Review meeting 2012 September 8th, 9th

Here is the agenda for the review meeting for this year which will happen on September 8th, 9th. In the review meeting we have to arrive at a process with what, how, when & immediate steps for each of the below points. Kindly add your point of view for each of the points in the below agenda. Lets have a broader vision even before arriving to our review meeting.

• Workshop
  - Framing a workshop syllabus that concentrates on personality development, self confidence, social responsibility
  - Workshop execution (co-ordination, communication, travel, locale arrangements, etc.,)
  
• Re-tracking our mentorship program
  - Framing a mentorship syllabus on what to guide, how to measure the growth
  - Re-establishing the mentorship tracking & effective co-ordination
  - We should conclude one-to-one mentorship at a stage
  ---Should this be 1 or 2 or 3 years
  ---Positives and negatives of each duration.
  
• Mentors
  - Keeping our mentors motivated
  - Value addition to our mentors
  
• Admin
  - Office
  - Documentation
  
• Communications & hr
  - Increasing our mentor base
  - Keeping in touch with our supporters/advisors/contributors who are not active
  
• Working as one vazhai (Bangalore Chennai)
  
• Finance
  - Process
  - Fund raising
  
• Support from locale
  - Ways to gain support from the locality (dharmapuri vizhuppuram)
  - Ways to utilize the support
  
• Next steps
  - Academics – our stand (below are only examples., add your own points if you have any)
  ---Appointing Vazhai recruited teachers to schools with has teachers deficiency
  ---Arranging tuition in their locale, etc.,
  ---Working with other NGOs in locality who concentrate only on academics
  - Reaching mass
  ---Having pool of trained teachers base and appointing them to the needy schools
  ---Replicating our model to other localities
  
• Org Structure
  

Hi Admin,

I think we should add making and defining roles and have a Org Structure.

Lavi.

Hi Lavi,

Roles and responsibilities are already defined. We just need to look after it for any changes and then circulate it among the groups for everyone to be aware of.

Hi,
we need to discuss our strategy we are going to follow for the post 10th college students. Our students are not getting the education loans properly and i feel there is a need of time to involve officially. we need to find out the appropriate ways to make the smooth education loan flow. I request Anbu anna to add this point in the agenda.

Finance:

We have defined few processes (like sharing the monthly statement of Vazhai account every month) to keep the financial aspects of Vazhai transparent to the members but we haven't followed it diligently. We should redefine the processes that are already defined and newly define the required process(es) and adhere to it.

Few suggestions for review meeting schedule:

How is it going to be? Is it like, one session will be allocated for each item?
I think, first one person should give a brief on all the agenda items, so that the base for the further sessions will be set.
There will be one session to discuss items not covered in the agenda.

At the end of 2nd day, how about assigning action items (based on the discussions) to individuals/group?
Also, passing resolutions (தீர்மானங்கள்), that will the base for the future of vazhai?

It will be better to start with a ice-breaking session for 15 or 30 mins - so chennai and bangalore people will ease with each other.
And 'energy passing' - so that, we all will be aligned.

It would be better if Anbusivam or somebody moderate the sessions.
During discussions, it would be nice if whoever has some points to tell, gets a chance to convey.

Let us make the best out of this meeting.

Divya
- local support

Siva Jyothi
- local support

Mujeeb
- touching only basic level
- After basic level tution can be given
- Appointment of teachers is not ok
- Wards from different areas, so it wont be effective

RathaGanesh
-

Bharathi
- Teachers can be appointed if it worksout
- weekend classes for wards assigning teachers
- PTA assigned teachers can be utilized by providing funding

Sathish
- Finance will be an issue.
- Expectation from assigned teachers
- Objectives for teachers
- Can select volunteers and from local area for teaching.

