MEETING: Board of Trustees of BSNL 

At:  BSNL HOUSE, 128 East Lane, North Wembley, Middlesex, HA0 3NL.

on: Tuesday – 13th June 2017, 8.30pm start

Minutes taken by: 

Trupti Joshi and Harendra Raval

Present:Parul Jani (PJ), Ramnik Joshi (RJ), Nilimaben Raval (NR), Vandanaben Joshi (VJ), Bharti Vyas (BV), Kailashbhai Thaker (KT), Hitesh Purohit (HMP), Bhavesh Yagnik (BY), Harshaben Bhatt (HB), Anjana Thaker (AT), Harendra Raval (HK), Anandbhai Pancholi (AP), Gunvantbhai Dave (GD), Trupti Joshi (TJ)

Came late:  None

Visitors: Kamal Purohit (KP), Bilesh Joshi (BJ), Pramath Pandya (PP), Harsha Trivedi (HT)

Apologies: Mukeshbhai Rawal (MR), Vinod Mehta (VM),

Absent: 

Appendix A: Agenda for this meeting 

Appendix B:  Matters arising from last meeting together with action points as discussed during this meeting. 

Appendix C: Finance Report by RJ

Item Minutes and Actions Action:

1 & 2)  Meeting started at 8:45pm by Reciting of five Gayatri Mantras.1 minutes silence observed for GD’s father

Registration and Apologies 

As above.  HMP suggested that YBs should send a rep if chair is unable to attend.

 All

3) Approval of minutes of BOT meeting held on 11th April 2017

The minutes were approved. Proposed by RJ and seconded by HMP.

 

4) Matters arising from last meeting

See Appendix B

PJ stressed that all outstanding issues should be attended to ASAP and before the next meeting.

GD welcomed small working group. It was suggested that this be covered next.

5)   Correspondence by HK/GD Invitation from Swaminarayan Gurukul Parivar UK group for event on 28/6 to 2/7: Hindu lifestyle seminar

2017.

HK

6) Finance Report by RJ This was sent to all BOT by RJ via email.See Appendix C.HMP asked if £2000 has been received. Answer: Yes.HMP wants to know when we will spend this money. VJ reminded him that she has asked everyone what we want. VJ will resend budget to HMP again. GD recommended that we spend money before the next meeting.VJ to speak to BY and HMP tomorrow.RJ reminded everyone that if they are organising events, and people are paying by DD, then this makes it harder for him to manage. RJ will come up with an alternative solution – just take cash or cheque for payments. HK had one question: on balance, RJ had £50000 in current account. RJ has taken out £20 000, but do we still need to have £30 000 in current account? HK suggested this is moved to the deposit account.

7)   Report on   Next Programmes  

7a) Antakshari on 17 th June 2017 by Abhilasha Report has been sent out. See Abhilasha report below. AT asked if AC units are working. GD thinks they are but is not sure. GD needs to check, but advised that it probably won’t work. It was suggested that fan’s are used as a contingency. BV will lend AT a few, and AT will bring a few from home too. 112 tickets have been sold. Everything else is in place. GK advised that we don’t have enough seats. AT said she will use mats so people can sit on the floor.

7b) Shiv Katha 24th July to 31st July 2017HK has not yet prepared a budget as he is waiting for a visa to come through. If visa doesn’t come through, then we will look for a local priest. HK has received quotes from Apna caterers and Raj Bhog and Parul will get one from Meera for food for 8 days. No’s need to be finalised.

8) Presentation of findings by a small working group on the proposed Porta Cabin Redevelopment

Spokesperson: KPReport circulated to all BOT – see Appendix D.Explained about how and why the small working group formed – main reason was for benefit of BSNL.After presentation, there was much discussion. Pro’s and Cons discussed vigorously. Final question from KP was:

Do the small working group have permission to carry put a proper and complete feasibility study on the viability of extending our premises at our site (whatever option we go for, whether it be what is existing on the table, or one of the alternatives outlined in the Appendix D presentation). KP was advised that BOT would discuss at next meeting and get back to her.

9) The BSNL Subgroups

Abhilasha by AT

Following report sent by e mail prior to start of meeting.

