KOA Special Board Meeting – September 12, 2015 Minutes of the …koausa.org/minutes/2015/KOA Board...

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KOA Special Board Meeting – September 12, 2015

Minutes of the Meeting

The Special Board meeting, which was conducted as a telephonic conference call, was held on September 12, 2015. All Board members and Executive team members were invited to this meeting.

The agenda items for this meeting were: • Collecting Donations for accident victim Sandeep Kaul's daughter’s Education

Trust

• KOA Transformation • Jagti Middle School proposal • Benefits to Membership

The following table indicates which Board members and the Executive team members were present in the meeting:

Name Position Present

Sunil Fotedar KOA President Yes

Anil Mattoo Director, Zone 1 Yes

Raj Kaul Director, Zone 2 Yes

Nirja Sadhu Director, Zone 3 Yes

Shakun Munshi Malik Director, Zone 4 Yes

Madhu Moza Director, Zone 5 Yes

Suresh Sus Director, Zone 6 No

Sudesh Saraf Director, Zone 7 Yes*

Veena Kaul Director, Zone 8 Yes

Maneesha Munshi Director, Zone 9 Yes

Sanjay Dhar Director, Zone 10 No

Ajay Tikoo Secretary No*

Rajeev Kaul Treasurer Absent

*NOTE: Ajay ji was excused for this meeting. Sudesh ji took down these minutes.




Collecting Donations for accident victim Sandeep Kaul's

Daughter’s Education Trust

The 1st issue discussed was the Sandeep Kaul daughter fund donation. The following

was agreed upon:

Sandeepji’s wife was not initially agreeable to the fund but has agreed upon it now.

It was agreed that a goal of $5,000 be kept for this fundraiser – approx. $500 from

each zone. Anilji has been requested to take charge of drafting a letter for this

purpose. Sunilji recommended that Directors call the community members to support

this effort; however that was rejected in favor of a passionate appeal letter to be

drafted by Anilji. Nirjaji said that some community members have already

approached her for helping with this cause. Shakunji recommended that Sunilji

forward a letter to all zonal forums, which Sunilji agreed to do. It was agreed that

periodic reminders be sent to the community for the next few weeks until the desired

goal was reached.

Transformation

The next topic discussed was the Transformations program, which is being

spearheaded by Program Director, Mr. Rabinderji Kaul. He presented the following to

the Board:

• He will individually contact Board members to discuss this further.

• This initiative focal point is US-based members.

• The main question is whether there is enough enthusiasm to start this initiative in

other zones. Rabinderji enquired of Sunilji whether the pamphlets were

distributed to KOA directors.

• Rabinderji summarized the initiative: celebrated on Zyeth Ashtami in Zone 3, it

can be hosted on other auspicious days as well, two parts to the transformation

initiative – 1. Havan ceremony, conducted on nine (9) Havan kunds for maximum

participation and 2. Knowledge part, where information is provided about KP

religious practices, gotras, Kashmir Shaivism etc. by experts in the field.

• Sunilji enquired if the transformation program undertaken in Zone 3 can be

transmitted to other zones through live feeds, especially the knowledge part. This

is certainly possible, for now videos of the event (which do exist, but Rabinderji

was not sure who had it) can be uploaded to the KOA site or distributed through

Facebook.

• Rabinderji noted that participation was low this year due to timing issues. Tej

Raina provided a very inspiring talk on Trikha philosophy. Only 5 families

attended this year.




• There were questions raised about the duration of the event. Anilji and Nirjaji

mentioned it was a very good event, however per Anilji, the event needs to be

shortened such that it is a 1 day event so people can attend and get back the

same day.

• Rabinderji explained the reasoning behind the 2 day approach, staring with

timing issues of Havan not staying until 10:00 am and leaving little time for

knowledge after 2:00 pm. It was proposed to start the knowledge portion the

previous night (say on Friday) and just have the Havan on the next day.

• Nirjaji will identify who may have the video of the Havan and knowledge portion

of the program and provide same to Sunilji, who’d then upload the same on the

KOA website.

