EHSAS ‘81 Foundation
Minutes of Meeting
12 Ring Road, NDSE Part I (Prabhjot’s Office)
9th September, 2015

Agenda – To finalise Terms of Reference to govern EHSAS’81
Attendees –
Modernites are known to be articulate and fiercely vocal about their points of view. Add to it the fact that individuals in the batch of 1981 are now leaders in their respective fields, wielding strong professional/social egos to boot. We have also noticed and know that many classmates are participating, in varying degrees of involvement, with one or more causes and philanthropies. This might bias, albeit wellmeaning,
into the decision-making of the organization. Therefore, for an initiative that aims to harness the feelings and resources of as many of our
batch-mates as possible, a control driven set-up may not be optimal in the medium to longrun. Experiences from other Trusts and such Organizations have revealed avoidable acrimony and power struggles.

Organization structures that not only address the above issues but also are future-ready,have inspired us to use committees to take forward our initiative.

Proposed Structure
The Executive Committee (EC) comprises of 5 elected Members of EHSAS 81 Foundation, taking on responsibilities of President, Vice President, Secretary, Joint Secretary, and Treasurer.

So that a small group of committed and empowered Members (and sometimes co-opted experts) may focus in detail on a particular issue, it was decided to manage the Foundation with the help special (sub-) committees. This allows the EC to ensure that sufficient attention
is being paid to the detail of specific issues without one topic dominating the agenda at every meeting. The main committee is responsible for all decisions taken by the (sub-) committee so members should satisfy themselves that the process for monitoring progress is sound. As
with any delegation it is also essential that the membership of the (sub-) committee are people with relevant expertise and that they are given sufficient information about the role and appropriate support in carrying out their duties. The governing document of an organisation should always be consulted in relation to (sub-) committees. Confirm whether there are any barriers in relation to setting them up or limits to their operation. Each (sub-) committee should have clear terms of reference agreed by the committee and regularly reviewed. Terms of reference are written guidelines that clarify the role, purpose and responsibilities given to a committee. A reporting mechanism should be put in place so that the main committee can be kept up to date with progress, consider proposals from the (sub-) committee and ratify any decisions taken by the (sub-) committee within its terms of
reference. The EC will discharge its responsibilities based on the considered inputs from the following three committees:

This critical committee will focus on articulating and executing the vision of the Foundation within the four humanitarian areas of operation defined by the charter of the Foundation, namely Education, Health Services, Aged, and Special Needs. Fund Raising & Member Engagement
This committee will focus on keeping alive the philanthropic spirit of the Members and represent the voice of the membership to the EC.
Oversight This committee will be the conscience keeper of the Foundation in creating the guiding principles of the Foundation and ensuring the sourcing and deployment of resources are in consonance with the same.

NOTE:  Considering the modest resources expected in the initial few years of the Foundation, and that the findings of the survey by Interim-Steering Committee among batchmates revealed a strong skew preference towards Education, the focus of the Projects Committee will be limited to Education.
Terms of Reference for Projects Committee These Terms of Reference are used to set out the parameters within which the authority is
delegated to the committee and specify how the group is accountable.

Three volunteers from the General Body plus two
from the Interim Steering Committee1
(not including the EC)
Same as that of the EC
KRA 1. Inputs:
1. Inputs:
a. Money:
i. Current Collections stand at approximately ?3,00,000/- from
Membership Fees (?5,000/-) and ‘top-up’ donation (?5,000/-) from
each founder member
ii. Assuming that the fund-raising committee is able to generate another ?3,00,000/- and offer a commitment of around ?6,00,000/- year on
iii. Assuming that 10% of this amount will be diverted to a corpus -“Emergency Fund”
Albeit now defunct, the ISC reference is useful to not lose sight of the individuals who had initially raised their hands to help the initiative
Nirupma Suri; Avni Marwah; Anup Bhasin; Kaku Rana; Rohit Krishna; Anil Jain; Anil Bajaj (NRI); Saurabh Sircar (NRI); Chandan Sinha (OOT);
Sanjeev Chowdhry (OOT); Shivpal Singh (now OOT)

