HINDU SOCIETY OF OTTAWA-CARLETON HANDBOOK

Transcription

1 HINDU SOCIETY OF OTTAWA-CARLETON HANDBOOK September 2 nd 2014 version 1.1

2 Table of Contents Executive Summary 3 Objectives Governance General Guidelines Administration Donations Funds Disbursements Eligibility Qualified Donees Non-Qualified Donees The Partner approval process Funds Allocation and Distribution Reports Operational Guidelines Example of Effectiveness Assessment Financial Reports for 2013 Projects Supported Executive Committee

3 Executive Summary HSOC is a non-political, non-profit and non-religious charitable organization established in For more than 22 years HSOC has disbursed over 2 million dollars to support programs for the needy. The programs cover women empowerment, health care and disaster relief for the betterment of the lives of socially poor and disadvantaged persons. With the kind support of donors and the organizations, we mutually benefit in achieving our goals effectively and efficiently. Please refer to the Operational Guidelines for more details. The objectives of the organization*: 1. To help economically segments of society for the overall betterment of the underprivileged 2. To support other registered charities in the operations of residential, educational and medical facilities directed towards destitute children 3. Enable those with disabilities to become independent through the provision of tools and skill development 4. Support nutritional programs for the under privileged segments of society 5. To contribute to the improvement of Tribal and children welfare through, elderly care and health programs at Orphanage and Health 6. Provide relief during natural disasters such as floods and earthquakes The following section provides a brief summary of overall operational guidelines of the organization. Details are provided in the attached document Hindu Society of Ottawa- Carleton Operational Guidelines. Governance** The property and day-to-day operation of the Corporation is managed by an Executive Committee (EC), also referred to as the Board of Directors. The board is comprised of: The fixed directors of the board are elected staggered over two terms, each with term of three years at the Annual General Body Meeting (AGM) and up to four members can be nominated by the elected directors for specific terms. The EC meetings are held for at least 6 times a year. In addition the EC can appoint Advisors (Advisors Council) to ongoing advice and consultation. A Management Committee (MC), also referred to as Officers, reporting to the EC, is elected annually subsequent to AGM to implement the Board decisions and operate all administrative matters. *approved at AGM held on April 28, 2013., **Based on the Constitution approved on April 28 th 2013 by AGM 3

4 The Management Committee (MC) comprises of: The President presides at all meetings of the board, the EC. supervises the affairs and operations of the Corporation, signs all documents requiring his signature and hasother powers and duties from time to time prescribed by the board or incident to his office. The Vice-President., assumes the president s duties under conditions such as absence, illness, or death The Secretary shall attend and is the secretary of all meetings of members and directors, along with maintaining all correspondence and records of the Corporation. The Treasurer keeps full and accurate books of account in which shall be recorded all receipts and disbursements of the Corporation and, under the direction of the board, shall control the deposit of money. General Guidelines Administration There will be no salaried employees of the HSOC; all administrative activities are performed on a volunteer basis. It is the current policy of HSOC that the administration costs do not exceed 1% of the donations received, excluding any donations made directly towards administrative funding. There will be no fundraising activities. However HSOC may support fundraising activities of specific partners through a Memorandum of Understanding (MOU). The prime objective of the HSOC is to perform charitable activities on its own. However due to minimal overhead, no employees and volunteer-only staff, HSOC works with partners to perform the activities. The funds are gifted to other QD to support specific programs and through partnerships with other NQD charities. The NQD charities are usually outside Canada and chosen as Partners in executing activities. The selection is based on the ability and credibility of the organization and all funding is through a formally documented Funding Agreement. The Funding Agreement encompasses all the contractual elements with specific deliverables, budgets and reporting. Thus HSOC retains direction and control of the funds disbursed. The volunteers do visit the Partners on an ongoing basis to ensure the funds are utilized according to the agreement and also provide suggestions and recommendations to increase the effectiveness. Donations Any in kind donations will be received only in exceptional circumstances. Any cash donations are discouraged and HSOC prefers donations through cheques. All donations are directed into one of three categories: Administration, Donor Specified or Unspecified. Unspecified donations: When the donor has left the fund allocation to the complete discretion of HSOC, 4

5 Donor Specified: Where a donor has specified a program where the funds should to be spent, HSOC will choose appropriate recipient organizations and accordingly funds will be allocated to specific organizations. Where the donor has specified the organization: The donation will be disbursed to a specific organization if the organization has been deemed a Qualified Donee (QD), according to CRA; The recipient organization when it is a non-qualified donee (NQD) should be one of the HSOC s Approved Partner Organizations; otherwise the donation will be rejected. The donation tax receipts will be issued at year-end. Funds Disbursements Eligibility HSOC ensures that donees are not involved in any political activities, and do not discriminate based on caste and religion Qualified Donees The funds are gifted to the qualified donees according to CRA rules. Non-Qualified Donees HSOC identifies and qualifies non-qualified donees (NQD) as partners in executing the projects on a collaborative basis. Usually, all the NQDs are outside Canada. The partner approval is based on the Partner Approval Process The Partner Approval Process involves: 1. The organization meets all local government rules and regulations applicable for receiving the funds. 2. The organization has the required credibility and ability for executing the charitable works. This may involve assessment of the organizational structure, governance, project execution experience, financial management, transparency and/or reporting. 3. HSOC may seek the partner based on needs and also based on recommendations from the donors. The HSOC EC will ultimately decide whether to accept a partner or not. 4. Funds will be transferred electronically to separate accounts maintained by the partners according to the government regulations. 5. No funding will be provided without approval as a partner. 5

6 Funds Allocation and Distribution Funding the charitable activities through partners will be based on the requirement to support ongoing programs, fulfil specific tangible (material/service) deliverables and provide disaster relief. The funding is through a formal mutually signed Funding Agreement also referred to as the Project Charter. The Funding Agreement follows basic sound project management and contract principles. This agreement is in addition to the Partnership Agreement and will be renewed as required. The Funding Agreement includes budget, activities, deliverables, schedules; budgets categorized by activities and deliverables, and project control processes. Expenditure normally covers consumable items such as clothes, food and medicines. It is the general policy of HSOC not to support any capital expenditures unless it is pre-approved before identifying the partner and allocating any funds. The release of funds will be according to the terms established within the Funding Agreement. The program funding usually falls into three categories: Ongoing Programs support ongoing funding will follow the project approach. A document, Project Charter, will be agreed upon with the partner organizations. Specific tangible deliverables Where possible, the funding agreement may be very simple where there are tangible one time charity expenditures such conducting eye camps, or the purchase of disability aid tools such as canes, bicycles and hearing aids. In this case the funding will be based on unit cost, profile expenditure and profiles of the beneficiaries. Disaster relief for natural calamities such as earthquakes and flooding, the funding agreement will contain the purchase of relief supplies and the requirement of purchase profile, photographs and the general profiles of the beneficiaries. To ensure the objectives of HSOC are pursued effectively, the following is considered, contingent on the type of activity: Ongoing Programs support These types of activities usually involve supporting children welfare, woman empowerment and health care to the poor. The deliverables according to the funding agreement which includes the list and type of beneficiaries. The type of beneficiary includes brief social and economical profiles. A stringent criterion is provided for the target beneficiaries. Specific tangible deliverables In this case selection and profiles of the beneficiaries along with financials is provided by the partners. Disaster relief Proof of the purchase of relief supplies and the requirement of purchase profile, photographs and the general profiles of the beneficiaries. Multi year projects the guideline provided by CIDA to measure the effectiveness is used. (A sample provided) 6

7 Reports EC approves the financial and Funds Allocation reports, at the minimum, on a quarterly basis. The Financial report will consist of: Funds received as of the reporting period: Specified, Unspecified, Administration, Other Funds disbursed as of the reporting period: Specified, Unspecified, Fund raising, Administration, Other List of the beneficiary organizations with the funds received. Funds Allocation Report consists of the balance of funds which are committed and allocated to programs/partners. The committed funds are already part of the signed funding agreement and are subject to the deliverables as identified in the agreements. All the balance of funds must be committed or allocated, and should match bank account balances. The report consists of: Program Name, Partner, Committed Funds and Allocated Funds. 7