• Sudeshji from Zone 7 questioned Rabinderji about the possibility of replicating

the event in Zone 7 and someone spearheading the effort and maintaining it until

it finds traction. Rabinderji agreed that a lot of initial effort is required to create

the momentum and generate interest in the youth for this initiative to be

successful.

Jagti Middle School proposal

The next issue debated was the Jagti School upgrade donation request. This is a

school at Jammu that largely serves the KP refugees living at Jagti. This school is in

dire need of basics like a functioning bathroom, furniture, and reliable water supply.

Sunilji started the discussion by highlighting the following initial proposal received

from Dr. Bhushan Khashu of NY:

• $65K to cover for such things as computers, books, sports equipment,

landscaping, painting, etc.

• $25K annually for their recurring costs, as long as KOA commits to 50% of the

remaining costs.

• As a director of Children's Hope India (CHI), propose to CHI to support 50% of

Jagti school's capital improvement budget, as long as KOA commits to 50% of

the remaining costs

Sunilji went over the “Needs vs. wants” breakdown for both the initial and recurring expenses (Table 1), and revenue from KP flood relief donors (Table 2). Based on that, Sunilji concluded that the maximum amount that KOA should contribute is

$28,913.54 subject to KOA Terms and Conditions and upon approval from the board and necessary agreements funds be utilized for the Jagti school improvements initiative. The following breakdown was provided:

• Total of $95850 includes capital expenditure + recurring cost for 3 years • KOA contribution $28,913.54** is leftover from flood relief MINUS CHI

contribution




• CHI’s new contribution required is $39,341.75 PLUS leftover from flood relief of $8583.25 – a total of $47925 (half of $95850)

KOA Terms and Conditions

KOA Terms and Conditions

• KOA must get written consent from the donors to switch donations from Flood Relief to Jagti project. If written consent is not received, the money will be spent

on Flood relief if and only if Ashima ji Kaul (Managing Director, Yakjah) comes up with new deserving cases, or else money is to be returned to the donors. If only a few donors provide written consent, India-based organization should provide

the difference. • If KOA proposal is accepted:

o The receiving India-based organization must be registered as a non-profit entity and must have Foreign Contributions Regulation Act (FCRA)

approval from GoI, as we do not want KOA to be on the watch list of GoI for funding an India-based organization, like AIKS, not registered under the FCRA. (Reference: http://timesofindia.indiatimes.com/india/Teestas-

outfit-got-2-9-lakh-from-Ford-Foundation/articleshow/47045148.cms)

o KOA must receive the following information: � Number of students at Jagti vs. Number of Teachers

� Land cost around Jagti (if we were to build a private school) – official land records/surveys etc.

� status reports, accounts, and updates on a mutually agreed-upon periodic basis, with proper documentation, pictures, etc. that in

turn KOA can share with the donors for better accountability and transparency

• Any future Heritage projects, like temple repairs, to be put on HOLD

• KOA to act in a support role only and pay whatever is collected through donations - only for operations (not constructions)

• India-based organizations to take ownerships of projects in India henceforth and pay 90% costs

o AIKS as an example has several affiliates – must energize each affiliate and have collaborative effort with each as with KOA. AIKS has much larger pool of donors, and there are well-to-do KPs in India who are as

philanthropic as us (KMECT being a shining example). o KOA revenue stream over the years to indicate the not a sound financial

health of KOA accounts.

• KOA is not going to commit beyond 3 years. Any future financial commitment is to be left with the next KOA administration and his/her board.

The Board has identified the following important points:




• A facebook link was shared with the board stating that both the existing schools

in Jagti Township shall be adopted by deputy chief minister and Prof. Amitabh

Mattoo and Prof. Ashok Aima to make them model schools. This then would

decrease KOA’s exposure, if not completely eliminate it. We need to find out what

the state is doing before committing to anything.

• We should contact CHI and other flood relief donors immediately to find out if

they’re willing to submit written consent to move monies to the Jagti project.

Also, the appeal for this program should be sent later than the accident victim

Sandeep Kaul appeal, which is a matter of greater urgency.

• If CHI is willing to contribute, we should raise money through private donors. We

need to raise funds independently of the KOA bank account balance. A general

KOA appeal can be worked on and sent to the general community.

