Ref: KKS/04-AGM/2015-2016 Dear Member, 01/07/2016

NOTICE OF THE 4th ANNUAL GENERAL BODY MEETING

The 4th Annual General Body meeting of Kundalahalli Kerala Samajam will be held on 31st July 2016 (Sunday) as per the schedule given below. All Life Members are requested to make it convenient to attend.

Please find the following enclosures in the booklet for your kind information. (1) Audited statements of accounts for the financial year 2015-16 (2) Report by the Gen. Secretary for kind approval and adoption by the fourth AGM. DATE : 31st July 2016 (Sunday) TIME : 10:00 AM - 1:00 PM VENUE : Kundalahalli Kerala Samajam Kalakshethra, # 624, 8th Main, 16th Cross,

BEML Layout, ITPL Road, Brookfields AGENDA

1. Invocation 2. Welcome speech by President, KKS 3. A minute silence in the memory of the member/s / their family member/s who passed

away during the last year. 4. Annual report by Secretary, KKS 5. Presentation of audited statement of accounts for the year 2015-16 by Treasurer, KKS 6. Budget requirements for the year 2016-17 7. Appointment of External Auditor for the financial year 2016-17. 8. To consider selection of Internal Auditor for the year 2016-17 9. To consider resolutions ,if any 10. To consider Address change of the Samajam. 11. Any other matter with the permission of the chair. 12. Vote of thanks 13. To consider selection of the Managing Committee for the year 2016-18 based on the

nominations submitted in the prescribed format beforehand. 14. Refreshments

………………………………………………………………………………………… The new membership registrations will remain closed from 15th July -15th Aug 2016. Resolutions if any by members may please be submitted to the KKS Kalakshethra

addressed to President/ Secretary on / before 20th July 2016. The nomination form may be collected from KKS Kalakshethra office on/before 20th

July 2016. Please call 9449213845 for details. Submission of nomination to be done on/before 25th July 2016, latest by 7:00PM. Withdrawal of nomination on/before 28th July 2016, latest by 7:00PM Copy of Samajam bylaws is available in the office for verification. AGM is an exclusive member activity, hence admission to the venue and registration

is allowed on production of this invitation/report. Kindly co-operate. -Sd-

Yours faithfully (Shijo.K.Francis, Gen. Secretary)

ANNUAL REPORT KKS/04-AGM/2015-2016 Date: 01/07/2016 Dear Members, Greetings from Kundalahalli Kerala Samajam ®. I would like to submit the 4th Annual working report and externally audited statement of accounts for the period of 12 months (1st April 2015 to 31st March 2016) of the KUNDALAHALLI KERALA SAMAJAM®, for the kind information of all members and approval and adoption by the 4th annual general body on 31st July 2016.

1. 4th Onam Celebrations with cultural extravaganza Kundalahalli Kerala Samajam celebrated the Onam 2015 - Ponnonasandhya, Onam celebrations programme organized under the KKS banner on 12 & 13th September 2015 at Whitefield banquets hall with great pomp and pageant. Ganamela on 12th evening was presented by the noted singers Vivekanandan, Anju Joseph and team. 13th Sept programme included Maddala Thayambaka by Arun Deva warierr and team followed by cultural programme by KKS family members. 2015 Onam celebrations witnessed more than 2000 foot falls to the event and made the programme a grand success. Several business promotion stalls and sales at the venue gave opportunity to show case some of the unique products of the business entities. The 2 days long Onam celebrations were organized with the help of members and generous event sponsors.

2. Birth of KKS Kalakshethra. After the success of the 4th Onam celebrations, the committee had a brain storm session on feasibility of opening own premises and the conceptual form of KKS Kalakshethra, an academy of performing and visual arts was presented. Mr.Jose Pullen appreciating the proposal, offered the first donation of INR one lakh. On 25th Aug 2015, the foundation stone for the building was laid and a hall and office room consisting of 1300 sq.ft was constructed on war footing with the help of M/s. Neil Constructions, owned and operated by our members Mr. Shiju & Mrs. Shiji. 13 programmes/types of courses are currently being run in the premises and we have about 160+ admissions done as of now.

3. Inauguration of KKS Building & Official Logo of KKS Kalakshethra KKS Kalakshethra was inaugurated on 23rd Oct 2015 in the gracious presence of Dr.J Alexander IAS(Retd), Smt.Sridevi Unni, Smt. Swetha Vijaykumar, Sri.Jayram and many other dignitaries.

The official logo of the Kundalahalli Kerala Samajam Kalakshethra was released during the Onam event on 13th Sept 2015 by the Chief Patron Dr.J Alexander, IAS (retd.)

