Re: Meeting Minutes :: SHIFA Ad hoc Committee final meeting on May 4th 2013 ! & Hand over to SHIFA executive team !!

[Mohamed]

Looping Ad hoc team as well !

Hats off to SHIFA Ad hoc team for their marvelous team work !

It was nice working with you all for a noble cause . 

Thanks,

Salai. Mohamed Mohideen

On Mon, May 13, 2013 at 8:57 PM, Mohamed <mac.m...@gmail.com> wrote:

Dear All,

Assalammu Alaikkum WRWB. Sorry for the delayed notes. In our meeting we've discussed the application routing process & clarified Br Cnash queries .

Application Routing Process:

------------------------------------------

1) KWA's & SHIFA Office will receive applications.

2) All applications should be attached with following 1) Application 2) Dr's Letter 3) Estimation 4) Report

3) Medical Team (3 members of it) + 2 of Exec.Team Members form a panel and verify the applications and

recommend it and decide on amount. Medical Team can also recommend alternate procedures and hospitals and ask for more info from Needys.

4) SHIFA's AO will then post the applications in MicroKayal website.

5) Applications will be open to KWAs and MicroKayal members at same time.

6) Applications will be given maximum 20 days to raise and emergency applications can be differentiated with 

some color/text.

7) KWA login through previleged user id provided by MicroKayal and donate their preferred amount for Needy.

8) KWAs and Members of MicroKayal can settle the amount donated immediately or every month end thru

   a) Online Bank Transfer 2) On Hand directly to SHIFA AO 3) Thru PayPal 4) Thru Credit 5) Collect from Home option. But it is mostly preferred for KWAs to transfer the money locally or hand it over to SHIFA AO locally. KWAs can also project their usual helping amount and load it in credit and use it and later settle the amount monthly instead of settling individual applications.

9) AO & Vice President in KayalPatnam can operate the SHIFA account to which KWAs and MicroKayal members transfer money.

10) AO will update the transaction in MicroKayal once money is received and follow up with pending transactions created but not paid. AO also periodically send information mails to KWAs and Members of MicroKayal about new needy addition, current status of 

applications, receiving of receipts and Thanks letter from Needy once money is paid to them.

11) AO will disburse the collected amount to Needys thru Cash or DD/Cheque directly to Hospital (mostly). AO will get receipt signed from Needy on giving money and Thanks Letter and post it in website.

12) Incase Needy opt to go for any other procedure other than what mentioned in application after raising money, raised fund can be withheld and transfer back to users who donated by deposited in their account credit.

Br. Cnash queries

1. To consider one year term for president post so as to other KWA to get involved. -  It was decided to go with one year term for president/honorary post.

2. To clarify the role of VP (to be selected from Kayal). It is not appropriate to select this honorary position through the application instead it can be appointed by the SHIFA as an honorary member from Kayal (a prominent unbiased social worker) - Unbiased social worker will be appointed as VP by executive team

3. To broaden the honorary team by creating other position (like two joint secretaries / two asst. treasurer) in order to facilitate other KWA to represent in the SHIFA honorary team.  Agreed to two with two secr. & treasurer

4. More than one position shall not be honored by one stakeholder. It will facilitate other KWA to be part of the team. -  One position in Honorary team for each stakeholder

Other major contradiction onMK’s influential role in SHIFA to be discussed and sorted out as suggested by Rasheed Zaman and Dr. Ziyad. -  Discussed MK's role and using microkayal.com. Decision was not made . Please refer Saleem kaka's email for updates on this after SHIFA team meet in kayal

KUFHK- Please update your SHIFA's executive team member for SHIFA

SHIFA stakeholders 

Stakeholders count become 16 (KUFHK joined SHIFA). We've extra balance i.e 14000 towards variable & 1000 towards fixed.