• No demands be made from KOA as to the amount of help required. We have

done a lot for India KPs and their programs. This should be our answer for now.

We should be open about it. We should not add any more financial burden on

KOA.

Benefits to Membership

This topic was tabled for right now as there was no time left to discuss it.




Tables

Table 1: Estimated Cost for Rehabilitation of the Jagti Middle School




Table 2: Revenue from Donors for Kashmir Floods

*NOTE: Written consent required from the donors to switch donations from Flood Relief

Table 3: Contributions from Various Donors

KOA Special Board Meeting SlidesSunil Fotedar, TX

September 12, 2015

Agenda

• KOA Transformation (Rabinder ji) - 30 mins

• Accident victim Sandeep Kaul's case - 15 mins

• Jagti Middle School proposal - 1 hr

• Benefits to Membership - 15 mins

2October 11, 2015 KOA Board Meeting Slides

Transformation

• Contact zonal directors to start something like

Transformation in other zones.

• Contact numbers of zonal Directors.

• What does KOA want for this program to achieve?

3October 11, 2015 KOA Board Meeting Slides

KOA India Outreach ProgramJagti Middle School Proposal

5October 11, 2015

Initial Proposal

KOA India Outreach Program

Dr. Bhushan Khashu of NY had written me an e-mail on July 26 (e-mail

reproduced below) about Jagti Middle School. This is a school at Jammu

that largely serves the KP refugees living at Jagti. This school is in dire

need of basics like a functioning bathroom, furniture, and reliable water

supply.

Dr. Khashu was approached by Sh. Rakesh Kaul, our program director

for KOA India-Outreach program. He is a board member of Children's

Hope India (CHI has donated some money for Kashmir flood relief effort

last year), and plans to propose to CHI to support 50% of Jagti school's

capital improvement budget which amounts to $65K to cover for such

things as computers, books, sports equipment, landscaping, painting,

etc. in addition to $25K annually for their recurring costs, as long as KOA

commits to 50% of the remaining costs.

6October 11, 2015

Estimated Cost for Rehabilitation of the Jagti Middle School


Description Cost in Lakhs of

Rupees

Approx.USD

"Needs" "Wants" Remarks

Capital

1 Repairs & making of Bathrooms

Rs. 3 $5000 $5000

2 Reliable water supply Rs. 2 $3250 $3250 Covered under 11

3 Electricity ( Inverters ) Rs. 3 $5000 $5000

4 Lay out of the garden etc. Rs. 3 $5000 $5000 Local volunteers

5 Flooring - Kota Stone/ Tiling/Terazoo etc.

Rs. 5 $8250 $8250

6 Furniture/ School Rs. 6 $10000 $5000 $5000 Get min. reqd now, defer rest to later

7 Kitchen & Dining Hall Rs. 4 $6000 $6000

8 Painting etc. Rs. 2 $3250 $3250

9 Sports equipment, musical equipment etc.

Rs. 5 $8250 $8250 To be deferred for future

10 Computer lab plus internet facilities etc.

Rs. 4 $6000 $3600 $2400 Rest as recurring expense, technology changes

11 Clean Drinking Water Facility Rs. 3 $5000 $5000

Total Capital Rs. 40 $65000 $41100 $23900

7October 11, 2015 KOA India Outreach Program

Estimated Cost for Rehabilitation of the Jagti Middle School

Description Cost in Lakhs of Rupees

Approx. USD

"Needs" "Wants" Remarks

Recurring costs per year

1 Full time teaching staff for academic work. This is in addition to what the Government will provide. These staff will be mainly for Tuition in the Evening.

Rs. 5 $8250 $8250 Why evenings only?

