MINUTE OF HAND-OVER/TAKE-OVER (HOTO) OF MANAGEMENT COMMITTEE

& PLANNING SESSION OF BURNT OAK NEPALESE COMMUNITY –
LONDON

ON
3^RD JANUARY 2010

AT EVEREST RESTAURANT, EDWARE

1.
ATTENDACE

See Appendix A

2.
Opening Address (at 1250)

The Out-going Chairman Mr Mohan Gurung addressed welcoming to the Meeting and expressed Greetings on the Occasions of Christmas, New Year 2010 and Gurung’s Festival Lhosar (To Lho) to all attendees. He then stated the aims of the meeting being the Handing and Taking over between 2^nd and 3^rd Management Committee of Burnt Oak Nepalese Community. A thank you message was expressed to the Management Committee and all members of the community for making his 3 years tenure successful. He then expressed a well wished message to the New Management Committee .

3.
Outline of Handing and Taking Over

The new Chairman (former General Secretary) Mr. Lachhya Gurung highlighted the Agenda Points:. The copy of the Agendas was distributed among the attendees.

4.
Advisor Appointment

It was agreed by all to appoint the Out Going President at the Advisory Post. The Vice Chairman Suresh Gautam emphasised to add a sub para in the Community Constitutions for this. The New Chairman Lachhya Gurung added that irrespective of the membership status, a high profile professional personalities can be appointed as an Advisor for the best interest of the Community.

5.
Community Properties

The Out Going Treasurer Udaya Gurung presented the list of the Community Properties. Please see Appendix C for details. It was confirmed that all items are countable. The following members visited the store for verification after the meeting:

• Lachhya Gurung Chairman
• Suresh Gautam Vice Chairman
• Bishnu Gurung Treasurer
• Mohan Gurung Advisor / Former Chairman
• Udaya Gurung Former Treasurer

5.1 Hiring for Private Use

The community properties is sufficiently contains with the items that cater about 70 people for private function. The hiring rates have been decided as follows.

£10 - Members

£20 - Non Members

£10 - Gas Top Up (if gas stove is used)

£1 - Daily Charge (see note below)

Daily Charge Note: The items can be issued 1 day before and return to store on the following day of the event. From the forth day of the items issued day, £1 per day extra charge will be added to the hiring fee until they are returned.

5.2 Damage Items (to be endorsed at the meeting)

A damaged items beyond useable condition must be purchased the same new item or similar standard with higher cost by the Hirer

5.3 Contact for Hiring (to be endorsed by the meeting)

The Treasurer will authorise the hiring of the items then advice the Vice Chairman Suresh Gautam for issueing them. The Chairman can authorise if the Treasurer is not available.

5.4 Log In/Out

The movements of the items must be recorded in the Inventory In/out Log Book. Any member of the Management Committee can counter signed the safe return of the items. It’s the Hirer’s responsibility to obtain the counter signature.

5.5 Inventory Log Book

The Advisor, Mohan Gurung is producing an In/out Inventory Log Book.

6 Financial Statement

The Out Going Treasurer Udaya Gurung presented the Financial report with Expenditures and Incomes incurred over the period of year 2009.

Closing Balance: £2786.79

6.1 Members

• Family - 59
• Single - 4

Total: - 63

6.2 Annual Memebership Renewal Fee

• Family - £30
• Single - £15
• Student - £10

7. Ama Sub Committee Financial Report

The Culture Secretary Mrs. Kamala Gurung presented the Ama Toli Fund closing balance of £884 . She also explained the source and purpose of the Ama Fund. This fund will be handled by the Ama Toli at their discretion which will be kept separate from the Community’s Account.

8. Handing Over & Taking Over

After presenting the financial report, The Out Going Treasurer presented all the Accounting Records to the New Treasurer Bishnu Gurung

Burnt Oak Nepalese Community – London’s 3^rd Management Committee Members was selected on the 6^th Annual General Meeting (AGM) on 27 Sep 2009. The list is in Appendix D. The Present Chairman Lachhya Gurung presented the all documents including past minutes folder to the General Secretary Prem Gurung. The community’s correspondence address will remain unchanged.

The Out Going Chairman Mohan Gurung thanked everyone who had contributed to bring the community at present day then handed over the Chairman’s documents to the Chairman Lachhya Gurung.

9. PLANNING SESSION FOR 2010

Two events will be organised annually. The dates are in the Forecast of Events 2010 in Appendix B. The meeting has endorsed the Chairman and General Secretary to find out the process for registering the community under the charity commission and its benefits versus complication then to act accordingly. The community will be participating the Barnet Multicularual day in May. All available community members are encourage to take part as this will be a fun day out with children. Similarly, the available community members will be participating on the National Memorial Service Day in 14 Nov 2010..

The Dashain/Tihar celebration DVD edited copy has been received. Advisor Udai Gurung is in a process of duplication copy and General Secretary is assisting for designing the DVD cover. The DVD will come out soon for distribution.

10. Lunch Break

The meeting was adjourned for Lunch Break at 1530. The cultural Secretary kindly sourced out £160 from the Ama Toli Fund to pay the Lunch bill and tips. All meeting attendees enjoyed the meal and thanked to the Cultural Secretary and Ama Toli for their generosity.

11. Any other Business

The meeting resumed after the Delicious curry lunch. The following points were discussed:

11.1 Change of Authorising Signatures for Community Bank Account: The Out Going Chairman, Present Chairman, Out Going Treasurer and Present Treasurer have agreed to arrange an appointment with the Bank for Signature updates.

11.2 Help for Nepalese Student: Recently, the Nepalese Students came to study in the UK are facing various plights. Some Community members shared their experiences for assisting them, including some students have fouled played for the helps. However, the community has expressed its endeavours for providing foods and shelter for those who are in destitute. It was also discussed to assist them for finding an employment which is in effect a long term solution for this problem.

11.3 Drug Awareness: This could be every parent’s worse nightmare to find out their children’s involvement in drugs. This problem is becoming a common in the Nepali community as in some regions up to 4 pages long of names are listed in this trouble list. If anyone suspect this problem within out community, it was emphasised to inform the parents and no one to be offended.

11.4 User of Community Website: The General Secretary emphasised to utilise the community website as a means of communication amongst the community members. If the parents are not available to visit the website, they can ask their children to obtain the information where as the email circulation is limited within the email recipients.

12. Closing Address:

The meeting ended at 16:30. Advisor Mohan Gurung thanked everyone’s valuable inputs for the meeting and thanked to the Cultural Secretary Kamala Gurung for providing the delicious Lunch from the Ama Toli Fund.

13. Look Forward

The next Management Committee Meeting will be held on 14 Feb 2010. The aim of the meeting is to discuss and plan about the forth coming Annual Event – Nepali New Year 2067 celebration. All Management Committee Members, Advisors and available community members are requested to make available for that day. The details will be available in due course.

Prem Gurung

General Secretary

Burnt Oak Nepalese Community – London

08 January 2010

APENDIX A

HAND OVER / TAKE OVER ATTENDANCE LIST

3 Jan 2010

APPENDIX B

FORECAST OF EVENTS 2010

APPENDIX C

BURNT OAK NEPALESE COMMUNITY,
LONDON

COMMUNITY PROPERTIES

STOCK INVENTORY

Updated as of
03 JAN 2010

APPENDIX D

BURNT OAK NEPALESE COMMUNITY
LONDON

3^RD MANAGEMENT COMMITTEE MEMBERS (JAN 2010 – JAN 2013)