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  • Meeting Minutes for Asha Chennai on 17th July 2016

Contents

Date

Attendees

    • Ms.Kasturi, Ms. Saraswathi, Mr.Ananth, Mr Sundaram, Ms. Vijaya Sundaram, Mr.Venkat, Mr.Bhaskar, Mr.Chandravel, Ms.Jayashree, Ms.Kavitha and Mr. Rajaram

Note

    • Decisions and action items are in blue.

Topic 1:  Asha Chennai financials and funding allocation to projects

          Rajaram went over our funding situation. Given our need to raise funds, Rajaram proposed the following steps.

      1. We will recognize a new position of fund raising coordinator for Asha Chennai to approach outside organisations to raise funds and pursue other leads. Mr.Venkat has graciously agreed to fill the position.

      2. Expense Limits on Projects :  If the project or others are able to raise funds for the projects, they can do so and spend for their projects. Else, it was decided and noted that all Project heads keep the actual expenses to 85% of the budgeted expenses. The only exceptions are Admin expenses, Project Explore and Project RightStart.

      3. Everyone makes best efforts to bring in donations,CSR and raise funds for all the the projects.

      4. Outside Projects : Projects from other organizations are not to be considered for Asha Chennai Funding.

      5. Approving Proposals :  While considering project proposals for approval, the steward should also present how funds were raised for the project last year and how to raise funds for that project in the coming year.

      These were approved unanimously.

      Funds will be allocated to projects as follows.

      SNo

      Project

      Available Balance

      Allocation from Buffer

      Amount to bring from the US

      1

      Asha Scholarships

      (-)ve By 3 lacs as of 31st March 2016

      20,00,000

      20,00,000

      2

      Manigal Indra Nagar

      1,00,000

      4,00,000

      4,00,000

      3

      Manigal Kotturpuram

      1,00,000

      4,00,000

      4,00,000

      4

      Poorna Vidya

      1,40,000

      2,25,000

      2,25,000

      5

      Sangamam

      (-)1,00,000

      6,50,000

      6,50,000

      6

      Project Pearl

      4,30,000

      4,70,000

      9,00,000

      7

      Sangamam  Kanini

      3,00,000

      15,00,000

      15,00,000

      8

      Thulasi

      1,00,000

      3,50,000

      3,50,000

      9

      Deepam

      1,00,000

      2,75,000

      2,75,000

       

      Note the amount to bring from the US and the amount allocated from buffer are different for Project Pearl because there are project specific funds for Pearl in the US. In the case of scholarship, that doesn’t apply since the project specific funds have been spent already in India even though they have not been transferred from US.

      These funding allocations have been unanimously approved. The funds in the last column may be brought to India from our US accounts.

Topic 2: Account status update

The Accounts for the last Financial Year have been submitted to the Auditor.

With regard to the Current Year Accounts, we have decided to close the accounts every quarter so that we have a more up to date picture of the accounts. Vouchers from a fee stewards are still pending for the April-June quarter. Everyone has been requested to wrap up soon and submit all vouchers.

Rajaram went through a set of points regarding vouchering. All the imprest account holders were requested to follow these while writing the vouchers for their expenses.

Topic 3: Thirunelveli schools project

The Thirunelveli schools project  (done with The Nava Jeevan Trust) was presented by Mr.Ananth. Concerns were raised (by other members ) but no decision has been taken as the budget proposal has not been presented.

Topic 4: SAC funding update,SAC proposal review and approval

Recent ARC driven changes were discussed. Ms.Vijaya is to communicate to the old donors in a compliant manner regarding the donations made. New proposal will be submitted by the next meeting.

Topic 5: Updates from Poorna Vidhya and approval of budget changes.

Updates about the project were made by Ms.Kasturi.

Budget Changes : The computer teacher’s salary was requested to be raised to Rs.10000/- per month (?)  with a annual bonus of Rs.3000/- This was approved unanimously.

Topic 6: Lakshmi's Obituary.

   Ms.Lakshmi's Obitury that was attached  was approved to be put in the website with a few minor modifications.

Topic 7: Updates from Project Sangamam and Sangamam Kanini.

Rajaram presented the things happening at Sangamam and Sangamam Kanini projects. In particular he mentioned that the computer teachers have started going to the 23 new schools.

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