Minutes of Trustees meeting on 1/11/2022 at our office, 8[th] . Floor, Friary House, Cardiff
Trustees present: Dr Kanti Nath – Chair of Trustees
Dr Ashok Mukherjee, Dr Sakti Guha Niyogi, Dr Sankar Das, Dr Satya Kishore Sharma, Dr Sandip Raha
Apologies: Dr Kaushik Mukherjee, Dr Ravi Narayan
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Trustees discussed Saraswati Puja 2023 issues following last Executive committee meeting where a decision was deferred as our Priest Anirban stated that he won’t be able to do Saraswati Puja other than actual date on 26[th] January 2023, while majority of committee members have stated that it should be done on Saturday 28[th] January so children can participate and a cultural programme can be arranged. Trustees felt that it should be done as per majority of Executive committee members decision rather than only Priest’s opinion and if needed alternative priest can be arranged. Chair of trustee to communicate this to Executive committee.
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Charity donation money raised in Diwali was discussed too and it was felt that executive committee should come to a consensus agreement about it including money raised through auction of Rugby tickets (donated to Raja Biswas by Dr Dewar).
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Trustee felt that subcommittee formation for golden anniversary should be done asap and subcommittees should have enough independence to formalise their section with approval from Executive committee.
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Trustees also discussed about logistics of Visarjan of Old Protima and there was consensus of dipping it in a water filled skip and then recovering the wooden frame for recycle. Sandip to explore cost and suggest that to Executive committee.
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Trustees also felt restoring present Protima made in 2016 is a better option than commissioning a new one from India and this possibly can be done as restoration project. Sandip mentioned that discussion with St. Fagan’s Wels history museum has been initiated as partnership.
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Trustees discussed Neeleem letter to Trustee Chair and agreed that Cultural and Catering officer’s posts should be renamed as Cultural and Catering lead and changes of names should be in Constitution. Trustees also felt that there should be nominated lead for PR - sponsorship/ website and digital matters.
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Decision about nominating any additional trustee (Dipak Kundu’s vacancy) was deferred.
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Trustees discussed points raised and opinions expressed by Exec committee members in whats app group and agreed that final decision should be only done in Exec committee meeting although members can give their points of view in the group. All discussions should be harmonious and congenial and should not be discord to each other.
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Trustees approved the yearly account of 2021-22 as submitted during AGM in October 2022
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Trustees approved the addition of Charity dissolution clauses added to constitution as well as Trustees not financially benefitting from the charity under any circumstances.
11. Trustees thanked Dr Kanti Nath for providing refreshments.
Prepared by Dr Sandip Raha
Trustee
Dated 3/11/2022
| Wales Puja Committee Accounts 2021-22 | Wales Puja Committee Accounts 2021-22 | Wales Puja Committee Accounts 2021-22 | Wales Puja Committee Accounts 2021-22 | |
|---|---|---|---|---|
| Registered Charity No: 1050138 | ||||
| Durga Puja:- | ||||
| Expenses( in £) Income ( in £) |
||||
| WCIA Hall hire | 4000 | Online Donations | 4431.73 | |
| Stage Building/ Lighting/ Decorations | 2067.2 | Cash | 432 | |
| Protima Transportation | 600 | Cheque | 302 | |
| Priest Service/ Accomodation/ Car Park | 769.09 | Car Park collections | 456 | |
| Fruits/ Flowers / Puja Samagree/ Provisions | 720.18 | |||
| WCIA Hall Car Park | 468 | Sponsors :- | ||
| K.K. Solutions for Souvenirs | 442 | Lifeline Pro Ltd | 720 | |
| Catering:- | Eurocross Ltd. | 500 | ||
| 4 Nights Meal & Sweets from Puja Sweets | 4 Nights Meal & Sweets from Puja Sweets | 2358 | Sharee Stall | 50 |
| 4 Days meal from PUKKA pure Indian Kitchen | 2100 | Flowers Donation | 50.5 | |
| Takeaway Cutlery Packaging Cutlery sets | 842.65 | Sweets Donation | 355 | |
| Cultural Program:- | ||||
| Hall Hire for Rehearsals(4days@£30) | 120 | |||