8 Operational Guidelines 1. Receipt of Funds Guidelines: Hindu Society of Ottawa-Carleton HSOC will not organize any fund raising activities. However HSOC may support fund raising activities of specific partners through a Memorandum of Understanding (MOU). Any in kind donations will be received only on exceptional basis. HSOC prefers the donors to complete the Donation form along with donation. HSOC will also accept the donation with clear instructions along with name and address. Any cash donations are discouraged and HSOC prefers the donations through cheques. Electronic communications such as s will be used where possible instead of formal paper based. Procedure All donations are into three categories: Administration, Donor Specified and Unspecified. Unspecified donations: When the donor has left the fund allocation to the complete discretion of HSOC, the funds received may be deposited to Hindu Society's bank account and will be allocated to the category as Unspecified. Donor Specified: Where a donor has specified a program where the funds should to be spent, HSOC will choose appropriate recipient organizations and accordingly funds will be allocated to specific organizations. Where the donor has specified the organization: The donation will be disbursed to a specific organization if the organization has been deemed a Qualified Donee (QD), according to CRA; If the recipient organization is a non-qualified donee(nqd) and is not one of the HSOC s Approved Partner Organizations, then the donation will be returned If the organization is a non-qualified donee, and if the donee is one of the HSOC s approved Partner Organizations, then the donation may be deposited and 1% and 99% of the donation amount will be allocated to the Administration category and the partner organization respectively. HSOC will strive to send the allocated to funds to the specified partner organization. If for any reason if this is not possible then HSOC at its discretion will reallocate the funds as HSOC is required to have complete financial control of all the donations received. All donations, when accepted and deposited in to the HSOC bank account, will be acknowledged by , phone or letter. Donation receipts for tax purposes, if required will be provided to donors at the year s end. All the referenced forms are included in the Examples in later section. 8

9 2. Funds Disbursement Introduction The prime objective of the HSOC is to perform charitable activities on its own. However due to minimal overhead and volunteer-only staff, HSOC has a policy to collaborate with non-qualified donor organizations, referred to as Partners, to conduct charitable activities. As per the CRA rules the funds can be gifted to the qualified donees (QD). For non-qualified donees (NQD) HSOC should have clear direction and control on use of these funds. In this regard HSOC identifies and qualifies non-qualified donees (NQD) as partners in executing the projects on a collaborative basis. Usually, all the NQDs are outside Canada. The bottom line is HSOC provides XXX amount and gives direction and control how this money is spent by the donee partner organization. The direction and control involves tangible deliverables, a time schedule and requiring NQDs to keep an auditable trail. The partners are diligently selected and approved based on program requirements. The charitable activities are conducted as collaboration based on a contractual relationship with the partners. The procedures are described below. Partnerships The Partner approval process involves: 1. Ensure that the organization meets all local government rules and regulations applicable for receiving the funds. 2. Ensure the organization has the required creditability and ability for executing the charitable works. This may involve assessment of the organization structure, governance, project execution experience, financial management, transparency and/or reporting. 3. HSOC may seek the partner based on needs and also based on recommendations from the donors. The HSOC EC will ultimately decide whether to accept a partner or not. 4. Subsequent to EC acceptance, the partner organization will complete the Partnership form duly signed. The HSOC EC will approve the organization as a partner pending review. 5. Funds will be transferred electronically to separate accounts maintained by the partners according to the government regulations. 5. No funding will be provided without approval as a partner. 9

10 Funding Funding the charitable activities through partners will be based on the requirement to support ongoing programs, specific tangible (material/service) deliverables and disaster relief: Ongoing Programs support Ongoing funding will follow the project approach. A document, Project Charter, will be agreed upon with the partner organizations. The Project Charter referred to as The Funding Agreement follows basic sound project management and the contract principles. This agreement is in addition to the Partnership Agreement and will be renewed as required. The Funding Agreement includes budget, activities, deliverables, schedules; budgets categorized by activities and deliverables, and project control processes. Expenditure normally covers consumable items such as clothes, food and medicines. It is the general policy of HSOC not to support any Capital expenditures unless it is pre-approved before identifying the partner and allocating any funds. The Funding Agreement must be signed by both HSOC and the donor organization, and approved by HSOC EC before releasing any funds. The release of funds will be according to the terms established within the Funding Agreement. Specific tangible deliverables Where possible, the funding agreement may be very simple where there are tangible one time charity expenditures such conducting eye camps, purchase of disability aid tools such as canes, bicycles and hearing aids. In this case the funding will be based on unit cost, profile expenditure and profiles of the beneficiaries. Disaster relief for natural calamities such as earthquakes and flooding, the funding agreement will contain the purchase of relief supplies and the requirement of purchase profile, photographs and the general profiles of the beneficiaries. Forms & Examples Partnership Funding Agreements 3. Reports EC approves the financial and Funds Allocation reports, at the minimum, on a quarterly basis. The financial report will consist of: Funds received as of the reporting period: Specified Unspecified Administration Other Fund disbursed as of the reporting period: Specified 10

11 Unspecified Fund raising Administration Other List of the beneficiary organizations with the funds received. Funds Allocation This report is for the balance of funds which are committed and allocated to programs/partners. The committed funds are already part of the signed funding agreement and are subject to the deliverables as identified in the agreements. All the balance of funds has be committed or allocated, and should match bank account balances. The report consists of: program name, partner, committed funds and allocated funds. Examples Financial Report Allocation of Funds 11

12 FORMS & EXAMPLES 1. MOU for Funds raising 2. Donation Form 3. Acknowledgement 4. Donation Receipt 5. Partnership Form 6. Funding Agreement Examples (Ongoing, Disaster Relief, Specific deliverable) 7. Financial Report 8. Allocation of Funds 12

13 Template for the MOU with organizations fund raising activity Preamble: The Hindu Society of Ottawa Carleton (HSOC) receives requests from other organizations, non-profit organizations and individuals for cosponsoring the fund raising activities. The primary focus of these activities (Activity) is to raise funds for a worthy charitable cause and channel the funds through HSOC to the charities. The HSOC will be issuing donation receipts to the contributors to the Activity. Following is template is to be used with appropriate customization for a specific Activity. Name of the organization Date: Effective Date: Description of the activity Estimated Donations Estimated Costs Role of HSOC Role of the subject organization Terms 1. The donations receipt amount will be subject to the CRA rules and as such the donation amount will be contribution minus any benefit provided. The benefit should be costed reasonably where there is no cash value. The CRA rules will prevail in case of dispute and the interpretation of such rules by HSOC will be accepted as final. 2. The donation receipt will be issued in the name and address as indicated on the cheque. For the cash transactions, it will be based on the cash-receipts issued or based on formal registration of the contribution by the HSOC or the Organization. 3. The HSOC will disburse the funds as instructed by the Organization subject to HSOC policies and procedures. 4. The Organization shall save the Hindu Society harmless and indemnified from and against all claims, demands, losses, damages, and expenses which the Partner may sustain while executing the Activity. 5. The subject organization will provide all or any documentation regarding the Activity to HSOC when requested. 6. The HSOC reserves the right to audit or evaluate the Activity so far as it relates to the Activity. 7. The organization can not make any major modifications for the Activity with out the agreement with HSOC. 8. The MOU can be terminated with a 30 days notice subject resolution of fall administrative/financial issues relating to the completed and in progress Activity. 13

14 Signatures HSOC Organization(s) 14

15 DONATION FORM HINDU SOCIETY OF OTTAWA-CARLETON (Non-religious and non-political charitable organisation (Reg. No. BN RR0001) P. O. Box 65122, Merivale P.O. Ottawa, Ontario K2G 5Y3, Canada Phone: (613) Web site: Donor's Information Name: Address: Phone: Project Information Please indicate the project you would like to support: Support a child Project specific choice: Education Women Empowerment Tribal Development Village Development Children Other _ (You may select organizations outside Canada from the approved partners) Donation Amount: $ An acknowledgement will be mailed to you immediately. We issue a single official tax receipt in January for all your donations in the preceding calendar year. If you need an immediate tax receipt, please let us know. Signature: Date: Please note that even though it is HSOC commitment to disburse as per direction, HSOC reserves the right to reallocate the funds in unavoidable circumstances and also HSOC has to retain ultimate control of the disbursements according to the CRA rules. Please contact us if you have any suggestions to consider additional partners. 15