2 Part time teachers for extra-curricular activities & management etc. A Lump Sum Figure.

Rs. 3 $5000 $5000

3 Cook, Gardner etc. Rs. 2 $3250 $3250 Local volunteers

4 Maintenance, Food supplement etc.

Rs. 2 $3500 $3500 Local volunteers

5 Uniforms, Books, Health Care etc.

Rs. 3 $5000 $5000

Total Recurring cost per year

Rs. 15 $25000 $18250 $6750

Total expense (Capital + recurring cost for 3 years)

$140000 $95850 $44150

8October 11, 2015

Revenue from Donors for Kashmir Floods


Date Name Initial Flood Relief Contribution

Balance Comments

10/24/2014 S V B FOUNDATION INC USA

$2,835.00 $401.65 $2,433.35 Kashmir Flood Relief

9/22/2014 CHILDREN'S HOPE INDIA INC

$10,000.00 $1,416.75 $8,583.25 Kashmir Flood Relief

11/17/2014 Ravi Mattu $5,000.00 $708.37 $4,291.63 Kashmir Flood Relief

10/6/2014 S V B FOUNDATION INC USA

$25,000.00 $3,541.87 $ 21,458.13 Kashmir Flood Relief

4/9/2014 Ashutosh Sapru $100.00 $14.17 $85.83 Rishi School

5/15/2014 Dheeraj Bhat $101.00 $14.31 $86.69 Rishi School

7/13/2014 Sumeet Muju $300.00 $42.50 $257.50 Rishi School

7/18/2014 Sumeet Muju $300.00 $42.50 $257.50 Rishi School

11/21/2014 Anand Rajaram $50.00 $7.08 $42.92 Kashmir Heritage Program

Total $43,686.00 $6,189.21 $37,496.79

9October 11, 2015

Contributions from Various Donors


Contributions from Amount Comments

KOA* $28,913.54 Leftover from Flood Relief MINUS CHI contribution

India-based Org $19,011.46

CHI* $8,583.25 Leftover from Flood Relief

CHI $39,341.75

Total $95,850.00

• Pay for “Necessities” only

• Total of $95850 includes capital expenditure + recurring cost for 3 years, if

and only if written consent is received from each donor

• KOA contribution $28,913.54** is leftover from flood relief MINUS CHI contribution

• CHI’s new contribution required is $39,341.75 PLUS leftover from flood relief of

$8583.25 – a total of $47925 (half of $95850)

• If written consent is not received, the money will be spent on Flood Relief if and only

if Ashima ji Kaul comes up with new deserving cases, or else money must be

returned to the donors.

• KOA will NOT commit beyond 3 years

• Any future financial commitment to be left with the next KOA administration

and his/her board

*NOTE: Written consent required from the donors to switch donations from Flood Relief

**NOTE: read next slides titled KOA Requirements

10October 11, 2015

KOA Requirements


• KOA must get written consent from the donors to switch donations

from Flood Relief to Jagti project.

• If written consent is not received:

• the money will be spent on Flood relief if and only if

Ashima ji Kaul (Managing Director, Yakjah) comes up with

new deserving cases, or else money must be returned to

the donors

• If only a few donors provide written consent:

• India-based organization provide the difference

11October 11, 2015

KOA Requirements


• If KOA proposal is accepted (and we have money to pay towards Jagti project

after written consent from ALL donors received):

• The receiving organization must be registered as a non-profit entity and must

have Foreign Contributions Regulation Act (FCRA) approval from GoI.

• Reference: http://timesofindia.indiatimes.com/india/Teestas-outfit-got-2-

9-lakh-from-Ford-Foundation/articleshow/47045148.cms

• We do not want KOA to be on the watch list of GoI for funding an India-

based organization, like AIKS, not registered under the FCRA

• KOA must receive the following information:

• Number of students at Jagti vs. Number of Teachers

• Land cost around Jagti (if we were to build a private school) – official

land records/surveys etc.

• status reports, accounts, and updates on a mutually agreed-upon

periodic basis, with proper documentation, pictures, etc. that in turn

KOA can share with the donors for better accountability and

transparency

12October 11, 2015

KOA Requirements


• Any future Heritage projects, like temple repairs, to be put

on HOLD

• KOA to act in a support role only and pay whatever is

collected through donations - only for operations (not

constructions)

• India-based organizations to take ownerships of

projects in India henceforth and pay 90% costs

• AIKS as an example has several affiliates – must

energize each affiliate and have collaborative effort

with each as with KOA

• Much larger pool of donors

• Well-to-do KPs in India as philanthropic as us

(KMECT a shining example)


