bsnl.org.uk · Web viewPJ said last year that she has no time, ability to draw up this procedure and she also feels that no building chair will have time to draw up this procedure,

Minutes of BOT Meeting: 09/05/2018

Venue:

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

Date/time:

Wed 13th June 2018, 8:30pm start

Minutes taken by:

Trupti Joshi

Meeting Chaired by:

Harshaben Trivedi

Attendance

BOT Present:

Harshaben Trivedi (HT), Trupti Joshi (TJ), Pramathbhai Pandya (PP), Vinodbhai Mehta (VM), Parulben Jani (PJ), Anjanaben Thaker (AT), Mukeshbhai Rawal (MR), Bhartiben Vyas (BV), Nilimaben Rawal (NR), Bhavesh Yagnik (BY).

BOT Late:

None

BOT Apologies:

Kaileshbhai Thaker (KT), Vandanaben Joshi (VJ), Bhaviniben Bhatt (BB), Gunvantbhai Dave (GD), Ramnikbhai Joshi (RJ),

BOT Absent:

None

Guests Present:

NA

Guest Apologies:

Anandbhai Pancholi (AP), Harendrabhai Raval (HR), Hiteshbhai Purohit (HP), Ashwinbhai Thaker (AT), Selina Rawal (SRYB)

Appendices

A

Agenda for this meeting

B

Matters Arising

C

Treasures report from PJ

D

Correspondence

D1

Email from PP on 7/6/18 for karaoke event planned for end of June.

D2

Email from HT to BOT re Website Development

D3

Email from SR received on 9/6/18: YB Crazy Golf Flyer.

D4

Email from Labhshanker modha received by HT re eGroup Membership

D5

Email from TJ to BOT re New Building meeting on 15/May/2018

D6

Email received by Secretary from Manubhai Makwana Secretary of HCB (5th June 2018)

D7

Email from Charities Commission Received on 30 May

D8

Email from VM re eGroup Trip to Norway

D9

Email received by HT from Ashwinbhai Thaker re New Men’s Club

D10

Email received by HT from a Mehfil Night attendee

E

eGroup Report from VM

F

Abhilasha Report sent by AT via Email

G

Feel Good Champion Report from BV

H

Building Report from AT

I

Hall Hire Update from AT

J

Open Mic Report for May Event from BB

K

IT classes and Sangeet Classes Report from VJ

L

Research by BY for new printer.

Item

Minutes and Actions

Action

1

Prayers

Meeting started at 8:30 pm with the recitation of five Gayatri Mantras.

All

2

Registration and Apologies

As above.

No Action

3

Approval of minutes of BOT meeting held on 11thApril 2018

3a

One correction: NR was present at the May meeting, VJ was not present.

HT approved.

PJ seconded.

No Action.

4

Matters arising from BOT meeting of 11th April 2018

5

Correspondence

5a

Email from PP on 7/6/18 for karaoke event planned for end of June. (appendix D1)

All BOT

5b

Email from HT to BOT re Website Development (appendix D2)

All BOT

5c

Email from SR received on 9/6/18: YB Crazy Golf Flyer. (appendix D3)

All BOT

5d

Email from Labhshanker Modha received by HT re eGroup Membership (appendix D4)

All BOT

Email read to BOT.

VM said he has not received an email from Labhshanker Modha applied.

HT asked that VM clarify procedure for gaining eGroup membership.

Procedure:

1) Join BSNL first.

2) Visit eGroup and speak to VM (who will check membership).

3) If interested person is a member and a space is available in eGroup, membership will be given, membership form will be completed and individual will receive an eGroup membersip card.

4) If interested person is a member and a space is not available in eGroup, member will be asked to complete an eGroup membership form. This form will be kept by eGroup until such a time when a space is available. The members name will be logged on the waiting list.

5) eGroup membership is managed by Mrs Hemaben V Mehta.

PJ suggested we put procedure in our newsletter and website. VM agreed to do this.

HT clarified: Non-Brahmins can join as associated members (AM). AM have no voting rights. The whole area of membership needs careful attention. There will be a meeting with YS re membership and media team on Monday 25 June 2018, 8:30pm. All BOT invited to attend.

5e

Email from TJ to BOT re New Building meeting on 15/May/2018 (appendix D5)

All BOT

5f

Email from Charities Commission Received on (appendix D6)

All BOT

5g

Email from VM re eGroup Trip to Norway (appendix D7)

All BOT

5h

Email received by HT from Ashwinbhai Thaker re New Men’s Club (appendix D8)

All BOT

5i

eGroup Report (appendix E)

All BOT

5j

Treasurers Reports (appendix c)

All BOT

5k

Abhilasha Report (appendix f)

All BOT

5l

Open Mic Report (appendix l)

All BOT

5m

Building Report. Not sent prior to the meeting. AT read her report during the meeting and this can be found in appendix h.

All BOT

5n

Hall Hire Update (appendix i)

5o

Feel Good Champions Report (appendix g)

5p

Email re Mehfil.

5q

Via post: Back Heathrow letter. This was circulated during the meeting.

5r

Via post: Brent Fair. This was circulated during the meeting.

5s

Via email: From Mr AT regarding possibility of hiring Portacabin (PC).

6

Finance Report

6a

Report – word doc

This was sent today (see Appendix C).

PJ has sent a simplified report.

PJ asks everyone to look and comment on what she has sent, PJ advised that she will send more detailed report in two weeks.

PJ said that when VM (or Prafulaben Purohit) sends finance reports to RJ, PJ wants to see a copy.

RJ said that Ninaben will work on final accounts for gift aid.

PJ, VM.

6b

We are down to two receipt books.

PJ wants to get 10/12 more printed.

PJ to send copy to BY and action.

PJ/BY

1) PJ received email from Ninaben today. She has claimed gift aid up to March. End of August, she will do membership.

2) 1532.66 for general donation.

1860 egroup donations

1311 General

437.36 – Brahm Samaj

PJ made a suggestion: HC made a profit of over £1000. PJ wants 10% of the money raised to go into a charity pot. TJ disagreed. TJ feels that people can choose their own charities if they want to donate to a charity. People attending HC have donated to BSNL as a charity, so we should use it for BSNL. HT agrees with TJ.

PJ asked what to do with £100 given to AT. Everyone has already voted who to give this money to. Most people said St Lukes. PJ asked to forward this money to St Lukes.

With Open Mic, PJ said she does not get a proper report from BB. For last Open Mic event, BB gave £92 in a bag and the report she sent said 19 participants, and 4 guests had attended. When PJ did the calculations, the report and the money did not tally up. PJ has asked BB to recheck her figures. PJ wants a proper report in future or money will not be accepted. BB was not present at the meeting to respond.

PJ/BB

7

Media Report and Update, Communications within BOT

7a &

7b

Media Team (Membership, roles and website update)

Team will be formed after meeting on Monday 25th June 2018, 8:30.

HT is Team Leader. HT spoke about new contract with Yagneshbhai Shukla (YS).

Termination of his contract will be 1

Payment of contract is due in 10 days, PJ to make payment.

Website will be hosted on our existing provider.

It will be backed up daily, weekly and monthly.

Hosting has been paid for the next 2 years.

If there is any down time, YS is flexible and he will not charge BSNL.

The server he is going to use has very good reliability.

The website and customised coding belongs to BSNL.

We will be using MYSQL database.

The website can be expanded in unlimited ways.

Any minor changes will be carried out as maintenance.

Currently there is no specification from BSNL.

If he finds that work load is more than he estimates, he will want to re-negotiate.

YS has already sent 30% invoice, which must be paid asap.

TJ and BY to be ‘Website Editors’ on the media team and also YS’s contacts within BSNL, this will be reviewed if anyone else can be found. VM feels this position should be filled by a member of the BOT.

Going forward – marketing to be reviewed and how to promote.

HT, PJ, All BOT

7c

Newsletter

TJ and BY re-emphasised that newsletter submissions need to be sent in time, without the need for reminders.

PJ will look into office 365 and emails – this will simplify the events and calendar events

PJ – mentioned stamps and envelopes – this should be with the trustee carrying out the newsletters. Also inform HT about the labels and printing.

HT said if the deadline passes and if you have not provided the information you will not be chased and the newsletter will be issued.

7d

Communications within BOT

HT raised issue that business discussed during our BOT meetings should remain confidential and should not be disclosed by BOT. News that needs to be shared will be released in an organised manner.

8

Membership Report and Update

This was not presented during the meeting, or sent via email prior to the meeting.

9

Building Maintenance, Upkeep and Bookings

Report read by AT from her notes. These notes were sent by AT post meeting and can be found in appendix H and I.

