• Koundinya

• Vision

• “We as one” and strengthen our community.

• Be a helping hand for our community in case of Unforeseen and Unpleasant situations 

• No Kid in our community with enough capabilities should discontinue their education due to financial barriers.

Mission

• Contribution to providing educational opportunities and financial support for kids in the weaker sections of our community.

• Provide professional and directional support to the new comers until they stabilize in their careers.

• Extend every possible support to the surviving spouses and kids in case of any tragic event 

• Help each other (individual or Business) in our community to strengthen our own community.   

• Maintain good relationship with current government back in India in order to voice our community concerns with right people.

• Guide the young generation to choose the right career path based on current and future demands in IT/Bio Sectors.

• Entrepreneurship forum, connecting business people across the regions to harness innovative ideas/opportunities, and encourage our community people to venture in various business lines. 

• Location: TBD

 Board of directors and Executive Core Team

• Number of members in the team – Qualifications (Location/Age/Donation/Participation/Duration)

  • The President, Secretary, Treasurer, and other roles to be elected from exiting directors – Every 2 years

  • Governing Directors : 7 Directors  (Permanent) 

  • Term Directors : 8 Directors (Term)

    • All the founding members are eligible to participate in the election for these positions

    • Term directors to be elected by Founding members. 

    • The directors are not eligible to participate for the third consecutive term. Need to wait for two election cycles (every two years) in order to participate in director elections.

    • Every founding member including current management team or current directors are entitled to have one vote to elect new directors or the new management team.

    • President, Secretary, Treasurer – are not eligible to serve more than one consecutive elections in the respective position. Need to wait at least three election terms to participate after being served for one term for the respective position. No single person can be served any of these three roles more than two times in a life time.

    • President, Secretary, Treasurer can’t be serving any position in the organization more than two times. No person is entitled to serve as President more than once. Only Exception is first time president when the Organization is formed and that also would be only through common election process.

    • Secretary and Treasurer can contest for President and if gets elected, they are eligible to serve only consecutive election in the respective position. 

    • The Out-going President is responsible for the smoot transition knowledge transfer with good faith manner, along roles and responsibilities of various teams under his leadership. He/She will still be held responsible for any actions/communications both Tangible/Intangible under his/her leadership and should be expected to address any sort of concerns and should be able justify his/her actions are in good-faith of the Organization. The response should be either written form or verbal when the majority(at least 70%) of the board members are present.

    • The In-coming team will shadow the current team for atleast a month in order to secure the required Knowledge and processes.

    • The out-going team will not hold any correspondence to individual’s/groups/business people/politicians/power brokers that shall arise as power struggle with the current elected team.

  • Preferably the core team of directors to be elected from multiple states/cities.

  • Initial donation would be advised from Permanent board of directors in order to have the initial fund – TBD

  • Founding members are life time members and there will be a fee associated with lifetime membership - TBD

  • Every member in the executive team is required to participate in meetings and events as much as possible 

• Responsibilities:???

  • Director

  • Secretary : 

    • The secretary position of a non-profit organization plays a critical role in fostering communication and diligence through proper management and utilization of important records such as meeting minutes and the organization’s bylaws.

    • The secretary position has wide-ranging responsibilities, records minutes, ensures the accuracy, availability, proposes new practices requiring much more than simply being present at all board meetings. He or she is an active conduit for communication by giving proper notice of any meetings and timely distribution of materials such as agendas and meeting minutes, submit various reports to the board, maintain membership records.

    • Additionally, the secretary should be knowledgeable of the organization’s records and related materials, providing advice and resources to the board on topics such as governance issues, amendments to the state laws, and the like, that will assist them in fulfilling their fiduciary duties.

    • As the custodian of the organization’s records, the secretary is responsible for maintaining accurate documentation and meeting any legal requirementssuch asannual filing deadlines. The secretary is responsible for reviewing and updating documents as necessary and ensuring all documents are safely stored and readily accessible. 

    • Duties may additionally change from time to time as may be assigned to him or her by the board.

    • Organizations are required by law and by custom to maintain certain records for several purposes including:

      • Accurate recollection of decisions.

      • Determination of eligibility to vote

      • Continuity of policies and practices

      • Accountability of directors and officers.