• Should have collected $15K every year since 2007 as membership dues:

• Shortfall of $13,287 (up to year 2013)

• Shortfall of $48287 if instead $20K per year as membership dues was collected

• KOA collected more than $20K in 2005 and 2006

• $20K paid to attorney for lawsuit

• $5K deposit for the camp surrendered

KOA’s Revenue Over the Years


• KOA Revenue = Membership Dues + General Donations + Donations for India based programs such as

EAP, SAC, Medical Funds

• Membership dues and General Donations are needed for KOA's day-to-day operations

• 100% of donations received for KOA board-approved Programs go to India



• Membership revenue from 6% to 35% of all the revenue collected over the years

• Low membership due to Trust deficit because of infighting over the years

• Dues collected pale in comparison to Donations collected for India-based programs

• Same set of donors over the years – collecting donations for new projects extremely difficult

• Well-to-do KPs have always contributed significantly towards India-based programs over the years

• US-based programs, if any, do not get same level of monetary support


Action Items from Previous Board Meeting

17

The following action items for the board members were recorded after previous board

meeting (Deadline: September 7, 2015):

• Action Item #1: Provide contacts of 1 or 2 healthcare professionals from respective

zones

• Action Item #2: Provide contacts of youths (high school to college graduate) from

respective zones that will shadow chapter president/zonal director and be a part of

Youth Council, out of which we will pick 2-3 youth representatives who will be invited

to the board meeting.

• Action Item #3: Discuss benefits given to yearly dues-paying members and Life

members and draw distinction between the two categories of membership based on

benefits provided (like discounts on all KOA sponsored events, etc).

• Action Item #4: Discuss life member status changes if there's a life changing event

(separation, divorce, death of a spouse).

October 11, 2015 KOA Board Meeting Slides

Action Items

Benefits to KOA Membership

19

Benefits of Life Membership

The Life Membership facility is an opportunity to become part of KOA

family. KOA Life Membership Benefits are:

• Continue to receive the same benefits that are available to KOA

annual members

• No annual dues and renewals

• Never pay an increase in dues

• A Life Membership card and certificate

• Maintain Life Membership in any state the life member moves within

continental US, or any change in life event

• Receive a 10% discount on all KOA sponsored events, concerts,

camp registration fees


20


• Life members to be invited to board meetings, advisory council,

etc.

• One can become a KOA Life Member by making a one-time

payment of $500. One can also pay for Life Membership through

our installment plan, with an initial $200 payment with 3 additional

payments of $100 within the calendar year.

• Token of appreciation – a book on our culture, religious practices,

etc.

o Socio-Cultural Traditions of Kashmiri Pandits by Piyaray Lal Raina

• $ 3,945.96 including S/H and discount of $15/book

The benefits for life and regular membership shall be determined by

the Board of Directors and revised from time to time.


21


ACTION ITEM # 3: Distinction between yearly Members and Life

Members:

o Option 1. Member gets 5% discount on all KOA sponsored

events, concerts, camp registration fees, whereas life member

gets 15%

o Option 2. Member gets NO discount on all KOA sponsored

events, concerts, camp registration fees, whereas life member

gets 15%

Madhu, Veena for Option 1

Nirja, Raj for Option 2


22


ACTION ITEM # 4: LIFE members (having 2 votes) if there's a life

changing event (separation, divorce, death of a spouse), each

person gets 1 vote. Suppose one of the LIFE members remarries:

• Option 1. The new spouse has to pay $25 every year for single

membership, or $250 for life membership to have 1 additional

vote

• Option 2. The new spouse doesn't pay anything and automatically

becomes a member by virtue of marriage to an existing life

member and carries 1 additional vote.

Shakun, Anil, Raj, Veena for Option 1

Madhu for option 2


23

Benefits of Life MembershipAnil ji writes:

I see your point Suresh ji. Maybe we should distinguish between death of spouse and

remarriage vs divorce and remarriage.

Suresh ji writes:

I have a questions regarding this poll

Consider this scenario

A happy KP family ( husband and wife) decide to become life members of KOA. They send a

check for $500 and everything is hunky dory. SIx months later the wife passes away in an

tragic accident. The husband grieves for a while and after a year remarries to another KP

women.