AT

9a

AT said that Anilbhai had recommended a lot of things that have been overlooked. At to send this report to BOT after the meeting. BY will help AT to prioritise jobs so that what is essential to make BSNL compliant with legislation, is carried out as a priority. Non-urgent works can be carried out during the summer holiday period when the nursery is closed. Two urgent jobs are:

· All the fire alarms need cover glass

· Certificates from council for works already carried out are OUTSTANDING. PJ to liase with AT to sort this out.

AT, PJ, BY, Anilbhai

9b

Keyholders

All to read

AT has a list if keyholders. AT is discovering that more and more people have keys. AT also does not know how many keys exist for various cupboards in main building and PC.

AT recommends that we may possibly need to change locks but until then, she can look at the CCTV to see who is coming and going.

HT found a set of keys for the whole building when she came to Bollyaerobics.

HT feels that only trustee should have keys as constitution says a BOT MUST be attached to a function/event. If BOT cannot be in attendance, the event must be cancelled.

RULE: Office needs to be locked at all times.

RULE: If event does not need office, and BOT is not there, then caretaker should open/close hall.

9c

AT wants to know who we can give code for burglar alarm to?

Answer: AT to send email to confirm key holders who will also receive the burglar alarm tag.

Note: AT advised that only 1 or 2 trustees will have camera access. AT to confirm who these trustee’s are.

AT

9d

Work completed

· Drains are done now

· Kitchen floor is cleaned

· First aid box has been purchased and now needs to be secured to the wall.

HT, MR AT & AT

9e

Future works required

Work pending will happen on Sunday.

Mr AT

9f

Appointment of Caretaker

Sandeepbhai or Gaurangbhai are our new Caretakers.

Sandeepbhai lives across the road, Preeti Fruiterers, East Lane.

A contract has been written up between Sandeepbhai/Gaurangbhai and BSNL.

-

9g

Booking Update

Hall booking is steady.

We are using old fees as no one wants to pay new fees.

We have lost Urja and one of the Swaminarayan Groups (as they want kitchen).

Portacabin : The guy who has a carehome wants to hire PC. (as per email, see correspondence 5s.

9f

Marketing upstairs hall for days it is not used.

HT is in talks with Brent Council and Harrow Council to see if they want to hire for training purposes.

HT

10

New Building Update

10a

Narenbhain Hathi came to measure up and take notes. He has been asked to come up with a solution to extend the current hall to encompass existing capacity approved already, he will send quotes and ideas when he has something. HT asked if VM has spoken to Mohamed Bhatt (MB). MB can be approached when we have something to show but in the meant time we can keep BSNL high in their minds by inviting them to our events.

-

11

BSNL Assets and Equipment

11a

Printer

BY says we can buy a printer, a second hand printer. Starting price is £2000, upto £5000. It can sing and dance. Do we want to buy or lease machine. 12 year agreement, 1 year.

Research that was conducted by BY is in appendix L.

All BOT to read

11b

Postage

It was agreed that we should buy stamps directly from Royal Mail.

12

GDPR

HT says we are out of compliance. HT is concerned. We need to tighten up and once we have met with Yagneshbhai, we will know more about what needs to be done.

HT is pleased that we are working on it.

HT advised everyone to be very careful about data. Members data should NOT be shared with any third parties.

13

Subgroups

13a

Abhilasha

Report has been sent.

BOT to read

13b

eGroup (Fire Drill & Norway)

BOT to read

13c

30/60 – Ageless

Tickers are ready for next event.

HT asked can a member buy a ticket for a non-member, answer is yes.

BOT to sell tickets

13d

YB’s – Selina is now Chair. Next event is Golf. Ad is in newsletter. BOT to be aware of change in team, and to promote the event.

BOT to sell tickets

13e

Brahmnaad Vocal Sangeet Group

No report sent prior to the meeting or presented during the meeting.

NA

13f

Feel Good Factor. report sent prior to the meeting (see appendix g).

BOT to read

14

Report on Past Events

14a

Mehfil

One email read out (see correspondence 5?). HT did not like the set up as people at the back could not see. HT liked the singers. One of the complaints was cost of ticket for non-members was too high (£25), esp when people were seated at the back. HT thanked HK and team.

All BOT to read

14c

HC

Report sent.

Feedback. PJ would have preferred to use big murti. HT wanted to start earlier in the morning. TJ also wanted it to start in the morning.

All BOT to read

15

Planning for future events

Diwali has not been fixed – we need a convenor. PP and PJ

All BOT to read

HT is keen to have only one person as event convenor for future events.

16

Affiliated Body Report

16a

Not done.

17

AOB

17a

YB have a family day in August. They want to buy a ping-pong table, for £100 (inc. delivery). Then we can use it when we want. Everyone agrees. HT might be getting a free one so YB’s to hold fire.

BY

17b

Carrom boards are in the container. PJ has one.

17c

HT: CC club has not re-started. HT is worried as BB has not taken it anywhere. BB was to meet up with Sandeepbhai. BB hasn’t done this. HT has been approached by someone who wants to take CC on. HT to investigate this avenue after talking to BB.

HT/BB

17d

HT: When anyone communicates with any outside body, they must CC HT in it so she knows what is going on.

17e

HT: Asks that BOT business stays within BOT. VM said he will answer questions if he is asked. This was discussed and HT re-interated that BOT business should remain within BOT. Any news should be released in a controlled manner.

19

Next Meeting: Wed 9th May 2018, 8:30pm.

Then: 13/6/18, 11/7/18, 8/8/18, 12/9/18, 10/10/18, 14/11/18, 12/12/18 – all at 8:30pm.

Appendix A: Agenda for BSNL Meeting on Wed 13th June 2018

1. Prayers

2. Registration and Apologies

3. Approval of minutes of BOT meeting held in May 2018

4. Matters arising/outstanding from BOT meeting of May 2018

5. Correspondence

6. Finance report

7. Media Report and Update

(a) Media Team (Membership and roles)

(b) Website Update

(c) Newsletter

(d) Communications within BOT

8. Membership Report and Update

9. Building Maintenance, Upkeep and Booking

(a) Keyholders

(b) Works completed

(c) Future works required

(d) Appointment of Caretaker

(e) Booking Update

10. New Building Update

11. BSNL Assets and Equipment

(a) Printer

(b) Postage

12. GDPR

13. Subgroups

(a) Abhilasha

(b) eGroup (Fire Drill & Norway Cruise)

(c) 30/60

(d) YB

(e) Bramnaad Sangeet Group

(f) Feel Good Factor/Complaints Update

14. Report on past events

a) Mehfil

(b) Hanuman Chalisa

15. Planning of Future Programmes

16. Affiliated Body Report

Any other Business

Back to Top

Appendix B: Matters Arising

NO

OUTSTANDING ACTION POINTS/DETAILS

BY WHOM

STATUS

1

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.

18/7/2017 – PJ has sent this out. Everyone needs to read and approve or question contents.

22/8/2017 Health and Safety documents to be sent to BY by HMP.

12/09/2017 – to be carried forward, for PJ.

14/11/2017 – PJ suggested that we outsource this, but it was agreed that PJ needs to give a quote before BOT approves.

14/03/18 –. Better to be outsourced. 2 people to be approached. Possible PAT test due. VM has suggested that he could help RJ with building chair.

PJ said last year that she has no time, ability to draw up this procedure and she also feels that no building chair will have time to draw up this procedure, so PJ suggested we need to get external help to complete this task. PJ suggested that once Mr & Mrs AT are back we need to look into companies who will draw up our procedure and a 3 month completion time be given.

It was suggested that if we do outsource, we should get quotes from two different companies.

It was also suggested that PAT tests may be due – this needs to be checked.

11/4/2018 – Leave til AT is present.

13/6/2018 – this will be discussed in main meeting.

AT

BY

Ongoing

2

Draw up Fire procedures.

Will be completed after H & S Training.

9/05/2017 PJ waiting for Documents.

13/6/2017 – as above.

18/7/2017 – regarding Risk Assessment, PJ has advised that Anilbhai of Eagle security (our is our gas/electrical safety man) said we are ok regarding this.

22/8/2017- Document needs to be polished up



At all BSNL events, we need to make sure all H&S procedures are made clear to everyone.

14/03/18 – as above. Need to have the policy which needs to be reviewed.

Also there should be local level procedures. What to do in case of emergency.

This is for AT to look at when she returns from holiday.

11/4/2018 – Leave til AT is present

AT

Outstanding

3

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.

18/7/2017 – PJ has had a refund from company used last time, she is rearranging with another service provider. PJ to complete this by end of this week.


