SURREY MUSLIM ASSOCIATION

MINUTES

Date: Monday 16th May 2016

Venue: Al Asr Education and Community Centre, 118 Goldsworth Road, Woking Surrey GU21 6ND

Time: 7.15pm – 9.00pm

Present: Kauser Akhtar, Rehana Hussain, Karen Holdsworth-Canon, Shahin Mohamed, Husna Hussein-Mohamed, Saima Waseem, Syed Ahmed, Mariam Musa, Ozayr Tayub, Dr Zaidi, Dr Naqvi, Syed Hur Abbas, M Manzoor, Mushtaq Deshmukh, Dr Husni Hammuda, Imam Hashmi, Mahbubur Rahman, M Salem Sabur.

Agenda Items

Apologies: Humaira Ahmad, Juel Ahmed, Dr Zafar Iqbal, Arshad Gamiet, Mariam Gamiet, Rashid Laher, Nabil Hawa

Introduction:

Sis Kauser chaired the meeting, and gave a brief introduction about the Surrey Muslim Association’s purpose and where we are at with the organisation.

Filling in trustee documents ( The Trustee documents were emailed to all the trustees and they were asked to bring the documents to the meeting, to save time) There are 13 trustees:

1. Dr Syed Naqvi (Al Asr Centre) 2. Muhamadur Rashid (Surrey Islamic Trust)3. Mahfuzur Rahman (Bangladesh Cultural Association) 4. Hafiz Saeed Hashmi (Shah Jahan Mosque) 5. Juel Ahmed (Epsom Islamic Centre)6. Abdul Malik (M. A. Al Kharafi Islamic Centre) 7. Mushtaq Deshmukh (IWAWS) 8. Dr Husni Hammuda 9. Karen Holdsworth-Cannon (Treasurer) 10. Kauser Akhtar (Secretary) 11. Shahin Mohamed12. Rashid Laher13. Humaira Ahmad

Sis Kauser asked if documents were filled in and requested they are handed in. Brother Mushtaq and Dr Husni Hammuda had a few questions that needed clarification and

asked if Sis Kauser and Sis Karen could go through the questions on each form so they are aware of what information is required.

1. Volunteer trustee application – a question arose about the skills required. Sis Karen explained that we are setting the standard and trustees need to give details of the skills they have and can bring to the group.

2. Annual declaration of eligibility for trusteeship 2016– a question arose about what conflict of interest means. Sis Karen gave an explanation, and advised that if there was no conflict of interest, then to just complete stating none.

3. Code of conduct for Trustees – Everyone was happy with the contents and had no questions.

4. Conflicts of Interest for Trustees & staff – no questions regarding this document.5. Nolan Principles – no questions regarding this document.

Dr Naqvi asked if copies of passports were required. Sis Karen pointed out that would not be necessary as all checks would have been done to confirm identity.

A question also arose regarding formal training and what is available and how we can get access to this. Sis Karen mentioned that if required she is able to deliver training and there were also outside organisations who provide training without any cost implication.

Sis Karen went onto explain that the Trustee Eligibility Declaration needed to be completed by all trustees, and passed the form to be signed. All trustees who have completed the trustee documents would need to sign this form.

Sis Karen asked whether everyone had read the Constitution document, and were happy with the contents, as it would need to be approved. It is a working document and will be reviewed each year. All members raised their hands and were in favour and approved the document.

Treasurers Report.

Sis Kauser and Sis Karen asked the group if they could look at the income and expenditure accounts for year ending 31st March 2016, and let them know if everyone was happy with this. All members approved the accounts and had no objections. All accounts can now be submitted.

Next Steps: Setting up the Management committee.

Sis Kauser explained that the management committee would consist of trustees but not all trustees need to be in the committee. The main roles that need to be filled are Chairman, Vice Chair, Secretary and Treasurer. Every year at the AGM, all trustees will have to re-stand. Sis Kauser said she was happy to continue with being the Secretary, and Sis Karen could remain the Treasurer, as long as no one has any objections. No one had any objections within the group.

A discussion took place regarding how to appoint a Chairman and vice chair. All agreed that the individual selected should have the qualities that are reflective of the whole group. The individual would need to be diplomatic and be able to put the time in. He/ She would be representing the SMA, when attending important meetings. Also would need to be a good speaker. Sis Karen handed out job descriptions for the roles.

The course of action agreed was as follows:

Sis Kauser will email all 13 Trustees, and include a job description of the role of Chair and Vice Chair, giving full details of the main accountabilities and main duties of both roles.

All trustees would be sent a form with some questions about their skills, experience and if they would be willing to be nominated as Chair or Vice Chair. Trustees would be required to fill this in and email it to Sis Kauser who would then be able to notify the group of who is willing to stand as Chair and Vice Chair. If there is more than one volunteer for each role, then the particular skills of each person will be forwarded to all the 13 trustees, and they will be able to nominate their preferred choice, this could be done as a secret ballot. It was suggested that a small meeting could be arranged for trustees only, to discuss the nominations, but this depends on availability of trustees.

Action point 1 –Sis Kauser to email all the trustees within a week.

Action point 2 – All trustees to send their responses back by Monday 23rd May 16, with their nomination.

Ramadhan plans: Calendar?

A discussion took place about the possibility of having a Ramadhan Calendar approved by SMA that would be suitable for all. After a lengthy discussion about this, it was agreed that this would not be feasible as the different mosques have different Suhr and Iftar times. It was however agreed that each mosque could do their own timetable and write ‘ member of SMA’ on it.

It was also agreed that the SMA should construct a small leaflet giving details about fasting, the virtues, reasons why we fast, details of all aspects including zakat, also include some duas that can be recited in Ramadhan. It was agreed that Dr Husni, Dr Naqvi, Imam Hashmi and Imam Mahbubur Rahman would email sis Kauser with their information about this. She will collate the information and then forward to Br Mushtaq, who will get the younger generation involved and will produce a leaflet. Sis Kauser requested all information is passed to her by Thursday 19th May 16. The information will then be collated and sent out to everyone. Sis Kauser will require feedback by 23rd May 16.

Dr Syed Naqvi gave an open invitation for members to join them for iftar, which is organised at Al Asr every day. It was suggested that as Muslim organisations we should invite the wider community to our iftaars to develop positive relationships. Future plans for Ramadhan could include organising iftaars.

AP 3 – Sis Kauser to email all organisations regarding Calendars.

AP 4- Dr Husni, Dr Naqvi, Imam Hashmi, Imam Mahbubur- to email sis Kauser with their information regarding fasting , virtues, why we fast, Zakat etc. – by 19th May 16.

AP 5- Sis Kauser- to collate all information provided and send out to all for approval.

AP 6 - All to provide feedback by 23rd May 16.

AP 7 – Br Mushtaq to arrange for leaflet to be constructed.

Date of next meeting:

Meeting arranged for Wednesday 13th July 16. Venue to be confirmed.Br Mushtaq will confirm by next week. If not possible then sis Shahin will check with Camberley mosque and let sis Kauser know.

AOB: None. END OF MEETING