MInute July 1, 2009

MINUTES

NAFA Executive Board Meeting

July 1, 2009

University Research Park

505 S. Rosa Road, Room 113

Board Members Present: Abhiman P., Archana D., Archana S., Ayodhya B., Bharat A., Beda Nidhi D., Kiran S., Krishna S., Mahesh L., Mahesh S. Nijananda M., Shreedhar R.

Board Members Absent: Pratima S., Dinar S., Yuva Raj K., Naresh S.

PRESIDENT’S UPDATE:

New Board Members welcome – President welcomed new board members Mahesh Shrestha, Beda Nidhi Dahal, Archana Dwa and Naresh Shrestha on behalf of the Executive Board.

Follow up of membership status – Krishna & Bishnu Pradhan became life members, bringing the total to 11 life memberships. Annual membership went up by 2 this month, increasing the total membership to 55. This was the final round of attempt for this year’s membership drive.

Corporate sponsor efforts – A generic draft letter was prepared to send to potential donors. The board felt the need of help among board members to finalize draft letter, mail out, and follow up. B Acharya, A Pasachhe, and S Ranabhat volunteered to coordinate this effort. A list of 100 employers will be distributed so everyone can pick the potential donors.

Bratfest update – A total of $778 was raised by contributing 97.25 volunteer hours by many NAFA members as well as non-members. Thank-you email to be sent out by SR to NAFA googlegroup list. Names of all those who volunteered will be listed on the email.

Children’s day will be during the first week of August, preferably. One of the main goals is to complete the NAFA poster initiated by children last year with Manoj Kanskar’s help as well as other parents. Manoj is available during the first week of August. Archana Dwa to coordinate with Manoj and other parents, including but not limited to Bandana S., Anima VP, Bindu L, and Srijana A.

GENERAL SECRETARY’S REPORT:

MOU for cookware – Acknowledged the receipt of cookware from Kiran Shrestha who on behalf of NAFA, ordered and paid the bill. The paid receipt was handed over to AB and KS was reimbursed for $392.11 via check from NAFA. One suggestion to finalize the draft MOU is to incorporate check-in/check-out lists right below the policy, so everyone reviews the policy while renting. Board suggested periodic (annual) rotation of the caretaker. Board suggested the initial caretaker role to be assumed by Pratima Sharma. She is also asked to finalize the MOU.

Scholarship update – Board acknowledged the receipt of one letter of recommendation. PS has a reviewer in place.

TREASURER’S REPORT:

Fund updates: AB acknowledged the fund balance of $2511.18 in checking a/c before paying for the cookware and receiving Bratfest check. Additionally fund in 2 CDs are $5411.88 and $5108.15.

Refugee Update: Refugees continued to be helped on regular basis by Anil S, A Batajoo, Mahesh S, Nijananda M and Anima V-P for translation and other needs. They are learning English and looking for job. It appears that NAFA members continue to help when and where help is needed.

MAIN DECISION AGENDA ITEMS:

Approval/Finalization of By-Law Amendments - Update from working group (Bharat Ji, Nijananda Ji and Kiran Ji) – Not yet finalized, still in progress.

Fundraising Efforts - Dinner Event at Wil-Mar, possible date August 22nd. Everyone to review and comment on Kiran Ji's proposal and share their own ideas to make this happen. Board decided to make a brochure for this event and A Dwa volunteered. Deadline to sign up is Aug 7. Whether to continue this event or not will be based on the # of registrants. Rate $20 per person; anticipated ~50, possibly can accommodate up to 70. Rate increases to $25 after August 7. Hall reservation made by SR, $25 required in advance.

New item: Sports - Mahesh S to coordinate starting with volleyball. $100 budgeted to buy volleyball net, ball and other essential items.

New item: An opportunity to realize $200 by opening a new business checking account at Chase. SR and AB will research about opening the account; may be used for online payment. Start with $500 deposit. Open debit card account and use to take tax exemption on purchases for NAFA.

All Board Members are to follow up on goal setting efforts by NAFA. Those who haven’t provided their wish list to PS need to forward to her before the next meeting so these goals can be discussed.

DISCUSSION ITEMS:

Summer Picnic – Update from Archana S., Coordinator - AS presented menu for picnic. Breakfast will be provided for early goers and helpers in cooking and transporting. AS requested help from members and families for cooking, cleaning and transporting. AD will conduct games for children.

Dashain – Venue date and place: Board felt immediate need to search for the venue to celebrate Dashain festivity which falls on Sept 28. So whoever could research has to do asap for the closest weekend date around Dashain.

Planning protocols – Rest of the planning will be done in the months to come.

FOLLOW-UP ITEMS FROM PREVIOUS MEETINGS:

Officer Transition – Work with past officers to gather information and be up and running. Three binders have been received by AB from ex-treasurer Anju C. Need to check with the contents.

Filling of Vacant Board Position – PR officer: For now the board members will conduct the work of PR officer as the committee. Keep exploring if anyone from the current board member shows interest on it.

ADDITIONAL ACTIVITIES AND PROGRAMS:

Music and Dance – AD will look into it after performance of Children’s program in August.

IT (WEBSITE, EMAILS):

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Explore from among general members to do web maintaining job.

Invite Limbu family to NAFA picnic at free of charge. Someone from NAFA to provide ride.

Submitted by: Ayodhya Batajoo