HTCC Executive Committee, Minutes of the meeting held on July 26th, 2008

 

HTCC Executive Committee

Minutes of the meeting

July 26^th, 2008

 

Attendees : Virinder Duggal, Vijay Chakravarty, Nitya Niranjan, Rama Joisa, Bhargavi Kumar, Gopal Ayengar, Santosh Shaunak, Hema Mareddy, Hema Challa, Subbu Kandikattu, Shyam Oberoi, Himachandra Bollineni, Dev Raj Sharma, Ajit Singh.

 

Excused : Suri Raman, Arun Sharma, Vishwa Gaddamanugu.

 

Absent : Sastry Mukkamala,

 

Minutes Recorded by : Srini Kandala, Secretary, EC, 2008

 

Agenda :

Prayer  : 9:00 am to 9:05 am
Approval of last meeting minutes : 9:05 to 9:15

Final EC Committee and introduction  9:15 to 9:25

Sub Committee reports 9:25 to 10:15
                  Religious
                  Operations
                  Treasurer
                  Youth/Cultural
                  Web/Communication

                  Volunteer Committee

                  Priest Hiring Committee
Festivals during August : 10:15 to 10:40
Other Business : 10:40 to 11:00

 

Minutes :

 

1.     Minutes of the meeting for EC meeting held in June were approved. Rama Joisa  moved the motion and Nitya Niranjan approved the motion. There were 19 EC members approved and 12 Committees approved. (Please see attachment for EC Member List).

2.     Religious Committee

a.      Shyam Oberoi Proposed that we should publicize the fact to the devotees via website and other means to devotees to ensure that they register and get a receipt for puja's performed by temple priests.  Seconded by Srini Kandala.

b.     Virinder Duggal to talk to Priest Rammoorthy Sharma  regarding reinforcing policies of the temple. Virinder Duggal Proposed. Seconded by Srini Kandala.

3.     Operations Committee

a.      Shyam Oberoi Reported that the CC TV system has been made operational.

b.     Timing for the lights outside needs to be reset and Shyam Oberoi is working on that.

c.      Shyam Oberoi to check with the Security Company to ensure that the Alarm System is working properly.

d.     Vijay Chakravarty   has accepted to monitor the recording from the security system once a week.

e.      Subbu Kandikattu proposed that we buy an additional monitor for the CC TV. Subbu Kandikattu/ Shyam Oberoi to investigate and get back to EC.

f.       Virinder Duggal proposed that  the temple provide cell phones to the priest. Seconded by Subbu Kandikattu. Shyam Oberoi to arrange for this for  two phones.

g.      Virinder Duggal  Proposed that we buy a new computer. The committee approved a budget of $1000 for this. Vijay Chakravarty to get back to exec@ after investigating.

h.      Subbu Kandikattu and Vijay Chakravarty to help Shyam Oberoi as part of operations committee.

i.       The Executive Committee approved hiring of a part time Temple Manager in additional to Vani and empowered Shyam Oberoi to organize this. Proposed by Virinder Duggal.  Seconded by Srini Kandala.

j.       WebSite Team to add in the services section "1/3^rd of the Dakshina given to the temple is shared with  the priests for Outside Services".

k.      For Annadanam it was decided that if the devotees bring their own prasdam there is no suggested donation. If devotees use the temple kitchen for cooking Annadanam, then the suggested donation is $51/-.

l.       Bhargavi Kumar was included as part of the operations committee.

4.     Treasury Committee

a.      Himachandra reported that accounts have been reconciled till end of may and presented the accounts (Details attached ).

b.     Suri Raman is working with US Bank to further streamline Treasury operations.

5.     Youth / Cultural Committee

No Report available.

6.     WebSite / Communication Committee

a.      It was decided that WebSite and Communication committees be separated to two different committees. WebSite Committee to be head by Subbu Kandikattu. Communications Committee to be head by Arun K Sharma

b.     Subbu Kandikattu reported that New WebSite went live this week.

c.      It was decided to put the  EC/Board minutes on website.

d.     No specific report from Communications Committee.

e.      Subbu Kandikattu mentioned that google calendars have been made ready for annadanam, priest scheduling, EC volunteer scheduling.

7.     Volunteer Committee

a.      Subbu Kandikattu reported that volunteer registration drive was under way and was receiving a good response.

b.     A Volunteer orientation was successfully conducted which was attended by some EC members and Volunteers.

8.     Priest Hiring Committee

a.      Shyam Oberoi communicated that the Board decided that the third priest would a Telugu Priest.

9.     Festival during August

a.      Krishna Ashatami planning was discussed by Rama Joisa.

b.     Rama Joisa  finalized the schedule for Krishna Ashtami which will be published on the website.

c.      Shyam Oberoi and Nitya Niranjan to lead Krishna Ashtami on August 23^rd.   The expenses proposed for the event was $5000/- . This was approved by EC and will be presented to board for approval.

d.     Hema Challa and Hema Mareddy agreed to lead Varalakshmi Vratam on 15^th of August.

e.      Issue was raised that since Masala of India is donating Prasadam for 1000 people during festivals in august, should the temple recognize them in some manner, including putting a board at the temple. Shyam Oberoi, will get back to EC on the policy for this.

10.  Other Business

a.      Shyam Oberoi Proposed that Commercial Posters should only be there for a consecutive period of 30 days. After a gap of another 30 days they can re-approach the EC for  approval. The motion was approved.

b.     Shyam Oberoi proposed the motion that no food is allowed to be consumed in the office room except for beverages.  The motion was approved by EC.

c.      A new Kitchen Committee was formed. Dev Raj Sharma was appointed as chair. Shyam Oberoi, Hema Challa, Santosh Shaunak, Hema Mareddy, Vijay Chakravarty, HimaChandra Bollineni.

d.     Virinder Duggal proposed that Prasadam Menu should include a Sabji and Dahi also in addition to the Rice and Dal we provide today.

 

                                             

 

 

HTCC Executive Committee, Minutes of the meeting, August 23rd, 2008

 

HTCC Executive Committee

Minutes of the meeting

August 23rd, 2008

 

Attendees : Virinder Duggal, Nitya Niranjan, Rama Joisa, Bhargavi Kumar, Gopal Ayengar, Santosh Shaunak, Hema Mareddy, Hema Challa, Subbu Kandikattu, Shyam Oberoi, Dev Raj Sharma, Arun K Sharma, Srini Kandala, Suri Raman.

 

Excused : Vishwa Gaddamanugu, Hima Chandra, Sastry Mukkamala

 

Absent : Vijay Chakravarty, Ajit Singh

 

Minutes Recorded by : Srini Kandala, Secretary, EC, 2008

 

Agenda :

Prayer  : 9:00 am to 9:05 am
Approval of last meeting minutes : 9:05 to 9:15

Final EC Committee and introduction  9:15 to 9:25

Sub Committee reports 9:25 to 10:15
                  Religious
                  Operations
                  Treasurer
                  Youth/Cultural
                  Web/Communication

                  Volunteer Committee

                  Priest Hiring Committee

Festivals during August : 10:15 to 10:40
Other Business : 10:40 to 11:00

 

Minutes :

 

1.     Minutes of the meeting for EC meeting held in July were approved. Nitya Niranjan  moved the motion and Shyam Oberoi  Seconded  the motion.

 

 

2.     Status on pending Actions : Please see attached sheet

a.      Action # 5 "Buy an additional monitor for the CC TV " is being re-valuated by Shyam Ji. This now be a Monitor.

b.     Arun Ji will now take care of procurement of cell phone. Action ID 6 will now be managed by Arun Sharma

c.      It was decided that  if Masala India  and future food contributors if they serve  successfully  two  times for two major festivals (> 1000 devotees ) in 12 months  then the name of  the  contributor will be put on the plate for 24 months.  If Masala India successfully brings food for Janmastami  then their two  times are considered done and their name will be put on the plate for a period of 24 months.

3.     Religious Committee

a.      Varalakshmi Vratam festival was very well attended with 400-500 devotees.

b.     Upakarma was also well attended with 80 devotees across two batches.

                                                    i.     The priest will be paid $40 for the sacred threads that he provided during the event.  Gopal Ayengar will donate to the temple for this cost.

c.      Any puja scheduling should be done via  the Religious committee and any entries into the website regarding puja schedules / usage of the temple hall, should be approved by religious committee.

4.     Operations Committee

a.      Shyam Ji reported that operations were going ok and there were no special issues to bring up other than updates to the action items.

b.     Setting up of temporary kitchen : The committee approved an increase of the budget from the original $2500 to $5000.and this new amount includes costs power and relocation for setting up the temporary kitchen.  Proposed by Nitya Niranjan seconded by Srini Kandala. Arun Sharma would lead this effort.

5.     Treasury Committee

a.      Suri Raman gave an update on moving to a new bank. He informed that he was evaluating  Morgan Stanley also.

b.     Virinder Duggal will drop the hundi  money in US Bank.

c.      Checks for expenses will be reimbursed weekly. This will be done by the Treasurer / Jt Treasurer.

6.     Youth / Cultural Committee

a.      Arun Sharma reported that Doctors will come in more frequently to the temple and will mentor the youth.

b.     Subbu suggested that maybe the youth  can be used for temple volunteer activities. Arun to check and get back to EC.

c.      Arun proposed that we organize a Diwali Mela. Nitya Niranjan Seconded.  Arun Sharma to lead this.

d.     Nalini Niranjan and her group are authorized to organize a CulturalProgram for the temple in 2008. Arun Proposed. Srini Kandala Seconded. Virinder Duggal will lead this.

7.     WebSite

a.     It was decided that all requests for WebSite Updates come through the respective committee chairs or the  EC President or EC Secretary .

b.     Priest Services Scheduling process is now moved online.

c.      Annadanam scheduling is also now moved online.

d.     Photos were now setup in the WebSite.

e.      Blogs are now ready so that the secretaries can put these in the blog.

f.      Web Committee is now formed. Please see updated information in EC Committees list.

g.     Progress on online payment system is being made.

8.      / Communication Committee

a.     Arun Sharma mentioned that there were no major issues to report

9.     Volunteer Committee

a.      Mail to be sent to all the volunteers reminding that volunteers should not make entries into the schedule book. They need to enter this into the message book. The people authorized  to do the scheduling  are Vani, Bhargavi, Subbu, Vishwa and Hema. Subbu to send this mail.

b.     Subbu proposed that volunteers need to be recognized for helping with major events. Seconded by Srini Kandala.

c.       Hema Challa proposed the idea of choosing a volunteer of the month and put that person's name in the WebSite and a Sign in the temple. Seconded by Srini Kandala.

d.     Investigate buying of t-shirts for volunteers. Arun and Subbu to get back to EC.

10.  Priest Hiring Committee

a.      Shyam Oberoi communicated that the Board decided that the third priest would a Telugu Priest.

b.     Mandir Samagam is an event of all Hindu Temples in USA. Shyam Oberoi proposed that HTCC EC should send a representative to this event. Arun Sharma volunteered to go to Detroit to attend this meeting from 9/26 to 9/28.

11.  Food Committee

a.      It was decided that we will ask Rakesh Baid and  one other person to help with making Prasadam on week Days and Saturday.

12.  Festival during August / September

a.     9/2/2008 is Ganesh Chaturthi. Hema Mareddy and Arun Sharma to lead. Budget approved for $5000/-. Expected devotees about 1500 in #.  EC approved budget. Awaiting board's approval

b.     Navarathri on 9/29 to 10/9. Hema Mareddy to lead  and Arun to support from religious committee. Budget for Navarathri was $10,000. Budget for Jagaran is 5000/- for which we already have sponsors. Awaiting board's approval

c.      Karva Chauth on 10/17. Santosh Shaunak to lead. Budget approved $500/-

d.     Deepavali on 10/28. Hema Mareddy to lead . Budget is $5000/- Awaiting board's approval

13.  Inventory Committee

a.     No Special updates recorded.

14.  Other Business

a.     Rama Joisa proposed that  a priest from India, Ravindra, will come and will perform Chandi Homam and Sri Chakra Puja. Temple needs to provide lodging and airport transportation. Srini Kandala Seconded.