| Special Project - Education Through Library |
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Project by Be Educated Movement Inc. Project Report |
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| Text Guide Books & Model Papers | INR 7,500 |
| Entrance Examination Guide | INR 3,000 |
| Personality Development Books | INR 2,500 |
| Storybooks & Misc | INR 3,000 |
| Literature | INR 2,500 |
| Binding Cost | INR 3,500 |
| Book Rack | INR 3,500 |
| 2 chair and one table & Sign board | INR 1,500 |
| Office supplies & accessories | INR 1,500 |
| Flyer & Poster | INR 500 |
| Coordinator Visit Expenses (3 Visits) | INR 3,000 |
| Inaugural Cost | INR 1,000 |
| Transpiration Cost | INR 1,000 |
| Total Setup cost | INR 34,000 Aprx. $800 USD |
8.0.02 Operating Cost (Annual):
- Rental @ Rs. 300 for 12 months - INR 4800
- Inspection - INR 1000
- Maintenance and Insurance - INR 800
Total Operating Cost - INR 6600 (equivalent to Aprx. $150 USD)
9.0 Templates to be used
10.0 Evaluation Processes
Random Visit & Survey: Once in a year, Project Manager asks one of the project coordinator to do inspection of the library. There will be a predefined instructions and procedures for inspection. Coordinator will do inspection based on inspection survey document and will submit it back to "Audit and Review Committee" and will mail a copy to the Project manager. Finally Project manager share his/her report with Executive Committee/Board and Sponsor.
Random Visit & Survey: Once in a year, Project Manager asks one of the project coordinator to do inspection of the library. There will be a predefined instructions and procedures for inspection. Coordinator will do inspection based on inspection survey document and will submit it back to "Audit and Review Committee" and will mail a copy to the Project manager. Finally Project manager share his/her report with Executive Committee/Board and Sponsor.
11.0 Management Entity & Responsibilities:
11.0.01 Project Manager: Project Manager is the Active member of the Movement defined in the bylaws in membership section. Executive Committee/Board will give the responsibility to manage the specific project. Project Manager will have the following responsibilities.
- Approving the project Location (If project manager is appointed before location approval process).
- To approve Budget and keeping track of all the expenses.
- To update sponsor with the progress of project
- To provid the inspection survey and the expenses report to sponsor and Executive Committee/Board.
- To submit the progress report to the Executive Committee/Board.
- To send a request to treasurer for issue the check against the expenses of project.
11.0.02 Project Coordinator: Project coordinator is the nominated volunteer of the Movement and will be appointed by the Country Coordinator. Project Coordinator must be located in the country/state where the project is located. Project coordinator will have the following responsibilities.
- Project location study for the approval.
- Selection of the volunteer for duty of Librarian.
Responsible for setting up the library, purchasing required books, binding of books, providing resources and supplies. - All approved financial transaction.
- Proper advertisement of the Movement.
- Coordination with the Project Managers.
- Follow the instructions of Country coordinator.
- Providing training to the librarian.
- Inspection Visit
- To form "Regulatory Committee" for the library in the project location.
11.0.03 Book recommendation Committee: This committee shall be formed to suggest the study materials. This committee constitute of at least three members. Country Coordinator shall be the secretary of the committee and will be responsible for making the report. Based on the regional and local needs, committee will recommend the books, number of copies of each book and all other required supplies. Committee will also approve the rate of required books and supplies. From time to time committee may recommend introducing new books as may be needed in all the libraries, if they find it purposeful. The Executive Committee/Board will nominate the members of the committee and all members must be resident of the country where project is located.
11.0.04 Project location approval committee: This committee constitute of at lest three members and will recommend the project location. Country Coordinator shall be secretary of the committee. Committee report of any recommended Location shall be sent to the Executive Committee/Board of the Movement for the review. The Executive Committee/Board will nominate the members of the committee and all members must be resident of the country where project is located.
11.0.05 Audit & Review Committee: Committee will be formed to audit the expenses to keep control on the budget. This committee will be responsible to verify if the project is conforming to the defined standards. This committee will have at least three members. The Executive Committee/Board will nominate the members of the committee and all members must be resident of the country where project is located. Country Coordinator shall be secretary of the committee.
