Nilratan Sircar Medical College Ex-Students Association UK
Date: Sunday, 8th September 2024 , Holiday Inn ,  Barnsley
Chair: Dr Kaustav Raychaudhuri

  1. Attendance

Present:
Kaustav Raychaudhuri (Chair), Asok Banerjee &Sandip Mitra from Central Ex Student’s Association. Also attended Piyal Sen , Partho Dass from London. 76 other members attended as par the attendance list.

  1. Opening Remarks
  • The meeting commenced with a welcome by the Chair, Dr Kaustav Raychaudhuri
  • A potential conflict of interest was declared between the roles of the Chair of the Organising Committee and the Chair of the Central Committee.
  1. Membership Registration Process (Previous Year Recap)
  • Ladies were provided with Alma Mater logo identifiers.
  • Gents were issued badges to collect.
  • 98 members registered in 2023
  1. Tributes and Updates
  • Ashoke led a one-minute silence in memory of departed alumni.
  • The official name change to Nilratan Sircar Medical College Ex-Students Association UK was completed.
  • Bank details were updated; accordingly, other administrative processes remain ongoing.
  1. Financial Report – Presented by Partha Das
  • Acknowledgement was given to Piyal, KR, Sudipta, and Ganesh da for their support.
  • Overall Surplus:£472.69 (excluding auction)
  • Auction Proceeds:£4,650
  • Donation to India:₹302,600 + ₹10,000 for purchase of washing machines
  • Remaining Funds in India:£150
  • Detailed breakdownof Registration  and expenditure shared via presentation slides.
  1. Charity and Banking Matters
  • HSBC banking barriers led to account transfer to Lloyds Bank, Milton Keynes – all funds now held there.
  • Two accounts are in use:
    • Main account (ex-student account): co-signatories – Ashoke and KR
    • Secondary account: used by central committee; KR to manage, Ashoke to provide oversight
  • A local committee representative may be added for further transparency.
  • Discussion regarding HMRC registration: presented by KR
    • Reapplication required every 5 years for PIN
    • Proposal: remain a non-profit organisation rather than a registered charity due to compliance demands
  • Proposal for £10 annual membership subscription ratified
  • Clarification that anyone paying £10 today will be considered a member
  1. Use of Funds and Reserve Policy
  • Discussions were held  regarding about the purpose of the reserve fund
  • Suggestions included:
    • Creating a Patrons List (recognising long-term contributors, not based on amount donated)
    • Using part of central fund to reduce pressure on local organisers
    • Consider raising the £1,500 contribution to local organising committees to £2,000–£3,000 – this was ratified by AGM
  • Sustainability of recurring costs was highlighted.
  • Some members advocated for a rainy day fund, while others suggested the accumulated central fund should be partially used.
  1. Membership and Youth Involvement
  • Discussion on subsidising young adults attending events:
    • Proposal to offer Associate Membership to those under training
    • General agreement to offer but let them decide
    • Once training is completed, subsidies would no longer apply
  • Discussion on engaging alumni children and encouraging involvement
  • Sudipta suggested stronger Kolkata link to recruit new graduates
  • General agreement that newer faces are essential for continuity
  1. Regional Committee Structure
  • Proposal to structure the UK into regional teams:
    • London/South
    • Midlands
    • North West (Liverpool/Manchester)
    • North Yorkshire & Scotland
  • Scotland expressed interest in hosting a reunion
  • It was agreed that Scotland will decide independently and report back
  1. Future Events
  • Next Reunion: 22–24 August 2025 in Birmingham Chaired by Parijat De
  • 50th Reunion in 2027:
    • Agreed that it should be a national effort
    • Proposal to create a dedicated 50th Reunion Committee with representation from across the UK
    • Central Committee to assist with logistics and planning
    • Final format and roles to be decided collaboratively – by Dec 2025
  1. Other Matters
  • Nilutsav 2024 to sponsor the web domain for the next 3 years – progress
  • Consideration of hosting an annual picnic, partially funded
  • Indranil raised concerns about long-term subsidisation
  • Ganeshda questioned ongoing accumulation of funds and encouraged active use
  • Hirakda reminded members to consult founding members for key decisions
  • Suggestion for keeping an acknowledged donor list for transparency and appreciation
  • Piyal emphasised the need for organisers to feel supported by central funds
  • Final consensus on increasing local organising fund from £1,500 to a maximum of £2,500–£3,000
  1. Closing
  • Meeting concluded with agreement on collaborative planning for upcoming events
  • Members thanked for their contributions and ongoing support
  • A sense of responsibility and sustainability echoed through all decisions

Minutes prepared by:

Dr Paramita Dasgupta Ghosh