Proceedings of the Executive committee meeting held under the Chairmanship of Smt. Subhadra Devi, Chairperson , at FRH Rampur Una HP on 2nd November 2014.

SWAN WOMEN FEDERATION, UNA HP

Proceedings of the Executive committee meeting held under the Chairmanship of Smt. Subhadra Devi, Chairperson , at FRH Rampur Una HP on 2^nd November 2014.

On the onset of the meeting CEO of Swan Women Federation Sh. Raj Kumar Dogra welcomed Chairperson ,Vice chair person and all the members of the executive including special invitees Shri Onkar Sharma and Rajesh Sharma. He presented overview of the Swan women federation. With permission of the Chair following Agenda items were taken up for discussions and decisions were taken.

Sr.No.	Agenda Item	Decision Taken
1	Nomination of Patron, advisors and Mentors	The house unanimously nominated Shri Onkar Sharma of vill Rakkar as patron of the Swan Women Federation. Shri Rajesh Sharma of village Kotla Khurd and Shri Tilak Raj Sharma presently DD Industries Una as Life members and Advisors of Swan women Federation.
2	Honorarium to elected members of EC and Governing Body and PMS Leaders While attending EC , GB and PMS Leaders meeting as and when called by CEO and While on approved tour by Management Committee.	It was decided to honor elected members by giving them Rs 200/ Per day as honorarium for attending the meetings called by CEO and while on tour approved by Management Committee.
3	Scholarship to girl students	It was decided to give Rs 200/ Per month as scholarship to one brilliant and needy girl child who is daughter of SHG Member and one such scholarship per PMS on proposal by PMS , on the recommendation of MKM and approval by Executive committee.
4	Web Site	It was decided to hoist web site of Swan Women Federation and Sh. Rajesh Sharma was authorized to go ahead . The contents of the web site shall be decided by a team under his able guidance. This will be approved by EC before launching.
5	Printed Broachers	It was decided to get a Broacher printed on the programmes and activities of the Federation. This will be decided by CEO and Advisiors.
6	Procurement Policy	It was decided to make all procurements which are required for livelihood programmes and Life Style programmes to be made by a committee constituted by Management Committee.
7	Allotment of Land for Secretariat Building	The EC authorised Sh. Onkar Sharma, The Patron, and Rajesh Sharma & Smt Sunita Sharma to persuade the case of land allotment with the concerned Revenue authorities.
8	Registration with Income Tax Department and Appointment of CA	It was decided to select CA for the audit of the accounts of the federation and authorize him to register the organization with Income Tax department for the purpose so as to meet the objectives of the federation.
9	Details of funds with federation and Approval of Expenditure statement	The CEO presented detailed accounts of funds available with federation. The Expenditure incurred on the programmes of the federation since registration including Awareness on Gender Ratio, Helping the destitute; Nutritional Garden in which seed kits were distributed and other day to day expenses was approved.
10	Computer and Printer	It was decided to purchase a computer and a printer to run day to day business of the federation.
11	Photo I Cards	It was decided that every member of the federation shall be issued a photo Identity Card. Initially Cards Shall be issued to the Level of PMS Leaders. Expenditure of the I/Cards shall be borne by individuals.
12	Loan Policy	It was decided not to give or recommend any loans to individual members of the federation. The loan shall be given to SHG on the proposal of PMS duly recommended by MKM and approved by EC. The issue of loan policy and other terms of reference shall be decided by a committee to be constituted for the purpose in future.
13	Meeting Frequency of different committees	The frequency of different committees was fixed as under:- 1. Management Committee………….Monthly 2. Executive Committee………………….Bi- Monthly 3. General Body………………………….. Quarterly 4. PMS Leaders meeting………………. Half Yearly 5. SHG Leaders Meeting………………….Yearly 6. General House of the Federation…… Bi- Annual
14	Expansion Programme	It was decided to increase the domain fo the federation from existing 50 Panchyats to 100 panchyats of the district. This shall be discussed in detail in next G B Meeting.
15	Amendment in Working Groups	It was decided to re-constitute working groups/ committees
	Management Committee(MC)	Management committee consist of Chair Person, ViceChair Person, President, Secretary, Treasurer ,CEO,Patron and advisors/mentors.
	Executive committee(EC)	MC+Directors of MKM+Executive Officers
	General Body (GB)	EC+Presidents , Secretaries and treasurers of MKM+ Group Coordinators
	PMS Leaders	GB+ Presidents , Secretaries and treasurers ofPMS
	SHG Leaders	PMSL+ Presidents , Secretaries and treasurers ofSHG
	General House	SHGL+ all members of SHG

16	Financial Powers to CEO	CEO was authorized to incur expenditure up to 20000/ without approval of EC per item /programme. This shall be regularized in next EC meeting.
17	Bank Limit	EC approved and authorized signatories to enhance bank limit of the federation up to 50 lakh Rupees. However at no time this limit shall be used without approval of MC.
18	Ambassadors for SWAN Women Federation	It was decided to identify names of such JAGROOK persons who could be helpful in the expansion programme of the federation.