Saktyavesh Board Meeting -14th December 2009

Meeting Information
Meeting Date: 12th & 13th December 2009
Meeting Venue: Aneesh Home (beside SAP Labs)
Attendees: Aneesh, Vinay, Prakash & Ananth

Meeting Agenda
Reviewing our work
Immediate steps – pending and new ones
Challenges
Road Map discussion pending
Improvements & feedbacks

Reviewing our work
Meeting with all Bangalore volunteers (All trustees will be invited for this meeting).
Meeting with all Chennai volunteers (All trustees will be invited for this meeting), Meeting place to be decided by Chennai/ Bangalore trustees.
Combine Monthly Meeting with School Activity.
Meeting Frequency should be once in a month, on weekends.
The above meetings will have to happen on a regular/mandatory from January
Need more discussion on one more bank account for international transfers
Receipts to be issued for every Saktyavesh donations/transaction
To check with the auditor on issuing receipts for unknown transaction (since we don’t have the complete account number)
To check with the auditor on how we can issue 80G certificate to the contributors
Review Saktyavesh Account Book with Auditor
For any money contributed to Saktyavesh, send a mail to Vinay, Aneesh and Saktyavesh email id with a subject “Saktyavesh – Finance – xxx” (xxx-contribution by member name)
Process to be put in place for requests from school
Saktyavesh-Feedback required mails has to be closed in 5 days (except Urgent Requirements)

Request Processing
Request will come from the school
The owner of the request will be informed regarding the request and he has to send a mail to the trustees for feedback. Decision should be taken on the request within five business days of the email. If the request is approved by Trustees, it has to go in the next weekly update.
Request Tracker will have to be updated in Saktyavesh Blog School wise

Monthly Meeting Agenda
Purpose of the meeting / Introduction of Saktyavesh
Update from Saktyavesh Trustee on important activities
Review our past work and plan for the next meeting or activity
Assign a owner for the next activity

Tri-weekly Conference Call
We shall continue having the conference call once in three weeks
Conference calls shall be on Wednesdays and shall start by 10.30PM
The call will be for half an hour
Owner of this action item should be sending out the call agenda before 3 days from the call


Challenges
Meeting with Chennai School Management
To review the previous mail questioned to Chennai school management.
Questions unanswered and new questions to be sent via email to Prakash.
Prakash shall answer/get the answers from the Management / Head Mistress and shall reply to all.

Process to get the money flow constantly
Road Map discussion pending
To be discussed later
Improvements & feedbacks

• Task Execution to be streamlined
• Planning needs to be little more conscious
• Replying to mails with history mails & Do not branch out. If you have sent a mail and would like to send a mail again on the same subject. Go to your sent items and send it (to maintain proper mailing history and avoid conversation leaks)
• All finance information communicated via mail (with Saktyavesh gmail id in cc, Vinay, Prakash, Aneesh. Ex – contribution for Teachers salary, …..)
• Reply to mails with time (this will help in taking decision faster)
• Reply to feedback mails
• Setting a time line for each of actions – sincere, realistic as far as possible
• If even a mail is not marked with “Saktyavesh” in the subject, do mark it
• Don’t every get dejected, keep moving
  “One person talks at a time”
• Realistic expectations & promise
• Maintaining “time”, very important. If we don’t then we are not respecting other people who are waiting for us and this will lead to dilution of interest and participation(Its understandable if there is an emergency)
  

Conf call

• Communicate engagements in Saktyavesh with family (my example). It’s important
• No Anger and frustration or depression
• Have proper subjects to the mail.
• During a conversation, if a discussion changes course,
• don’t reply with the same subjectRun through the process – all of them being followed till now
• Mention truthful/factual information. Make sure that the information being shared is truthful to the best of knowledge
• Keep Saktyavesh Gmail address in Cc
• Meeting people – once in four/six months (open the gates)
• Distribution of work

Feedback
Execution
Lack of active volunteers
Planning needs to be proper
Meeting with volunteers
Giving weekly updates in points