4. Keralolsavam 2015 by Kerala Sangeetha Nataka Academy (KSNA) & Kundalahalli Kerala Samajam’s participation.

Keralolsavam 2015 was the brain child of Sri. Soorya Krishnamoorthy and it was showcased in various states in India including Karnataka. The event was conducted in Bangalore during 27th -29th Nov 2015 . KSNA was coordinating the organizing efforts and KKS was selected as one among the organizing group. Various requirements were coordinated by KKS. KKS also operated and managed “Tattukada”, Juice and snacks stall, and venue arrangements for the success of the programme. Efforts were appreciated by the KSNA and various other Malayali organizations in Bangalore.

5. Kerala Chalachitra Academy, Govt of Kerala, selected KKS Kalakshethra as the official venue for the screening of national award winning Malayalam movies in Bangalore.

Again KKS Kalakshethra was selected by Kerala Chalachitra Academy, as one of the venue in Bangalore to screen the national award winning movies. Movies were screened on three days (ie) 29th – 31st Jan 2016.

6. Membership Mobilization: Eighty five (85) members were added during the financial year 2015-16

7. Chennai Flood relief support, (A CSR Initiative) KKS in association with M/s. Sastha Pools supported the victims of Chennai flood with required materials. All new materials were supplied to the flood affected areas in Chennai. The truck carrying materials were flagged off to Chennai from KKS premises at BEML layout on 7th Dec 2015.

8. Building fund mobilization Building donation coupons worth INR 50,000/- were sold to mobilize funds for construction of KKS building in BEML layout. This would not have been possible without the untiring efforts of KKS committee members.

9. Independence Day celebration Independence Day of India was celebrated by KKS on 15th Aug 2015. Members also participated in various activities on this day including participating in the blood donation camp organized by Spandana, Residents Welfare Association of BEML layout.

10. Inauguration of the new class room at Kalakshethra and commencement of Kannada & Malayalam Classes.

A new class room was built due to the insufficient space and was inaugurated on 11th June 2016 by the Bangalore Kerala Samjam® President Sri. C.P.Radhakrishnan and Secretary Sri.Rejikumar. Also inauguration and commencement of Kannada classes organized with approval from “Kannada Kali”, Kannada Promotion Board, Govt of Karnataka.

Malayalam classes are conducted in association with the Govt of Kerala’s Malayalam mission initiative “Ente Malayalam”. KKS is the 43rd centre outside Kerala for Malayalam language promotion.

11. International Yoga day celebration International Yoga Day was observed on 30th June 2016 by the Yoga students group of Kalakshethra in association with “6am Yoga”.

12. Ladies wing- “Surabhi” -Major activities during the year 2015-16

• Team members visited “Swanthanam” – a home for the mentally retarded children, located at Sarjapur road and offered generous contribution.

• Management of stage and cultural programmes during “Onam 2015” – management and welfare of more than 100 artists and several budding artists.

• Surabhi members actively support the KKS Kalakshetra activities being “coordinators” for various items/courses and also assisting KKS to organize all functions.

• Keralolsavam 2015- Organized by KSNA, KKS Surabhi members actively participated in managing the “Thattukada” and also showcased few programmes on stage.

• Children’s Day was celebrated at KKS Kalakshethra on 14th Nov 2015 and organized various activities for children as part of the celebrations.

• A get together was organized on 4th Jan 2016 to celebrate New Year and Christmas. A pot luck lunch also was organized.

• One day excursion and team building activity was organized on 6th Feb 2016 and some quality time was spent at Mango Mist resort.

• Celebrated the International Women’s Day at KKS Kalakshethra on 3rd April 2016.

I would like to conclude the 4th annual report of the Kundalahalli Kerala Samajam for your approval and adoption in the annual general body meeting proposed to be held on 31st July 2016. I take this opportunity to thank all the office bearers, executive committee members, sponsors of various programs, donors, well wishers, printers, and the life members of the Kundalahalli Kerala Samajam for their unstinted support and cooperation extended to the committee during the year.

On Behalf of Kundalahalli Kerala Samajam -Sd-

Shijo Francis, (Gen. Secretary)

Minutes of the 3rd Annual General Body Meeting of KKS held on 19th July 2015 at Spandana R2SC hall, BEML Layout, Bangalore -66

Agenda

1. Invocation 2. Welcome Address by President 3. Condolences 4. Confirmation of 2nd AGM Minutes 5. Annual Report presentation by Secretary 6. Statement of finance and accounts presentation by Treasurer 7. Resolutions if any - Address Change, Membership & Fees. 8. Appointment of External Auditor for the financial year 2015-16 9. Appointment of internal auditor for the financial year 2015-16 10. Any other matter with the permission of the chair 11. Vote of Thanks 12. Refreshments

Adjournments The meeting was adjourned to 10:00 AM from 9:30 AM due to insufficient quorum.