14/11/2017 – this has been completed by AT. Rest of BOT to complete before end of Nov 2017., new username and password sent on 4/10/2017.

07/02/2018 –

PJ to send link for Food safety course.

BB is interested in completing First Aid course.

14/03/18 – PJ made a list of those who have completed the food safety course. PJ said all should do it otherwise the code will expire.

11/4/2018 – Leave til AT is present.

As with point 2

First Aid – Booked for 30/5/2018. £40 per person. We have booked for 15 to attend. So far 13 have confirmed. 2 places left.

There is another date (17/5) at North Harrow.

13/6/18 Completed by 12.

All Trustees who have e mails from PJ

PJ to chase.

PJ

Outstanding

4

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

7/2/18 – deferred until next meeting

14/03/18 – RJ said we need these for membership. PJ said HMP has started to look into this. PJ mentioned perhaps a sponsor. Estimated cost at £2,000. HMP said he may come to April meeting with a proposal. RJ said better to have upfront otherwise we would need to accrue. HT to also ask Hitesh Purhoit UKBBA about the card printer as they have done this.

11/04/2018 - HMP is on holiday, PJ to meet with HMP to get to know membership procedure and also sort out plastic cards . RJ suggests that it needs to be ready by end of June. PJ to send proposal on cost of plastic cards, for sponsorship purposes.

13/6/18 – PJ will discuss during Membership report.

HMP and PJ

Outstanding

5

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.

18/7/2017 – this will be deferred until date unknown.

07/02/2018 – deferred until decision on building project.

14/03/18 – RJ said no progress has been made.

VJ/GD/VM

Deferred

6

New on-line membership system to BOT

Deferred till Jan 2018.

Deferred until next meeting.

13/6/18 – discuss during membership report.

HMP

Outstanding

7

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.

18/07/2017 – deferred til Jan 2018

7/2/18 – deferred until decision on building project.

14/03/18 – Differed as above

RJ/GD

Defer

8

Arrange for outstanding maintenance work to be completed

09/05/2017- Having meeting on Thursday

22/8/2017 in progress

12/9/2017 – In progress still.

14/11/2017 some works still outstanding.

7/2/18 – RJ will take this on. AT pointed out that kitchen door lock is very hard to engage. AT also highlighted that car park is very dark. GD advised that all building issues to pass on to RJ.

14/03/18 – RJ to give list of outstanding works for building to AT

11/04/2018 – completed.

AT

Completed.

See AT Building report.

9

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.

18/7/2017 –

Jyotiben Pandya doing Paichay.

VM is suggesting BSNL do this at our hall.

12/09/2017 – GD advises that the federation had a small meeting attended by 5 members. Parichay is still being reviewed by Jyotikaben.

14/11/2017 – Sathi Samelan still has not moved forward. Next on could be hosted by BSNL? New BOT can decide whether to take this on.

14/11/2017 – Parichay is still with Jyotiben.

07/02/18 – VM to facilitate communications between BB and Jyotiben.

14/03/18 – VM to arrange handover to BB. In process.

11/4/18 – BB has said to VM that there has been no progress.

09/05/2018 – BB wants to meet with Jyotiben. VM said BB can arrange . VM has sent message to federation saying that nothing has happened over last three years and we should close federation. This will be decided at EGM (to be held 1 year from now).

PJ wants BSNL to continue with some sort of sathi samelan.

VM

Outstanding

Closed on 13/6/18.

10

Arrange for further First Aid courses

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.

18/7/2017 – outstanding. PJ to complete before Navratri.

12/09/2017 – Outstanding.

14/11/2017 – This should be carried forward to new BOT.

7/2/18 – Still outstanding. VM suggests that all trustees should be first aid trained. We should also ask if there are doctors present at our events.

7/2/18 – GD to make sure all trustees have current DBS clearance, and if not, to arrange for this to be done.

14/03/18 – PJ happy to help AT organise first aid course for those who want to do it. most likely to be 2 day course.

VM said they have 4 doctors and allocated first aider. RJ explained that he is working with E Group and explaining how gift aid works.

11/04/18 – outstanding with AT and PJ. It was decided that we should ask all trustees when they are available and perhaps have people attend at one of these. By next meeting, trustees should be booked onto a course.

09/05/18 – booked for 15 people on 30/5 at BSNL. AT managing.

13/6/18 – completed.

PJ and AT

Outstanding

11

PJ asked about Food Safety course. PJ to send details to everyone again, and anyone who has not done the course needs to get this done within next month.

13/6/18 – only one month left to complete this course. VM has completed. BY to complete.

PP to complete. PJ completed. T to complete. MR to complete. AT has completed. NR to complete. TJ to complete. GD ? RJ? KT? HMP has completed.

PJ and all

Ongoing.

12

Rentokil have requested holes in the kitchen be blocked.

7/2/18 – RJ to ask PJ what needs to be done for this.

14/03/18 – RJ has contacted Rentokill. He now has contract. He thinks the attend once a month. VM to just check when he is doing. RJ looked at another contractor and he said it was expensive. This is to be passed to AT to look at.

11/04/2018 – outstanding with AT.

09/5/18 – AT saw Rentokil man on Tuesday but did not meet him or make contact. We will continue with Rentokil.

AT

Closed

13

07/02/2018 – All BOT to be on the lookout for a part-time caretaker for our premises.

14/03/18 – RJ has looked at and we think we can hire on a self employed basis. We have not found anyone to date. PJ said we do need a caretaker, to report to building chair. Needs to be a handyman as well and do some running around. Would need to start with part time and then look at it further. VM said he Sureshbhai who may be interested. VM to speak to him and ask if he is willing. Potential for trail basis? HT said 3 parts – RJ to head up. Bring in Sureshbhai and explain what needs to be done If he cannot do it, he is to bring his own and then he covers this.

11/4/18 – Sureshbhai was asked and has declined.

9/5/18 – there are two interested people. AT and HT will be interviewing these people and wil let BOT know of any developmengts.

ALL

Closed

14

07/02/2018 – RJ to pass on Treasurer related information to PJ, i.e. perform a handover

14/03/18 – handover still on going

11/4/18 – all done.

RJ/PJ

Completed

15

07/02/2017 – RJ wants our existing contact with the Swaminarayan group (that uses our kitchen for catering) to be urgently reviewed and wants keys taken from them so that there access to our BSNL premises is more controlled going forward.

14/03/18 – RJ recommended and they have agreed no kitchen hire. Upstairs £52.50 per hour has been agreed, downstairs £35.00 per hour. During Supta they would like to use the kitchen CUT AND PAST RJ REPORT. RJ to agree rate.

11/04/18 – this is with AT now. AT will assess situation with drains. At will advise of decision.

09/5/18 – see building report.

AT

In Progress

16

07/02/2017 - RJ suggested YS be requested to provide a quote for hosting the BSNL website, that BOT can approve at next BOT meeting.

14/03/18 – cost has been received and passed to PJ to review.

11/4/18 – done. YS’s company has been paid. Done for 4 years.

PJ/RJ

Closed.

17

07/02/2018 – RJ had circulated a proposal detailing points he requested by added to our Finance P&P. All agreed with the points. The P&P needs to be written, this task was unallocated.

14/03/18 – RJ sent details of what needs to be added to policy. RJ will update PJ and then update BOT.


?

Closed.

18

07/02/2018 – It was agreed that VM should investigate costings and replacement options to replace our Yamaha PA system, and share quotes with BOT after which a decision can be made.

14/03/18 – VM is reviewing the PA system and will update all.

11/4/18 – System has been purchased for £293.52. Completed.

VM

Completed.

19

07/02/2018 – AT to offer KT’s Mandali services to members who are using our hall on a Tuesday evening as a place of gathering to commemorate the loss of a loved one (member)

AT

Continuous

20

07/02/2018 – RJ to look at obtaining quotes for installation of an external lift at BSNL and to report these to BOT.

14/03/18 – RJ – this is on going

11/4/18 – Ongoing with AT.

RJ

In Progress

21

07/02/2018 - RJ and Building committee to obtain quotes for having a handrail fitted on staircase, railing to entrance doorway outside and report findings to BOT.

14/03/18 – RJ has one quote on progress.

RJ to purchase mats for doorway. VM has completed this task.


RJ

Completed.

22

07/02/2018 - GD to complete HCB forms and send £100 fee.

14/03/18 – Completed

GD

Completed.

23

07/02/2018 – GD to confirm that all trustee’s have current and valid DBS clearance, if anyone needs this, GD to progress.

14/03/18 GD has given forms to all to be completed. It will be renewed for 3 years. If you register then tis can roll over for the following years. BB has confirmed hers is valid.

