Date & Venue : Georgia Tech, May 8, 2016
Attendees: Tapomayukh Bhattacharjee, Janani Venugopalan, Anish Mukherjee, Ravi Mangal, Sashidhar Ravishankar, Abhyuday Mandal, Indra Dattagupta, Anuradha Bulusu
1. Introduce and discuss approval of proposal from Spastics Society of Karnataka (SSK) for Rs. 300000. Fund requested will be utilized to diagnose and certify mental disabilities in children from low income families at the rate of Rs. 1000/child. Hence, in total, 300 children will benefit from the funds provided by Asha.
2. Discuss and vote on the latest Asha Regional Council proposals for 2016.
Item 2. ARC proposals for 2016
Anu: Padmanava was very kind to prepare a set of summary slides for the ARC proposal. Shared the slides with the chapter members. Introduced the concept of ARC to the attendees. Spoke briefly about the various nominees for the new coordination team for 2016-2018 and the roles they perform.
Chapter financial planning:
Abhyuday: Atlanta currently is in no danger of exceeding the 1.5 WCR especially if we approve to send funds to support SSK and few additional projects during the remainder of this year. So we should approve the current proposed change in WCR definitions and guidelines.
All the attendees agreed with this proposal A (yes) B(Change the WCR to the new guidelines and (C) give additional time as a onetime exception to chapters with excess funds and (D2) to top off funds to chapters with less than 1.5 WCR.
(D1) Seed money for new chapters in satellite phase:
(D3) Additional $500K can be given to all chapters that request it. Anu: Many chapters may not be able to spend the additional excess amount so split should be only for those chapters that are confident of spending it.
(D4) Keep the general fund split constant at the current amount of 1M.
(D5) Anu: Many vols have either fund raising capabilities or project stewarding capabilities. Since all NGOs are in India, any Asha vol (not local to the chapter) can steward a project and interact with the supporting chapter remotely (video conferencing, calls emails). Hence, we need to explore the option of how to match vols to steward projects independent of their Asha chapter affiliation.
Anu/Tapo/Ravi: What is the current funding support that new chapters receive? How do they go about raising and disbursing funds?
Abhyuday: Satellite chapters are always mentored by an existing chapter that has the ability to fund the project stewarded by the satellite chapter. Moreover, satellite chapters use the mentor chapter to perform all funds disbursal and financial transactions. So it is recommended that no seed money be provided to satellite chapters until they become independent. They should focus their time in increasing their volunteer base and donor base while they learn the ropes of stewarding and managing a project from the mentor chapter. Portland and Kalyania are a good example of such a situation. If Portland chapter is revived, they volunteers can learn to steward Kalyania through mentoring from Abhyuday with Asha Atlanta. However, since the funds to support Kalyania will still come from Atlanta, Portland will not require any seed money.
Tapo: How will a satellite chapter sponsor its fund raising events without seed money?
Anu: The mentor chapter will reimburse them for any event related expenses. It is also expected that the fund raising event will also have raised a profit so the expenses can be deducted from the funds raised.
Team Asha Accounting Policy and Support a child policy:
Anu: Atlanta currently does not reimburse the registration fees for any events that Team Asha Atlanta participates. All attendees agreed that they are in agreement with the policies for Team Asha and support a child.
Asha Trust and Asha India Financial Policies:
Tapo: How does Asha India function?
Anu: Gave brief explanation of how various Asha chapters in India function. Asha Mumbai and Chennai are also operating their own NGOs while Asha Bangalore, Hyderabad and Delhi operate similar to US based chapters by supporting local NGOs. Explained the process of how the projects of various chapters in India are audited and monitored by Asha Central Coord Team.
All attendees agreed to option A1, Yes to ratify the Conflict of Interest policy and Yes to establish and internal audit committee.
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