16 Hindu Society of Ottawa-Carleton Inc. Canadian Charities Supported (Qualified Donees -Donors can specify) B A. M. Foundation CKCU Radio, Ottawa Canadian Cancer Society, Ottawa Canadian Diabetes Association, Toronto Canadian Liver Foundation, Ottawa Canadian Museum of Nature, Ottawa Canadian Red Cross Chinmaya Mission Ottawa Hindu Temple of Ottawa-Carleton Jindal Foundation, Ottawa Manjari Sankurathri Memorial Foundation Mukul Hindi School, Ottawa Ottawa Food Bank Ottawa Hospital Foundation Ottawa Independent Living Resource Centre Queensway Carleton Hospital Foundation Approved HSOC Partners Outside Canada (Non-Qualified Donees - refer to the web site for complete list) AIM for Seva, Manjakudi, TN (Girls Education) RK Mission - Hardwar, UP (Hospital) Arya Samaj, Gandhidham, GJ (Children - Education, RK Mission - Kethri, Rajasthan (Woman skill Orphanage; Uttarkhand Disaster Relief) development) Asray Akruti, Hyderabad, AP (Handicapped Children RK Mission - Chennai, TN (Girls Education) Education) RK Mission - Kanpur, UP (Hospital) Bharat Sewashram Sangha, Kolkata WB (Tribal Rasa Ramana Sunritya Aalaya (Children Children Education, Health) Education Learning Disability) Bombay Leprosy Project, Mumbai, MH (Health) Shri Vithalrao Joshi Charities Trust, Mumbai, MH (Tribal - Health, Hospital) Sadhana Village, Pune MH (Tribal Children Education) Sri Satya Saibaba Educational Trust, Nairobi, Kenya (Children - Health, Education) National Youth Service Action and Social SRK Trust Tiruchi* TN (Children Education) Development Research Institute (NYSASDRI) (Children Education, Health; Woman Empowerment) RK Math Mangalore, Karnataka (Children Education, SCARF, Chennai, TN (Mental Health) Orphanage) Sevalaya, Chennai TN (Children - Education, Health, KWMAON Agriculture & Greenry Advancement, Orphanage) Chattisgarh (Tribal Girls Health; Uttarkhand Disaster Relief) RK Mission - Delhi (Mobile Hospital, Nutrition) YAGODA, Ranchi Jarkhand (Hospital) 16

17 HINDU SOCIETY OF OTTAWA-CARLETON (Non-religious and non-political charitable organization (Reg. No. BN RR0001) P. O. Box 65122, Merivale P.O. Ottawa, Ontario K2G 5Y3, Canada Phone: (613) Web site: Executive Committee Dr. Ranga Jahagirdar President Mrs. Mythili Kalyanasundaram Vice-President Mr. Vas Dev Aggarwal Treasurer Mrs. Kavita Jain Secretary Mr. Santosh Rewankar Dr. Arjun Aggarwal Mrs. Sarita Jindal Dr. Jayant Pathak Advisory Council Mr. Chandrakanth Arya An Acknowledgement No. Received with thanks a sum of $ From Address Postal/Zip Code Phone ( ) -- The amount will be used for the sole purpose for which the donation is intended. A formal receipt for Income Tax purpose will be issued in the next January for the total donation received during this calendar year. Thank you. Dr. Shiv Jindal Dr. Mini Khurana (SK) Mr. Ajit Kukade (Toronto) Dr. T. Parameswaran Dr. Ranjit Waghray (AB) Date: Treasurer Donation Receipt Please inform us of any changes in the address and also appreciate if you provide the e- mail address if available. 17

18 Hindu Society of Ottawa-Carleton, Inc. P. O. Box 65122, Merivale P.O. Ottawa, Ontario K2G 5Y3 Charity Registration Number: RR001 Website: Official Donation Receipt for Income Tax Purposes Thank you for your generous donation Receipt number: «R_NO» Donated by: Eligible Amount of Gift for Tax Purposes: «AMOUNT» «NAME» Year: 2012 «ADDRESS» Date donation received: «D_RECD» «CITY», «PROVINCE» Date receipt issued: «D_ISSD» «P_CODE» Location issued: Ottawa, ON Satish Bhatia, Treasurer For information on all registered charities in Canada under the Income Tax Act visit: Canada Revenue Agency Hindu Society of Ottawa-Carleton, Inc. P. O. Box 65122, Merivale P.O. Ottawa, Ontario K2G 5Y3 Charity Registration Number: RR001 Website: Official Donation Receipt for Income Tax Purposes Thank you for your generous donation Receipt number: «R_NO» Donated by: Eligible Amount of Gift for Tax Purposes: «AMOUNT» «NAME» Year: 2012 «ADDRESS» Date donation received: «D_RECD» «CITY», «PROVINCE» Date receipt issued: «D_ISSD» «P_CODE» Location issued: Ottawa, ON Satish Bhatia, Treasurer For information on all registered charities in Canada under the Income Tax Act visit: Canada Revenue Agency 18

19 PARTNERSHIP FORM HINDU SOCIETY OF OTTAWA-CARLETON (Non-religious and non-political charitable organization (Reg. No. BN RR0001) P. O. Box 65122, Merivale P.O. Ottawa, Ontario K2G 5Y3, Canada Phone: (613) Web site: Partnership Registration A. ORGANIZATION Name of the Organization Address Web site Phone # Fax # Primary Focus (Check all the applicable boxes) Education Women Empowerment Tribal Development Village Development Children Health Other B. CONTACTS Primary Authorized Person Name Address Title Phone # Fax # 19

20 Secondary Authorized Person Name Address Title Phone # Fax # C BANK Name Bank Account Name Bank Address SWIFT Code Bank Account Number ABA Code (Institution + Bank code) IFSC (For any payments going to India) Manager Name Phone # address D. DOCUMENTS (Check the boxes and Attach, mail or fax the copies of the documents) Organization registration copy Latest Financial report/auditor certified financial statement A brief statement about the rules and regulations for receiving donations form outside the organization s country. HSOC reserves the right to ask for applicable documentation in this regard. FCRA registration copy along with the renewal certificate (India specific) Latest FC-3 or FC-5 on annually (India Specific) Annual return of FCRA approved organizations (India specific) Web site if available Authorization to Access information E. TERMS AND CONDITIONS 1. The Hindu Society of Ottawa-Carleton (Hindu Society) identifies specific activity/activities (Activity) for the utilization of funds provided based on a pre-agreed Funding Agreement, This Funding Agreement will be agreed up on for a specific amount and time period with well defined deliverables and milestones. HSOC will initiate the Funding proposal once the funds are committed by the HSOC Executive Committee. The approval of Partner Registration does not imply any commitment of funds and all funds will be disbursed only after agreeing to a Funding Agreement. 20