KWA Name	Ad-hoc committee Member	Exec. Name	Exec. Email  & Skype ID	Fixed (One time)	Variable (/Yr)
KWA - Jeddah	Dr. Ziyad	Magdoom Seena	cna...@hotmail.com /cee.nash	50000	25000
Micro Kayal	Syed Hasan	Syed Hasan	syedh...@gmail.com/hasan_jaf	25000	25000
THAKWA	Syed Miskeen	Syed Miskeen	sayyid...@hotmail.com/sayyidm1	10000	25000
KWA - Dubai	Salai.Saleem	Salai.Saleem	Salai_...@hotmail.com/salaisaleem		25000

 

RKWA	Ahamed Noohu	Ahamed Noohu	ahmd...@gmail.com/ahmdnooh	10000	15000
MAKWA	Mohamed Usman	Mohamed Usman	limra.company@gmail.com/limra.usman		15000
KWA Dammam	Syed Ismail	Jiyavudeen	sijiy...@yahoo.com/sijiyaudeen		15000
JAKWA	Abu Thahir	Abu Thahir	Jakw...@gmail.com/jakwa2012		15000
KWA - Singapore	Magdoom Mohamed	Rasheed Zaman	rashee...@gmail.com/rasheedzaman		15000
KCGC - Chennai	Shameem	Syed Ibrahim	seyed.ibrahim@gmail.com/ seyed-ibrahim		15000
KWA AbuDhabi	Hussain Noordeen	Dr. Syed Ahamed	seye...@yahoo.com/ seyed.vsa		15000

 

KWA Qatar	Md.Younus	Abdullah	abut...@gmail.com###############	#######	10000
KWA Kuwait	Hasan Moulana	Hasan Moulana	hasanm...@gmail.com/hasanmoulana		10000
KWA Bahrain	Vena Hussain	Vena Hussain	vena...@hotmail.com/jahir.hussain		10000
KWA Bangalore	Md.Salih	Sulaiman	mdsulai@gmail.com/ m.n.sulaiman		10000

KUFHK (KWA HK)

TBD

TBD

15000

 

Operational Expenses	Fixed	Variable
TOTAL (PLEDGED)	95,000	260,000
NEED	94,000	2,46000
REMAINING	-1000	-14000

 

SHIFA Ad hoc team worked together for last months @ initial level to form SHIFA. Credit goes to entire SHIFA ad hoc team. This team will be out of SHIFA and its group id will be de activated. Now it is with SHIFA Executive team to take it further. Best of luck !!

Next Steps

Just high level points. SHIFA executive team can be meet & elaborate / add more points.

1. Executive team to select AO / SHIFA Staff & finalize SHIFA Start up operation in Kayal

2. Coordinate/follow up with IQRA (Br. Tharvesh) for using IQRA's office for first 3 - 6 months

3. Set up executive meeting (once in 2 weeks @ initial stage) by its members on rotation basis until AO/SHIFA staff is in full charge. 

4.Set up Honorary & Medical team by SHIFA Executive team.

5. Verify application, fund collection, distribution process & baseline it

Thanks,

Salai Mohamed Mohideen

SHIFA Adhoc Committee Coordinator

On Fri, May 3, 2013 at 8:43 PM, Mohamed <mac.m...@gmail.com> wrote:

Dear All,

Assalammu Alaikkum WRWB. Sorry for the inconvenience due to technical difficulties.

Let us convene tomorrow at the below timing. There is a change in meeting time.

Meeting Logistics:

Date : May 4th (Sat)

Duration: 1: 00 hrs

Timing: 8:00pm (IND) 10:30pm (Singapore/HK); 9:30pm (Thailand); 5:30pm (Middle East : Saudi Kuwait Bahrain & Qatar); 6:30pm (UAE & Oman); 

Meeting place : SKYPE (ID -  kayalshifa)

Meeting Agenda :

1.    Roll call  - 2 mins 

2.    Qirath - 3 mins

3.    SHIFA Needy Application routing, approval process & Stakeholder contribution - 15 mins

4.    SHIFA Program mgmt plan, By Law & Important info doc approval  (Document sent already) - 5 mins

5.     Admin officer selection & recruitment team - 10 mins

6.     Honorary team selection - 15 mins

7.     SHIFA KICK OFF IN KAYAL  & Next (executive team) steps- 10  mins

Thanks,

Salai Mohamed Mohideen

SHIFA Adhoc Committee Coordinator

Dear All,

Assalammu Alaikkum WRWB. Here is the meeting logistics for tomorrow's meeting. Please let me know & send your representative (replacement/backup) incase if any of the executive member couldn't join the call. Please feel free to let me know incase if I've missed any in the meeting agenda

