1. Board members should be invited to participate as observers in all SMM initiatives and activities.
This ensures transparency, alignment with organizational goals, and informed decision-making. The invitation process should include:
- Formal Communication: Send official invitations for all initiative meetings, branch reviews, and strategic sessions.
- Observer Role Definition: Clearly state that board members will attend in a non-voting capacity, focusing on oversight and advisory input.
- Access to Materials: Provide relevant agendas, reports, and supporting documents prior to meetings for context.
- Feedback Mechanism: Allow board members to share observations and recommendations post-meeting through structured channels.
This practice promotes accountability and strengthens governance across all levels of SMM operations.
2. Board members should have unrestricted access to all assets owned by SMM and its associated initiatives. This includes:
- Bank accounts and investment portfolios linked to SMM operations.
- Financial statements and audit reports for transparency and compliance.
- Budget allocations and expenditure records for all ongoing and planned initiatives.
- Memorandum of Understandings (MoU) signed internally with SMM teams or with external to SMM parties
- Asset ownership documentation, including property, intellectual property, and other tangible or intangible resources.
Access should be provided through secure channels, ensuring confidentiality and compliance with governance standards. Periodic reviews and updates should be scheduled to maintain accuracy and accountability.
This practice promotes accountability and strengthens governance across all levels of SMM operations.
3. The tenure for key roles – Shala Coordinator/Principal, Event Lead, and Shala Treasurer – should be clearly defined and agreed upon at the start of each term.
To ensure transparency and accountability:
- Formal Agreement: The duration of each role must be established and documented before responsibilities commence.
- Annual Review: This tenure aggrement will be discussed and confirmed with the President and Executive Committee (EC) every year to align with organizational needs.
- Documentation : Maintain written records of these discussions and approvals for reference and compliance.
- Role – Specific Guidelines:
- Shala Coordinator / Principal : align with acedemic or operational cycles such as school year.
- Event Lead: Tenure should match event timeline, including planning and execution phases or school year.
- Shala Treasurer: Often set for a fiscal year or as per financial cycles. SMM EC Treasurer should be given first preference to perform this role.
- Renewal and Transition: Provision for renewal or succession planning to ensure continuity.
This process promotes clarity, reduces ambiguity, and strengthens governance across all initiatives. Similar clear guidelines and documentation should be set for all initiatives started by SMM.
4. lf SMM committee member rejoins the committee, they should assume a different role than the one held in the prior year.
This practice is intended to:
- Encourage Fresh Perspectives: Rotating roles allows members to approach responsibilities with new ideas and insights.
- Foster Skill Development: Members gain experience in diverse areas of committee operations, enhancing overall leadership capacity.
- Drive Continuous Improvement: Exposure to different functions can lead to innovative enhancements in processes and initiatives.
- Prevent Role Stagnation: Changing roles reduces the risk of repetitive patterns and promotes dynamic engagement.
5. Adjustment of Seed Money Allocation
Considering the current inflationary trends and rising operational costs, it is essential to reassess the financial support provided for initiatives.
Recommendation:
The seed money allocated for projects should be increased by $5,000 over the current allocation.
Rationale:
- Inflation Impact: Costs for essential resources, services, and logistics have significantly increased.
- Sustainability: Higher seed funding ensures initiatives can maintain quality and achieve intended outcomes without financial strain.
- Competitiveness: Adequate funding helps plan resources necessary for success.
6. Any person holding BoT or EC position should not advertise or post messages on SMM social media platforms ,on behalf of or for non profit or commercial entertainment organizations that usually work with SMM to put up natak , music , movie or other shows. The person could be doing it as volunteering or paid activity .