11.0.06 Sponsor: Sponsor will be one who funds the establishment cost of the project and the operating cost later on. Though it is not mandatory for sponsor to cover the operating cost of the project, the Movement, however will request (and try to convince) the sponsor of the project to bear the expenses of operating (operating cost). If sponsor is not willing, the Movement will take care of Operating Expenses using its own resources. Movement will send sponsor a copy of expense, progress and inspection report twice a year. Sponsor will know how each penny is being spent on the project he is sponsoring for.
11.0.07 Librarian: Project Coordinator sends recommendation for a selected person, as librarian and Country Coordinator or Project manager shall officially nominate him. Librarian will have the following responsibilities:
11.0.04 Project location approval committee: This committee constitute of at lest three members and will recommend the project location. Country Coordinator shall be secretary of the committee. Committee report of any recommended Location shall be sent to the Executive Committee/Board of the Movement for the review. The Executive Committee/Board will nominate the members of the committee and all members must be resident of the country where project is located.
11.0.05 Audit & Review Committee: Committee will be formed to audit the expenses to keep control on the budget. This committee will be responsible to verify if the project is conforming to the defined standards. This committee will have at least three members. The Executive Committee/Board will nominate the members of the committee and all members must be resident of the country where project is located. Country Coordinator shall be secretary of the committee.
11.0.06 Sponsor: Sponsor will be one who funds the establishment cost of the project and the operating cost later on. Though it is not mandatory for sponsor to cover the operating cost of the project, the Movement, however will request (and try to convince) the sponsor of the project to bear the expenses of operating (operating cost). If sponsor is not willing, the Movement will take care of Operating Expenses using its own resources. Movement will send sponsor a copy of expense, progress and inspection report twice a year. Sponsor will know how each penny is being spent on the project he is sponsoring for.
11.0.07 Librarian: Project Coordinator sends recommendation for a selected person, as librarian and Country Coordinator or Project manager shall officially nominate him. Librarian will have the following responsibilities:
- Solely responsible for operating & managing the library as defined in the operating section. It must conform to Mission’s guidelines.
- Volunteers the space for the library.
- Responsible for the advertisement, like distributing the flyers.
- Have authority to admit or cancel the membership at any time. He/She can take disciplinary action against the member, as defined in the operating Section clause.
- Responsible for issue and recovery of the books.
- Compensated at the rate of INR 300 per month, for providing space.
- Work on the instructions from the project coordinator.
- General maintenance of the library.
- In case the Volunteer as Librarian is not in position to fulfill his/her obligation or he/she does not want to continue, must give three months of advance notice.
11.0.08 Regulatory Committee: Committee is formed to ensure proper utilization of the facility and operation. Committee will help recovering the library books from the defaulters if needed. This committee will have at least three members. The Project Coordinator proposes the name of the members of the committee and Country Coordinator or Project manager will officially nominate them. All members must be located nearby the project location.
- 12.0 Operation:
Library Hours:
Every Tuesday: 4 PM to 6 PM
Every Thursday: 4 PM to 6 PM
Every Sunday: 9 AM to 12 PM. - Each member will receive two “Book Tokens” on membership approval.
- Each member has to provide his/her complete mailing address. Address will be maintained in membership directory.
- Each member will be able to keep two books at a time for two weeks.
- “Book Token” will be in custody of Librarian till the book is returned back. Librarian must return the “Book Token” after receiving the book.
- Librarian will make an entry of due date in the sheet (Track Page) attached with each book. He will also ensure the entry in the Daily Log Book.
- In the event of stolen or damaged book, member will be responsible for the cost of new book and also INR 25 for binding cost.
- All books will be issued on first come first serve basis. Reservation could be made in advance.
- All books must be return on or before the Due Date. There will be INR 1.00 as penalty for each day forbeing late in returning the book after the due date. Money collected from the penalty shall be used to maintain the library.
- Membership shall remain suspended if member returns the book after the due date and doesn't pay the penalty amount.
- Three weeks after the due date, librarian will personally proceed to recover the book. Membership will be automatically terminated if librarian attempts to recover the book in two separate incidents.
- Any marks of pen/pencil/highlighter or any torn page/s of the book shall be considered a damaged book and member shall be responsible for the penalty defined above.