21 The partner agrees to provide all the latest and ongoing documentation listed in the Application Form Section Documents and other as requested by the Hindu Society pertinent to the partner organization, financial information and activities The Partner shall save the Hindu Society harmless and indemnified from and against all claims, demands, losses, damages, and expenses which the Partner may sustain while implementing the said Activity. The Hindu Society shall save the Partner harmless and indemnified from and against all claims, losses, damages, and which the Hindu Society may sustain while implementing their own activities other than the said activity. The Partner may not make major modifications in the said Activity, such as its orientation and objectives without approval in writing from the Hindu Society. Hindu Society may terminate the Registration and/or the Funding Agreement by giving the other party a written notice of thirty (30) days. If the Partner terminates this agreement prior to completion of the project, then the unutilized portion of the money donated by Hindu Society shall be returned to the Hindu Society. A notice to either party with respect to this Agreement shall be deemed effectively given if either sent by letter, or by fax, or by within three (3) days of expedition. The addresses of the Hindu Society and Partner for this purpose are as follows: 2. Funding Agreement 2.1 The partner/hsoc will agree on a project proposal. 2.2 There will be contractual relationship between the partner and HSOC. i.e. the Partner shall be responsible and accountable for the overall management, administration and implementation of the said Activity on an ongoing basis and according to the Funding Agreement. 2.3 The Partner shall acknowledge funds received from the Hindu Society within a reasonable period and ensure that the funds are utilized according to the instructions provided by the Hindu Society. 2.4 The Hindu Society reserves the right to audit or evaluate the Activity so far as it relates to the funds provided by the Hindu Society. 2.5 The Hindu Society reserves the right to withhold future disbursements in case the Partner fails to provide such reports and/or to implement the said Activity in a satisfactory manner. Signatures Name Title Signature Date 21

22 An Example of Funding Agreement Health Care Funding Agreement between Hindu Society of Ottawa-Carleton (HSOC) And XXXXXXXX (Partner) Project Summary: To provide ongoing support to XXXXXXXXXXXXXX operated by the partner. Budget: HSOC Contribution Rs 35,00,000 Other donations Rs 2,00,000 Government Funding Rs 6,00,000 This is an estimated amount and depends on contributions received by HSOC towards this program during the calendar year. HSOC will try utmost to meet this amount. The project deliverables will be adjusted accordingly. Rupees conversion from Canadian dollars depends on the foreign exchange rate as well. Project Managers: HSOC Partner Dr. Ranga Jahagirdar XXXXXXXXXXX Project Description: The partner, in addition to providing knowledge based yoga and meditation training, operates programs in the areas of Educational Services, How-to-Live Training, Leprosy Relief, Medical Services and Natural Calamities Relief, Welfare of the Poor. HSOC would like to support YSS in carrying out Leprosy Relief and Medical Services. The partner operates a hospital to provide free medical care to the poor and needy patients xxxxi and surrounding areas. The hospital has the following services: 22

23 Eye General Medicine Orthopaedic Paediatric Pathology Skin Ayurveda Homeopathy Some of the services are also provided through mobile hospitals. Each week the mobile medical unit of the Hospital conducts a free medical camp in the rural areas, where villagers, who otherwise do not have access to healthcare facilities, are provided medical checkups and medicines. Each year, through a Eye Camp, the partner performs cataract operations free of charge to serve the poor patients from the rural areas. This funding arrangement is meant for supporting the partner activities related I to mobile hospitals, leprosy relief, paediatric, health awareness, alleviate malnutrition among rural poor children (0-6 years) and expectant mothers Project Goals: To provide preventative health care and render medical services to the needy poor people and render medical relief services including cataract operations in rural areas of XXXXX by supporting the operation of Hospital.. Project Approach: The partner will submit annual budgets and corresponding activities at the program level, with clear identification of HSOC funds allocation. HSOC will approve the HSOC funds allocations on annual basis and the funds will be released on quarterly basis. The partner will create necessary accounting processes that clearly identifies allocation and spending of HSOC funds. HSOC account elements will be integrated with the hospital accounting system. The partner will submit quarterly financial reports from the accounting system. Project Milestones, Tasks and Deliverables: 23

24 Tasks Deliverables (*) Budget Schedule Total (Rs) HSOC (Rs) Operation of the mobile infrastructure Provision of Leprosy related programs Ambulance Expenses Treatments and Salaries 75,000 75,000 1,50,000 1,50,000 Provision of medical services including medicines Medicines Doctor and paramedical services 19,00,000 13,50,000 19,00,000 11,25,000 Provision of supplies such as X- ray films, diagnostic material. N.A. 75,000 - Eye camps List of beneficiaries 2,50,000 2,50,000 Capital Costs: Purchase of Ocular Ultrasonic B Scan (Portable): Rs 5,00,000 (not funded by HSOC) (*) The partner will submit audited annual accounts of Foreign Contribution Account, which will reflect details of the above expenses. Project Governance: XXXXX is the Secretary of the Hospital who oversees the day to day activities. He in turn reports to the Board of Directors. Project Team Structure: Project Status Reporting: 24

25 The Hospital Expenses are maintained separately and the partner will submit quarterly reports on ongoing basis in addition to the annual report. The partner will also provide a summary report every six months covering the number of patients (male, female, and children), the type of services provided and locations. HSOC Project Manager: Name and Title: Dr. Ranga Jahagirdar, Signature: Date: Partner Project Manager: Name and Title: Signature: Date: 25

26 SAMPLE FINANCIAL REPORT Following is a sample only and there is value for the numbers and breakdown depends on the expenditure details Partners name XXXXXXX Particulars Period covered1-apr-20xx to 30-Sep-20XX Amount in INR HSOC - FUNDED Food 32,919 Clothes Medicines & Treatment 282,906 Salaries 267,920 Total 583,745 Non-HSOC Partner Expenses Salaries 138,450 Administration 18,360 Other 20,000 Total 156,810 Details Cost Centre : Partner HSOC 1-Apr-20XX to 30-Sep-20XX Food &Clothes (For Ledger) Date Particulars Vch Type Vch No. Rs 30/08/2012 Grocery PMT RNC BANK ,386 Cash withdraw from bank for payment of Leprosy Relief expenses for the month of August /09/2012 vegitables PMT RNC BANK ,533 Clothes 2,000 Cash withdraw from bank for payment of Leprosy Relief expenses for the month of Sept Closing Balance : 32,919 26

27 Medicines (For ledger) - Partner HSOC 1-Apr-20XX to 30-Sep-20XX Date Particulars Vch Type Vch No. INR 08/05/201 2 Medicines & Treatment PMT RNC - BANK ,455 being cheque paid to XXXX MEDICAL HALL against bill no. 56 & 57; medicine for xxxx Hospital 08/05/201 2 Medicines & Treatment PMT RNC - BANK ,720 25/05/201 2 being cheque paid to AURVED SANJAVANI against bill no. 702 & 703; medicine for YS Sevashram Hospital Medicines & Treatment PMT RNC - BANK ,893 31/05/201 2 being cheque paid to JANTA MEDICAL HALL against bill no. 145 & 156, medicine for YS Sevashram Hospital Medicines & Treatment PMT RNC - BANK ,964 25/06/201 2 being cheque paid to AURVED SANJAVINI against bill no. 713 & 718; medicine for YS Sevashram Hospital Medicines & Treatment PMT RNC - BANK ,689 27/06/201 2 being cheque paid to RAJESH KUMAR (R.K. PHARMA) against bill no , medicine for YS Sevashram Hospital Medicines & Treatment PMT RNC - BANK ,531 27/06/201 2 being cheque paid to JANTA MEDICAL HALL against bill no. 201,223,273,290,328,329 & 330, medicine for YS Sevashram Hospital Medicines & Treatment PMT RNC - BANK ,322 05/07/201 2 being cheque paid to SUDHA ENTERPRISES against bill no. 3692, medicine for YS Sevashram Hospital Medicines & Treatment PMT RNC - BANK ,000 being cheque paid to AURVED SANJAVINI against bill no. 725 & 726; medicine for YS Sevashram Hospital 09/07/201 Medicines & Treatment PMT RNC ,332 27

28 2 BANK being cheque paid to RAJESH KUMAR (R.K. PHARMA) against bill no to 1748, medicine for YS Sevashram Hospital Total 282,906 Salaries Visiting physicians and medical specialists (For ledger) - Partner HSOC 1-Apr-20XX to 30-Sep-20XX Date Particulars Vch Type Vch No. Debit 08/05/2012 Salaries PMT RNC - BANK ,025 Salary paid to xxxxx. 06/06/2012 Salaries PMT RNC - BANK ,000 Salari paid to yyyyyyyy 06/06/2012 Salaries PMT RNC - BANK ,425 Salari paid to yyyyyyyy 10/07/2012 Salaries PMT RNC - BANK ,000 Salari paid to yyyyyyyy Total 138,450 28