I Invocation: Invocation was rendered by Master Rohit Nandakumar.

II Welcome Address Mr. K.V.G. Nambiar welcomed the members present for the AGM. He stressed that attendance of members for AGM is important for the organization, but commended that KKS is better compared to other organizations.

III Condolences A minute silence was observed to pay homage to the departed souls.

a. Dr. K.V.John – 9th August 2014 (Membership # 79, B Block, AECS Layout) b. Mr. P. Sivaraman – 23rd February 2015 (Membership # 26, , B Block, AECS Layout) c. Mr. Anoop Nair – 4th June 2015 (Membership # 54, D Block, AECS Layout) d. Mr. V.T.Abraham – 17th June 2015 (Membership # 91, D Block, AECS Layout) e. Mr. Raghunathan T.K – 4th July 2015 (Membership #23, A Block, AECS Layout)

IV Confirmation of 2nd AGM Minutes of Meeting Mr. Nandakumar expressed that the details are already circulated as brought out in the booklet. He requested permission from the general body to continue with further proceedings, if agreed upon.

Mr. Atthikal Unnikrishnan proposed the minutes of the meeting & Mr. Vasudevan seconded it.

V Annual Report by Mr. Shijo Francis, Secretary Mr.Shijo presented the Annual Report for the year 2014-15.

Onam 2015 KKS EC proposed to celebrate the Onam on 12th and 13th September at Whitefield Banquet Hall. Mr. Shijo Francis informed that there will be 3 hours of “Ganamela” by Idea Star Singer season 4 winners Vivekanandan and Anju Joseph on the 12th evening from 6:00 PM onwards. On 13th Sept 2015, there is a proposal to showcase one hour programme by KKS team and a “Mohiniyattam” dance programme by Gopika Varma. An estimate of Rs. 10,00,000 is expected. Rs. 5,00,000 is expected from Donor Coupons and another Rs. 5,00,000 will be collected from Sponsors.

KKS Premises & Kalakshethra KKS is working on a plan to start its own school of performing and visual arts, and the launch of the school is proposed to be held during the Onam 2015 celebrations. Mr. Shijo Francis informed the members that the committee has identified a land in BEML layout measuring 2400 sq. ft. on a lease for 3 years. Monthly rent and an advance amount to be paid. KKS is proposing construction of a temporary building of approximately 800 sq. Ft in the said land. Ms. Gopika Varma, reputed Mohiniyattam dancer, has agreed for a tie-up with KKS School of performing arts for teaching “Mohiniyattam”.

It was also proposed to use the unspent amount collected during Onam for construction of the building. Fund generation through donation from members and well wishers also was proposed and agreed upon. Secretary requested all members to contribute towards building fund.

Mr. Nanu welcomed the idea and immediately agreed to donate Rs. 1000/- as his contribution. Mr. Govindan Nambiar wanted to know if there are any specific conditions proposed to be included in the lease agreement. Mr. Shijo Francis explained that the land is ready and a minimum period of 3 years is guaranteed. KKS has already contacted a few eco-friendly low cost houses building group in Hyderabad for the feasibility of construction of a 800 sq. ft. building. He also stressed that this is only a temporary arrangement and KKS should aim to have our own premises within the next 3 years, before the expiry of the lease period.

Mr. Nanu wanted to know whether we can extend the lease after 3 years. Shijo Francis informed that there is likely hood of further extension, provided if both parties are agreeable to terms and conditions stipulated at that time.

VI Statement of finance and accounts by Mr. Narayanan Nambisan, Treasurer Mr. Narayanan Nambisan, Treasurer presented the statement of finance and accounts summary for the year 2014-15.

Mr. C.K.Raveendran wanted to know the cash on hand and Bank balance. Narayanan Nambisan furnished the required information and requested members for the approval and adoption of the report by the GB.

Mr. C.K. Raveendran proposed and was seconded by Mr. Rajmohan.

Budget requirement for the current financial year 2015-16 Mr. Narayanan Nambisan appreciated the efforts of youngsters for their active participation in collecting funds. An estimate of Rs. 10,00,000 was expected for the year 2015-16.

Mr. Shijo Francis informed the members that KKS is planning to have its own building soon. An estimated expenditure of Rs. 4,00,000/- is expected for the construction of office & school. Treasurer sought approval from members for an estimated budget of Rs. 15,00,000 for the financial year 2015-16.