- Librarian has to make sure that the book is returned in good condition as was issued.
- Movement shall provide all the office supplies for the library through the project coordinator.
- In the case of un-traceable member or found no intention of returning book, Movement may take legal action against of the member.
13.0 Risks to be managed
Operating Cost: Once the project is started, to carry it forward, Operating cost is critical. To assure the smooth operating movement must arrange and allocate the against the operating expenses at least for two years..
Operating Cost: Once the project is started, to carry it forward, Operating cost is critical. To assure the smooth operating movement must arrange and allocate the against the operating expenses at least for two years..
In the event of Fire, flood, Natural disaster or calamities or ventilation: Movement is in process of exploring the possibility to get insurance for its libraries at lowest possible cost.
In case the Volunteer as Librarian is not anymore interested: Librarian will be required to give at least three months prior notice. During this period Project coordinator must find another volunteer for the work.
Preventive Maintenance: To keep the library up-to-date, The Movement will carry out a rehabilitation program for each library as an when required or as recommended by "Book Recommendation Committee".
Library not much beneficial: In case of a negative "Inspection Survey Report" Such as library is not being used properly by its member or is not being able to fulfill the its objective, The Movement will take action to relocate to a different place of need.
Book Recovery: We have four steps recovery process, First step is INR 1 penalty for each day for any late return. Second Step Librarian will attempt by vesting the members place to recover. In third step regulatory committee (Committee of local Senior Persons) will peruse to recover book, and finally Movement may take legal action against of the member.
Book Recovery: We have four steps recovery process, First step is INR 1 penalty for each day for any late return. Second Step Librarian will attempt by vesting the members place to recover. In third step regulatory committee (Committee of local Senior Persons) will peruse to recover book, and finally Movement may take legal action against of the member.
15.0 Account Audit and review process:
- Finance head will make sure to collect the receipt for any expenses; none of expenses shall be honored without the valid receipt.
- None of the expense/s will be honored if it goes beyond the budget limit, otherwise authorized by Executive Committee/Board.
- "Audit and Review Committee" shall audit the account and validates the receipts, three times in a year (April, August and December). Account Report shall be sent to the Treasurer.
- A Certified Accountant (Nominated by the Executive Committee/Board) shall audit the entire year account in the end of the year. Account Report shall be sent to the Treasurer along with all the receipt.
- Executive Committee/Board will assign a person to physically inspect one or more libraries on random basis. This verification is to verify the assets and study materials of that library.
16.0 FAQ
- Q.�Is the�donated money exempted from tax?
Ans. Be Educated Movement Inc.�is an tax exempt nonprofit organization under the provision of Sec 501 (c) (3) of internal Revenue Code.�
- Q. How does the Movement acknowledge the sponsor?
Ans. We are adding a page (The first page of the book), printed with the name of Sponsor and the name of the person to who sponsor dedicates this project. This page is mandatory for every book. We encourage sponsor to allow us to print their name rather being anonymous.
- Q. Why person will be interested volunteering his/her space and services for the library?
Ans. There are many people in our society, who are interested to serve the community for sake for overall improvement of society. We only nominate the volunteers who come forward and show their interest in our mission. Our project coordinator will interview them to the most suitable person. The Coordinator will approve on basis on pre-defied criteria. All volunteers shall be work without any compensation though we will reimburse the expenses, and a flat INR 300 per month shall be paid as rental for providing the space.
- Q. What type of information will be shared with sponsor?
Ans. Our objective is to keep the Sponsor well aware of all the developments and financial data. On regular basis we will share with the Progress report, Location survey Report, Inspection survey Report and Expense Report with our sponsor. All the report and financial data will be made available on Movement web site for each project.
- Q. Is sponsor allowed to visit the Project Site?
Ans. Sponsor will be most welcome to visit any project site (Library) with or without prior notice. The Movement does encourage the sponsor to make such visits. In case sponsor seeks assistance we will happy to make prior arrangements for the meeting at project site. We encourage such visits, because it is an encouragement and honor for the Movement as well as the local beneficiaries.
- Q. How sponsor will know if Library benefits the local people or not?