29 Example of funding for specific tangible deliverable Hearing Aides Project Summary: Funding Agreement between Hindu Society of Ottawa-Carleton (HSOC) To purchase hearing aides by the partner. Budget: And XXXXXXXX (Partner) HSOC Contribution Rs 1,00,000 This is an estimated amount and depends on contributions received by HSOC towards this program during the calendar year. HSOC will try utmost to meet this amount. The project deliverables will be adjusted accordingly. This will be one-time specific funding. Rupees conversion from Canadian dollars depends on the foreign exchange rate as well. Note: Hearing aid is an example. Other disability related tools are bicycles, canes, eye ware, cataract operations. Project Managers: HSOC Partner Dr. Ranga Jahagirdar XXXXXXXXXXX Project Description: The partner provides hearing aides to the affected children with hearing disability. Project Approach: The partner will submit the requirement (unit costs) and activities at the program level, with clear identification of HSOC funds allocation. HSOC will approve the HSOC funds allocations and will authorize the partner to acquire the hearing aids. The partner will create necessary accounting processes that clearly identifies allocation and spending of HSOC funds. The partner will submit the invoices and proof of purchase. 29

30 The partner will provide a brief report along with photographs describing the execution of the program. The report should include locations, profile of beneficiaries socio background and conditions. HSOC Project Manager: Name and Title: Dr. Ranga Jahagirdar, Signature: Date: Partner Project Manager: Name and Title: Signature: 30

31 Funding for the Hearing Aides Partner Ashraya Akruti INR 60,000 was provided to the partner to purchase hearing aides for four beneficiaries with a unit price of INR as provided by the partner. The partner is required to provide proof of purchase and the profiles of beneficiaries ( name, social and personal profile, photo) and also and the cash receipts Following was provided by the partner: 31

32 6 year old Heena Fatima is studying in Pre Primary at the Yakutpura branch of Ashray Akruti. She hails from a very poor family. Her father drives an auto to support the family and mother is a homemaker. She has a brother who is hearing impaired and two younger brothers and a sister who are normal. The parents realized that their child is hearing impaired when she was four years old. They had no idea as to how to manage a hearing impaired child or where to seek help for their child with disability. It was in the year 2012 that Ashray Akruti set up a special school in Yakutpura and she was found through the medical camp organized by the organization. She joined the school in June At Ashray Akruti she is being helped with speech therapy and auditory training. She is showing improvement with the inputs she is receiving at the school. She is now able to speak at phrase level; she is also progressing in academics. The hearing aid donated to her will help her immensely in hearing and also in her speech therapy and auditory training. 8 Year old Madan is studying in the Pre Primary Class at the Yakutpura branch of Ashray Akruti. He belongs to a poor family in the old city area of Hyderabad. His father is a milk vendor and mother works as domestic help to supplement the family income. Madan has younger sister and a brother, both are normal children. It was at the age of five that their parents realized that their son is hearing impaired. With no access to any kind of facility in the area for children with hearing impairment the parents felt helpless. It was during the home visits by one of the staff of Ashray Akruti that his parents were motivated to send him to the school. He joined the school in June At Ashray Akruti he is being helped with speech therapy and auditory training. He is showing improvement with the inputs he is receiving at the school. He is now able to speak at phrase level; he is also progressing in academics. The hearing aid donated to him will help immensely in hearing and also in her speech therapy and auditory training. 32

33 Abdul Khadar is a student studying in the Pre Primary class at the Yakutpura branch. He is 11 years old. Abdul hails from a poor family. His father works as salesman earning a meager income while his mother is a homemaker. The family income is barely enough to meet both ends for the family. Abdul has two brothers and a younger sister. The parents realized that their child is deaf at the age of 5 years.with no facility for a child with disability in the area the parents were shattered and had no idea as to what to do or where to send him for any kind of education. It was much later that the parents came to know about the soecila education center run by Ashray Akruti and decided to enroll their son here. He joined the school in October At Ashray Akruti he is being helped with speech therapy and auditory training.the special educators are helping him with academics as well. The hearing aid donated to her will help immensely in hearing and also in her speech therapy and auditory training. Mohammad Altamash is a student of grade 1 at the Ashray Akruti School at the Yakutpura branch. Altamash hails from a poor family. His father works at a Chinese fast food restaurant on a meager income. His mother is a homemaker; he has two brothers younger to him. Altamash was recognized as a hearing impaired child at the age of 4. Initially his parents were shattered to learn about his disability. With no facility in the vicinity for a child with disability his future seems absolutely bleak. It was in 2012 that Ashray Akruti started the special education center in Yakutpura and Altamash was motivated to attend the school during home visits by one of the staff members of Ashray Akruti. Altamash joined the school in November At Ashray Akruti he is being helped with speech therapy and auditory training.the special educators are helping him with academics as well. The hearing aid donated to him will help immensely in hearing and also in her speech therapy and auditory training. 33

34 Shaista Begum an eight year old, hails from a poor family Hyderabad. She and her sister both are hearing impaired. Father runs a small kirana store and earns a very meagerly. Besides being hearing impaired both sisters are also diabetic and have to take insulin every day. She joined Ashray Akruti in the year 2012 in pre nursery and now she is in nursery. Since then she is progressing well. Parents are quite happy with her progress. With the hearing aid donated to her will help her immensely in speech therapy and auditory training. The hearing aid donated to her will help immensely in hearing and also in her speech therapy and auditory training. 34

35 Example of funding for natural calamities Funding Agreement between Hindu Society of Ottawa-Carleton (HSOC) And XXXXXXXX (Partner) Project Summary: To provide flood relief in XXXX by the partner. Budget: HSOC Contribution Rs 1,00,000 This is an estimated amount and depends on contributions received by HSOC towards this program during the calendar year. HSOC will try utmost to meet this amount. The project deliverables will be adjusted accordingly. This will be one-time specific funding. Rupees conversion from Canadian dollars depends on the foreign exchange rate as well. Project Managers: HSOC Partner Dr. Ranga Jahagirdar XXXXXXXXXXX Project Description: The partner provides relief to the affected persons by the floods involving purchase and distribution of: General Medicine Clothes Blankets Food supplies Shelter Clean water Transportation Some of the services are also provided through mobile hospitals. Project Approach: The partner will submit the requirement (list of material and unit costs) and activities at the program level, with clear identification of HSOC funds allocation. 35

36 HSOC will approve the HSOC funds allocations and will authorize the partner to acquire the materials as approved requirements. The partner will create necessary accounting processes that clearly identifies allocation and spending of HSOC funds. The partner will submit the invoices and proof of purchase. The partner will provide a brief report along with photographs describing the execution of the program. The report should include locations, socio background and conditions. HSOC Project Manager Partner Project Manager Name and Title: Dr. Ranga Jahagirdar Signature & Date: Signature & Date Examples of Beneficiary Profile 36

37 Beneficiary Name Personal Detail Beneficiary Address Prabhakar Patil Vinay Pande Ashok Jain Age: 11 Years Grade: PP 1A Personal Details: He hails from Hyderabad, Andhra Pradesh. His father is working with a private firm and mother is a housewife. Saivardhan suffers from profound hearing loss. He was detected as a hearing impaired child at the age of five. After learning about his hearing impairment, Saivardhan s parents were very disappointed. Initially he went to a normal school where he did not show any progress. His parents wanted him to be enrolled in a school where he would be provided complete help. They were referred to Ashray-Akruti and they got their son enrolled here in June Age: 10 Years Grade: PP IC Personal Details: Vinay s family hails from Kadapa district, Andhra Pradesh. His father works as a driver and mother is a housewife. Vinay suffers from profound hearing loss. He was detected as a hearing impaired child at an age of two. As part of pre-natal history, his mother suffered from chicken pox during pregnancy. After knowing his hearing impairment, Vinay s parents were very disappointed. Initially he went to a normal school for a year in Telugu medium but showed no progress there. They were then referred to Ashray-Akruti and they got their son enrolled here in June Age: 12 Years Grade: Class II Personal Details: Tilak s family hails from Hyderabad, Andhra Pradesh. His father works with a private firm and mother is a housewife. Tilak suffers from profound hearing loss. He was detected as a hearing impaired child at an age of two. After knowing his hearing impairment, Tilak s parents were very disappointed but gradually accepted the fact. They wanted to provide him good education and hence when they learnt about Home Address: XXXXXXXX XXXXX Hyderabad Home Address: XXXXXXXX XXXXX Hyderabad Home Address: XXXXXXXX XXXXX Hyderabad