To a question from the members with respect to the plan to meet the expenses, Secretary and Treasurer proposed a building fund and collection of donations from well wishers. Members unanimously approved the budget for the financial year 2015-16.

VII Resolutions, if any : • To increase Annual Maintenance Amount from Rs. 100 to Rs. 200

Mr. Vasudevan Panicker wanted to know the possibility of increasing the Annual Maintenance fee of Rs.100/-. He mentioned that the Samajam is taking up various activities for the well being of its members and therefore collecting such a small amount will not suffice. He was of the opinion that the amount may be increased to Rs.300. Shijo Francis

informed that the process of collection and non-payment is a bigger issue and that also needs to be addressed.

He further stated that the committee would like to propose Rs. 300/- as annual subscription per year. Opinion was also taken from members present. Mr. Jibson proposed for a collection of Rs. 500/- per year. Mr. Anoop suggested to collect Rs. 50/- per month. Mr. Vasudevan Panicker said that the rise from Rs. 100/- to Rs. 500/- looks to be very steep. Mr. Chandran said that it is better to increase the amount by 100%, and if need be, revise again from next year. Another member Mr. Attikal also opined the same. Mr. Arun.V suggested to collect Rs. 500/- from youngsters who are working and Rs. 200/- from Senior Citizens. Mr. Shijo Francis informed that 80% of our members have contributed to the annual maintenance and suggested a reasonable increase to Rs. 200/-.

After further deliberations, it was proposed to increase the annual maintenance amount to Rs. 200/- from the current financial year of 2015-16. The proposal was unanimously passed by all.

Address Change of the Samajam:

Secretary informed the members that Samajam has to apply for a PAN card and proposed to change the existing office address of the Samajam.

It was proposed to have Secretary’s / Treasurers home address as the permanent address for time being. After discussions, members suggested to keep the address of the proposed new premises at BEML layout as the permanent address.

Increase of Life membership fees from Rs. 500 to Rs. 1000. Mr. Santhosh proposed to enhance the life membership fees from Rs.500/- to Rs.1000/-

• Mr. Nanu said that other Kerala Samajams were only charging Rs. 300/-. We should continue with the same amount till we get at least 1000 members.

• Mr. Atthikal was of the opinion that since KKS is an established organization, it is better to increase the life membership fees.

• Mr. Raveendran said that Rs. 1000/- will be an affordable fees to all. • Mr. Rajeev said that majority of Senior members are already members of the

Samajam, so it is better to increase to Rs. 1000/- • Mr. Nanu cautioned that the increase in membership should not affect the

membership drive. He also cautioned that there are lot more senior citizens yet to join the Samajam.

• Mr. Shijo Francis suggested that if any Malayali family feels affordability as an issue, the committee can review on a case-to-case basis and take appropriate decision so as to enable them to become members.

• Ms. Suja stated that opportunity should be given to other family members /spouse also to join the Samajam. Mr. Shijo Francis said that as per our bye-law there is no restriction on family members becoming members, and anyone who attains 18 yrs of age can become members.

• Mr. Kutty informed that his family is willing to join if the membership fess is only Rs. 500/-. Mr. Venugopal suggested that family/spouse membership fees should be restricted to Rs. 500/-.

• After deliberations it was agreed by the GB that Rs. 1000/- as the fees for life membership and Rs. 500/- will be the membership fee for immediate relative/spouse of any existing member. In addition, Rs. 200/- will be applicable for all kinds of membership as Annual Maintenance Fee.

• Senior citizens will be given consideration on a case-to-case basis.

VIII Appointment of External Auditor for the year 2015-16: Mr. Narayanan Nambisan, Treasurer informed the members present that the current auditor Mr. Shantha Kumar & associates have been performing the audit for the last few years and have been prompt in their services. He proposed to continue with the same auditors and increase the auditor’s annual fees from Rs. 5000 to Rs. 7000.

Mr. Nanu proposed to continue with the current auditor. Members unanimously agreed to the same.

IX Appointment of Internal Auditor for the year 2015-16: Mr. Narayanan Nambisan informed that Mr. Balakrishnan is our internal auditor and carrying out a good job and asked the members suggestion to continue to utilise his services. Members unanimously agreed to continue with Mr. Balakrishnan as Internal Auditor for the year 2015-16.

