1. ARC Proposals 2016 Bangalore

2. 2016 Cycle 1 Proposals Main page Link: http://wiki.ashanet.org/display/COORD/ARC+Proposal+Drafts http://wiki.ashanet.org/display/COORD/ARC+Proposal+Drafts 6 Proposals 2016-18 Coordination team nominees Chapter Financial Planning - II Team Asha accounting Policy, and SAC donation policy Asha for Education and Asha India Update to Conflict of Interest Policy Asha Internal Audit Committee

3. Snapshot: 2016-18 Coordination team nominees President/Ashawide Coordinator Asha-wide Coordinator - Uttaraa Diwan - NYCNJ Uttaraa Diwan Team members: Prasad Pabbati - DetroitPrasad Pabbati Secretary Asha-wide Secretary - Venkatesh Iyengar - Silicon Valley Venkatesh Iyengar Team members - Abhyuday Mandal - Athens, GA Treasurer Asha-wide Treasurer - Shankar Sadasivam - San Diego Shankar Sadasivam Team members Naresh Boga – Dallas & Abhyuday Mandal - Athens, GA Ashawide Projects Coordinator Asha-wide Projects Coordinator - Swati Sircar - Bangalore (and formerly Seattle) Swati Sircar Fellowship Coordinator - Padmanava Sen - Bangalore, India Internship Coordinator - Lalitha Podila - Danbury Team Members - Aparna Khare - Stanford; Anuradha Bulusu - Atlanta; Pradeep Jayaraman - Stanford; Anant Jani - London, UK; Prema Grandhi - SeattleAparna KhareAnuradha BulusuPradeep JayaramanPrema Grandhi Web Asha-wide Webmaster - Akshay Bhole - Boston Akshay Bhole Team Members - Vyas Sanzgiri - Boston; Karthik Narasimhan - Seattle; Amit Sharma - Silicon Valley; Giri Kolanupaka - Hyderabad, IndiaVyas SanzgiriKarthik NarasimhanAmit SharmaGiri Kolanupaka Asha-wide Fundraising coordinator - Prasad Pabbati - DetroitPrasad Pabbati WAH Coordinator - Sriparna Majumdar - San FranciscoSriparna Majumdar Audit Committee Team members - Saranya Suresh - BostonSaranya Suresh Legal Help Desk: Team members - Saranya Suresh - BostonSaranya Suresh

4. Snapshot: Chapter Financial Planning – II (1) Current situation Working Capital Ratio (WCR) = (Available year-end Balance) / (Average of last two fiscal year's expenses of the Chapters) Need to maintain < 1.5 to be eligible for general funds distribution Chapter not maintains it, will have to give back excess funds to GF Proposed Vote A: Yes or No to extend the cutoff. Till 1.5 full, 1.5-1.75 partial amount of the General Funds. Vote B : Yes and no to Denominator being higher of 2 yr average and current year (to relax it a bit) Vote C: Yes or No, for chapters to plan 1 more year before taking this excess funds

