AshaAZ Chapter meeting -
Wednesday July 6th, 2005, 7:30 pm, Memorial Union
Attendees: Sonu, Nirmal, Anita, Nikhil, Gautam, Ramakrishna,
Caroline, Srini
1. Introductions No new members
2. Treasurers report Mukund 10 minutes
Presented by Nirmal. (e-mailed by Mukund)
Total Expenses (funding of all projects 2005) $ (23,038.00)
Total Revenue (2005) $ 40,886.08
Excess or Deficit for 2005 (Revenue - Expenses) $ 17,848.08
Opening Balance (start of 2005) $ 31,227.21
Ending Balance (end of 2005) (Opening Balance +/- Excess/Deficit) $
49,075.29
Other projects approved for funding (2005) $ 27,427.41
Balance Available $ 21,647.88
3. NOH'05 update (venue, artists, fundraising etc.) - Nirmal/Caroline -
30 minutes
Nirmal stated that Contracts with Artists were not signed yet, hence
no publicity on the event should take place until contracts are in place.
Caroline passed on a draft copy of the flyer. The following vounteers
names will be added onto the flyer as contacts for ticket sales:
Scottsdale Sonu
Phoenix Srini
Chandler Dr. Ramakrishna
Tempe Mukund
Gilbert - Chirag
* Theme: A Unity Concert revised to Peace & Unity concert
* Asha AZ presentation - preferably at the end of first half of
show, before break starts - Chirag to close on this with artists Info.
* Asha Gopal show - Mukund to check abt timing no update
* Program 2 hrs + 30 mins break + 30 mins back-end + 1 hr cleanup
- venue for 2pm - 10pm (8hrs included in deal from SCFA)
* Dry food - no for now only dry food may be sold, else we have to
select from SCAs food vendor list.
* No food sales, water to be handled by SCA
* CD sale - 20% to SCFA - need to confirm on this - Confirmed
* Does SCFA have a back-projection screen - Caroline to find out not
confirmed
* Seats 773 - Info.
* Insurance - Mukund to take care Info.
* Babysitting - kids food probably OK - Caroline to check with
SCA confirmed, Gautam volunteered to help with babysitting on the day
of the event.
* Need Indian flag (Gautam) and flagpole - Caroline to check with
SCA To be confirmed
* Asha Banner - Chirag/Kiran No update
* Asha presentation - Sri/Nirmal - Info
* MC Ravi/Chandrika - confirmed
* Kavery/Rekha to finalize content for brochure; Caroline to prepare
proof/final version of brochure; brochure to go to printers Aug
21st (accounting for labor day holiday) - Info.
* 3 people per volunteer to target for selling tickets on a larger scale
Info.
* Duration for SCA to print flyer One week
* Flyer design - Caroline to send out this weekend
* Publicity - Sonu to lead Info.
* Tickets - Caroline to check with SCA Info.
* Website - to be updated by Rekha (Sonu to send info on NOH)
* $100 ticket buyers - autographed CD + dinner (set dinner at Jewel of
Crown?)-no update
* Work out dinner deal with Jewel of the Crown Chirag no update
* Check with 9/11 families for speech Ravi - Pat Tillman's family are
already booked for Sept 11th for a City of Phoenix function with the
Governor etc. so they can't make it.
* Come back w/ list of names from each local organization All not
discussed
Next NOH meeting July 13th, 7:30 p.m.
4. WAH05 update Nirmal - 5 minutes
WAH05 website is up and running. Its a great website put together by
the asha-wah team.
5. Roles & Responsibilities Caroline - 15 minutes
Discussion on roles and responsibilities as ashaaz core-group
volunteers. For ease of transfer of information from one volunteer to
another, Caroline suggested that all volunteers follow e-mail ettiquettes
so that no volunteer efforts are duplicated. Volunteers to use judgement
when copying core group onto e-mails. Caroline to e-mail the group roles
and responsibilities established at the retreat.
