Minutes of the general body meeting

Probasi general body meeting was held on July 11, 2009 as scheduled.
Meeting was attended by 17 members. For those who did not attend,
summary information is provided below. As you already know, Probasi
runs on help from our community members. For those who have not taken
active part before in helping Probasi, we would like very much for you
to come forward and offer your help. Please reply to this email
telling us what activities you can help with, and any preferences you
have. Probasi committee shall be much obliged. Also, we request you
email your ideas on how we can improve Probasi activities.

Probasi calendar:

Picinc – goal date is September 12 (assuming a facility is available
then), Venue TBD

Durga Puja - September 25 - 27 - at Hindu Center Vihar Hall

Lakkhi puja - October 2 – Hindu Center Vivek Hall – no facilities were
available on Oct3

Mangsho Bhat – Oct 17 (October 24 was goal, facility not available )
will announce venue when confirmed

New Years Eve party - December 31, venue and other details to be
published later

Saraswati Puja – Goal date is January 23, details later

Very Important immediate activity - We need as many volunteers for
fundraising for the Durga puja as possible. We think this year may be
specially challenging due to current condition of economy, so we have to
intensify our effort. Kausik Choudhuri has agreed to provide a spread
sheet with names of which businesses should be contacted by which
member, taking into account those who did fundraising in previous
years. Probasi committee would like to add new fundraisers. Probasi is
a non profit organization (so contributions are tax deductible). Please
suggest information on who you think we should contact for fundraising.

We requested and Shubhra agreed to take the lead in getting the Saturday
cultural program coordination and set up. Meera Boudi will take the
lead on details of Puja set up. Note these folks will need help from
others to make these activities successful. So please volunteer.

Kausik will take lead on Souvenir as usual. Please start putting your
and your children’s contributions for the souvenir now, so Kausik has
this information by September 4.

As you know we do a mix of food catering and members doing some cooking.
We shall contact individuals for cooking help for Puja days. Please
help by participating. Subhra/Mashima(Panchali’s Ma) have agreed to
help the Probasi committee with previous years information on food
assignments.

We have asked Sonia to help with arranging for a Hindu Center radio
program which is customary, and also arrange for Antyakshari at Lakkhi
puja.

Tapas and Sanjay have been requested to help with putting up the Picnic
event.

We need volunteers for setting up Mangsho bhat.

Below are additional items discussed.
1. Biswajit (Treasurer) provided a brief financial rack up of previous
years budget and this years function that took place in month of May.
This information is being used by the organizing committee as guide for
budget decisions for upcoming functions.

2. One idea was floated by the committee that we combine the Mangsho
bhat and Picnic (that is either cook Goat meet at the picnic area, or
bring precooked goat meat and warm it up at the picnic area). This
suggestion was not adopted due to practical difficulties of
cooking/warming up of goat meat at a picnic site.

3. Another item discussed was to let the New Years Eve party, which has
been a pseudo Probasi function, be sponsored by Probasi going forward.
Those who arrange the function will continue to do so. This suggestion
was agreed and adopted. Note that Probasi will not serve any alcoholic
beverages. However, members can bring their own alcoholic drinks.

4. It was agreed that we should try and limit Friday night puja guest
artist cost to $1500, if at all possible, though we have flexibility to
go up to $2000 if absolutely necessary.

5. There was a discussion on Probasi communication. 1. Kausik
Choudhuri, who has provided the Web site and operates the web site,
mentioned he will be making some improvements shortly to make content
management a bit easier. 2. Current Topica registration requirement has
caused some confusion among members for their inclusion in Probasi
email list. Alternate email facilities will be examined by Prabal,
Swapan and Kausik. 3. It was decided to set up a Probasi Welcoming
Committee so new-comers feel they are welcome in Probasi and join
Probasi. This welcoming committee will be announced on Probasi website
with their contact information. Purpose of this group is to put new
comers in touch with appropriate members who are willing to get in
touch with new-comers and help them out if any help is needed.
Volunteers on this committee are Panchali, Udayan, Upali and Prabal. We
request others to volunteer for this.