5. Snapshot: Chapter Financial Planning – II (2) Vote D each of the following suggestions to reduce funds in GF: (The current balance in GF is $2.16M; expected donations into GF each year is close to $1M; expected total funds rolling into GF from non-compliant chapters in the first year is above $1M.) Seed money for new chapters when they are in the satellite chapter phase on the recommendation of the mentor chapter. No seed money A one time $10k in funding from GF. A one time $20k in funding from GF. One time funds equal to the split provided to all eligible chapters in the latest GF split. Top-off funds for chapters with WCR less than 1.5: Based on balances as of Feb 2016, any eligible chapter with WCR less than 1.5 will get funds to top-off their balances to the 1.5 WCR ratio in June 2016. Going forward, based on balances as of December of the financial year, funds will get topped up for eligible chapters with WCR lower than 1.5 and the GF split will be done after that. Yes No Additional GF split in June 2016 of $500k USD to eligible chapters. (A $1M split was already done in Feb 2016 to these eligible chapters) No Yes - to all eligible chapters that request it based on confidence that they will be able to utilize it. Split equally between all chapters. Yes - to all eligible chapters that request it based on confidence that they will be able to utilize it. Split between chapters in the ratio of their capacity - defined as the total funds disbursed in 2015. GF split amounts each year will be ($1M + amount donated into GF in the previous year) till the GF excess is exhausted. i.e. if funds donated into GF=$500k in 2016, the GF split amount in Feb 2017 will be $1.5M Yes - split equally among all eligible chapters Yes - split between eligible chapters in the ratio of their capacity - defined as the total funds disbursed in the previous year. Yes - Split $500k equally and the rest in the ratio of their capacity - defined as the total funds disbursed in the previous year. No. Keep the GF split amount constant at the current $1M each year. Funds for chapters which have bandwidth to steward projects but are short of funds: Reach out to other chapters for such needs since many chapters have funds but are short of volunteers. Strategize a mechanism for Asha-wide funding for projects. If (b) is the vote, then an Asha-wide team will be called for to propose a mechanism that can work feasibly to take it forward. If there aren't enough volunteers stepping up, we will revert back to our current mechanisms of reaching out for cross-chapter support.

6. Snapshot: Team Asha accounting Policy, and SAC donation policy Vote Yes or No to the following proposed policy Team Asha Policy and Procedure: The Internal Revenue Service Form 990 (Return of Organization Exempt from Income Tax) requires non-profit organizations to categorize revenue from fundraising events into two separate categories: 1) Contributions, Grants and Gifts from Fundraising Events and 2) Gross income from fundraising events (not including contributions, gifts and grants). In order to consistently report these numbers across all Asha chapters, each chapter must create two separate events to account for Team Asha proceeds: 1) Team Asha Registrations - This event should include runner/biker/climber registration fees. All revenue transactions should be marked as Non Refundable. No tax deductible receipts should be provided for these revenue transactions. All expenses (food, marathon registration, coach gifts, etc) should be marked to this event. 2) Team Asha Contributions - Only donations and funds raised by the runners/biker/climbers should be marked to this event. Tax deductible receipts should be provided for these revenue transactions. Donations may be refunded at the request of the donor. Support-A-Child Policy and Procedure: Restricted contributions are donations received by an organization in which the donor restricts the use to a particular purpose. When Asha accepts restricted donations, we must demonstrate that we have met the restriction in order to use the funds. Asha cannot properly demonstrate that we have met the restriction for SAC donations that specify a specific child's name by simply disbursing money to the project the child is related to. As such, all SAC programs going forward should not specify a child's name when accepting donations. Donors should be informed that we do not accept donations for specific students. Going forward, the difference between SAC and other Project Specific Donations will be that the specific set of student names will be known in advance in the former, but not in the latter. How to differentiate donor messaging around SAC vs. Project Specific Donations and the fundraising efforts for each are up to the chapters' discretion as long as specific children are not assigned to a donor and donation with student names are not accepted.

7. Snapshot: Asha for Education and Asha India (1) Asha India has Asha trust (main sister org) and some other spin offs like Asha Parivar (run by Sandeep Pandey) and Asha Darshan Trust (in Assam) etc. Among India chapter, Delhi, Bangalore, Hyderabad run like US chapters; Mumbai and Chennai have their own projects and other chapters in UP have only directly run projects This ARC poll is not being held to fundamentally change the relationship between Asha India and Asha for Education. But, based on the last set of ARC guidelines we had for affiliates and ARC membership - Asha India would not qualify because of the exceptions listed above. So, the choice is put before the ARC to either OK the exceptions (see below 'A1') or put in place alternates (see 'A2' below). If chapters feel that there are concerns with both the approaches, these will be discussed with Asha India during the next Asha India conference and resolved amicably and respectfully.