X Any other matter with the permission of chair: 1. Mr. Nanu highlighted the harassment of Karnataka RTO on Kerala Vehicles. Many Kerala

Samajam’s in Bengaluru are tirelessly working for the withdrawal of this order. He requested KKS to give a memorandum to Mr. K.J.George, Home Minister and Mr. Khadeer, Health Minister of Karnataka. Secretary informed that the suggestion is well taken and KKS will try to present a memorandum to the concerned authorities.

2. Mr. Nanu said that there is a bus pickup service for interstate travellers from Jalahalli to Majestic Bus stand and also from Madivala. Can KKS put efforts with BMTC to organise pickup service facility for interstate travellers from Marathahalli. Secretary informed that the possibilities will be explored.

3. Members suggested that commencing the AGM by 10:00am will be appropriate as most of the members are not able to join by 9:30am on a Sunday. It was agreed upon that the next AGM proceedings will start only from 10:00 AM onwards.

4. Mr. Kutty wanted KKS to request for a railway station at Marathahalli, as it will benefit many Malayalees living here. He also informed that a memorandum has already been presented in the year 1997 to Mr. O. Rajagopalan, the then union minister, but No progress. Mr. Shijo informed that we can prepare the memorandum and join with the efforts put in by other Samajam’s in Bangalore.

5. A member wanted to know whether KKS can organise Malayalam classes and cultural programs in addition to sports. Mr. Shijo informed that the bottleneck is the space and will put efforts to organise such events once we have our own premises.

6. Mr. Nanu informed that Kerala Sajamam has been conducting IAS coaching classes at Marathahalli. He wanted KKS to pass this message to all its members.

7. Mr. Mithun suggested using fabricated building structure as this can be moved easily. Shijo welcomed the suggestion and requested Mr. Mithun to explore in detail and inform KKS.

XI Vote of Thanks Mr. Nandakumar proposed the vote of thanks and thanked all members for their active participation. He invited all members to take part in the light refreshments arranged at the venue. The meeting was concluded at 12:30 PM with thanks to the Chair.

-Sd- K.V.G Nambiar

(President)

-Sd- Shijo Francis

(Gen. Secretary)

-Sd- Narayanan Nambisan

(Treasurer)

01/07/2016 FORM SERIAL NO: …………….

NOMINATION FORM

(Verified by)

Signature of the applicant Signature of the electoral officer ……………………………………………………………………………………………………………

1. The nominations are made to select the executive committee members for the year 2016-18. 2. The candidate should be able to spend time to actively participate in all activities of KKS. 3. A member can propose / second only one nomination/candidate. 4. The duly filled nomination forms are to be submitted in a sealed envelope to the KKS

Kalakshethra office addressed to the President/Secretary on/before 25th July 2016, latest by 7:00PM.

5. The last date for withdrawal of nominations will be 28th July 2016, latest by 7:00PM. 6. Any nomination after the prescribed period will not be entertained, what so ever the case may

be. 7. Photo copying of this form for submitting nomination will NOT be valid. Please use the

original with this booklet / collect a fresh form from KKS Kalakshethra office.

ISSUED BY (KKS SEAL)

NAME OF THE MEMBER : SHRI/SMT.

MEMBERSHIP DETAILS

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ADDRESS AND CONTACT DETAILS

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SUPPORTING MEMBERS (PROPOSED BY)

(SECONDED BY)

: 1.SHRI/SMT.

Signature

2.SHRI/SMT

DATE :

KKS EXECUTIVE COMMITTEE (2014-16) Dr.J.Alexander, IAS (Retd)- Chief Patron & Advisor

Sri. K V G Nambiar - President Sri. Shijo. K Francis- Gen. Secretary Sri. G. Sreekantan- Vice President

Sri. C.R. Madhavan Nair- Vice President Sri. Nandakumar Nair- Joint Secretary Sri. Santhosh Kumar- Joint Secretary Sri. Narayanan Nambisan- Treasurer Sri. K. Balakrishnan- Internal Auditor

EC Members

Sri. Anand V

Sri. Ismail T V

Sri. M G Variar

Sri. Murali Mani

Sri. Janardanan.K

Sri. TMS Nambisan

Sri. Ramachandran K

Sri. Reghunathan Nair

Sri. Sivasankaran.K.V

Sri. Thomas Abraham

Sri. Rejith C Nambiar

Smt. Pauline Thomas

Sri. Unni Madhavan

Sri. Hari Prasad

Sri. Anil Kumar

Sri. Jose Pullen

Sri.Gopalakrishnan K Sri. Jitesh Nambiar, Chairman- Youth wing

Sri. Prashanth Parapilly, Vice Chairman-Youth wing Smt.Kavitha Rajmohan, Chairperson- Ladies wing

Smt.Shakeela Ismail, Vice Chairperson- Ladies wing