Raveendhar
-Using wards we can track
- Using post 10th wards

Ganesh
- local support can be used and followed up weekly

Kalyan
- Vazhai appointed teachers wont workout. Finalcial issue
- post 10th wards can be used
- can we approach govt officials syatamatically

Senthil
- Secoding ba;la and bharathi

Karthi
-Arranging local people to teach

Naveen
- We should focus and not sure how far teachers will be effective

VSR
- Tuition is not a best option
- post 10th wards or seniors students can be used.
- practical difficulties in Vazhai appointed teachers. our focus will be deviated
- Training teachers
- We should be part of teaching.

Madhan

- arranging tutions only for 9th and 10th
- Using 1st year college students for teaching
- Cartificate can be provided for teachers from vazhai

John
- Education department can be contacted
- PTA fund can be used
- You should we assign teachers to school.
- generate awareness to raise PTA fund.
- local support
- Give preference to post 10th
- ABL

Mukund
- ABL is good so we can reduce academics
- 9th and 10th tution should be arranged
- Education mister can be approached. Salary should be minimum 5000 for teachers
- appintmnt of teachers only if we have enough fund (6 months to 1 year fund should be available in fund)
- Finance should be strong. 80 G...

Ram
- Local tution
- one teacher per area

Saravanamuthu
- One school one teacher
- PTA head should be interested.
- old students can be approached.
- Teachers appoined based on school needs.
- Salary norms can be defined based on areas.
- bonding with school
- common place like school for local tutions
- Salary issue for teachers

Venkat
- Bonding with teachers in the school

Hari
-wards leadership skills
- 9th and 10th wards

Ramesh
- Local wards should be identified and our teaching methodolgies should be used.
- 9th and 10th wards tution

Mahesh
- Tution for wards

Balamurugan
- interest should be created on wards
- Local tution
- we can finance for tution
- Practical difficulties in approaching government officials.

Karthik - New
- local volunteers

Joshie
- Existing students will have problems.
- can contact experts on academic
- teahcers bonding
- Working with teachers and inviting them for workshop
- Shortage of teachers. Appointing teaches is temporary solution.
- Tution wont be effective.
- two teams - one for existing teachers, second team for bonding with teachers.

Saranya
- Depends upon the school.
- Creating repo with teachers
- Tracking students by using existing wards

Viji(Ravi)
- Local tutions

Ramya swamynathan
- Talking with government to appoint teachers.

Banu priya
- inviting teachers for work shop.
- local person should be appointed. he/she should be graduated
- Bonding with schools. Students learn most of the things in schools. Academics should be given in schools
- Giving contents to teachers.

Deepa(Chennai)
- Life skills should be made effective so that wards will learn themselves.
- Learning methodologies
- Focus should not be only on academic. Gapon exposure should be filled

Praveena
- Basic should be fixed. Academics is not our goal.
- Teaching basics
- Syallabus coverage creates pressure.
- Creating interest in subjects by sessions and using experts.
- do we need Appointment of teachers??
- Problems in tutions also..

Viji(Chennai)
- Teachers appointment is not feasible. Pay should be feasilble.
- Local support but how far tracking is feasible.
- Tution is a better option.

Lavanya
- under staffed. Existing teachers are exhosted.
- Materials availabel in school bu no man power.
- No basics.
- We can question teachers if we assign.
- AMK should only be monitoring body.

Sami
- improve process by giving materials to teachers.
- create a model

Sathya
- Same as lavanya and sami

Ravi
- saravananuthu and sami points are valid
- academis should not be addressed by us
- Government should be questioned
- ABL is working well, so there wont be any issues in future.

Dilip
- Basics
- Finance
- Learning methodologies.

Anbu
- Teacher apoinment is a short term goal.
- Tution

Team for studying the feasibility study.
- Lavanya
- RathanaGanesh
- Dilip
- Sami
- Saravanamuthu

Team for Systamatic way(PTA)
- Mukund
- Kalyan
- Saravanamuthu

By September end give the objective and deadline

Academics from coming workshop should be activity based.