8. Snapshot: Asha for Education and Asha India (2) A1. We should carve out exceptions, as below, from our affiliates agreement so that Asha Trust and Asha Darshan Trust are affiliates of Asha for Education (similar to relationships with Asha UK or Switzerland or Canada). These would be: Exception to AfE's principles of volunteer-managed and volunteer-run. Exception to AfE's 'No personal benefit' principle Exception to participation in ARC activities while still being eligible for GF split (which can be structured as a 'Satellite' chapter arrangement) AfE UP chapters and Asha Darshan Trust chapters would be satellite chapters to one AfE India chapter and all decisions will be communicated to them during the annual Asha India conference. We've already approved this (part c) in the last ARC saying " Exception for certain Asha India chapters: Certain Asha India Satellite chapters that are full chapters of Asha Trust (i.e. Asha India) but have decided to continue as Satellites will be eligible for the General Funds split (even though, as a Satellite, they cannot vote in the ARC)." We are including Asha Darshan Trust to that here. Also note that we tried to apply the same WCR principle to these chapters with the statement "Satellite Chapters older than 2 years will also be subject to the same (WCR) requirement." keeping the Asha India Satellite chapters specifically in mind.in the last ARCsame WCR principle Exception to the Chapter life cycle protocol. Asha Trust has it's own policy on how to add new chapters and make decisions that affect Asha Trust. See - Decision making process of Asha Trust.pdfChapter life cycle protocolDecision making process of Asha Trust.pdf OR A2. While we recognize the shared history of the two (or four) entities, and the organizations are legally separate; we should not sign the affiliate agreement (and treat Asha Trust and Asha Darshan Trust like all other project partners) since the principles above are core to the functioning of Asha. a. In addition, we should provide chapters such as Chennai, Mumbai, Hyderabad and Bangalore which do not need any of these exemptions a mechanism to provide access to AfE resources (website/email) to participate in the ARC, use the AfE 'brand' name, fundraise in the US, use the AfE affiliation to apply for CSR funding in India and be eligible for the GF splits etc as all other AfE chapters are. We would have to draft a separate chapter agreement for these Asha India chapters that captures essentials from the Affiliate agreement to enable this. (Our bylaws already allow international chapters) b. Acknowledging the shared history, we should provide a split of the Asha-wide General Funds to the other Asha Trust and Asha Darshan Trust chapters as well. (Note that funds will be designated towards these chapters - but will only be disbursed towards a specific budget after approval at any chapter or an Asha-wide conference call - if the funds are to Asha Trust.) Vote (A1) or (A2)

9. Snapshot: Asha for Education and Asha India (3) If (A2), Should the GF split to the Asha Trust and Asha Darshan Trust chapters not participating in ARC be - B1. An equal GF split that is given to all chapters. (i.e. total number of eligible chapters to be increased by the number of UP and Asha Darshan chapters) B2. A fixed sum, set aside every year, designated towards these chapters and disbursed towards an approved budget in an Asha-wide call. Vote (B1) or (B2) If (B2), the fixed sum should be: C1. $200,000 split across the 6 UP (Kanpur, Kaithi, Ballia, Lalpur, Lucknow and Rajatalab) and 2 Asha Darshan Trust (Assam, Manipur) projects or $25,000 each every year. C2. $100,000 split across the 6 UP (Kanpur, Kaithi, Ballia, Lalpur, Lucknow and Rajatalab) and 2 Asha Darshan Trust (Assam, Manipur) projects or $12,500 each every year. Vote (C1) or (C2)

10. Snapshot: Update to Conflict of Interest Policy Mostly Legal statement and policies are change http://wiki.ashanet.org/display/COORD/Update+to+Conflict+o f+Interest+Policy http://wiki.ashanet.org/display/COORD/Update+to+Conflict+o f+Interest+Policy Vote Yes or NO to approve this.

11. Snapshot: Asha Internal Audit Committee Asha for Education is incorporated in the State of California and is registered with the office of the Attorney General to perform solicitations. State Law under the CA Nonprofit Integrity Act 2004 requires all non-profits that have a revenue of more than $2M to have an internal audit committee as per the following - CA Nonprofit Integrity Act 2004 This proposal http://wiki.ashanet.org/display/COORD/Asha+Internal+Audit+Committee is to standardize this process. http://wiki.ashanet.org/display/COORD/Asha+Internal+Audit+Committee Vote Yes and No to the new definition and tasks of Audit committee.