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Minutes of Asha Seattle meeting on 12/03/08 Venue: RTC/LWSD No 414, Morton Johnson, Redmond, WA Attendees: Karthik, Ken, Hareesh, Vibhavaree, Srijan, Binay, Eera, Kannan, Pooja and Satyajith
Topic: Financial Policy Presenter: Ken
· Read through the conclusions from previous meeting. · Should the finance team meet more often? Currently the finance team meets EOY to figure out the finances. · Maintain a running count of commitments to projects. · It's not possible for the finance team to keep track weekly approvals and make sure they are below the targeted expenditure for the year. · The meeting agenda should keep track of the available funds that can be approved for new projects. · Catch up donations account for previous years account. · The previous financial guidelines have expired as the cuts they intended to make are not being made. · Are the project stewards consulted before cutting their budgets? · Projects should be given 6 months notice before cuts are made or should project stewards be given 6 months notice. Policy regarding this · Will be noted in the project processes document. Finance team will be responsible to convey the information to stewards. What stewards do · With the info will be covered by the project processes document. · Do we need have a trigger (a bank balance level) to raise more funds? · Is March the earliest time the finance team has funding info? Yes. · Vote: Are we voting to approve these guidelines after the modifications discussed in this meeting? This needs approval according to "policy" decision. Hence an online vote is required. Yes:12 No: 0 Abstain:0
Topic: IAWW Presenter: Satyajith
· IAWW cultural event updates. 4 Asha volunteers helped out in the event. · Discussion about event feedback. · Voting: Should we support this event long term? o Yes: 9 No: 0 Abstain: 3
Topic: NAB Presenter: Eera
Introduction · Part 1 presented by Siddarth in last meeting. Clarifications in this meeting. · Summary about the project. · This is coming for 1st time renewal. Approved as $6000/-. The org received Rs. 2,69,000. · Went over suggested budget changes.
Question/Comments · This year we will send approved amount subtract 127535.00. · Staff funded in the project -- do they go and help out in other projects? · They cannot use the unspent funds for unapproved purposes. They can use the unspent money for approved purposes only. · Why did they spend only 1/2 the amount? Number of enrolled students was below expectation. Hence they spent less. · Why are they not getting required number of adults for the program? · Why is it going from 141k (4 person) in the previous funding to 295k (6 persons) next Budget? · Line to line comparison could not be made from the previous budget to the projected budget. · Also, there are significant increases in certain line items. Those need to be justified / clarified.
Voting · Can the re-purpose the money for new programs within the org? Yes: 0 No: 11 Abstain: 1
Topic: Chapter Updates Presenter: Binay
· Seattle Marathon. Everyone completed the marathon. · Volunteer workshop this weekend. Everyone should attend this workshop. · Need volunteers to mail calendars to donors. · Please get your volunteer time matched with your companies. · Contribute to organization admin account. Mention it in your check/donation etc. · Partnership with Seattle Art Museum.
Minutes taken by: Nagendra Singh
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