Amendments

Chapter opening policy

1. Setup unit in all countries
2. Develop as a Chapter with additional responsibilities
Noolaham Foundation Chapters are legally entitled in the UK, Canada, Australia, and Norway. Some of the chapters have been formed in the USA, France, Germany, Switzerland, Netherlands, Singapore, Malaysia within the Noolaham Foundation network. These structures will be expected to form in other countries also. The present policy is meant for the network to better understand this concept and to assess the steps by which to achieve the Noolaham Foundation Goal, based on an analysis of experiences shared by Noolaham Foundation board members. Firstly, explores the meaning and definition of “Noolaham Advocacy”, as also seen through the lens of different fund collection systems in other countries. It then presents and analyses existing examples of good practices of Noolaham Advocacy in a number of countries, grouped according to one of the three dimensions: the legislative dimension, the financial dimension or and the policy dimension. These examples can serve to inspire, build confidence and to teach, as well as to be (adapted and) replicated in other countries, depending on the context. The main goal of this policy is to facilitate advocacy, the expansion of activities, information and fund collections to stimulate and encourage discussion among the Governance Board members and to give a top-down definition or to suggest one unique model for all the countries.

Fundraising and mobilization Chapters' primary responsibility shall be fundraising and mobilization of members: Fundraising for Friends of Noolaham Specific project-based fundraising Project partnership-based funding One-off donations (individual and/or organization) In-kind donation (equipment, server, etc) Institutional partnership and funding, i.e. UTSC, UCLA, etc

Chapters could spend upto 10% of the raised funds towards Chapter programs/projects (and not operations).

Fund management
1) For registered chapters: Organizational bank account creation Paypal Donorbox Signatory Fund transfer (monthly)
2) For non-registered chapters: Through another organization Ex: Manitha Neyam Trust, Direct transfer to Sri Lankan Bank account,

Operations
A new chapter setup process A Chapter shall be composed of a Mentor, Co-mentor, Members, and contributors. A Mentor and a Co-mentor shall be assigned from the Board to coordinate a Chapter’s operations. Chapter Mentor. The selection process -- Brick system Provide feedback regarding the country specific fundraising model Chapter-based responsibilities. Finance, fundraising, mobilisation Ensure the planned monthly cash flow and transfer Check, review, and maintain bank balance on monthly basis Collections Communications and outreach

Chapter Co-Mentor

A chapter member. How to join? Responsibilities. Mentors shall introduce new Chapter Members.

A chapter member shall mobilize a minimum of 10 members to Noolaham Foundation who can contribute monthly. (Please refer to the country-specific contribution document for more details on amounts; the monthly contribution amount is reflective of the hourly minimum wage of the respective country). Chapter Members shall monitor and ensure acknowledgment letters and receipts are being sent to the contributors. Chapter Members shall support the Noolaham Foundation staff to maintain the relationship with the contributors. Chapter Members shall identify new and/or existing collections and conduct outreach to diaspora individuals and organizations in order to develop Noolaham’s work. Only Chapter Mentors have the authority to make decisions pertaining to Chapter operations. A Chapter Member could contribute to Noolaham Foundation’s programs and projects directly by contacting the respective program or project Mentor or Co-mentor. Chapter meetings shall be held on a quarterly basis (according to the needs of the specific Chapter). The Finance Sector lead shall organize the meeting and the Chapter Mentors and Members, Resource Mobilisation Mentors, and the CEO shall be present in the meetings. The Finance Sector lead shall share an agenda for each meeting in advance and be responsible for recording minutes, and the meeting minutes shall be shared via the respective email thread within a day.

Programs and projects A Chapter shall engage in programs and projects to document and archive their respective country-specific diaspora histories, i.e. oral history recording, organizing archival-related meetings, writing biographies, etc. All other programs and projects are managed and facilitated by Noolaham Foundation.

Communications A Chapter could organize promotional events and related activities. Chapter Members could outreach to individuals and potential members through their personal and professional networks. Chapter Members could organize outreach and promotional meetings with interested individuals and organizations in the respective countries. A summary of the meeting/event shall be shared in the respective Chapter email thread within a day (including photographs if applicable). Any other form of communication shall be processed through Noolaham Foundation. For example, designing a flyer or a publication shall be consulted and processed through the Communications Process team at Noolaham Foundation.

Update the Finance Manual

== Create a system for evaluating the performance of board members ==