Abhilasha report for BoT meeting Tue 13/6/2017ZumbaCurrently 28 ladies in total over 2 sessions, although due to sickness and holidays, the classes are not fully attended. We are filling the gaps with ladies who have requested a one off trial for £5, which is proving successful as most have then joined and paid for the remaining sessions. Register is being maintained. So far we have made a profit of £605, which may increase if we include more trials.Antakshari : Sat 17/6/2017111 tickets although budget was for 110 tickets.Food has been ordered via Sharadbhai from Apna Caterers who have agreed to £3.50 per plate, menu as follows:Ragda PetisDahi wadaMogo Gajar HalwoMusicians : Kailashbhai and Mukundbhai MehtaPresenters: Sharadbhai Mehta and Anjana ThakerJudges : Harshaben Bhatt, Bhavini Bhatt and Kalaben Mehta.Team Leaders: Bijal Trivedy, Nilimaben Raval, Vandanaben and Pannaben Bhatt.Doors will open at 6pm and Antakshari will be from 8-11pm, with a 15 min break at 9.30pm when home made faludo will be served courtesy of Jyoti Joshi.July – not yet planned awaiting confirmation of Shiv Katha and Bhajan Sandhya.Future events are in planning stage and will be advised in due course.Culture Club by TJCC currently have 15 children on register. 4 have stopped coming this term due to a number of school commitments (sports days, camping trips, sports events) and due to tuition for exam prep. Topic this term: Satyanarayan Katha. Term will conclude with actual katha on 25/6.Priest booked – Jatinbhai Vyas of Kingsbury, fee £51.Catering needs to be ordered, for approx. 60 people.Hall booked. Duty list to be prepared.

TJ

EGroupBrief report E mailed prior to meeting:

On average we have been getting around 95 members attending our eGroup every Tuesday this spring onwards. We have 126 members (plus around 30 on our waiting list). But not everyone will be present due to holidays,

sickness, appointments, etc. Hall capacity from Health & Safety angle is around 100 allowing space for serving and eating food - buffet style. Each week we serve a full vegetarian meal - usually consisting of 2 shaak, daal, rice, roti / puri, farshaan,

sweetdish, chutney, salad, chaas, ice-cream, etc. We also have tea, coffee and biscuits on a self help counter. Members donate lunch and we have a full donation list up to November 2017. We are happy that we provide at least one decent hot meal per week to our elders. Each week we have a manoranjan theme - e.g. bhajans, bollywood songs, presentations, discussions, games,

parties, special events and celebrations, external presenters, etc. Members enjoy every Tuesday. We operate an "Everyone attending BSNL eGroup must Feel Good" ethos.

We have our own musicians who accompany our members singing - giving them a platform to perform in front of others. Members enjoy this.

We help members celebrate their own and family functions, birthdays, etc. We meet from 12 to 4 for eGroup. I am there with some other volunteers from 11:00 to set things up. We Gayatri Mantra, Hanuman Chalisa, etc... and do thaal and arti before serving our lunch as prashaad. We have eSangeet classes from 4 to 6 - and some 20 members attend these - based on popular raags and

bollywood songs - to become better singers and musicians.

We run elders yoga (eYoga) classes every Thursday from 10 to 11:30. And have around 18 members on average attending.

Over the last 4 years (since our relaunch) we have generated net surplus operating funds of around £11,000. That is we are self funding and have not been a burden on the main samaj.

We are planning to take our members on a sea side outing (Clacton on Sea) on Tuesday 18th July (Weather permitting). Parulben has kindly secured a free coach for us as a donation for this.

All is running smoothly with members looking forward to every Tuesday.

HK raised one question: In his report, he mentions a waiting list, we need clarification, but VM not present at meeting.3060HMP reported that we have 3 upcoming events:Jun 30 – Quiz night at BSNL house, 7:30 onwards, entry fee £2, light refreshments.Jul 22 – BBQ family, 3:30 onwards, light refreshments, entry fee £2 per person. Food managed internally.18 Aug – Boat party, departs 7:15, tickets £20 for members, £25 for non-members. Tickets available from Bijal Trevedy. 55 enq so far, 10 have already paid. Aim is to get people together. DJ to do music, Bombay street food provided. This is the first vent since Valentines dinner and dance, as we are all working. A call has been put out to get people to join sub committee.All functions, budgets will be done.

