCHIN ORIYA ASSOCIATION, KERALA
        (Rregistered under: Travancore - Cochin Literary, Scientific and Charitable Societies Registration Act, 1955)

                           (Reg. No. ER-43/2007)
                  Website: www.utkalikacochin.110mb.com
                    Email: utkalika_cochin@yahoo.com

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


                                                                                                                        1
    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
                          CHIEF GUEST

                   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
    ==========================================================




                                                                                 2
   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
    POST.

   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 :-



                                                                                     3
           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
  further proceedings.

   “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

                                                                                      4
    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
    minute.
   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-
    09.

   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.




                                                                                    5
         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
              in SBI
           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


                                                                                         6
                        (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

     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
     #      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,
            Mrs. Reena)
     #      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


                                                                             7
             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,
                                                         (Common Room)



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
                                                              (6th April)
   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


Pages: Nine



                                                                                    8
V.   VENUE OF AGM (Election 2008-09 and Family Get Together):

                    Site Map (Please expand for clarity)


      Site Map:              Please enlarge for readability




SECRETARY                                           PRESIDENT
                                                    Date: xx July 2008


     -------------------------   END OF MINUTES ---------------------------




                                                                              9

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:5
posted:10/13/2011
language:English
pages:9