- contd on next slide


24

Benefits of Life MembershipQ1. Do we refund $250 to the grieving husband because he is now single?

Q2. Do we then charge the new wife or him another $250 because he/she remarried

Q3 Should we take no action?

If we will not refund a life member half of the dues at the time of him becoming single for

whatever circumstances, why would we charge him $250 when he remarries?

Life membership should not be contingent upon marital status. We should recognize a

husband and wife as a single entity.

I suggest those Board members voting for additional dues to reconsider. I for one will vote

for no additional fee. That would be petty.

Suresh Sus


25

Benefits of KOA Membership• Kashmiri Member Directory

• Kashmiri Calendar

• Kashmir Pandit International (KPI) Newsletters

• Magazine KASHEER

• Part of the membership money comes back to the zone for local chapter

activities

• Culture/Language classes for children (Age group 5 to 15 years)

• Provide Youth Camp/Language Course under Kashmir Institute for our Youth

(Age group 16+)

• Provide Merit Scholarships for college bound children of paid members

• Organize National Camp and Regional Camps

• Organize lectures, symposiums, and debates

• Promote exchange of Artistes and cultural Activists

• Produce and release music cassette/CD to preserve poetry and music

• Discounts to KOA-sponsored events ?????


26

Benefits of KOA Membership• Produce books, journals and periodicals to preserve culture

• Maintain two e-groups to promote information exchange, one at Zone level and the other that connects

every member in the US

• Maintain two web sites: koausa.org is a repository of information on history, culture, music, and,

Kashmir-information.com provides Political Education

• Meet with officials to promote the cause of our community with focus on social and cultural issues

• Support fund-raising for our brethren in India. Some of KOA’s special programs structured for KP

refugees in India include:

o Sponsor-A-Child program designed for school going children (Age group 5 to 17 years)

o Educational Assistance Program for college going children (Age 17+)

o Financial assistance to community members for medical and social conditions,

o Improve living conditions at the refugee camps

o Provide financial help for National calamities in India.


27

KOA Appreciation SocietiesKOA Inc. greatly appreciates the support it receives from donors. By establishing the KOA Appreciation Societies, the KOA

Board of Directors recognizes these donors for their generous support of our mission and programs:

• Bronze Society recognizes supporters whose gifts received during a single fiscal year total between $100 and $499.

• Silver Society recognizes supporters whose gifts during a single fiscal year total between $500 and $999.

• Gold Society recognizes supporters whose gifts during a single fiscal year total between $1,000 and $4,999.

• Platinum Society recognizes supporters whose gifts during a single fiscal year total between $5,000 and $9,999.

• Diamond Society recognizes supporters whose gifts during a single fiscal year total $10,000 or more.

Unless donors request otherwise, they will also be recognized in official KOA publications, Kashmiri Pandit International

(KPI), Kasheer and the official KOA website http://koausa.org. While the following list acknowledges donors above a

certain level, KOA Inc. is most appreciative of ALL the contributions received and requests their continued support. The

society definitions shall be determined by the Board of Directors and revised from time to time.

NOTE: The board in Dec 2008 deliberated on it and unanimously decided that the naming convention would require some more research and it

should be left to the next administration to carry this proposal forward and get it approved.

Source: http://koausa.org/minutes/BODMeetingMinutes-14Dec08.pdf


28

1. The President is authorized to approve up to $2000.00 for medical relief per person with

a limit of $ 10000.00 per year without specific requirement for Board approval.

In case of the need for advice on medical or other relief issues, the President may appoint

an ad hoc committee for advice. The committee shall not be restricted in membership but

based on expertise in the field.

NOTE: We have Medical Funds program approved since 2003 (and collaboration with

KMECT since 2013-14)

2. The President is authorized to approve up to $2000.00 $500 per person with an annual

limit of $ 10000.00 $2500 for relief to a community member in distress in the USA or

outside USA. The disbursement shall be reported to the board at the next meeting. This

authorization will help the President and the executive committee to protect the privacy of

the person in need.


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