GENERAL FUNDS DISBURSAL April 2008 Revised June 2008 Proposal from Asha DC

2 Purpose of general funds usage Two broad purposes while using general funds: a) Support innovative, large, scalable projects (more detail in slide 3) b) Support chapters experiencing funding shortfall for currently funded projects (more detail in slide 4) The funds will be divided in a ratio of 60 : 40 (a:b) At this time the proposal only involves chapters in the US. At the end of one year, if this proposal works well, non-US chapters can be included

3 Criteria – theme ‘a’ Scalability (e.g., multiple villages in a district; or multiple districts in a state) Innovative / creative concept (an idea that is outside the realm of a typical project funded by Asha) –Example – Sikshana, Eureka (from AID) Sustainability (a reasonable plan with actions beginning 1 to 2 years before Asha stops funding that will sustain/fund the project after Asha funding ceases) Organization must have a good track record –Established relationship with Asha Must require a significant sum of money –> $25 K/year for 3-5 years

4 Criteria – theme ‘b’ Project should have been funded for at least 2 years There should be documentation of sufficient monitoring and at least one site visit per year Documentation to be made available on a quarterly basis on chapter projects website and to the general funds group The responsible chapter should raise at least 50% of the funding required (remaining 50% of the funds will come from general funds) The chapter can use this matching of general funds for a maximum of 2 years. They will have to find alternate funding mechanisms (i.e., contact other chapters etc) within two years. If alternate funding is not identified within the 2 year timeframe, the general funds group will re-evaluate the project for another 2 years of funding

5 Emergency Relief All emergency relief projects will be reviewed with the same due diligence as any regular project If a specific fund raising effort is being organized for that emergency (such as Tsunami Relief) then general funds will NOT be used for that emergency. If however no specific effort is being organized, then up to 100% of the funds required for that particular project can come from general funds In the event of an emergency, general funds can be used for truly emergency relief activities (medical supplies, food, clothing etc) only if we have an existing relationship with that NGO or if an Asha Fellow is working with that NGO The chapter proposing the project is expected to take responsibility for monitoring the project

6 Reserve funds Identify the minimum amount required in general funds to generate interest to cover admin expenses i.e., credit card processing Identify the complete needs of the proposed project and ‘reserve’ full funding amount from the general funds for that project. As an example, if the project requires $50K per year, for 5 years you would reserve $250K for that particular project Looking at the past 3 years, the average growth has been $200K/year. Once the general funds balance drops to the reserve amount, no new proposals will be considered until the balance increases again

7 Process Design disbursal process Review general funds process proposal Send for ARC approval Accept proposals for general funds disbursal consideration Asha DC to design process proposal Send proposal to general funds focus group General funds focus group reviews / discusses proposal Asha DC to incorporate changes General funds group approves revised proposal Proposal to follow ARC process Collect feedback from chapters Incorporate changes Obtain ARC approval Begin accepting project proposals Implement approved process We are here now

8 Disbursal Process 2. Review proposal against criteria 3. Does proposa l qualify? 4a. Document questions or concerns 5. Obtain answers from appropriate chapter 6. Does project still qualify? 7b. Group reviews revised proposal 8. Approve project 4b. End 1. Review project proposals for general funds consideration General Funds Focus Group Yes No Yes 7a. End 9. Disburse funds No

9 General Funds Focus Group Who are the members of this group? Asha wide treasurer Asha wide projects coordinator Minimum 5 other interested individuals from various chapters (interested individuals, please asha- Two individuals from the chapter proposing the project

10 Roles & Responsibilities What are the responsibilities of the group? Thorough review of project proposal for consideration Ensure it adheres to agreed upon criteria Approve / reject proposal Asha-wide treasurer takes the lead to disburse funds to project Ensure that the project once funded is monitored – responsibility taken by chapter proposing the project. Annual site visit reports and quarterly updates (e.g., phone updates) must be provided to asha wide projects group The general funds group will designate 1 or 2 members to work with the project steward(s) to monitor the project (funding + evaluation). The project steward from the chapter is still the primary contact with the general funds group members helping.

11 Timeline for Process Approval MarchAprilMayJuneJuly Review proposal Within GF group Approve Proposal ARC Vote Obtain feedback and approval Process approved!! To be updated based on option chosen

12 Next Steps ItemPerson ResponsibleDateStatus present general funds group to approve process Asha DC3/9/08Completed Schedule conference call for review of proposal Current general funds group – Manju Schedule call for wkend of 3/22/08 Completed Send revised proposal to general funds & coordination group Asha DC04/05/08Completed Receive and incorporate additional feedback from group Asha DCBy 04/28/08Completed proposal for ARC vote Current general funds group - Manju 05/14/08 To be updated based on option chosen

13 Next Steps ItemPerson ResponsibleDateStatus Send out reminder Current general funds group - Manju 06/14/08 Send out reminder Current general funds group - Manju 06/30/08 Focus group finalizes ARC decision and approve process General funds group07/18/08 Solicit proposals for general funds disbursal consideration General funds group07/20/08 To be updated based on option chosen