HMP

YB’sYB Committee meeting scheduled for tomorrow. Venue:BSNL Hall. GD said he would attend this meeting. BY also said he would attend, but would not be able to stay for duration.Bhavesh advised that after Mohini Yagnik’s resignation, Amar Trivedi had taken on role of YB Chairperson. Bhavesh then went on to read an email sent by Amar (see below):

Namaste BOT, 

Thank you for your recommending and approving my promotion to the president of the Young Brahmins. I am truly humbled and honoured to hold this role, and I will do my best to serve the YBs, and the BSNL well. I hope that my ideas, experience and passion will help drive the YBs forward and encourage others to join as well as enjoy the events we organise.  

I thank you for your trust in me, and if there is anything in particular you would like me to do please let me know.

Recent Events

Ice Skating: During the Easter Holiday the Young Brahmins went Ice skating at Sobell Leisure centre.  It was a fantastic event, and all those that went had a great time.  We hired out the entire rink and all 28 attendees were able to show their skills on the ice.  We made a small financial loss, but for our first major event it was good to see it well attended.   For a few this was the first time skating, and others had been many times before. It was very encouraging to see that those who were experienced helping those who were skating for the first time.   Some of the comments from the day- “I’m glad I joined the YBs, met some amazing people”, “when are we doing this again, it’s awesome!”, “It was great to see the more experienced skaters help and encourage others“.  - That’s the ethos of the YBs, to challenge ourselves, to help, to encourage and to support others.  I would also  like to thank all parents and BOT members who helped out on the day.

Football: Sunday 11th June we held our first YB football session.  It went well and we had 10 people attend.  This was possibly due to India playing cricket at the same time, thus some players were unavailable, future sessions will likely have more players.  We will be increasing the marketing of this and other events, to encourage greater participation and awareness of the YBs and what we are holding.  I would kindly request the BOT that they also share the details with the membership as much as possible.

Future   Events

Sports Day: We are planning on organising a Sports day this summer, and would like to include the other Brahmins Samaj's.  We have some questions.    1) Are we able to co-ordinate with the other brahmin samajs directly to organise this. or 2) Should YBs and BSNL organise it and invite the other Samajs to join us just for the event.  Once the details and dates are finalised we will send you our proposal for approval.Christmas Party: Would you like the YBs to organise this year's christmas party? We are looking to run some other events in the future of which you will be given details for your comments and approval.Thank you all for your support and my committee and I will work hard to promote and grow the YBs.

Kind regards

Amar Trivedi, 07958034917.

HK advised that he had asked Amar to send report for the newsletter, but as Amar had not done so in time, HK had written a one liner himself.

Re Sports day, working with other organisations, HK said that UK Valam and BBSL are best to coordinate with via JSC. Re grant: HMP asked VJ to see if any other grants available for funding sports day. HMP spoke to Hasitbhai about Football, both are interested. HMP thinks we should do more with other samaj’s. Re Christmas party: HMP advised that this has been organised by Nutan for last two years, and Nutan really enjoys organising and would want to say involved. He suggested that Amar should liase with Nutan.

Amar wanted to have people come to hall to watch Sports together. We would need a TV licence to do this. There was no final decision on this point.New Sangeet GroupThis is up and running (three lessons already delivered) and VJ is lead. Padmaben Bhatt is the teacher. There are 11 students registered. Fee is £30 for 10 weeks. So far so good!

10) Any Other Business

a) VM: Quit as New Building Team Leader via email, following message sent:Dear GunvantbhaiIt was good to work with you and make progress on this project and liaise with our architect, get planning permission, raise funds, apply for the lottery grant, generate our financial plan, apply for a bank loan, etc. And I was happy to take over project leadership from you to give you time off to take care of your personal and family needs.

But in spite of my best efforts, as you know, I have had more challenges than support on this project - and that to me is a recipe for disaster for any project - and also a serious risk to my personal integrity in our samaj. And for that reason I am handing back the project reigns to you and resigning from this project with immediate effect.

Needless to say I will continue to serve BSNL and our members to the best of my ability.RegardsVinod Mehta

VM

b) PJ sent following report via email (not discussed at the meeting):Outstanding Item from Last Minutes

1. Health & Safety Document Attach (I will have to work with someone to condense this report into only few pages)

2. Board & Signs been ordered awaiting 

Building ReportAll working fineAt present, My job situation is very very busy, I cannot give more time to building project and cannot complete my to do list as my evening mainly goes answering phone calls for hall bookings.I suggest we have part time care taker who can take booking and open and close hall so I will be free to do other marketing and management things. Please pass your view. Parul Jani

PJ

c) AP: Media Teama) Twitter and Instagram – are we all happy to start? Sanj Thanki has done really good job keeping FB up to date.