Operations Group
Chapter Coordinator
Send regular updates to the Asha-wide and ashaAZ community
Be ashaAZ's voice on the ashaARC committee
Maintain volunteer email lists
Coordinate monthly meeting venue
Call for monthly chapter meetings and set agendas
Take meeting minutes and distribute minutes to volunteers
Maintain communication with other Asha chapters
Maintain communication and coordinate various group activities within
ashaaz
Send "Thank You" letters and receipts to our donors
Maintain ashaaz yahoogroups (invite/approve new members, set-up pollsetc.)
Attend monthly asha-wide coordination calls
Check Asha's P.O. Box for mail
Pre-requisites - Be a member of asha-wide and ashaARC yahoogroups
New Member Coordinator
Search for new members
Provide new members with new-member volunteer packets
Assign new members a volunteer mentor
Coordinate with new members on a regular basis
Webmaster
Maintain Asha AZ's website (upload monthly meeting minutes, and any
other pertinent information such as event flyers, etc.)
Treasurer
Maintain ashaAZ financial accounts and coordinate with asha-wide
treasurer
Check Asha's P.O. Box for mail
Pre-requisites - Be a member of asha-wide and treasurers yahoogroups
Projects Group
Projects Coordinator
Monitor projects by communicating with project champions, coordinate
making site visits, and reviewing progress reports
Coordinate quarterly projects meeting
Coordinate check disbursement and cover letters with treasurer and project
coordinators
Advise current projects and serve as a channel of ideas and best practices
across projects
Review new project proposals for potential funding
Attend asha-wide projects coordination conference calls
Maintain ashaaz-projects yahoogroups (invite/approve new members, set-up
polls etc.)
Pre-requisites - Be a member of asha-wide and asha-projects yahoogroups
Projects Web-coordinator
Upload project posters, project proposals, site visit reports,
photographs onto projects web page
Coordinate project specific info. to be uploaded onto projects web-page
with project coordinators
Coordinate with asha-wide webmaster
Fundraising Group
Fundraising/Events Coordinator
Organize fundraising schedule, with a goal of a fundraiser every 3
months
Coordinate the activities and tasks for the fundraisers
Explore new fundraising ideas
Approach corporations for sponsorship (ASU, Phoenix Arts Commission,
Arizona Commission on the Arts, Scottsdale Diversity and Dialogue
Office)
Search for new donors & maintain relationships with existing ones
Merchandise inventory and ordering
Pre-requisites - Be a member of asha-wide fundraising yahoogroups
Publicity Group
Publicity Coordinators
Set up booths at festivals and community events.
Obtain advertisements for fundraising events.
Create press releases for our activities and events.
Prepare & distribute publicity material - brochure, banners, fliers etc.
Search for new donors & maintain relationship with the existing ones.
Merchandise design.
Pre-requisites - Be a member of asha-wide publicity yahoogroups
Local Organization Coordinator
Coordinate with local communities
6. Tsunami project update: Akkarapettai Mukund - 10 minutes
Tsunami project update Mukund - 10 minutes
Nirmal/Anita briefly presented the project on behalf of Mukund. Group is
encouraged to review the project info. uploaded into the database. Since
all project pre-requisites were met, Anita will set up polls in
yahoogroups. Polls close July 12th, 2005.
Agenda for AshaAZ Chapter meeting - Wednesday August 3rd, 2005, 7:30
pm, Memorial Union
1. Introductions
2. Treasurers update Mukund 2 minutes
3. Notes of Hope update Chirag 15 minutes
4. Mount Everest fundraiser Caroline 10 minutes
5. WAH publicity update Sri Sridharan 5 minutes
6. P.F. Changs Rock-n-Roll Marathon fundraiser Caroline - 10 minutes
7. AshaAZ kids Walk-a-thon Dr. Ramakrishna 10 minutes
8. Website updates Rekha 2 minutes
9. Projects update Nirmal 2 minutes
10. AID founder lecture update Caroline/Chirag 3 minutes
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