I'm inviting Tharvesh kaka as special guest who is expert in By law & helping Micro kayal in application scrutinizing process 

Tharvesh kaka - Please join this meeting and provide your valuable inputs

Meeting Logistics:

Date : May 4th (Sat)

Duration: 1: 00 hrs

Timing: 7:00pm (IND) 9:30pm (Singapore/HK); 8:30pm (Thailand); 4:30pm (Middle East : Saudi Kuwait Bahrain & Qatar); 5:30pm (UAE & Oman); 

Meeting place : SKYPE (ID -  kayalshifa)

Meeting Agenda :

1.    Roll call & Welcome note - 2 mins 

2.    Qirath - 3 mins

3.    Recognition - 2 mins

4.    Previous meetings recap - 3 mins

5.    SHIFA Program mgmt plan, By Law & Important info doc approval  (Document sent already) - 10 mins

6.    SHIFA Needy Application routing, approval process & Stakeholder contribution - 15 mins

7.     Admin officer & recruitment team - 10 mins

8.     Honorary team selection - 15 mins

9.     SHIFA KICK OFF IN KAYAL - 10  mins

10.    Open Forum - 10 mins

11.    Next steps & Executive meeting frequency - 10 mins

Meeting Guidelines :

 

1.    Requesting you all to join 5 - 10mins prior to the meeting which will hlep us to start the meeting ontime.

2.    Call will go as per Agenda & let us stick to the timing (1 hr) since its too late (midnight) for guys in HK/Singapore/Thailand

3.    Let us share our views 'One at time' for easy communication / clarity

4.    Everyone will be given opportunity to share their views / suggestions/ concerns

5.    For the benefit of time, let us speaking to the point

6.    No OFF TOPIC discussion or deviation from the meeting. Incase if time permits, it will be considered at the end of the meeting or offline.

7.    Any open ended questions will be pushed to the next meeting.

Meeting Participants 

KWA Name

Exec. Member Name

Skype ID

KWA - Jeddah

Magdoom Seena

cee.nash

Micro Kayal

Syed Hasan

hasan_jaf

THAKWA

Sayyid Mohamed

sayyidm1

KWA - Dubai

Salai Saleem

salaisaleem

RKWA

Mohamed Noohu

ahmdnooh

MAKWA

Mohamed Usman

limra.company

KWA - Dammam

Jiyavudee

sijiyavudeen

JAKWA

Abu Thahir

jakwa2012

KWA - Singapore

Rasheed Zaman

RasheedZaman

KCGC - Chennai

Seyed Ibrahim

Seyed-Ibrahim

KWA - Abu Dhabi

Dr. Seyed Ahamed

seyed.vsa

KWA - Qatar

Abdullah

abdullahthamby

KWA - Kuwait

Hasan Moulana

Hasanmoulana

KWA - Bahrain

Vena Jahir Hussain

jahir.hussain

KWA - Bangalore

Sulaiman

m.n.sulaiman

MK Liaison officer  (Special guest)

Tharvesh

Tharvesh

Thanks,

Salai Mohamed Mohideen

SHIFA Adhoc Committee Coordinator

[Mohamed]

Next Steps

Just high level points. SHIFA executive team can be meet & elaborate / add more points.

1. Executive team to select AO / SHIFA Staff & finalize SHIFA Start up operation in Kayal

2. Coordinate/follow up with IQRA (Br. Tharvesh) for using IQRA's office for first 3 - 6 months

3. Set up executive meeting (once in 2 weeks @ initial stage) by its members on rotation basis until AO/SHIFA staff is in full charge. 

4.Set up Honorary & Medical team by SHIFA Executive team.

5. Verify application, fund collection, distribution process & baseline it

 

SHIFA Ad hoc team worked together for last months @ initial level to form SHIFA. Credit goes to entire SHIFA ad hoc team. Hats off to SHIFA Ad hoc team for their marvelous team work ! It was nice working with you all for a noble cause !!

 

This team will be out of SHIFA and its group id will be de activated. Now it is with SHIFA Executive team to take it further. Best of luck !!