Ans. We will do an Inspection Survey at least once in a year. Movement has the well-defined inspection survey process. Assigned Project Coordinator will go to the project location and fulfill the survey as per the instructions provided in the inspection form. The survey form will be complied and reviewed by "Audit and Review committee", later by Executive Committee/Board and sponsor. This review concludes whether the project fulfills the set objective and to what extend.
- Q. Whom the Sponsor can dedicate the project?
Ans. Sponsor can dedicate the library to any of his/her beloved one. We do not encourage sponsor to dedicate the project to the person how affiliated with any specific religion or religious organization.
- Q. Corrective action in case the project fails to meet the expectation?
Ans. The Movement will try the best for the success of the project. However, in case of any contrary situation, corrective actions will be taken as per the need, such as changing the librarian, location, project coordinator or the project manager.
- Q. If one person funds the setup cost and other person the operating cost. Who will be the sponsor of the library?
Ans. Person who donated the setup cost will remain the sponsor for entire life of the library. Name of the person donating for the operating or rehabilitation, will be printed on the board in the library. This way we recognize both.
- Q. Why it won't be a full-functional library?
Ans. It requires lot of resources to establish and run a fully functional Library. It needs a large space either constructed or rented for setting up all the facilities. A full-functional library involves huge operating cost, in terms of rents, utilities, full or part time employees etc. Our goal is to provide the study materials to the needy students to make them beneficiaries at low cost.
- Q. Do you pay any expenses to the project coordinator?
Ans. At this time we are selecting the project coordinators who are willing to work as a volunteer. We do not pay any regular salary or any honorarium, however we do pay a flat INR 500 to cover meals, lodging and travel expenses, whenever he is required to visit the project site. We limit two visits per project per year.
- Q. When you will add book in the library to keep the library up-to-date?
Ans. This may happen on the recommendation of "Book Recommendation Committee". This committee does research and survey on regular basis to estimate the latest requirements. On a regular frequency, under our rehabilitation program, we will add or replace the books in each library to keep the study material updated.
- Q. What is procedure of auditing and certifying the project expenses?
Ans. We have constituted an “Audit & Review committee” in the country/state where the library project is located. This committee is supposed to keep track of all the expenses under pre defined budgetary limit. In the end of the year we will get the expense report audited by local Charted Accounted.
- Q. What action would be taken if member does not intend to return the book back?
Ans. It will be a serious offence. Three week after the due date, Librarian will proceed to recover the book personally. If he/she fails, will seek help of local Regulatory Committee. If Regulatory Committee fails to recover the book, it may take help of local police and take legal action against the member.
17.0 On dissolution:
All the project assets shall be distributed as per the section Four of CERTIFICATE of INCORPORATION.
All the project assets shall be distributed as per the section Four of CERTIFICATE of INCORPORATION.
18.0 In a Nutshell
- Movement will open many libraries initially in different regions of India later in other developing countries.
- Criteria of selecting a location shall be the basis of Location Survey.
- All libraries shall have identical setup and standards, as documents, books etc.
- Program is designed such a way so that the library cost will be minimal as possible. One library will cost about $800.
- There will be no infrastructure & overhead involved as constructing building, utility, staff etc., In case of failure, Movement will move it to other potential place.
- Library will have about 300 books (includes subject related guides, literature, story books, personality development books etc.), which is enough to serve about 100 student of that area of grade 8th to 12th.
- Library will open only 3 days a week for 2-3 hours a day.
- The library will have only drop off and issuing facility (right now, no plan as such to provide a place for study)
- Librarian will be a volunteers and work without any compensation, though librarian gets INR 300 (about $8.00) per month as rental for providing space. We prefer to choose high school kids so that this money can help him/her continuing his/her study.
- Operating cost of one library is $150 per year (includes INR 400 per month as rental expenses).
To maintain the standard we will have inspection procedure, mandatory be done once in every year. Based on the survey 'Audit and Review Committee' will present a report to the Executive Committee/Board to review. - All the Libraries shall be setup, operated and managed by the country office.
- One person could sponsor entire expenses of one library project, dedicating to his/her beloved. We have allocated a dedicated page on each book of the library for the sponsor.
- Each library project shall be monitor and managed by an assigned project manager in USA.
Budget portion modified on?Apr 4th 2006– by Sanjay Kumar