38 Ashray Akruti they decided to enrol him here. He joined the school in June

39 HINDU SOCIETY OF OTTAWA-CARLETON Statement of Receipts, Disbursements & Excess As of October xx, 20xx Receipts Unspecified 5,624 4,756 6,002 Specified 108, , ,874 Administration 5,189 2,150 1,200 Other 81 Sub-total 119, , ,157 Interest Total Receipts 119, ,038 Disbursements Unspecified Specified 153, ,628 Sub-total 97,100 Fundraising Administration Professional Fees 1,763 1,718 Corporation fee, Post-Box etc Bank charges Other AGM Rental 69 1, Sub-total Administration 324 2,429 Total Disbursements 97, , ,238 Excess (Receipts minus Disbursements) 22,318 (14,800) Brought forward (from Dec 31, 2012) 99,750 77,950 Balance Available 122,068 99,750 92,750 RBC Nepean Cash on Hand ING Direct 110,000 Total 122,068 Details of Donations Made AIM for Seva, Chennai 1,007 1,030 Arya Samaj, Gandhidham, GJ 1,702 Ashray-Akruti, Hyderabad, AP 1, BAMF Ottawa/Bhawani Mem. Chennai 2, Bharat Sevashram Sangh (Delhi/Kolkata/Mumbai) 7,602 Bombay Leprosy Project, Mumbai (Maha.) 1,698 1,830 1,030 Bruyere Foundation, Ottawa 2,300 39

40 Child Haven International 1,000 CKCU Radio, Ottawa Canadian Liver Foundation, Ottawa Canadian Museum of Nature, Ottawa 5,000 CANUG Disability Project, Uganda 15,600 10,034 8,712 Deshantari of Ottawa-Carleton 500 Hindu Temple of Ottawa-Carleton 400 Jagriti school for blind girls, Alandi (Maha.) 1,239 Jindal Foundation, Ottawa 4,280 6,550 4,000 KWMAON Agriculture & Greenry Advancement, Uttarakhand (Disaster) 4,533 KWMAON Agriculture & Greenry Advancement, Uttarakhand (Disaster) 851 4,500 9,395 Manav Sewa Pratisthan, Kolkata (W.B.) 5,434 2,547 Manjari Sankurathi Memorial Foundation, Ottawa Mukul Hindi School, Ottawa 200 Nysasdri, Orissa 851 1, Ottawa Hospital Foundation 700 1,435 3,702 Ottawa Independent Living Resource Centre 400 Queensway Carleton Hospital Foundation 5,000 2, Radhamadhav Society, Toronto 1,000 Ramakrishna Mission, Delhi 1,702 8,666 Ramakrishna Mission Khetri Rajsathan 953 Ramakrishna Math, Chennai, TN (Mylapore) 1,732 2,000 2,595 RK Math Mangalore Karnataka 1,702 RASA Chennai TN 1,088 Sadhana Village, Pune, MH Sampradaya Dance Creations Toronto 3,000 SCARF, Chennai (Tamil Nadu) 1,740 Sevalaya Pune MH 851 Sewa Bharati Madhya Kshetra, Bhopal (M.P.) 4,927 Shri Satya Sai Education Trust, Nairobi, Kenya 2,000 2,000 2,000 Soli-Can Lac Saint Jean East PQ 100 Stephen Lewis Foundation, Toronto 1,000 10,000 Sri R. K. Sarda Ed. Trust, Tiruchirapalli (TN) 2,000 2,041 Toronto-Calcutta Foundation, Toronto 1,000 V. Joshi Charitable Trust, Derwan (Maha.) 12,335 8,692 13,537 Vatsalya Trust, Mumbai (Maha.) 1,735 Vidya Jyoti School, Pune (Maha.) 771 Yogoda, Ranchi, Jharkhand 31, ,840 25,155 Total Donations Made 97, , ,389 Outside Canada: 88% Canada: 12% Certified to be correct as per records to-date. (Unaud Statement) 40

41 Example (numbers are not actual) Allocation of Funds (balance) as of October 27 20xx Hindu Society of Ottawa-Carleton Previous reporting month October 27 20xx (Current month) Committed Allocated Total Sent Committed Allocated Total* 1 AIM for Seva, Manjakudi, TN 993 6,980 7, ,980 7,973 2 Arya Samaj Gandhidham GJ 1, ,149 1,149 1,149 Ashraya Akruti 3 Bharat Sevashram Sangh (Delhi/Kolkata/Mumbai) 21,800 21,800 21,800 21,800 4 Bombay Leprosy Project, Mumbai, MH Canadian Institute for Blind CANUG Disability Project(Disaster relief), Uganda CANUG Disability Project, Uganda 4,795 4,795 3,400 1,395 1,395 8 Chinmaya Mission 2,100 2,100 2,100 2, Sewa Bharati Bhopal MP 3,000 3,000 3,000 3, CAGAS, Chattisgarh CAGAS (Flood relief) Jindal Foundation 14 Manav Sewa Pratishan, Kolkata, WB 5,000 5,000 5,000 5, NYSASDRI 1,149 1,149 1,149 1, Ottawa Hospital Foundation 1,000 1,000 1,000 1,000 Odisha Relief 1,301 1, R K Mission Delhi R K Mission Haridwar Uttaranchal 1,990 1,990 1,990 1, R K Mission Kanpur UP 1,990 1,990 1,990 1,990 Sub-total 1 3, , ,413 7,232 2, , ,051 Chlidren Support 6,330 7,452 Admimistration 3,908 4,865 Emergency Total Balance* 120, ,068 *The balance should tally with the bank balance 41

42 Example of Effectiveness Assessment 42

43 Evaluation Report of the Community Health Initiative Programme Pithoragarh Funded by Hindu Society Canada Implementing Agency KAGAS (Kumaon Agriculture & Greenery Advancement Society Pithoragarh) 1, Priya Sadan, Near-Anand Hotel Pithoragarh, Uttrakhand [INDIA] Phone-{05964} , Tele/Fax-{05964} , - Website: 43

44 Background of the Implementing Organization The Kumaon Agriculture and Greenery Advancement Society (KAGAS) Pithoragarh was established in Kumaon stands for the hilly area, a part of recently formed state Uttarakhand and agriculture and greenery criteria are included in the target of this organization. KAGAS is one of the voluntary organizations devoted for the rural development of Kumaon Region. Our main objective is to create awareness amongst the working poor, so that they may try to bring the progressive changes in their life style and embellish their standard of living. KAGAS is a continuous and creative progress to know, to understand and to respect the rural community personally and to uplift the standard of their life. KAGAS has worked with the bilateral and international agencies like CIDA (Canadian International Development Agency), CECI (Canadian Centre for International Studies and Cooperation), U.S Aid, Action Aid, Skill share International, Room to Read, and State and National Governments. Background of the Project Area Pithoragarh District is the easternmost Himalayan District in the state of Uttarakhand. It is naturally landscaped with high Himalayan Mountains, snow capped peaks, passes, valleys, alpine meadows, forests, waterfalls, perennial rivers, glaciers and springs. The flora and fauna of this area has rich ecological diversity. The geographical area of the district is 7,100 km 2 (2,700 sq mi). As per the 2001 census, the total population of the district is 1, 14,289. There are 651Village Panchayats. The total literacy rate of Pithoragarh town is percent. This District is the part of Kumaon region of Uttarakhand state which is also one of its administrative divisions. Health services in the District: 1. Total Allopathic Hospitals Inflectional Disease Hospital 1 3. Community Health Centre 3 4. Aayurvedic Hospital Total Family Planning Centres 8 6. Total Family Planning Sub Centres 145 These services are not sufficient for the 1, 50, 000 population. Therefore, the community suffers from the health problems. 44