Sami
- workshop is ad-hoc
- Roles are empty
- no clarity on workshop

John
- Can give information about general things like civics etc
- Language improvement
- Story formation
- Aptitude
- Environment related ideas

Mukund
- Ask wards needs and frame workshop

Bharathi
- workshop should be continuous

Satish
-Theme should be defined
- One person should be for logistics, food etc.,
- Chennai and Bangalore should discuss common - WS planning team
- More supports required to reduce the mentors work
- Cost should be defined
- Theme should be decided on start of the year

Hari
- no proper documentation and not using the documents
- Forum based work

Saravanamuthu
- Schedule like Workshop dates, AHM etc., should be defined
- Volunteers from one palce to attened the other WS
- Session design execution document should be created manditorily
- Communication to old wards should be taken care
- there should be platform for exposure for wards

Joshie
- Schedule not prepared properly
- last minute workshop schedule
- no reponsibilties given to new mentors
- continuous session with different content should be followed
- Discussion going on closed groups

Sathya
- atleast two person should be responsible any activity

Ramya Swamynathan
- no proper followup of sessions like cleanliness
- One theme per workshop
- review of sessions - mandatory review team should be implemented

Praveena
- Defined content is not there.
- Team building is good
- Workshop co-ordinator should be constant for the entire year
- involvements of parents in workshop is important

Banupriya
- feedback on session should be included in design document.
- Decisions should be transparent
- common sessions for all wards
- recall of previous sessions
- Parents incolvement
- Career based session

Lavanya
- process in place shpould be there for food, transport, stationary etc should be maintained.
- buffer member should be there
- supporting activities should break down and defined and followed throughout the year.

Viji(Chennai)
- Employee for Vazhai
- Conference calls taking long time. we can use Skype
- voluteers should be actively involved
- session for parents like informing govt schems.

Deepa
- wards profiling should be added in website
- role should be given to each wards
- many papers being used. low quality papers can be used.
- reason for absence of wards in workshop.
- yoga classes should be there.

Mujeeb
- Dates should be fixed
- minimum 2 owners should there for each session.
- co-ordinators should do only that role.
- WS contents should be freezed well in advance which wil help in materials purchase.
- mock WS should be conducted.
- Dates should be publised in website well in advance.
- one WS co-ordinator for entire year is not a good idea

Sivajyothi
-Secaratary and WS co-ordinator should be same

RathanaGanesh
- Students should be involved in sessions
- Students should come up with sessions
- monitoring students and recognizing them.

Dilip
- always working for vazhai
- Plan for one year should be made
- repeating of sessions
- New ice breaking sessions
- forcing the wards to do what we plan
- new wards not knowing the session given for old wards
- Wards should be given time to tell what went wrong in workshop. Feedback from ward
- no proper discussion on sessions
- Repeated sessions filling up the schedule.
- ward-mentor session
- seperate execution team for workshop.

Madhan
- Increasing the number of WS
- One theme for both Bangalore and Chennai and they should work together
- medical workshop followup should be properly handled

Ganesh
- work as one team.

Rajesh
- Certificate should be giiven for performance.
- Session for motivation involving both wards and mentors

Divya
- Packed sessions.
- montly meet can be used for
- Place is not feasible in Ananthapuram
- set of supports can shuffle there roles.

Kalyan
- Guidelines should be ready
- Grading for each workshop which can be used as a quatifiable measure

Senthil
- Practical sessions like fire service, milk society etc.,

Karthik
- not only office work, can bring people who succeded in business and give a session

VSR
- Vazhai calender
- template for schedule
- Reduce conf call timing
- attendence shoyuld be filled by wards
- Nutrition and Hygine sessions
- role of mentor in workshop

Venkat
- same as senthil point

Ravi
- Students attendence and mentor attendence should be mandatory
- Cost should be taken care for each session
- WS co-ordinator should be from both chennai and bangalore
- reply to session design is resposibilty of mentors
- no time in preparing for WS
- one team execution has to be stopped

Mahesh
-

Anbu
- Approval team should be there
- One team
- without review no workshop.