Instagram is ready by Sanj. Twitter has been done by Yagneshbhai. All agreed. AP will start to initiate and he will put it into newsletter/advertise so people can follow.

b) Are we going to disable all subgroup pages? Answer is Yes. GD said Egroup has started their own page again. This needs to be shut.

c) Navratri – Sanj Thanki wants competitions. HR said all competitions are rejected.d) Everyone has been given AP’s no so they can send photo’s to AP.e) VJ and AP to look at how to send a link to website to access latest newsletters.

d) RJ RJ is going on holiday, he will be back on 28/6. HK in charge of money til then.

BY On holiday from 10-16 July.

HMPMembership issues last year, so HMP wants all money to go to him directly, not via third parties, etc. Membership runs out end of august, new rates.

HMP has been asked to be provided with a full list of database for: Amar, TJ, VM, TJAsked BOT to reply to messages on group/email. GD re-iterated that all trustees need to respond to messages in a timely fashion, without the need for anyone chasing them.ATZumba going well. We might book for next 10 sessions. AT wanted mirrors to be put up – it was decided not to do this.HT has a special trainer to help people lose weight. It was suggested that HT can run with this if she wants.HBAttended bia agm. Since then, all is very quiet at the BIA. There have been no emails and no contact. VJ will mention to Anitaben Ruparelia (a trustee at BIA) when she see’s her next week.HB away for next meeting.NRApologies for next meeting.

VJYogibhai Pandya spoke to VJ about Caste Discrimination. He wanted VJ to share info on this with our members. VJ asked when we will decide and respond to Kamal Purohit and team re possibility of conducting a feasibility study. GD replied with: After discussion at the next BOT meeting.KTNothing to add.

BVHas spoken to many members and asked them: Are you happy with BSNL. She feels that people are very happy with our subgroups. BV says that she is happy that people are happy. One complaint that people tell BV is that people don’t know what is going on and when. BV said we should all work towards our stated mission statement and she is preparing a document to advise all trustee’s about how they can help increase ‘happiness’ within the community.HKParul wanted to thank BV for new covers for mats.For JSC Nav 2017, we need team leaders and volunteers, anyone interested should contact Parul.RJ – Gift aid for aarti money 2017: Can BSNL claim and then we will discuss how to distribute. RJ said ok.HK asked KP if she is committed to taking on the newsletter. KP confirmed that she is, if her situation changes, at that time, she will inform HK.TJ asked HK when he was ready for ‘Secretary Role’ training. HK advised that he was currently busy but would advise when he was free.GDGoing on holiday next tue, returning on 3 July. GD thanked everyone for their hard work.

  Meeting finished at 11.35pm.Dates for Meetings

13th June,2017, 11th July 2017, 15th August 2017,12th September 2017,17th October.2017 and 14th November 2017

 

   

Appendix   A

Agenda for meeting held on 13th June 2017

1. Prayers 2. Registration and Apologies  3. Approval of minutes of BOT meeting held on 9th May 20174. Matters arising from BOT meeting of 9th May 20175. Correspondence by HK/GD 6. Finance Report RJ7. Report on Programmes-

a) Antakshri 17th June 2017 by Abhilashab) Shiv Katha 24th July to 31st July 2017

8. Presentation of findings by a small working group on the proposed Porta Cabin Redevelopment.

9. Reports from BSNL Sub Groupsa) Abhilashab) Cultural Clubc) E Groupd) Club 3060e) YBs

10.Any other Business. 11.Date of next BOT meeting 11th July 2017

Appendix   B:   Matters arising from last meeting   NO OUTSTANDING ACTION POINTS

DETAILS

BY WHOM STATUS

1  BSNL Board for the Front of the Building Company coming to check for size this Friday

14/3/17: BY shared the design. BY advised that we need to know exact size and exact wording, colours, etc.

11/04/17: PJ has asked for 4 different layouts. PJ wants to see about the colours and the orientation. PJ has asked BY to chase suppliers up. PJ hopes to have something by the next meeting.