45 Need of the Project The difficult hilly terrain has made access to basic health facilities very difficult as most of the villages are approachable only by very narrow roads through the hills. Access to health infrastructure is very difficult and often impossible. Health Status of women, children and elderly is not good as compared to Men. Women walk long distances to fetch fire wood for household, fodder for cattle and also for agricultural work. At home, they eat the left over food as they are the last to eat. Their heavy work and insufficient food intake result in Anaemia and poor health. Women also have poor hygiene as they take bath once in four to five days. In remote villages, pregnant Women do heavy physical work, and they eat limited, nutritious food leading to anaemia and poor health. As well, spacing between births is very short leading to more health problems. During delivery she is declared an untouchable and shifted away from home to deliver in Cowsheds. In many cases, she conducts the delivery herself or is assisted by an untrained dai. The untrained dai don t care about hygienic practice. She uses old blades or sickles to cut the umbilical cord and use some old thick woollen string to tie the cord. The delivery is conducted in a most unhygienic way resulting in high maternal and infant Mortality. Dietary restrictions are strictly followed adding to the poor health of the mother and child. Cultural practices prevent the newborn and the mother from leaving the room for eleven days even if they become seriously ill. Infant - Colostrums is not fed to the baby. According to myths the neonate should not be given Colostrums as it will cause death, worm Infestation etc. Children- Most of them are anaemic & malnourished and are without immunization or partially immunized. They also suffer from worm infestation. Children are not weighed. There is no growth monitoring of children. They are given bath only once a week. Early marriage & teen age Pregnancy is very common leading to high maternal and infant mortality. Poor water, sanitation and hygiene contribute to various gastrointestinal problems. High Consumption of alcohol and heavy Smoking amongst men results in Cirrhosis of Liver & Asthmatic Bronchitis. Injuries from falls are very common because of the tough hilly terrain Most women complain of problems such as backache, weakness and leucorrhoea. Date of Start- January 2012 Selected Villages and Village Health Volunteers S.N. Name of Village Name of Village Health Volunteers 1. Satshiling Bindiya Kharayat 2. Urg Manju Devi 3. Kanari Savitri Chand 4. Nainipatal 1. Babli Chand 2. Kamla Chand 5. Saurlekh Babita Devi 6. Jeevi Sharda Chand 7. Jalturi Jayanti Chand 8. Madsaun 1. Urmila Saun; 2. Basanti Saun Gangaseri Pushpa Kapri 10. Saungaon Hansa Devi 45

46 Objectives, Activities and Outcomes of the Project (Indicators) 46

47 Objectives Activities Outcome 1. To improve the accessibility of the community to primary health care services. 2. To promote community health education (For school going Children s & Adolescence). 3. To enable community to own and manage primary health care programme 1. Developing the local capacities of the community through the team of Community Health Workers (village women recruited from the community) in taking up basic health services such as immunization, maternal and child care etc. 2. Establishing linkages with government-run primary health centres and enabling the community based organizations to create the demand for services within the community from these health centres. 3. Setting up Village-level Health Centres for the provision of basic non-clinical health services such as distribution of health commodities, stocking of medicines for common diseases and providing referral services. 4. Organizing health camps and mobile clinics in outreach villages including eye check up camp and OPD. 5. Organizing special health camps for school going children in the school and colleges. 1. Organize Health Education programs to the Community including Education for Childrens, Education for Adolescence i.e. Adolescence Reproductive Sexual Health etc. 2. Develop training modules and health literature and other IEC (Information, Education and Communication) material to create awareness on the health and hygiene issues. 3. Conduct village-level meetings on health and hygiene promotion. 4. Trained Yoga Teacher organized Yoga classes in the area & No. of people will performed Yoga with the support of teacher. 1. Develop the capacities of community to manage the health programmes at communitylevel and provide basic health services to the community. 2. Generate information database on current health status and statistics of the project area by cooperatives. 3. Enable the community to run health education programmes, build awareness and develop linkages with primary health centres. 4. To reduce 1. Promote micro insurance and health economic insurance within the community. burden by 2. Develop a health corpus fund in the existing village SHG on flexible terms and access to reducing these funds by the community members in medical care times of emergency health problems. costs. 1. Improvement in the health indicators in the project area such as reduction in infant mortality rate, maternal mortality rate. 2. Local capacity of community has developed to the use of basic health services. 3. Government run primary health centres are reactivating with the greater demand for health services within the community. 4. A strong referral system has been developed within the project area to refer complicated and emergency cases to hospital. 5. Number of immunization of children s and mothers increased. 6. During the last year, 64 health camps have been organized for the community and school going children. As well, health awareness campaign was organized in the area resulting in 2530 community members benefitting in these camps. 1. Improvement in the literacy level of the community in the project area to enable them to understand the impact on socio-economic life and the need to undertake better health and hygiene practices. 2. Hygiene practices such as personal hygiene and village cleanliness will be adopted by the community in a project area. 3. Health awareness materials such as posters, training modules, hand-outs were produced and distributed to the community. 4. During the period of last 1 year 5 villages out of 10 have been 100% Institutional Deliveries and 3 villages have 99% Institutional Deliveries and 2 Villages have 98% Institutional Deliveries. 3. During the last 1 year, 3 capacity building training have been organized and in these trainings 12 ASHA workers, 7 ANMs and 10 Gram Pradhan were trained. 4. Three staff members have been trained 1. Local capacity of community-run SHG has been developed in the project to manage their health care and socio economic Programme. 2. An information database on community health indicators is generated and will be maintained by the SHG co-ordination meetings between the community and the Government. department have been organized to solve the community issues in the project area. The number of participants was coordination meetings were organized at the village level and the number of participants was During the project period, 74 new toilets has been constructed by the households. 1. For Micro insurance and health insurance products, community has been aware of them after the Awareness Campaign. In the second year, we will move to create a corpus for the community health 47

48 Total Fund Receipt of this project I instalment 12/1/2012 ` II Instalment 13/07/2012 ` III Instalment 11/12/2013 ` Total ` Capacity Building of Staff Master Trainer from Skill Share International for Community Health Programme Dr. Dinesh Baliga Support from Government Health Department 1- Dr. Deepak Chankanyal - MOIC Badalu 2- Dr. Kanchan Soontha - S A D Madsauli 3- Deepak Bisht - Para Medical worker Organization Team 1. Dr. Lalit Bhatt 2. Dr. Usha Bhatt 3. Mrs. Shikha Thapa 4. Shahnaaj Qureshi 5. Ravindra Bhatt 6. Challenges 1. Remote and scattered area 2. Scattered Household 3. Tough Geographical Terrain 4. Distance from district and block Head Quarter 5. Low literacy rate among the women 6. Inactive Government Machinery Lesson Learned 1. During the implementation of the program, we felt that due to the low literacy rate, the women they do not have any regular income at the village level. As such, the women of the area were not open to discussing their problems to doctors and village health workers. Another reason for this lack of openness is due to their inability to arrange for payment for treatments in case of major disease discovery.. During the meetings, their 48

49 main interest has been to question the availability of income generating programs so that they can earn some income. 2. We also feel that we need some more coordination meetings with all District Authorities. with. Meetings with the district rural development may be especially beneficial to the SHG members with the conversion of the Govt. scheme. Sustainability 1. We have trained 12 village level health volunteers and community leaders for health awareness and basic health issues. So after the completion of the programme these village health volunteers and community leader will be always available at the village level and they will support the community for referral services Immunization and other related Health issues. These village Health volunteer will also activate village Health committees and PRI members for availing of the Maximum Govt services for community. Community leaders will also take care of these types of programmes. Under their leadership, they can leverage maximum resources from the Govt Scheme. They will use their skills to raise awareness of the community and sensitize the government to the needs of the community. 2. We have planned to create a Health Corpus Fund within the SHGs which will help communicty members during emergencies In the last phase, we have also planned to form a Health Cooperative in the project area. to enable the members of these Cooperatives to take initiatives for community Health programme and other developmental programmes. They will also implement various Health related projects for the benefit of the community. Executive Summary & Impact of Community Health Program Pithoragarh In the first year when this project was started and completed, we found through the baseline survey that health status in these villages was not satisfactory. Government services were not easily available due to lack of awareness. But after intervention of this project we found changes in the attitude of community as well as govt health department as thecommunity was in need of health services And systematic health care. These are some indicators of impact of the project: a) INSTITUTIONAL DELIVERIES: During the 1 year period, out of these 10 villages 5 villages had 100% institutional deliveries. 3 villages have 99% institutional deliveries and 2 villages have 98% institutional deliveries. In last 5 villages, the women have been taken to Govt. Hospital but due to delay of labour pain they came back and the baby was born in their houses in an uneventful manner.. This was mainly because of their raised awareness on taking care of themselves and steps for the delivery of new babies. 49