11/4/18 – GD is waiting for PP, GD needs form from ATyb, HMP.

9/518 – GD reports that all trustees have DBS clearance. GD wants everyone to register as soon as we get our certificates, so we don’t have to re-pay. This has also been paid for by PJ.

13/6/18 – Everyone to scan and email to TJ. GD has info.

GD

In Progress

Back to Top

Appendix C: Finance Report from PJ, received via email on 12/6/18 at 00:23.

Treasurer’s Report

Not received.

Profit and Loss Account

BSNL

Profit and Loss

September 2017 - May 2018

Total

Income

Donations

AGM - Hanuman Chalisha

250.00

Bhajan

87.15

Building

865.00

Childrens Xmas Party

827.50

Childrens Garba/BSNL Navratri

60.60

Diwali

18.20

General

277.00

Hanuman Chalisa

2,092.11

Havan

6,483.66

Mahashivratri pooja

476.70

Total Donations

£ 11,437.92

Interest Inc

Bank Interest

616.49

Total Interest Inc

£ 616.49

Membership

10,801.00

Programm Income

Abhilasa Get together

140.00

Badminton

114.00


94.00

Diwali

1,787.00

Ice Skating

201.50

Mehfil / Dyero

2,015.00

Music class

1,350.00

Navratri

1,972.83

Open Mike

172.00

Website

501.00

YB - Football club

1,400.00

Zumba class

510.00

Total Programm Income

£ 10,257.33

Rental Income

Dances classes - Urja

4,760.00

Nursery

26,746.83

Other Hires

4,715.00

Sai Satsang Mandals

1,080.00

Soni Satsang Group

126.00

Swaminarayan Satsang

6,420.00

Yoga Classes 1 - Pannaben

1,575.00

Total Rental Income

£ 45,422.83

Total Income

£ 78,535.57

Gross Profit

£ 78,535.57

Expenses

Bank Charge

1.91

PayPal charges

6.44

Total Bank Charge

£ 8.35

Building Expenses

Cleaning

4,285.71

Equipment - Non Capitalised

797.52

first Aid Course

564.00

Gardening

280.00

Maintainance

3,910.85

Insurance Claim

250.00

Total Maintainance

£ 4,160.85

Renovations

8,643.24

Supplies / Training

1,311.36

Total Building Expenses

£ 20,042.68

Charity

Donations

-100.00

Total Charity

-£ 100.00

Insurance

4,105.16

Legal & professional fees

1,150.00

Membership other Organisation

100.00

Misc

239.40

DBS Check chg

Office

Computer/Music equipment

1,665.87

Postage

2,005.66

Printing

993.10

Software-Quickbooks

24.00

Stationary

345.70

Total Office

£ 5,034.33

Other Expenses

326.80

Programm Exp

Abhilasa Get together

77.50

AGM - Hanuman Chalisha

250.00

Badmington

459.00

Childrens Garaba/BSNL Navratri

8.00


727.02

Cultural Club

37.90

Diwali

2,557.80

Hanuman Chalisa

129.00

Havan

6,090.20

Ice Skating

202.00

Mahashivratri pooja

314.00

Mehfil / Dyero

1,860.00

Navratri

0.00

Open Mike

75.00

YB - Football club

1,919.50

Zumba Class

375.00

Total Programm Exp

£ 15,081.92

Utilities

Electricity

1,768.23

Gas

2,679.44

Telephone

674.50

Water

694.34

Total Utilities

£ 5,816.51

Web Site

180.00

Total Expenses

£ 51,985.15

Net Operating Income

£ 26,550.42

Other Income

Grants receivable

3,750.00

Total Other Income

£ 3,750.00

Net Other Income

£ 3,750.00

Net Income

£ 30,300.42

Monday, Jun 11, 2018 11:44:10 PM GMT+1 - Accrual Basis

Building Account

BSNL

Profit and Loss

September 2017 - May 2018

Building Accounts

Total

Income

Donations

Building

790.00

Total Donations

£ 790.00

Rental Income

Dances classes - Urja

4,760.00

Nursery

26,746.83

Other Hires

4,715.00

Sai Satsang Mandals

1,080.00

Soni Satsang Group

126.00

Swaminarayan Satsang

6,420.00

Yoga Classes 1 - Pannaben

1,575.00

Total Rental Income

£ 45,422.83

Total Income

£ 46,212.83

Gross Profit

£ 46,212.83

Expenses

Building Expenses

Cleaning

4,285.71

Equipment - Non Capitalised

797.52

first Aid Course

564.00

Gardening

280.00

Maintainance

3,910.85

Insurance Claim

250.00

Total Maintainance

£ 4,160.85

Renovations

8,643.24

Supplies / Training

1,311.36

Total Building Expenses

£ 20,042.68

Insurance

4,255.16

Legal & professional fees

1,150.00

Utilities

Electricity

1,768.23

Gas

2,679.44

Telephone

674.50

Water

694.34

Total Utilities

£ 5,816.51

Total Expenses

£ 31,264.35


£ 14,948.48

Net Income

£ 14,948.48

Monday, Jun 11, 2018 11:50:54 PM GMT+1 - Accrual Basis

Hanuman Chalisa

Budget:

Hanuman Chalisa

Date:

19-May-18

Budget

Actual

£

£

Income:

Donation

350.00

1,367.00

Special Donation -Pooja Thali

300.00

497.00

Sponsorship

Aarti & Donation Box

150.00

228.11

800.00

2,092.11

Expenses:

Hall / Venue Hire

0.00

BSNL Hall

Music

0.00

In House Band & Singer

Prist/Maharaj

0.00

Maha Prasad

150 * £4

600.00

75.00

Ladu

Prasad & Dry fruits

50.00

Gifts/presents

Security

Cleaners

30.00

48.00

Misc/Sundry

50.00

6.00

Disposable Table cloth

730.00

129.00

Income over Expenditure

70.00

1,963.11

Approved at BoT meeting on ______________________________

Hanuman Chalisa Donation List

Budget:

Hanuman Chalisa

Date:

19-May-18

Donation List

Donation Box

£166.00

Thal

50 * 1

£50.00

20*3

£60.00

10*22

£220.00

5*31

£155.00

1*12

£12.00

£497.00

Aarti

10*1

£10.00

5*1

£5.00

1*31

£31.00

.50*15

£7.50

.20*27

£5.40

.10*23

£2.30

.05*16

£0.80

.01*11

£0.11

£62.11

Donation Book

Receipt No

Elaben Trivedi (Batukbhai)

972

£151.00

Cheque

Indra Treon

973

£21.00

Cash

Amar Trivedi

976

£21.00

Cash

Nalini Mistry

977

£501.00

Bank Transfer

Dr Jayendra Joshi

978

£500.00

Cash

No Gift Aid

Hitesh Purohit

979

£101.00

Cheque

Kesh Morjaria

980

£21.00

Paypal

Kalpana Bhatt

981

£51.00

Cash

£1,367.00

Total Donation

£2,092.11

£2,092.11

Banked

£1,519.11

Paypal

£21.00

Bank Transfer

£501.00

£2,041.11

Hanuman Chalisa – Profit & Loss

BSNL

Profit and Loss (hanuman Chalisa)

Total

Income

Donations

Hanuman Chalisa

2,092.11

Total Donations

£ 2,092.11

Total Income

£ 2,092.11

Gross Profit

£ 2,092.11

Expenses

Programm Exp

Hanuman Chalisa

129.00

Total Programm Exp

£ 129.00

Total Expenses

£ 129.00


£ 1,963.11

Net Income

£ 1,963.11

Football Season 3

Budget Template:

Program:

Football

Budget

Actual

Variance

Income:

£

£

Commitment for 10 week session

12 players @£ 5 per week

600.00

625.00

600.00

625.00

25.00

Expenses:

Pitch hire (10 weeks)

540.00

540.00

0.00

Football equipment

65.96

(65.96)

540.00

605.96

(65.96)

Profit/Loss

60.00

19.04

(40.96)