    • The Secretary is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements, and to enable authorized persons to determine when, how, and by whom the board's business was conducted. In order to fulfill these responsibilities, and subject to the organization's bylaws, the Secretary records minutes of meetings, ensures their accuracy, and availability, proposes policies and practices, submits various reports to the board, maintains membership records, fulfills any other requirements of a Director and Officer, and performs other duties as the need arises and/or as defined in the bylaws.

    • The Secretary participates in the Board meetings as a Voting Member. In the absence of President, the Secretary can call the meeting. He/She shall has the authority as one of the Signing officers for certain documents.  

    • In this capacity, the Secretary may be authorized or required to sign or countersign checks, correspondence, applications, reports, contracts or other documents on behalf of organization

    • The Secretary may be the registered agent with respect to the laws of the jurisdiction. The person upon whom legal notice to the corporation is served, and responsible for ensuring that documents necessary to maintain the corporation are filed.

  • Treasurer : 

    • The Treasurer holds a key-responsibility to hold the tracking of every dollar coming in and going out of the Organization, thus fulling the authenticity/transparency and legal requirements for the organization. 

    • The ‘Treasurer’ shall act in good faith manner during his/her term with the solely benefit of the Organization and holds zero interest in personnel/family/friends. He/She will be accountable for each incoming and outgoing penny, and shall be able to produce proof for all the spends.

    • The Treasurer should receive and reconcile the bank statements, OR write checks, but not both.

    • Incoming checks should receive immediate restrictive endorsement (preferably a bank stamp, or handwritten "For deposit only, ABC Bank, Account # 123445") and be deposited within a week, with no cash back.

    • Outgoing checks must be supported by an approved invoice, receipt, or a voucher prepared by the volunteer if a receipt or invoice isn't available. 

    • Checks should require two signatures and never be signed in advance. Alternatively, the board might set a policy that permits one signature for small checks below a certain amount, say $50, in order to help discourage checks from being signed in advance.

    • A Treasurer may manage or oversee the management of the financial affairs of the organization, often including such basic tasks as selecting a bank, reconciling bank statements, and managing cash flow. Treasurer may also be responsible for investing funds consistent with applicable laws. The Treasurer should be knowledgeable about who has access to the organization’s funds and any outstanding bills or debts owed. The Treasurer should create and maintain systems for ensuring the organization’s ongoing solvency and oversee the development of the organization’s financial policies. Helpful policies to consider include check signing authority, expense reimbursement, credit card usage, and petty cash policies, if applicable.

    • The Treasurer may be responsible for preparing, or facilitating the preparation of an annual budget, as well as regularly monitoring and comparing the actual revenues and expenses incurred against such budget. The development of a budget that supports the organization’s goals and drives decision-making is an important part of an organization’s success in effectuating its mission. The budget should be reviewed and approved by the board, however, the Treasurer should be prepared to explain and justify the document.

    • The Treasurer should have thorough knowledge and understanding of the organization’s financial reports and important financial ratios. The Treasurer should keep the board apprised of key financial events, trends, and concerns, and her assessments of the organization’s fiscal health. The Treasurer is also generally responsible for completing, or ensuring the completion of, required financial reporting forms (including the IRS Form 990) in a timely manner and making these forms available for the board’s review.

    • Responsible for Keeping a calendar of filing requirements and deadlines and have clear assignments (with backups) to help ensure they are all met in a timely manner. 

    • Have the organization’s financials audited whenever required or advisable.

    • When Organizing events as part of the organization, Treasurer is responsible to due diligence of the required logistics costs are justifiable and reasonable and approved by the board. Should try in Good-faith manner to keep costs under control and plan in advance and regulate the costs for the Organization events.

    •  

• How to include/Exclude

  • If need to Include/Exclude a director beyond the number 15, then the core team should be nominating a founding member with at least 10/14 votes (65%-70%) 

• How to fulfil a director in case of losing - genuine reasons or Resignations

  • Founding member can be resigned from his duties by providing resignation at any point of time for their own reasons. But they are still bound to an agreement not to be part of executive committee for any other similar group for two years and not to invite any members from this group.

  • If the term is less than a year and the post will not be filled for rest of the term.

  • If the term is more than a year, then the core team should be nominating a founding member by voting within the core team. 

  • At least 65% (round up – no partial persons) votes are required to win the nomination (minimum of 10 participants).