PJ/BY  Outstanding 

9/5/2017 -will be done within a week

13/6/2017 – ordered. As soon as installation date set, someone will need to organise fitting. PJ and BY to sort out.

2  Policy and Procedure and Health and Safety documents to Courses planned for end of March BOT members should respond to availability on Doodle Dairy to be set up

H&S course confirmed for Tue 25/4/17 at 6 pm, Only GD, BY and TJ can’t make it but will try. PJ to send out timings.

9/05/2017 PJ waiting for Documents.

13/6/2017: PJ has sent doc to BOT. Doc was 56 pages long and produced by Martin from Shield Systems. BY to condense and tailor.

PP, PJ, GD

BY

Outstanding

In-progress

 3  Draw up Fire procedures.    

Will be completed after H & S Training

9/05/2017 PJ waiting for Documents.

13/6/2017 – as above.

PJ/GD  Outstanding

4  Risk assessment to be done and Food safety officers etc. appointed.

13/06/2017: Food safety officer is HMP. PJ needs to sort out how the rest of the BOT can complete the training. 19 licenses still exist.

E-mail training arranged.

All Trustees who have e mails

from PJ

PJ to chase. 

Outstanding

5  Plastic Cards –details to be circulated to Trustees 

At this stage, HMP suggests we carry forward to next year as there is not enough time left to complete this in time for membership renewal this year. 

HMP TO obtain revised costs and circulate to BOT. Hope to have it up and running by April 2017

9/05/2017 deferred to January 2018 for new committee

HMP  Outstanding 

6  Nursery rent review to send our calculations for revised rent. 

Agenda Item – see minutes above-HK to finalise

BSNL is still waiting to hear from Anilaben.

9/5/2017 Reminders sent

13/06/2017 – completed.

HK   In progress

7  Disability and Equalities policy  BY   In progress

Initial Draft sent to GD.Brief may be a single simplified page document is required.14/3/17: GD asked BY if there is a condensed version. BY to ask CC.

11/04/17: VM has offered to summarise this as he is concerned this has gone on too long.9/05/2017- BV to send full version to VM who will adoptand circulate shorter version to BOT.13/6/2017 – Still outstanding for BY BV/VM

8 To meet to finalise the requirements for crowdfunding.11/04/17: VJ is working on it, she is still unwell so as soon as she is well, she will complete. VJ to try and complete in two weeks.9/05/2017- VJ has been busy hope to arrange by next meeting.13/6/2017 – VM advised VJ to put this on hold until after we know what we are doing with the hall renovations. – carry forward.

VJ/GD/VM Outstanding

9 New on line membership system to BOT HMP Outstanding10 Newsletter preparation BY to check with YBS

11/4/2017 HK thanked Kamal Purohit for preparing the April 2017 Newsletter

9/05/2017-Anandbhai to ask Bhavini Bhatt

13/6/2017 – AP to ask BB – he still needs to do this.

13/6/2017 – HK to contact KP to ask her about the newsletter.

BY Outstanding

11 To purchase accident Book

13/6/17 – done. 5 books have been purchased. 1 with CC, 1 with Egroup. 1 in each of the first aid boxes.

PJ

TJ

outstanding

12 To provide VM with finance details for CAF Bank

9/5/2017 needs CV from 4 trustees in total at present.HK and GD to provide

13/6/2017 – RJ has given his CV to VM. GD still needs to provide a CV. 1 more trustee needs to provide their CV.

RJ/GD Outstanding

13 Arrange for outstanding maintenance work to be completed

09/05/2017- Having meeting on Thursday

PJ Outstanding

14 TJ to fix date/priest/catering requirements/budget/etc. For SatyaNarayan Katha.

Budget to be done and circulated. TJ.

TJ Budget Outstanding

15 Sangeet classes to be arranged for BSNL members VJ Outstanding

9/05/2017 VJ to agree terms and conditions with Padmaben Bhatt for 13 week classes. Non-refundable payment of £30 from BSNL members. VJ to be responsible for the administration and control.

13/6/2017 – done. VJ to give accounts to RJ.16 Parichay and Saathi Samelan VM to speak with

Mayaben Acharya and Bhavini Bhatt

9/05/2017- VM needs phone numbers of Mayaben and Bhavini.