  1. Member Survey (August 2015): Options and Priorities
    c. Fee Structures: Reasonable Cost of educating a child (tuition, books, living, etc.) in primary school, middle school, high school, vocational college,
    college, professional institution.
  2. Outputs:
    a. WHO: Define selection parameters of the primary beneficiaries of the initiative
    – ‘deserving students from economically weak sections’
    i. define ‘deserving’ – academic and non-academic parameters
    ii. define ‘class/grade’
    iii. define ‘economically weak’
    iv. define Region/State
    v. define school type: Urban Elite, Urban Slum, Rural
    vi. define other qualifying criteria of the education institution – certification, infrastructure, etc.
    b. WHAT: Define the nature of resources that EHSAS 81 Foundation will commit to:
    i. Money: Full vs Partial Financial Assistance/Scholarship – Fees,
    Books, Living, Private Tuition, etc.
    ii. Time: Mentoring
    iii. Other details such as
    1. Committed duration of Assistance
    2. Criteria for continuation/extension
    c. HOW: Define the via media of delivering the resources to the beneficiaries:
    i. Funding thru School – esp in the case of MSBKR
    1. Here the partnership with the School will be mutual wherein the school waives Tuition and related Fees and the Foundation
    supports the other needs of the student
    ii. Funding & Operating thru an NGO: Define the guiding principles for proposal and selection of these entity(s)
    iii. Funding Directly:
  3. Processes:
    a. Letting the word out: How do we promote our Foundation so that the right beneficiaries (NGOs and/or students) get to apply.
    b. Selection of Beneficiaries:
    Define the guiding principles for the proposal and selection, including, but not limited to considerations such as:
    1. Any Member can recommend an NGO, student to the Committee.
    2. Expenses related to travel for evaluation and selection of Ngo/students will be borne by the Committee Members – no expenses on these heads will be made from the contributions made to the Foundation by associates.
    4. Resource Deployment: Recommend the effective deployment and current and committed resources in a template provided in Appendix 1
    5. Outcomes: What is the core outcome we seek if we were to define success? For
    a. Scholar Students: Beneficiary completes Class XII education with minimum
    certain grades
    b. Rural Schools: Increased pass rate of their students; Increased enrollment

Quick Check List
Process ToR Reporting
1. Identification Confirm bonafide of applicant Approved / Not approved /
– Personal Interaction More info required
– References
2. Assistance sought Evaluate assistance sought : Recommend quantum by applicant Requested vs approved (with reasons) & duration of support
to EC.
3. Mentor Identify two mentors per candidate to interact Regular reports to EC regularly with Candidate, Sub-committee and EC
4. Follow-up – Follow-up with mentor(s) and beneficiaries; Regular reports to EC – Constantly supervise performance of beneficiaries;
– Recommend to EC – enhancement / reduction of assistance based on personal interactions with beneficiaries and reporting by mentors.
5. New proposals Constantly look out for new proposals; Recommend to EC Evaluate as above

Next Steps
A. Projects Committee to meet among themselves and submit to the EC a working plan and recommendation covering 1-4 above by 20OCT2015
B. EC to take these inputs and formalize them into a working document by 30OCT15
C. Projects Committee to begin outreach and selection process during NOV2015
Terms of Reference for Fund Raising Committee
(Work in Progress)
Three volunteers from the General Body plus two from the ISC (not including the EC)
Same as that of the EC

1. How to bridge the gap between ambition and current reality?
2. Operations
3. All contributions will come in the month of April of each year.
4. The total collection (fixed amount) will be divided into 12 months for budgetary
5. Any additional contributions coming in will be deposited in FDR’s.
6. In case interest rates drop MHS management/teachers will contribute to make up the deficit. Whenever the interest rates rise they may make good their losses, in case they consider that a loss.
7. Any surplus will be added to the FDR.

Minutes of Meeting
of EHSAS ‘81 Foundation
7/8 Ansari Road, Daryaganj (Sameer’s residence)
19th September, 2015

Attendees: Ashok Kapoor, Rajive Kapur; Prabhjot Singh, Praphul Misra, Sameer Jain;
1. Discuss and finalize Terms of Reference of the Education Commiittee – draft attached
2. Issue of receipts to and acknowledgement of those who’ve contributed so far
1. The Terms of Reference was reviewed and was found comprehensive but lengthy

  1. Ashok suggested we explore the possibility of branding the Education Initiative of EHSAS ’81 and offered an interesting name : Gyan Oorja (Energy of Knowledge). He offered school locations in the Vasant Vihar and Vasant Kunj slum clusters where he is aware of people running schools for kids of migrant labor
    3. Rajive offered the facility of the school run by his family foundation in Sonepat as place for sending deserving EHSAS’81 scholars. He estimated the amount to be around Rs.2k per month per child
    4. Prabhjot & Sameer narrated their visit to a social worker they knew, Mrs Bajaj, who runs an NGO. Three takeaways were:
    a. She could help with finalizing the operating framework of the EHSAS’81 Scholarship
    b. The scholarship could be in multiple forms/types – academic, sports, etc.
    c. For sustainable impact of the scholarship the scholars will need mentorship from the donors – as a side-bar, she mentioned she has two wards currently under her mentorship who could be supported with the EHSAS’81 scholarship
    5. Decisions:
    a. The ‘sweet spot’ for the EHSAS’81 Scholarship would be kids in Grades/Classes 5 to 9
    b. The scholarship should ensure that the scholar is supported till Grade/Class 12; anything beyond will be based on merit and funds availability
    c. Considering the amount of current funds, the scholarship would try to benefit as many kids by sponsoring kids at modest Schools – e.g., the school in Sonepat
    d. While mentoring is recognized as crucial for the successful progress of the scholar (who otherwise does not have a family background to seek guidance on matters academic), in the event it is not possible for EHSAS’81 to mobilize  mentors from among us, we should seek the help of Mrs Bajaj and similar social workers
    e. Education Sub Committee would meet frequently and detail the Terms of Reference and define the Operating Framework within the month of October and recommend a project plan for utilization of funds within November.