• Increase/Decrease the size of the management team

  • Core team is required to discuss about the necessity of increasing the size and nominate any founding member with the voting more than 90% (round up – no partial persons)   

• In case of failure to fulfil the responsibilities : Core members

  • Fail to attend 3 continuous sessions or less than 70% of attendance in the first year meetings/events.

  • This rule applies for all core members

  • Need to provide written warning for 3 times with the signatures of at least 90% of directors before expelling from their duties

  • The expelled core member would lose the opportunity to participate in the next election but could continue as a founding member.

• Meetings – Where/What/When/Frequency/Attendance

  • At least one meeting in a month to discuss action plan

  • Local group events (by State) to be organized at least couple of times a year based on their convenience.

  • National level events to be organized at least once in 4 years. The location should be selected on a rotation basis. This duration can be changed to 2 years as we progress as a Organization.

• Process when the members decision is a tie

  • When there is a situation of tie for any decision, then the decision will be final whatever the decision is picked by 2 out of 3  votes (President/Secretary/Treasurer).  

• Voting  - Selection/Election of Core members

  • Election of 8 Directors would be a secret ballot 

  • Selection of managing committee (President and others) should be open discussion. Counting supporters.

How do we collect funds

• Permanent Governing Directors(Sever Members) – One time Donation  - TBD

• Founding member ship fee  (family) – 0ne life time membership Fee - TBD

• Regular membership Fee (family) -  Yearly (Nominal) – TBD   

• Member donations (by count) for group events 

• Sponsorships for group events or Website – Advertising 

• Donations for a cause within USA or Outside USA

• Donations to help the community

• How do we use Assets

  • Funds collected from Fee and Sponsorships will be used for maintaining the organization. Remaining funds will be in reserve.

  • Funds from donations for a cause -  80% would be used for the cause and 20% would be in reserve for other causes

  • Donations to help the community – 100% would be used to help and the organization would match based on the availability of funds.

  • Community Help includes Monitory or required support

    • Natural calamities (US and Outside)

    • Work with other voluntary institutions or Government to help the kids go to school.

    • Stabilize families to get back on their feet on an unforeseen situations (US and Outside)

    • Professional support for the individuals on H1.

    • Professional and Directional support for the Students

• Loans – Use of funds when they exist or take loans for time being and adjust it later?

  • No loans are permitted on behalf of the organization. The organization is not responsible to repay any loans

  • In case of emergency, the core group has to take a collective decision to overcome the situation  

• Conflict of Interest and Violations

  • If core member holds any role in any other similar organization (based on similar lines) which impacts the growth or survival of this organization or individual’s ability to fulfil his responsibilities would be eliminated as core member but not as a founding member.

  • As a core member, we are bound to a legal agreement not to start/part of another similar organization with any of the existing members from this group for at least 3 years after legally leaving (approved resignation) from the organization. 

 

• Duty to Disclose

  • As a core member, it is everyone’s responsibility to disclose all details to the group -  every act/communication which may impact the organization.

  • All the communications are required to be discussed before going to the public or general member group. 

  • Anything related to Member enrollments, Money collections, events, invitations are all organizations property and need to be disclosed to the core group as soon as received or gathered. 

  • Failing to disclose such information within two weeksof receiving could lead to opinion poll within core group to request for a show cause.    

  • Three of such incidents from the same member could drive the core team to suspend him/her from their responsibilities.  

 

• Indemnification:

  • Liability is required to be discussed

• Organization Seal and the signing authority 

  • Organization seal will be kept in the office and Treasurer will have custody of the seal.

  • Treasurer can call for all directors meeting to discuss the document in case if he/she wants the clarification

  • Seal has a value only when combined with both President and Secretary signatures

  • Seal is required for any decision

    • Spending more than TBDdollars 

    • changing any of the bye-laws 

    • Including or excluding any director 

    • Expelling one of the current management team. The signature is required at least 90% of directors to expel any of the core member.

 Records and Reports: 

• Every founding member has right to ask for the financial, Event, membership or any other details related to the organization

• Every director has right and responsibility to know and inspect where every penny is going

• Every Member has right to know the information about income and expenses. So yearly Financial reports are required to be Published either email or Website.

• Include/Exclude community members from Other regions.

  • Should we include the members from other regions(Telangana?)

  • Even though our basis are same, rituals and habits changed based on the region and migrations and there could be understandable differences in viewing and perceiving certain things. 

  • Since its NRI based community service organization, should we go along with community members from other regions ? or should we focus on Andhra only?.