Cash Float

Float C/f

20.00

Money collected

625.00

Cash paid for Pitches

Balance

645.00

Cash Banked

625.00

Cash Float

20.00

Football Season 3

2017-2018 - Revenue

Football

*

£30 Float C/f

Receipts

Season 3

Dates Played

11-Feb

18-Feb

25-Feb

04-Mar

11-Mar

18-Mar

25-Mar

01-Apr

08-Apr

15-Apr

22-Apr

29-Apr

CXL

CXL

No of Players

12

13

12

0

12

12

14

10

13

13

14

Cost pp

£ 5.00

£ 5.00

£ 5.00

£ 5.00

£ 5.00

£ 5.00

£ 5.00

£ 5.00

£ 5.00

£ 5.00

£ 5.00

£ 5.00

Total Revenues *

£ 60.00

£ 65.00

£ 60.00

£ -

£ 60.00

£ -

£ 60.00

£ 70.00

£ 50.00

£ 65.00

£ 65.00

£ 70.00

£ 625.00

Football Season 3

2017-2018 - Expenses

Payment Made

2017-2018

Reciepts

WK1

WK2

WK3

WK4

WK5

WK6

WK7

WK8

WK9

WK10

Dates Played

11-Feb

18-Feb

25-Feb

04-Mar

11-Mar

18-Mar

25-Mar

01-Apr

08-Apr

15-Apr

22-Apr

29-Apr

Pitch Hire

£ -

JFS

£ -

Claremont

£ -

BSNL Cheque (£540)

1

£ -

BSNL Cheque (£540)

2

£ 54.00

£ 54.00

£ 54.00

£ 54.00

£ 54.00

£ 54.00

£ 54.00

£ 54.00

£ 54.00

£ 54.00

£ 540.00

£ -

£ 540.00

Equipment

£ -

Footballs

£ 20.00

£ 20.00

Gloves

£ 14.99

£ 14.99

Pump

£ -

Bag

£ 30.97

£ 30.97

£ -

£ -

£ 65.96

Other

£ -

Storage Crate

£ -

£ -

£ -

£ -

£ 54.00

£ 54.00

£ -

£ 54.00

£ -

£ 54.00

£ 54.00

£ 54.00

£ 54.00

£ 54.00

£ 119.96

£ -

£ -

£ 54.00

£ 108.00

£ 108.00

£ 162.00

£ 162.00

£ 216.00

£ 270.00

£ 324.00

£ 378.00

£ 432.00

£ 551.96

Total Costs

£ 605.96

Football Season 3

Cash Banked

Banking Summary

Date

Amount

Ref

23-Feb-18

£ 125.00

BACS RR

21-Mar-18

£ 120.00

BACS RR

25-Mar-18

£ 60.00

BACS HP

22-Apr-18

£ 120.00

BACS HP

30-Apr-18

£ 70.00

BACS HP

13-May-18

£ 130.00

BACS RR

£ 625.00

BSNL Badminton Season 1:

Budget Template

Budget Template:

Program:

Badminton

Budget

Actual

Variance

Income:

£

£

12 Adults@ £4pp

480.00

136.00

4 Teens @ £2 pp

80.00

26.00

560.00

162.00

(398.00)

Expenses:

Courts hire (10 weeks)

450.00

234.00

Equipment

Shuttlecocks

15.00

465.00

234.00

0.00

Profit/Loss

95.00

(72.00)

(398.00)


2017-2018 Revenue

Reciepts

Dates Played

22-Apr

29-Apr

13-May

20-May

27-May

03-Jun

10-Jun

17-Jun

24-Jun

01-Jul

08-Jul

Cancel

No of Adults

10

6

8

4

6

Cost PP

£ 4.00

£ 4.00

£ 4.00

£ 4.00

£ 4.00

£ 4.00

£ 4.00

£ 4.00

£ 4.00

£ 4.00

Revenues

£ 40.00

£ 24.00

£ 32.00

£ 16.00

£ 24.00

£ -

£ -

£ -

£ -

£ -

£ 136.00

No of Teens

2

2

4

3

2

Cost PP

£ 2.00

£ 2.00

£ 2.00

£ 2.00

£ 2.00

£ 2.00

£ 2.00

£ 2.00

£ 2.00

£ 2.00

£ 4.00

£ 4.00

£ 8.00

£ 6.00

£ 4.00

£ -

£ -

£ -

£ -

£ -

£ 26.00

Total Revenues

£ 44.00

£ 28.00

£ 40.00

£ 22.00

£ 28.00

£ -

£ -

£ -

£ -

£ -

£ 162.00


2017-2018 Expenses

Payment Made

2017-2018

Reciepts

WK1

WK2

WK3

WK4

WK5

WK6

WK7

WK8

WK9

WK10

Dates Played

22-Apr

29-Apr

13-May

20-May

27-May

03-Jun

10-Jun

10-Jun

17-Jun

01-Jul

08-Jul

Pitch Hire

£ -

JFS

£ -

Claremont

£ -

BSNL Cheque (£450)

2

£ 45.00

£ 45.00

£ 45.00

£ 45.00

£ 45.00

£ 45.00

£ 45.00

£ 45.00

£ 45.00

£ 45.00

£ 450.00

£ -

£ 450.00

Equipment

£ -

Shuttle cocks

£ 9.00

£ 9.00

£ -

£ -

£ 9.00

£ 54.00

£ 45.00

£ 45.00

£ 45.00

£ -

£ 45.00

£ 45.00

£ 45.00

£ 45.00

£ 45.00

£ 45.00

£ -

£ 54.00

£ 99.00

£ 144.00

£ 189.00

£ 189.00

£ 234.00

£ 279.00

£ 324.00

£ 369.00

£ 414.00

£ 459.00

Total Costs


Cash Banked

Session 2

Banking Summary

Date

Amount

HP - BACS

22-Apr-18

£ 24.00

HP - BACS

30-Apr-18

£ 32.00

HP - BACS

14-May-18

£ 36.00

HSBC Banking

£ 22.00

HP - BACS

04-Jun-18

£ 28.00

£ 142.00

Open Mic

Budget Template

Budget Template:

Program:

Open Mike

Budget

Actual

Actual

Actual

Actual

Actual

Each Session

27-Apr

18-May

15-Jun

20-Jul

17-Aug

Income:

£

£

£

£

£

£

Income : Member

65.00

80.00

0.00

0.00

0.00

Non Member

15.00

12.00

0.00

0.00

0.00

Donation

Other

0.00

65.00

80.00

0.00

0.00

0.00

Expenses:

Musician

0.00

0.00

0.00

0.00

0.00

Food & Drinks

35.00

40.00

0.00

0.00

0.00

Equipment Hire

0.00

0.00

0.00

0.00

0.00

Misc

0.00

0.00

0.00

0.00

0.00

0.00

35.00

40.00

0.00

0.00

0.00

Profit/Loss

0.00

30.00

40.00

0.00

0.00

0.00

Cash Float

Money collected

Expenses

Balance

Cash Banked/Gave it to Treasurer

Cash Float

Open Mic

2017-2018 Revenue

Open Mike 3rd Friday of the Month

Yr 2017-18

Reciepts

Date

27-Apr

18-May

15-May

20-Jul

17-Aug

Name of the participate

Singer

Guest

Total

Singer

Guest

Total

Singer

Guest

Total

Singer

Guest

Total

Singer

Guest

Total

Total

£ 65.00

£ 15.00

£ 80.00

£ 80.00

£ 12.00

£ 92.00

£ -

£ -

£ -

£ 172.00

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

Total Revenues

£ 65.00

£ 15.00

£ 80.00

£ 80.00

£ 12.00

£ 92.00

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ -

£ 172.00

Open Mic

2017-2018 Expenses

Open Mike

Year 2017/18

1

2

3

4

5

6

7

Dates Played

27-Apr

18-May

15-Jun

20-Jul

17-Aug

Total Expenses

Expenses

Musician - Dhol Player

£ -

Musician - Key Board Player

£ -

Musician Other

£ -

Food & Drinks

£ 35.00

£ 40.00

£ 75.00

Equipment Hire

£ -

Other

£ -

£ -

£ -

£ -

£ -

£ -

£ 35.00

£ 40.00

£ -

£ -

£ -

£ -

£ -

£ 75.00

Total Costs

#REF!

Open Mic

Money banked

Back to Finance ReportBack to Top

Appendix D: Correspondence

Appendix D1: From PP, re Kareoke Event, June 2018

Pramath Pandya

To:Parul Jani

Cc:Selina Rawal,Bhavini Bhatt,Anjanaben Thaker,Bhartiben Vyas,Kailashbhai Thaker

7 Jun at 14:11

Dear All

I have attached the Budget for Our Karaoke Party, on June Friday 29th 2018, Can I get an approval as soon as possible.

I have also included a Flyer, for all of BOT to have look.

Many Thanks

Pramath Pandya

07747802141

Budget:

Ageless Karaoke

Date:

29-Jun-18

Friday

Budget

Actual

No of Tickets

Price per Ticket

£

£

Income:

Ticket Sale: Members

40

£10

400.00

0.00

Non Members

10

£12

120.00

0.00

Sponsorship

Aarti

520.00

0.00

Expenses:

Hall / Venue Hire

BSNL Hall

0.00

Music / Entertainment

Surinder DJ

200.00

Catering / Food & Drinks

50

£4

200.00

Party food + Soft Drinks

Drinks

Tickets Printing

InHouse

0.00

Gifts/presents

Security

Cleaners

Misc/Sundry

30.00

Cook for warm up food

430.00

0.00


90.00

0.00


Appendix D2: Email sent to BOT from HT re Website Development

harsha trivedi

To:vinodbhai mehta,truptibjoshi,parul Jani,Bhavesh Yagnik. BSNL trustee,Anjnaben Thaker

Cc:Selina Rawal,Anandbhai Bsnl,hitesh purohit,Harendrabhai Rawal

8 Jun at 15:32

Dear All

Following on from a meeting on 6th June with Yagneshbhai Shukla (current website person), we have are not quite there with GDPR and our compliance, also our website is out of date and not ready for taking automation. A proposal has been made to start the website again and have automation for events, hall booking, diary and new tabs and content.

The cost is £1500 plus VAT for a full new website, maintenance and GDPR compliance and other items. Attached is the proposal. We have agreed to proceed with this and will look for your input shortly. With everyone inputting on this and having sensible decisions, we hope that we can bring the website up to date with good easy use and provide information to the community.

When we have some confirmed dates, we will hold some brain storming sessions to review what we want and how we want it.

On the temporary basis I will be leading Media Report until BOT have are full functional team , bot will define roles and responsibilities of Media Team and all instructions/changes should go through myself to Yagneshbhai and Anandbhai who also agreed to upload on temporary.

Last three months have been a roller-coaster with GDPR coming to effect, but with fantastic team behind me I am getting there.

May I take this opportunity to thank media team for their seva. Thank you also goes BOT , sub committees, all the volunteers specially whilst I was settling in the new role.

PS As per protocol I have obtained two quotes!!!

Kind regards,

Harsha

Chairperson of BSNL Board of Trustees

Proposal from YS

Appendix D3: crazy golf flyer

Appendix D4: Email received by HT from a member re eGroup Membership

On 7 Jun 2018, at 18:20, Labhshanker modha wrote:

Dear. Sir/ Madam

JAI Shree Krishna

Just to let you that we both are very keen to join keep fit ( YOGA) Elder Group

On Tuesday my Name is Labhshanker Modha age 75 year & My wife name

Kantaben modha age 69 year. We both have applied 3 years ago to join but

have not heard from you. We have moved from Leicester 8 years & Now are

are with my Son in St Albans Hertfordshire We both like to join our Brahmin

Samaj of London please send me any form. Waiting to hear from you By cast We are Brahmin.

Many Thanks my Address below

M& Mrs L. L. Modha

Pippins

Aubrey Lane

REDBOURN

St Albans

Hertfordshire

AL3 -7 AN

Appendix D5: Email from TJ to BOT re New Building meeting on 15/May/2018

Trupti Joshi

To:[email protected]

16 May at 23:05

Dear BOT,

As you are aware, a ‘New Building’ meeting took place yesterday evening, 8:30 pm, at our hall.

Meeting was chaired my Harshaben Trivedi.

Members present were:

Harshaben Trivedi,

Amar Trivedi,

Anjanaben Thaker,

Ashwinbhai Thaker,

Kailashbhai Thaker,

Vinodbhai Mehta,

Gunvantbhai Dave,

Ramnikbhai Joshi,

Bilesh Joshi,

Trupti Joshi,

Pramath Pandya,

Kamal Purohit,

Parul Jani (arrived after 10pm).

Hitesh Purohit and Harubhai Raval sent apologies.

Meeting started with the recitation of 5 Gayatri Mantras.

Options for our new development were then discussed. After exploring various options, the following agreement was reached by all present:

1) Nareshbhai Hathi should be asked to produce drawings for a proposed development to extend our existing hall (double height), going into the green area where we usually hold our Holi celebrations. The plans should include arrangements for a lift.

2) The existing plans that have been passed by planning for a separate, new, two storey building should not be used however the capacity (that has already been passed) should be transferred to the new proposed extension to our existing building.

3) The existing Porta cabin be demolished and the space created be turned into a car park.

BOT present have already agreed to above (HT, TJ, PJ, VM, AT, KT, PP, GD, RJ).

BOT that did not attend (VJ, MR, BY, BV, NR, B.B.) are requested to consider the above and provide approval if they are in agreement

Please note, a speedy response is needed.

Kind regards,

Trupti.

Appendix D6: Email received by Secretary from Manubhai Makwana Secretary of HCB (5th June 2018)

Dear President / Secretary / Representatives

affiliated organisations

please see the circular of all our forthcoming events and please try and promote

it in your organisation and request members to take part.

Your organisation will receive 10 tickets for India Independence Day programme

which will be held on Sunday 19th August 2018 from 2.30pm at Alperton Community School, Wembley

tickets are @ £3.00 each = £30.00

please note this will non returnable.

if you require extra tickets contact me

also please try and promote Mandir Yatra coach trip visiting 5 mandirs during this holy month

also we request all your committee members come and support our events.

for the first time after long time we are having 5 a side football tournament, please come and support

thanking you and look forward in meeting you all at our events.

Jai Shree Krishna

Mr Ashwin Galoria Chairman

Mr Manubhai Makwana Secretary

Appendix D7: Email from Charities Commission received on 30 May

From: [email protected] Sent: Wednesday, May 30, 2018 7:48:05 PMTo: [email protected]: Charity Commission News - May 2018

You are receiving this email because you are either listed as a charity trustee or contact for a charity on our charity register. This quarterly communication is sent to you because it contains essential regulatory information which you, or your charity trustees, need to be aware of.

If you are not a charity trustee or are no longer the contact for a charity, please ask the charity to update your details on our register.

You can read the latest edition of Charity Commission News on our website.

This edition includes:

· a reminder to keep your details up to date

· advice on safeguarding in charities

· automatic disqualification guidance for charities

· the General Data Protection Regulations (GDPR)

· new welcome pack for charity trustees

· fundraising charities: additional reporting requirements

· Charity Commission welcomes its new Chair

· insider fraud findings and advice for charities

· top tips for preventing, detecting and responding to fraud

· cyber security: charity guide

· charities will need a Legal Entity Identifier to trade in financial instruments

· new simplified financial sanctions guidance for charities operating overseas

· keeping in touch with the Charity Commission

If you are the contact for a charity please forward Charity Commission News to your trustees.

Thank you,

Charity Commission

Appendix D8: Email From VM re Norway trip

Vinod

To:Shashikant Mehta,Mukund Mehta,Sharad Mehta,Nimuben Rawal,Bharti Vyas

26 May at 16:31

Dear All

Just to keep you posted - We have switched to a better and more flexible

package deal for our eGroup Norwegian Fjords Cruise Holiday. Details are

attached.

While focusing on our elders group requirements, this package is ideal

for all age groups and hence I would like to also open this holiday

package to all BSNL members should anyone wish to come along -

especially our hard working trustees who need a break!

I will be sending out a marketing message shortly.

Regards

Vinod Mehta

07770730202

NOT JUST TRAVELProposal for BSNL Norwegian Fjords Cruise

Cruise company: P&O cruise

Ship: Azura

Cruise: Norwegian Fjords

Date: 25th August 2018 to 1 Sept 2018

About the Ship

Azura is family-friendly, larger ship

Azura is one of the largest cruise ships in the P&O Cruises fleet. Azura offers an incredible choice of bars, restaurants, sports and spa facilities, entertainment, plus lots of other exciting and unique features.

Azura venues at a glance

· Over eight places to dine including poolside grills

· Plenty of places to unwind

· Five entertainment venues

· Over eight bars or places to socialise

About the Sailing Itinerary

· 25 AUG Southampton

· 27 AUG Stavanger (Port)

· 28 AUG Flam (Port)

· 28 AUG Aurlandsfjord 28 AUG Sognefjord (Cruise)

· 29 AUG Olden (Port)

· 29 AUG Innvikfjorden 29 AUG Nordfjord 3 (Cruise)

· 30 AUG Bergen (Port)

· 01 SEP Southampton

About the Cabin price

· Inside cabin with Shower:

Cost £729 pp includes £60 on Board credit per cabin

· Outside Cabin with Shower:

Cost £925pp includes £60 on board credit per cabin

· Balcony with Shower:

Cost £1069.00 pp includes £160 on board credit per cabin

· Superior Deluxe Balcony with Bath/Shower:

Cost £1119.00 pp includes £160 on board credit per cabin

About travel to and from Southampton

Return Transfer by P& O cruise connect is included.

About dining

The price is full board

You can choose one of the following dining times

First dining (At 6:30)

Second dining (8:30)

Free dining (6:30- 9:30)

Advance booking on or drinks package .

If purchased in advance they are 15-25% cheaper

The cruise offers drinks package

Wines- depending on choice we will quote

Soft Drinks -£35 for 20 refills

Costa coffee -£22 for 10 refills

Again the credit on board can be used for this

Advance booking on Select dining

We will book in advance tables (based on availability) at the Sindhu Restaurant by the Michelin Chef Atul Kotchhar. The cost of the dining is usually £25pp but we will offer it at £15.

About on shore excursions

The ship will dock at 4 ports where you will have the option of on shore-excursions or stay on ship- The choice is yours. You can use your on board credit for excursions or other activities.

1. 27th August 2018 STAVANGER: Arrive Early morning -depart afternoon

Leisurely Stavanger by Coach -2 hours Cost £30

A leisurely introduction to Stavanger, offering an insight into the history and scenery of the town and its surroundings. Nearby at Møllebukta you’ll pass the monument of 3 giant swords which commemorate this battle and symbolise the fight is over.

Your leisurely drive will continue along the coast of south west Norway, where you’ll pass the attractive 12th century Church of Sola, as it sits on the hill overlooking Sola Bay. As you approach Eiganes, you’ll travel down the narrow road with its pretty villas and past Ledaal Manor, once the home of the writer Alexander Kielland and today the King’s residence when he visits Stavanger.

Back in Stavanger, you’ll see the impressive medieval Cathedral, and the characteristic, colourful facades of the buildings which overlook the harbour. En route back to the ship, you’ll pass ‘Old Stavanger’, for a glimpse of its charming, picturesque, wooden houses which date back to the 18th and 19th centuries. This area is considered unique and the city's most important rehabilitation project.

1. FLAM- 28th August Arrive Early morning , depart afternoon

Østerbø Mountain Scenery Duration: 3 hours- Cost £51

Soak up a panorama of fjords, lakes, villages, valleys, rivers and waterfall before heading into the picturesque mountains.This excursion will operate by coach. The refreshment venue is wheelchair accessible. The return to Flåm is via the same route.

Your scenic journey will begin with a drive along the lovely Aurlandsfjord, before heading inland past pretty lakes, waterfalls and rivers, through a series of bends and tunnels into the lush Låvisdal Valley. Absorb the stunning views over the fjord villages of Vassbygda and Aurland before continuing through the beautiful valleys of Stonndalen and Aurland to Østerbø.

Relax with refreshments of tea or coffee and traditional Norwegian waffles at Østerbø Mountain Lodge whilst enjoying the magnificent mountain panorama.

1. Olden- 29th August -Arrive Early morning – Depart Evening

There are two options – one suitable for low level walking The second is for those that are fitter and are able to have moderate level walking

Option 1: Beautiful Stryn- by Coach – duration 4 hours- Cost £47 (low level of activity)

Round trip transportation by coach , English-speaking guide , Refreshments of tea or coffee and Norweigan pancakes

The largest glacier in mainland Europe, Jostedal is a vast ice plateau spreading across almost 500km2, with some 50 ‘arms’ reaching out into the neighbouring valleys. Admire the pretty village of Stryn – famous for its summer skiing, where it’s possible to take to the slopes in just a bikini on the warmest days – and the crystal-clear waters of the glacial Stryn Lake before reaching Jostedalsbreen National Park Centre. A short film gives a fascinating insight into the natural and cultural history of the glacier, while the geological park and botanical garden exhibits are well worth a visit.

Option 2: Briksdal Glacier by Troll Car, Duration: Half day guided tour with refreshments Cost £90

Round trip transportation by coach ,Round trip transportation by troll car , English-speaking guide ,Refreshments of tea or coffee and cake

Covering an area of almost 500km2 and in places up to 600m thick, the ancient Jostedal Glacier is Europe’s largest ice field, and one of most of Norway’s most unforgettable sights. Experience its majesty up close with a visit to Briksdal Glacier, one of the many ‘arms’ carving down the mountainside from the vast plateau. You’ll board a troll car for a trip through the spectacular scenery of the Briksdal valley, from rocky canyons and cascading waterfalls to tranquil lakes. Then it’s a short walk to the foot of the glacier, the crowning glory of this awe-inspiring landscape.

4: Bergen – 30 August 2018

Bergen Views and Funicular--Duration: 2½ hours Cost £50

Included: English-speaking guide , Round trip transportation by coach Return funicular tickets, Bergen sightseeing coach tour

Beautiful Bergen is a former European Capital of Culture and Norway’s second-largest city. Discover its many charms on this leisurely coach tour, which takes in many of Bergen’s key sights. Admire the famous UNESCO listed Hanseatic quarter, with its colourful, narrow wooden buildings that face out over the harbour – relics from the 11th century and a fascinating insight into the city’s past. Be sure to have your camera at the ready: a funicular trip up to the top of 320m tall Mount Fløyen, one of the seven hills that surround Bergen, offers stunning panoramic views of the city and the fjord.

About Tour manager

We will be travelling with you so will be at hand to help you and ensure your trip is memorable

About Gratuity

While Gratuity is discretionary and is £7 per person per day, we can adjust on board within 24 hours. As an ethical company we would make up any adjustment made by your members as our commitment to improving the lives of the lowest paid staff in the travel industry

Medical assistance

There is a medical team on board and they take care of all incidents including if necessary of air-lifting anyone one at sea.

We stress that all passengers should have valid passport for 6 months from date of travel and medical insurance as any treatment requires to be paid which can be claimed through insurance

Not Just Travel Partner in Travel Offer

We will offer a TP programme to BSNL starting from this cruise and beyond for a year. This programme will offer you money back on any booking made by members of BSNL or recommended by BSNL. In the first year this will be £10 for every £100 we make (profit after VAT). The programme will include a website – BSNL NJT travel website with your logo which you can send a link to members or your contacts. When any members or friends book- the money back will be paid into BSNL Bank account and statement will be sent to the named person – normally fund-raising officer.

Appendix D9: Men’s Club Proposal

On 23 May 2018, at 18:11, Ashwin Thaker wrote:

Hi Harshaben,

Further to our conversation, may I suggest that you put my proposal of running a men's only Thursday club from 12.00 to 4.00pm in the next BOT Meeting. Subject to BOT approvals, we will kick start our activity perhaps as from 1st week in July if the BOT meeting in June gives a green light.

Gunwantbhai will be the BOT conveyor for this activity. I anticipate at least 25 patrons to turn up on day 1. However we can only announce this to our members once this has been agreed at BOT level. Membership will be limited to BSNL members only.

I will propose that we start off with £1.00 fee for each member, every week and we will evaluate this as we go forward. Initially we will require a cash fund as a float of £100.00 which we will review after 3 months. There will be no lunch served. However we will provide tea, coffee and some snacks, which again we will review after 3 months.

Taking into account as to what we have in container storage at BSNL, we may have to purchase some materials for activities like Cards, Carom, etc.,

Elections for a sub committee will take place within the first 2/3 weeks.

A weekly report on the activity will be submitted as we go along.

This is only a concept and its popularity will depend on participants and how they value their time.

Regards

Ashwin

Appendix D10: Email from Mr AT re possible PC booking

Ashwin Thaker

To:harsha trivedi,truptibjoshi,Vinod,Parul Jani,Bhavesh Yagnik

10 Jun at 10:47

I had an interesting meeting with Al Hussein, the owner of Nisacraft Care. They are next door to BSNL.

https://www.myhealth.london.nhs.uk/carehomes/nisacraft-care-london

Mr. Hussein is looking for a 10ft by 10ft space to locate a desk and a filing cabinet to establish an office space. The reason for this is that Brent council have insisted that he cannot have an office based in the care home. Incidentally he owns another 3 homes which provide care for learning, physical, mental, etc., care.

Mr Hussein would like to make an annual/2 year rental agreement for a 10 by 10 space if possible with us in one of the 2 rooms in the Portacabin. He states that the staff will continue to operate from his building but he has to show the council that they operate from the office address located in the Portacabin.

Should this proposal be something that BSNL would like to consider in the short term until 'D' day, than we will need to 'fix' the Portacabin to some minimum standard.

Also bear in mind that Portacabin space has been requested by numerous other people.

Regards

Ashwin

Appendix D11: Message receive by HT re Mehfil feedback

A bit of feedback for you seeing I brought 3 friends for the first time.

Excellent singers and great organisation.

Two points Re constructive feedback:

Food service was very stingy. Got one bhajiu. Very little rice and had to ask for more Khadhi. Potatoes were off!

When one of my friends went to get more bhajia she was served with not a very cheerful lady in a haughty manner.

Also seating was awkward. We were in row E on the right side. Two burly guys sitting in front and a lady with quite a lot of hair. We could hardly see the singers.

I asked you to give us tickets in the front but I see all the organisers were occupying front rows.

Line up chairs in a circular way so everyone can see especially if singers are not on a stage.

I do a lot of functions and have to make sure I encourage new people to come back

Apologies if you find this feedback not to your liking.

We all enjoyed the evening but could have been better.

But will come again for sure.

Vina Amin x

Back to AOB

back

Appendix E: eGroup report from VM

Dear Trustees

eGroup is doing well.

· Around 100 members attending (from 131 members total plus 5 on Waiting List).

· Great day out every Tuesday for our elderly members. (Many youngsters want to join!)

· House Full situation - we have to also allow for serving counter and performance space - running to full capacity of our hall..

· Full vegetarian lunch provided every Tuesday and for Free.

· Financially self sufficient and healthy (around £15,000 in reserve)

· Last month highlights included Presentation on Obesity, Fire Drill, Friendship songs, Wedding Theme (with Gunvantbhai Dave as groom and Hansaben Dave as bride), Mix Bag, etc.

· eCruise - Going ahead with Not Just Travel - 8 day Norwegian Fjords Cruise on 25th August. 17 cabins booked already.

· News letter and GDPR envelope stuffing and posting done by our volunteers.

· eSangeet - 18 members - performing at Hindu Council Brent on 19th August - chorus song "Mere Desh Ki Dharti"

· eYoga - all well. 24 members. Average 16 attending. Health is wealth!

· Community Lunch Award Money £500 received from Brent Council.

Concerns:

· No checks and balances on BSNL Membership - e.g. BSNL Life Membership has been given to many eGroup Associate Members!

· Makes it difficult to give priority to genuine long term Bhahmin members.

· Non-Brahmins influx affects across all BSNL groups and activities.

· Does the BOT want to address this?

RegardsVinod Mehta07770730202

Back to eGroup subgroups section

Appendix F: Abhilasha report from AT

ABHILASHA REPORT FOR BOT MEETING 13/6/2018

Bollyrobics

We have started a new term of Bollirobics on Monday 4/6/2018. 14 Ladies attended.

All are enjoying the exercise class with remix of bollywood popular numbers. This involves dancercise, garba steps and an atmosphere full of fun and laughter.

Some members are asking for pay as you go attendance, which we are not obliging at the moment, as we need to budget in advance.

Antakshari

Abhilasha Antakshari event is set for 7th July 2018 from 6pm, newsletter article has been done. Trustees were invited to join the sub committee, there was a suggestion to just include ladies only and I was thinking about it, however as this is an event for all Bsnl members, we will continue with a mixed sub committee. Budget on its way, more details will follow.

Abhilasha BBQ/Cookery demo

This is on hold for the time being pending joint event with Ageless Group.

Abhilasha Shravan monthe Satsang.

This is planned for Sun 12/8/2018 2-5pm for Abhilasha ladies. Budget and details to follow. To be added to events planner.

Budget For Antakshari Event

Budget:

Name of the program

Date:

Budget

Actual

No of Tickets

Price per Ticket

£

£

Income:

Ticket Sale: Members

90

6.50

585.00

0.00

Non Members

15

8.00

120.00

0.00

Sponsorship

Aarti

705.00

0.00

Expenses:

Hall / Venue Hire


Catering / Food

105

5.00

525.00

Drinks

Tickets Printing

Bsnl

Gifts/presents

Security

Cleaners

2hrs

10 ph

20.00

Misc/Sundry

15.00

560.00

0.00


145.00

0.00


Ladies Satsang Event Budget

Budget Template:

Program:

Abhilasha Satsang

Income:

£

£

Ticket sales

0.00

Donation

50.00

Aarti

10.00

Sponsorship

60.00

Expenses:

Hall / Venue Hire

0.00


0.00

Catering / Food

75.00

Tea/Coffee

Tickets Printing

0.00

Gifts/presents

Security

0.00

Misc/Sundry

10.00

85.00


-25.00


Back to subgroups section

Appendix G: Feel Good Champion Report from BV

I have been in regular contact with Harshaben giving her the feedback, as a feel good champion, from our members and frequently have discussed some of these issues in depth over the lengthy telephone call conversations. Harshaben, as you all know and are aware of, is a very pro-active President and is very professional in her approach in tackling issues. She has on occasions resolve me on some delicate issues and I have given her my opinions. However, it has always been Harshaben’s decision to share the information with the BOT.

My statement to member (also applies to BOT)in June news letter is and will be :-

At BSNL we want to make it our mission to bring the BSNL together to work jointly as a strong cohesive team so we can all gain maximum ‘happiness’ and benefits as being part of the BSNL family. My job is to gather and report on any feedback on any issues that you may have on the BSNL. I would like to know what you like or dislike and listen to any concerns or suggestions that you may have to improve what the BSNL provides for you. This can be done anonymously, if you prefer, so you can have your say without any repercussions. We want to make the BSNL a happy and positive place, which you look forward to being part of and belong to. Here I would like to stress that all the members’ issues /concerns are passed on to Harshaben our president,anonymously, without naming any member.

As a ‘Feel Good Champion’ I am of the opinion that we get carried away with emotions and passion to discuss about issues relating to the sub-group and start discussing openly – letting our guards down. I believe that the discussions need to be transparent, unbiased and without any personal agendas. Our discussions need to be healthy and our aim- to get a united association, must be at the centre of all related matter meetings. Though, we never target any personnel in particular. All our board members are working tirelessly for our society giving their invaluable time and expertise on voluntary basis without any financial gain. It is about serving our society without any recognition as individuals. Let us all join hands and work together to a better and united Brahmin Samaaj.

WOMEN IN SAMAAJ

Having spoken to numerous females in the society representing different sectors performing their day to day activities, I got an overwhelming and resounding response that they feel good when their partners’ say that they love them and appreciated them. However, it would be a great idea to give them a recognition within the community.

The male counterpart are of the same opinion and would want to put names forward, be it the wife, sister, daughter, daughter-in-law, mother etc. - but are not aware of where to nominate these women. Without having an official organisation/body to conduct such survey and to acknowledge these women publicly.

Similarly the other Brahmin organisations such as Vallam, Bardai, East London Brahmin Society etc.have all expressed a great deal of interest in this appreciation of ‘Women in Samaaj’ event.

If I have missed any other orgnisations that any one feels would be appropriate then please let me know. I would love to get all these women under one umbrella and let us all work to get one UNITED BRAHMIN SAMAAJ.

I am proposing that event presence will be by invitation only. All nominator and nominees should be invited to event.

At first year award certificate should be given to every nominee. This way all the nominees will feel appreciated .

‘Women in Samaaj’ event to start with will be from brahma samaj

But later years should be for women of any samaj, hosted always by BSNL This would be a way forward. I would like this event to be an annual event so it will be a fund raising event and as such self financing.

I have pencilled in the 14th September 2019 as a date for this function. Harshaben and the other influential members of the society are in the process of helping us find a prestigious venue and get some sponsors to have some financial assistance towards the costs.

With my contacts, I am also trying to get a well known personality as a chief guest to talk at the event.

Women in Samaaj - Printed Flyer & Entry Form

Unsung Hero Female Award

The Brahmin Society North London are hosting an event to honour female members of the society. We would like a male member of the family to nominate the female from their family. For example this could be your mother, sister, daughter or daughter-in-law, etc. We are not looking for any academic or commercial achievement of the person being nominated but their contribution in the family and/or society that allowed family and/or society to progress and prosper. As the category states it is the award for the Unsung Hero. The process is very simple. Please complete the nomination form and return it to me by e-mail ([email protected]) or by post (1234 East Lane, BSNL). If more than one member needs to be nominated then please use a separate copy of the form below. One entry per from only.(this could be they can nominate their mother/mother-in-law and one other female only)

‘WOMEN IN SAMAAJ’

ENTRY FORM

Your Name:…………………………………………

Your Address…………………………………………………………………………………

…………………………………………………………………………………

…………………………………………………………………………………

Nominees Name………………………………………………

Nominees D.O.B………………………………………………

Your relation With the nominee…………………………………………………………………………………

Nominees Address…………………………………………………………………………………

…………………………………………………………………………………

…………………………………………………………………………………

Does the nominee:

Have a disability Y / N

Help required with disability Y /N

Reason for your nomination. Please keep it brief – 200 words

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

BSNL is GDPR compliant and the information given on this form will only be used for this particular purpose only.