50 b) Construction of toilets: During last 1 year in these 10 villages 74 new toilets have been constructed by the household. Currently, most of the villages have 100 toilets and in future this no. will increase. c) Capacity building of ASHA s, ANM s and Pradhan s : During last 1 year we have organized various health related training for Asha s, Anm s and Pradhan s and in these trainings 12 Asha workers, 7 Anm s and 10 Gram Pradhan s were trained in health related issues. Now due to this capacity building trainings Asha and Anms are perfectly doing their jobs and supporting community. And due to these trainings Gram Pradhans are able to access govt. services for their community. d) School Health Check Camp and Health Camp: During the last 1 year we have organized 64 Health Checkup Camp for students and Health Camp for community. And 2530 people were benefited. e) Coordination Meeting with Govt. Health Department: We have organized 12 coordination meeting with govt. health department / MOIC s and their support staff. Total No. of participants 139. f) Coordination Meeting with Stake Holders : We have also organized 15 coordination meeting with stake holders and No. of participant was 330. g) We have also developed 10 set of training module for the training of community and we have provided this training material to Asha s and Anm s so that they can provide training to community in a proper way. h) During last 1 year immunization status was 100% in these 10 villages. Average per family health Expenses are reduced Average per family expenses on health are 1500 to 2000 per month except major and chronicle disease. But now these expenses have been reduced up to 50%. During the rainy season there was heavy attack of viral fever, diarrhea, and water borne disease. Childrens are very much affected by these diseases. But due to awareness in health care issues and government. programs communities accessing directly govt. services for these types of diseases. So this happens only because of awareness among the community. We have organized various health training and awareness program in schools with the permission of block education officer. These school authorities are quite satisfy with our program. Therefore they have given us a responsibility for counseling the childrens who are not going school due to disaster. Summary of these activities are as under: Institutional Deliveries S.N. Village Institutional Home Percentage Deliveries 1- Urg % 2- Jivi % 3- Satsahiling % 4- Gangaseri % 5- Nainipatal % 6- Saurlekh % 7- Madsaun % 50

51 8- Kanari % 9- Jalturi % 10- Saungaun % Status and Construction of Toilets S.N. Village Construction of new Toilets 1- Urg Already 100% 2- Jivi Already 100% 3- Satsahiling 7 New 4- Gangaseri 13 New 5- Nainipatal Already 100% 6- Saurlekh Already 100% 7- Madsaun 20 New 8- Kanari Already 100% 9- Jalturi 9 New 10- Saungaun 25 New Training and Capacity Building of ASHA, Gram Pradhan and ANMs S.N. Volunteers Number of Beneficiaries 1- ASHAs Gram Pradhan ANMs 7 4- Capacity building of Project Staff 3 Number of Beneficiaries from Health Camp S.N Health Camp Number Beneficiaries 1- Village/School Health Camp Number of Participants of Co-ordination Meeting with Govt. Health department S.N Meeting Number Participants 1- Co-ordination Meeting Govt Health department Number of Participants of Co-ordination Meeting with Stakeholders S.N Meeting Number Participants 1- Co-ordination Meeting with Stakeholders Status of Immunization - 100% 10 Sets of Training Module has been developed for Health Training. 51

52 Financial Reports For 2013 Hindu Society of Ottawa-Carleton Statement of Receipts, Disbursements and Excess Tuesday, December 31 st 2013 (Amounts in Dollars) Receipts Unspecified 7,704 4,756 6,002 Specified 185, , ,874 Administration 800 2,150 1,200 Other 81 Sub-total 194, , ,157 Interest Total Receipts 195, , ,038 Disbursements Unspecified Specified 191, , ,628 Sub-total 191,724 Fundraising Administration Professional Fees 1,763 1,718 Corporation fee, Post-Box etc Bank charges Other AGM 1, Rental Sub-total Administration 539 3,199 2,429 Total 192, , ,238 Disbursements Excess (Receipts minus Disbursements) 2,807 (7,000) (14,800) Brought forward (from Dec 31, 2012) 99,750 92,750 77,950 Balance Available 102,557 99,750 92,750 RBC Nepean Cash on Hand 102,657 Total 102,657 Details of Donations Made: AIM for Seva, Chennai 1, Arya Samaj, Gandhidham, GJ 1,702 52

53 Ashray-Akruti, Hyderabad, AP 1, BAMF Ottawa/Bhawani Mem. Chennai 2, Bharat Sevashram Sangh (Delhi/Kolkata/Mumbai) 10, Bombay Leprosy Project, Mumbai (Maha.) 1,698 1, Bruyere Foundation, Ottawa 2300 Child Haven International 1000 CKCU Radio, Ottawa Canadian Liver Foundation, Ottawa Canadian Museum of Nature, Ottawa 5000 Canadian Redcross Ottawa 5,000 CNIB Ottawa 51 CANUG Disability Project, Uganda 17,332 10, Chinmaya Mission Ottawa 2,100 Deshantari of Ottawa-Carleton 500 Hindu Temple of Ottawa-Carleton 400 Jagriti school for blind girls, Alandi (Maha.) 1239 Jindal Foundation, Ottawa 5,310 6, KWMAON Agriculture & Greenry Advancement, Uttarakhand 10, KWMAON Agriculture & Greenry Advancement, Uttarakhand (Disaster) 5,384 4,500 Manav Sewa Pratisthan, Kolkata (W.B.) 5,434 Manjari Sankurathi Memorial Foundation, Ottawa 2547 Mukul Hindi School, Ottawa Nysasdri, Orissa 851 1,000 Nysasdri, Orissa (Disaster) 3,498 Ottawa Hospital Foundation 2,700 1, Ottawa Independent Living Resource Centre 400 Orissa Women s Voluntary Service, Cuttack, ORR Queensway Carleton Hospital Foundation 5,000 2, Radhamadhav Society, Toronto 1,000 Ramakrishna Mission, (Delhi, Haridwar, JK, Kanpur, Chattisgarh, Rajsathan) 2, Ramakrishna Math, Chennai, TN (Mylapore) 2,788 2, RK Math Mangalore Karnataka 1,702 RASA Chennai TN 1,088 Red Cross Ottawa Sadhana Village, Pune, MH Samparadya Toronto 3,400 SCARF, Chennai (Tamil Nadu) 1,740 Sevalaya, Chennai TN 851 Sewa Bharati Madhya Kshetra, Bhopal (M.P.) 4927 Shri Satya Sai Education Trust, Nairobi, Kenya 2,000 2, Soli-Can Lac Saint Jean East PQ 100 Stephen Lewis Foundation, Toronto 1,000 Sri R. K. Sarda Ed. Trust, Tiruchirapalli (TN) 4,580 2, Toronto-Calcutta Foundation, Toronto 1,

54 University of Ottawa Scholarship Fund V. Joshi Charitable Trust, Derwan (Maha.) 24,388 8, Vatsalya Trust, Mumbai (Maha.) 1735 Vidya Jyoti School, Pune (Maha.) 771 Yogoda, Ranchi, Jharkhand 70, , Total Donations Made: 191, , ,628 Outside Canada: 100% Canada: 0% Certified to be correct as per records to-date. Unaudited Statement) DISBURSEMENTS