13/6/2017 - VM has sent email regarding this Parichay. Email has not said who is doing this? VM’s message does not contain this info.

13/6/2017 – Sathi-samelan still outstanding.

VM Outstanding

17 To email BOT members of items included in Grant application

9/05/2017- email sent need to purchase. There is a deadline to submit report

13/6/2017 – VJ said she is working with HMP re what is to be purchased. HMP wants 2 laptops. HMP asked VJ how we are to get training for egroup people. VJ will work with VM to arrange this. HMP still unsure on what we have. VJ confirmed that we have 1 harmonium (used by egroup and sangeet classes), 1 tabla (used by egroup). We will be buying 1 harmonium and 1 table and 2 laptops and a printer, and to arrange training.

VJ Outstanding

18 To circulate Mayanks Power Point document to BOT members.

13/6/2017 – completed.

VM Outstanding

19 Vyaspith for Shiv Katha

13/6/2017: Outstanding with GD.

GD/PJ

20 Food quote from Meera for Shiv Katha

13/6/2017: Outstanding with PJ.

PJ

21 Mataji Mudh-Fix lights.

13/6/2017 – Outstanding with Pramath Pandya.

GD/PP

22 Arrange Van Hire for Navratri Equipment.

13/6/2017 – Still with PJ – outstanding. PJ to set reminder til end of August.

PJ

23 Arrange for further First Aid courses PJ

13/6/2017 - PJ to arrange for September. BY has firstaider. RJ is a first aider. No first aider will be in attendance at antakshari. AT to ask Sharad Mehta (retired doctor) if he is happy to be first aider at this function.

24 Circulate Names of Fire Wardens and First Aiders to BOT.

13/6/2017 – outstanding.

PJ

25 Prepare and circulate Budget and Duty list for Satyanarayan Katha. Already covered!

TJ

26 Proposal for serving Alcohol at BSNL Functions.

13/6/2017 - HMP has not sent proposal. HMP to write and send to BOT.

HMP

27 Circulate details of Tesco Bags Project.

13/6/2017 – completed by VJ.

VJ

28 Prepare and circulate Mission Statement to BOT

13/6/2017 – This is now with BV to send to BOT.

HK/BV outstanding

Appendix   C:   Finance Report sent by RJ Treasurer’s report - BoT meeting 13/06/2017

Donations:

Portacabin Development: £14771.50 total collected to date

Membership Gift Aid – HP to provide breakdown summary of gift aid eligibility.

Bank Balance (HSBC) on 30.04.17

Current Account £ 54,528.80Deposit Account £ 50.90

Web Account £ 1,426.24

Other savings:

Bank of Baroda £ 51,007.28 fixed to Jun’17 @ 1.2% State Bank of India £ 83,561.47 All in current AcMetro Bank (New Ac) £ 85,000.00 Fixed to Mar 18 @0.80%

Total bank balance including investment = £275,574.69

Note – BoB FD is going to mature on 22 Jun. I will transfer a further £23,500 and reinvest £85,000 for a further year. Current interest rate 0.60%.

eGroup – Net Balances as at 31.05.17 are as follows:

eGroup Bank£10,124.56eGroup cash £1,057.28eYoga £619.75eFood £143.51 £11,945.10

CClub – Bank balance as at 31 Dec 2016 = £1,686.35

Plus £216.20 cash re Sep-Dec16 term. CC to provide update on Jan-Apr 17 term (action TJ)

YB events

Ice-skating account – remaining cash is now banked. Total £24 loss.

Zumba class – Going well, so far made £545 surplus to date.

Music class – VJ to provide list of candidate, so I can reconcile the income.

30/60 club – A request is made by HP to provide £100 cash float to expense against future event. Agreed in terms that he will keep the record of cash spent and report to treasure on a monthly basis.

Appendix   D:   Small Working Group Presentation delivered by Kamal Purohit

BSNL Building OptionsKamal Purohit, Trupti Joshi, Bilesh Joshi, Hitesh Purohit, Pramath Pandya, Parul

Jani, Nutan Purohit, Bhavesh Yagnik, Amar Trivedi, Harsha Trivedi

Page 2:

Page 3:

Page 4:

Page 5:

Page 6:

Page 7:

Page 8:

Page 9: