Bay Area Prabasi Annual Day Presenta1on June 11, 2016 Agenda - - PowerPoint PPT Presentation

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Bay Area Prabasi Annual Day Presenta1on June 11, 2016 Agenda - - PowerPoint PPT Presentation

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Bay Area Prabasi Annual Day Presenta1on June 11, 2016 Agenda Welcome BOD status Yearly events Community Service Challenges in 2015 Volunteers Durga Puja 2016 NABC 2017 Update New ConsHtuHon ImplementaHon Timeline

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Bay Area Prabasi

Annual Day Presenta1on June 11, 2016

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Page 2

Agenda

§ Welcome § BOD status § Yearly events § Community Service § Challenges in 2015 § Volunteers § Durga Puja 2016 § NABC 2017 Update § New ConsHtuHon ImplementaHon Timeline § Financial Status § Q&A

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Yearly Events 2015-16

q Successfully organized and executed the following events :

q Durga Puja q Kali Puja q Saraswa1 Puja q Annual Day

q Community Service :

q Supported Orchard School students to purchase books and equipment q Supported students from James McEntee Academy to aQend Science camp “Thanks to all donors who helped Prabasi for making the Community Service successful!!”

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Community Service 2012-2015

2012 2013 2014 2015 Dona1ons($) 500 1050 1952 2000 500 1050 1952 2000 500 1000 1500 2000 2500

Dona1on($) Year

Prabasi Community Service

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Page 5

Donor list for Community Service 2015

Donors Amount($) Indra ChaQerjee 100.00 Ranjit Chakravorty 100.00 Arghya Mukherjee 100.00 Tracy Haldar 100.00 Ashis Sengupta 750.00 Tara Khatua 200.00 Pradip Banerjee 100.00 Debashis Basu 200.00 Jayanta Panda 200.00 Subrata Dey 150.00 Grand Total 2000.00

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Challenges

▪ Expensive Facili1es ▪ General infla1on: Consumer price index in California up by approximately 3.5% in 2016 for San Francisco, Oakland and San Jose areas ▪ from 2012 to 2015- average increase in CPI is approximately 2.5% per year. ▪ Expenses key drivers

– Overall increase in expenses in Facili1es costs, Ar1sts fees increase

(without good ar1sts membership renewal drops) and Food expenses increased by 10%

▪ Fiscal challenges – current model is only sustainable if we are able to raise $70-80K on top of membership fees; ▪ Please consider raising membership rates by at least 10% this year FY 2016-17 ▪ Membership rates were last raised in 2012.

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Volunteers

§ Shortage of volunteers, we need more volunteers to enroll; § More cultural par1cipants than actual volunteers § Prabasi provides plagorm to adults and children. § Par1cipants esp. parents should volunteers at least during Puja (Mandatory for future par1cipants) § Members should help Board raising funds

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Durga Puja -2016

§ New Durga Puja Venue : § Santa Clara County Fairground ( 10/7-9 ), 344 Tully Road, San Jose § New Durga ProHma Fund Raising Drive § Fund raised : $11301.78

Gross Net Name Amount($) Amount($) Subrata Banerjee 501 486.17 Sarika Chaudhuri 100 96.8 Partha Sircar 200 193.9 Ashis Sengupta 501 486.17 Debashish ChaQerjee 1,001.00 971.67 Sagnik Nandy 201 194.87 Siddhartha Dasgupta 50 48.25 Subhen Khatua 100 96.8 Asok Sengupta 500 485.2 SUJIT CHAKRABORTY 200 193.9 suvanan duQa 100 96.8 Rajiv DuQa 200 193.9 Subhasis Saha 501 486.17 Bhaskar and Aulena 501 501 Abhijit and Rupa Niyogi 500 500 Pradip Banerjee 1000 1000 Arghya Mukherjee 201 201 Dakhina 5069.18 5069.18 Grand Total 11301.78

Thanks Donors for the support

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NABC 2017 Update

MISSION

  • Promo1on of Bengali Culture and passing

these to next genera1on

  • To generate surplus for increasing the cash

reserves of Prabasi for future ac1vi1es and community ini1a1ves

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NABC 2017 Update

  • Santa Clara ConvenHon Center

– Contract signed- December, 2015

  • Contract with CAB signed – March, 2016
  • Steering Commidee Formed – 11/18/15
  • FuncHonal OrganizaHon Structure –In Progress
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Organiza1on Structure

  • NABC 2017 should be run and managed like a

corpora1on

  • En1re event should be divided into subevents, like:
  • pening ceremony, Business Forum, .., …, Closing

Ceremony, etc.

  • Each subevent will be organized and managed by

subevent Managers

  • Subevent Managers will work with Conveners and

Advisory CommiQee to formulate their event programs

  • These event programs need to be approved by

Execu1ve Steering CommiQee

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Func1onal Areas

  • Dance Performance
  • Publicity and Public

Rela1ons (PPR) – Publica1ons (PUB) – promo1on

  • Registra1on (REG)
  • Seminars & Workshop

(SEM)

  • Forums

– Business – medical

  • Youth Programs (YTH)
  • Opening/Closing ceremony
  • Awards & Recogni1on

(AWD)

  • Exhibi1on (EXH)
  • Facili1es (FAC)

– Booth, Decora1on AVL, Facility Layout

  • Film Fes1val (FLM)
  • Fund Raising (FND)
  • Food (FOOD)
  • Hotel (HTL)
  • Hospitality (HSP)
  • Performing Arts (PA)
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Performance Art

(Bubai & Prasenjit)

Scheduler

Raja

Drama

Gaurango

Classical

Raja

Band/Song

Indra

PA Technical director

Facility

Sailen Saha & TBD

Facility/ Conven1on Technical Director

Facility Lay-out Director Security Booths Decora1on

OC/CC

Dalia & Anindya

Director Local Community leader Communicate to Other orgs Technical Director for OC

Hospitality

Tracy & Subrata

VISA Tourism ArHst Hospitality (Hotel room, Food, Local Transport, Guide them to hall, medical) Hospitality Booth Hospitality Donors, Sponsors

Fund Raising

Pradip & Tara

Kolkata/CAB Donors Grand sponsors Business sponsor Brochure/Adv

Publicity

Gourab & TBD

Web page Theme Promo1on Social network, video Fund raising material Content management

Registra1on

Anupam & Abhijit

Registra1on Web Content Hotel and Registra1on Integra1on

Hotel Ashish da

HyaQ Marriot Hilton Alop Embassy Suite

Workshop/Semi Workshop / Seminars (Shampa+TBD) nars

Mohua and Argya Science and Tech Women’s Forum, & Literary, Film and Drama Workshop

Dance

Dalia & TBD

Classical Modern

Award Ceremony Steering commiQee

Award selec1on Opening day Director

Exhibi1on

Rana Art

Food

Anirban & Debangshu Ar1st and Grand Sponsor

AQendees And other Visitors

Youth

> 24 years 18 to 23 years Forums (Business and Medical)

Ashish K & Prith

Medical

Steering CommiQee

Tara, Subrata Ashis, Pradip, Dipak, CAB

Convener

Ashish da

Treasurer

Dipak+Argya

Film

Subhankar & TBD

Business

Film Award with ZeeTV

  • Invite Public officials
  • Opens the event
  • CAB Interface
  • Fund Raising
  • Interfaces with Other Orgs

PoQery, etc Program Manager

Advisory

Maitree, CAB

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Cons1tu1on-Key Changes

Ø Three Types Of Membership : q Life Members q Vo-ng Members q Ac-ve members Ø Trusty Body Ø Execu/ve Body

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New Cons1tu1on Implementa1on Timeline

Process Steps Dates Finalize New Cons1tu1on ( approved by BOD and Legal ) July 15, 2016 Finalize Trustee Body Members August-October 31, 2016 Solicita1on for BOD applica1on November-December 22, 2016 Announcement of New BOD February, 2017 New Execu1ve Start July 1, 2017 NOTE : Interim BOD will be responsible for Prabasi acHviHes as per the ConsHtuHon.

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Our Society

“Excellence is the Best Defense”

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Bay Area Prabasi

Receipts Payments Status 2015-16 June 11, 2016

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Financial Highlights of 2015-2016

▪ Decrease in Membership Revenue YoY by 19% due to decrease in membership in spite of having very good programs both in Durga Puja and Kali Puja; record number of crowd in Durga Puja ; ▪ Decrease in Patron members and General members by 7% and 17% respectively YoY, ▪ Deficit incurred in 2014-15 primarily due to decrease in membership, coupled with increase in facilities cost, food cost, and expenses in connection with advance payment for facilities and artists. ▪ Approximately $14K advance payments for artists and facilities already made for 2015-2016 events from existing funds

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Financial Posi1on review: Membership Status

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➢ 2016- overall decline in membership compared to 2015. ➢ Remember 2015 was Highest membership in last 4 years( # of families) ➢ Decrease of Patron membership families by 7 % Y-o-Y ➢ Decrease in Annual Membership by 17% approximately Y-o-Y ➢ Average membership over last 6 years 132 Patron families, 144 Annual membership families.

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Financial Posi1on review:

Collec1ons and Expenditure for YE June 30 2016( projected)

Page 20

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Bay Area Prabasi

Ar1sts 2016 (Note: May change subject to Visa availability)

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Durga Puja Ar1sts

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Durga Puja Ar1sts

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For KaliPuja - Kinjal ChaQerjee of Saregama fame

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Membership

Three Types - Life Members

  • To have consistency in suppor1ng Prabasi
  • Is a loyal to Prabasi’s ac1vi1es for number of years
  • Pays $5000 to become a Life member
  • Can qualify for Trustee Body Elec1on

Vo-ng Members

  • To have consistency in suppor1ng Prabasi
  • Is loyal to Prabasi’s ac1vi1es for number of years
  • Has been a Prabasi member for at least three years back to back
  • Can qualify for Execu1ve Body Elec1on

Ac-ve members

  • New to Bay Area and would like to try out a year membership
  • Not familiar with Prabasi’s structure and leadership
  • Excited about Prabasi’s cultural event for that par1cular year
  • Has to be a members for at least three years to be a Vo1ng member
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Why Trustee Body

  • Con1nuity in Leadership and Accountability

– Accountable for any financial liability for conduc1ng mega events like NABC, so members are Protected from any liability

  • Keeper of Cons1tu1on, will not micromanage Execu1ve Body ac1vi1es
  • Maintain and Manages Prabasi’s reserves and assets
  • Par1cipates in elec1ng Execu1ve Body president
  • Chairman and CFO of the Trustee Body are the officers
  • Execu1ve Body reports to the Trustee Body with financial statement

at the end the year

  • Trustee Body responsible for filing Taxes.
  • Trustee Body will cons1tute of 11 members max with a minimum of

three officers

  • Mandatory Life member and Trustee will conduct the General body
  • Chairman has a term limit for two years, can be interim Chairman if

there is no candidate

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Execu1ve Body

  • Will cons1tute min of three officers

– President – General Sect – Treasurer

  • Execu1ve Body responsible for execu1ng all the annual events of

Prabasi

– Durga Puja – Saraswa1 puja – Kali puja – Picnic

  • Two years term limit for officers. If there are no candidates then a

member of the Trustee Body can be the interim President/officers

  • Annual budget to be approved by the Trustee Body
  • Execu1ve body is responsible for execu1ng independently the

Annual events and raise funds for the annual event