The AGM was convened at 7.00 pm but had to be adjourned till 7.30 pm due to lack of quorum. The AGM reconvened at 7.30 pm and started proceedings

1. Minutes of the 3rd AGM held on 30th December 2007 was read by the General Secretary, Mr.Bivas Maiti and confirmed by the house. Proposed by Mr.Shantanu Roy, Seconded by Mr.Swapan Jana. Passed unanimously

2. General Secretaries Report was read and confirmed by the house. Proposed by Manas Samanta and Seconded by Mr.D L Bhattacharya. Passed unanimously

3. Statement of Accounts for the year 2007-2008 was put before the house for approval. Mr. R P Mukherjee pointed out that in his copy of the statement of accounts, General Secretaries signature was missing. He also pointed that that there is significant difference in the expenses under Admin & General expenses a/c Saraswati Puja for 2006-2007 vs 2007-2008. It was assured that the matter would be investigated and the reason would be communicated accordingly. Points raised on Tax Payment to Charity Commission. Though there is provision in the books of accounts but payments have not yet been made. The house was informed that there is some procedural issue which being looked into and soon would be resolved. Members wanted to know the status of TDS, its payment and the certificates to the parties. It was assured that all the statutory formalities have been complied with. On due deliberation the Annual Statement was passed unanimously. Proposed by Mr. R P Mukherjee and Seconded by Mr. Sukanta Nag

4. Memorandum of Association(MOA) was presented for adoption. Mr. R P Mukherjee suggested that the Section 22 for UTILISATION OF INCOME/SURPLUS should be more explicit on any person in return for any services rendered to. The house advised to look into it. Mr.Suranjan Aon proposed for its adoption and Seconded by Mr.Shantanu Roy. Passed unanimously

5. The house accepted the appointment of the Auditor M/S C M Sane & Co for the year 2008-2010. Proposed by Mr. S Bhattacharya and Seconded by Mr. R P Mukherjee. Passed unanimously

6. House accepted the proposal of the appointment of Mr. Suranjan Aon as treasurer in place of Mr.Shantanu Roy. Mr.Roy resigned from the Managing committee due to his pressing personal engagement. House recognized the services of Mr.Roy as treasurer during his tenure and thanked him for that. The house welcomed Mr. Aon to take over the assignment. Proposed by Mr.Arup Sarker and Seconded by Mr.Sukanta Nag. Passed unanimously

7. House accepted the proposal of appointment of Mr.Jayanta Sarkar in the managing committee in place of Mr. Subhash Talukder. Mr.Talukder resigned from the managing committee due to his personal engagement. The house thanked Mr.Talukder for his services during his tenure and welcomed Mr.Sarker in the managing committee. Proposed by Mr.Swapan Jana and Seconded by Sukanta Nag. Passed unanimously

8. Mr.Arup Sarker has also expressed his desire to resign from his position in the managing committee due to his personal engagement in the job front. House requested him to continue till such time a suitable candidate found. Proposed by Mr.Swapan Jana and Seconded by Mr. Sukanta Nag. Passed unanimously

9. House also accepted the proposal to co-opt the following members in the managing committee.
  a. Mr. Bimal Bose
  b. Mr.Saptarshi Bhowmik
  c. Mr. Saumyadeep Das
Proposed by Mr.Swapan Jana and Seconded by Mr. Sukanta Nag. Passed unanimously

10. House accepted the proposal for acquiring a land in and around Vashi to built VCA office. A small sub committee may be constituted under chairmanship of the President to explore the possibilities and the way forward.
11. It was proposed that there should be standard guidelines for all the activities VCA organize e,g Puja, Cultural activities, Picnic etc so that there would not be any confusion.

12. It has also been advised that there should be a Calendar for the activities of VCA at the beginning of the year.

The AGM ended with vote of thanks by Mr.Shantanu Roy to all the Life Members present in the meeting.

For Vashi Cultural Association

Bivas Maiti
General Secretary
Place: Vashi. 15th December 2008