| Stage Sound Service | 283.62 | |||
| Dance Props/ Gift for performers & Judges | 224.8 | |||
| Total ~~a~~ |
14995.54 Deficit 7698.31 |
Total 7297.23 ~~es~~ |
||
| (Community Grant Received on Sep'2019 which was £7150. So overall Durga Puja event deficit is £548.31) | ||||
| Kali Puja:- | ||||
| Llandaff Rowing Club Hall hire(@£50/hour) | 250 | Online Donations | 900 | |
| Hall set up/ Pre-Post kitchen Clean (@£25/hour) | 75 | Cash | 40 | |
| Puja Samagree/ Fruits/ Flowers/ Provision | Puja Samagree/ Fruits/ Flowers/ Provision | 283.8 | Thali Donation | 61 |
| Refreshment from Pukka Pure Indian Kitchen Caterer 440 |
(Pronami) | |||
| Sparklers / Fireworks /Kitchen help | 85 | Sweets Donation | 45 | |
| Total ~~a~~ |
1133.8 Deficit 87.8 |
Total | 1046 | |
| Saraswati Puja:- | ||||
| PCC Hall hire( @£25/hour) | 250 | Online Donations | 1264.01 | |
| Stage Decorations and Lighting | 199.7 | Cash | 290 | |
| Puja Samagree/ Fruits/ Flowers/ Sharee/ Provisions | Puja Samagree/ Fruits/ Flowers/ Sharee/ Provisions 382.65 |
Cheques | 25 | |
| Refreshment from PUKKA and kitchen help and Cutlery sets 577.56 |
||||
| Food waste clearances by Smith.S | 120 | |||
| Total ~~a~~ |
1529.91 Profits 49.1 |
Total | 1579.01 | |
| Sotoborsopore Cultural Program:- | ||||
| Visiting Artist flight Expenses | 1170.7 | ACW Lottery Grant | 6060 | |
| Remunerations and Accomodation | 2593.78 | Tickets Sales | 1035 | |
| VISA cost/ Travelling U.K /Parking / Food | 531.67 | |||
| London Artists Fees/ Car Fuel/ Coach Fare/ Refreshment 1026.4 |
||||
| Hall Hire for Reharsals/ Stage Light/ Refrehment | 464.47 | |||
| Chapter Hall Hire for Program | 550 | |||
| Leaflets/ Props/ Gift for Dancers / Flowers / Advertising | Leaflets/ Props/ Gift for Dancers / Flowers / Advertising 968.73 |
|||
| Total ~~a~~ |
7305.75 Deficit 210.75 |
Total 7095 ~~es~~ |
||
| Charity Activity:- | ||||
| First Aid Training Programme (Team India) | 500 | Online Donations | 291 | |
| Total General Expenses & Income:- ~~a~~ |
500 | Total 291 ~~es~~ |
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| Durga Puja Event Insurance | 204 | Community Grant | 10000 | |
| Kitchen Hehp(32 hours@£10) | 320 | Gift Aid from HMRC | 1469.63 | |
| Intercity Removals ( Protima Storage) | 1620 | National Museum | 50 | |
| Microsoft & Yearly Zoom subscription (@£14.39/month) 231.47 |
Golden Anniversary | |||
| HCW Mebership | 50 | Executive members | ||
| UKBC Co- host Fees | 50 | Monthly payments | 1461 | |
| NHS Charities Together, Warwick | 50 | |||
| Furniture transfer Van fare for WPC office & Solicitor fees 386 |
Interest from Bank | 10.32 | ||
| Admin/ Storage Box/ Decoration Cloth | 21 | Sundries | 1.78 | |
| Miscellaneous :- | ||||
| Last year Expenses hadn't claimed, gone through this year 105.27 |
||||
| Fraud Transaction named FORTNUMANDM, ason.com 139.45 |
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| Sotoborso Pore Rehearsal PCC Hall Hire paid Twice. | Sotoborso Pore Rehearsal PCC Hall Hire paid Twice. 130 |
|||
| ( Need to be claim back) | ||||
| Total | 3307.19 | Total | 12992.73 | |
| Grand Total 28,772.19 |
Grand Total | 30,300.97 | ||
| Overall Surpluses during 2021-2022 accounting year is 1,528.78 |
Current A/C Balance | 2957.32 | ||
| Total in Bank on 31/08/2021 | 29,400.48 | Savings A/C Balance | 27969.33 | |
| CharityA/C Balance | 2.61 | |||
| Total in Bank on 31/08/2022 | 30,929.26 | Total in Bank | 30,929.26 |
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the Charity Name trustees/ members Wales Puja Committee of
On accounts for the year ended
31 August 2022 Charity 1050138 no (if any)
Set out on pages 1
(remember to include the page numbers of additional sheets)
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31 August 2022.
Responsibilities and basis of report
As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent I have completed my examination. I confirm that no material examiner's matters have come to my attention in connection with the statement examination which gives me cause to believe that in, any material respect:
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the accounting records were not kept in accordance with section 130 of the Charities Act; or
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the accounts did not accord with the accounting records; or
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the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Date: 23/05/2023 Signed: oe
Name: PAUL SIMON BROWN
Relevant FCIE, DChA, professional qualification(s) or body (if any):
Address: Suite 2, 42 Triangle West, Park Street, Bristol, BS81ES