Form i : Assessor checklist

Name of the NGO:__________________________________________________ Applied for Minimum Norms / Desirable Norms Complying for Minimum Norms / Desirable Norms (To be filled by Assessor COMPULSORILY) Please mark Yes if VO is complying with the norm, NO if it does not comply and N. A if something is not applicable the with organisation. S.No. Norm Yes No N.A MINIMUM NORMS IDENTITY 1 The organisation is registered as a Trust/Society/Section 25 of Company Act. 2 Registration documents of the organisation are available on request of anyone (general public). 3 The physical address given by the organization is verifiable. VISION, AIMS /OBJECTIVES & ACHIEVEMENTS 4 A vision is articulated beyond the registration documents, which drives the organisation. 5 The organisation has a defined set of aims and objectives. 6 The organisation is able to show performance through defined indicators, that it uses to measure its performance against its stated objectives. GOVERNANCE 8 The organisation has a Governing Board, by whatever name called. 9 The organisation discloses name, address, gender, occupation and position of its Board members. 10 Number of board members drawing remuneration (salary/honorarium/sitting fees/professional fees) is less than 50% None of them received Honorarium as Board member But as Staff 11 Do the VO follow their own rules & regulations/ bylaws in respect of following: a) b) c) d) Number of board meeting Quorum of board meeting Quorum of AGM VO hold AGM within 6 months of their day of

12 13

14 15 16 17 18 19 20 21

22 23 24

25

closing financial year. AGM Held on 31.10.2012 e) Notice period of conducting/of board meeting. f) Notice period of conducting/of AGM. Minutes of the Board meetings are documented and circulated amongst the board members. The Board approves: a) Programmes b) Budgets c) Annual activity reports d) Audited financial statements OPERATIONS Activities are in line with the vision and aims/objectives of the organization. The organisation periodically reviews progress of programmes. The accounts of the organisation are regularly maintained and those with an annual income above Rs. 50,000/- are audited by a chartered account. Roles and responsibilities are reasonably defined for Personnel (Staff and Volunteer). All paid personnel are issued letters of contract / appointment. All non paid personnel / volunteers are issues letters describing their roles and responsibilities. Appropriate Personnel Policy is in place. ACCOUNTABILITY AND TRANSPARENCY Signed audited statements are available: a) Balance sheet b) Income and expenditure statement c) Receipts and payments account d) Schedules to these (above stated) e) Notes on accounts f) The statutory auditors report. There are no adverse notes in the audit report. As per the auditors report, there are no material transactions involving conflict of interest between a Board or staff member and the organisation. The organisations Annual Report is disseminated / communicated to the community and others and is made available on request every year, within 8 months of the end of the organizations financial year. The Annual Report must contain information on the Board members names, position in the Board, remuneration or reimbursement, objectives and description of main activities, a review of the progress

and results achieved in the year and brief financial details (Please mention yes or no specifically against each of the following items:A Abridged balance sheet B Abridged income and expenditure statement C Abridged statement of receipts during the year DESIRABLE NORMS (Please fill this portion If organization has applied for DESIRABLE NORMS) GOVERNANCE 1 At least 2/3 of Board members are unrelated by blood or marriage. 2 A Board Rotation Policy exists and is practiced. ACCOUNTABILITY AND TRANSPARENCY 3 Distribution of staff, according to salary levels and gender break-up should be disclosed in the Annual Report. 4 Annual Report discloses the total cost of international travel by all personnel (including volunteers) segregating those borne by the organisation and those that were sponsored, along with the names and designations of the persons who travelled and the purpose(s) of travel. 5 Organisation has included details of air travel undertaken within the country. Name of Assessor Tridib Reeves

Signature of Assessor

Date: 06.02,2013

Form ii: Assessor Feedback Form

INSTRUCTIONS FOR WRITING FEEDBACK REPORT 1. Assessors are advised to familiarize themselves with the questions of feedback report before they commence a visit. 2. Please answer all questions. 3. Please do not use ANY abbreviations in the report. 4. Please do not delete any question from this format, the format has been prepared after due consideration of the accreditation process and every piece of information asked for is relevant/ important. 5. Please do not fill up the report in capital or block letters. 6. Section A and Section C is to be filled up, if the VO has applied for accreditation under minimum norms. 7. Section A, Section B & Section C are to be filled up if the VO has applied for accreditation under desirable norms. 8. Always use updated form which has been sending to along with assessor letter (assignment). 9. Please collect all the photocopy of the relevant whichever is verified by you from the original documents. 10. Please stick to the plan which has been developed by VO & approved by Credibility Alliance. 11. While visiting the programs/ activities, please ensure that you meet 2-3 beneficiaries also activity/ programs and take their opinion, record it details of beneficiaries in the report. 12. Please ask about the funding agency which has sponsored/ supported the project/programs/activities which have visited. Kindly see utilization certificate of the same project. Whether financial agency is satisfaction with project& any appreciation letter is issued, kindly verified that also. 13. Please submit your report in 5 working days as mentioned in your contract. So that accreditation process can take place. 14. Please submit your all bill (in originals) after submitting report in soft copy. Please fill complete form of claim, do not leave any column.

Section A Name of the VO: Janmitram Kalyan Samiti______

Applied for_____Desierable_____________________________________ (Please mention which type of norms minimum or desirable the VO has applied for) Complying for __Desirable______________________________________ (Based on your assessment, please mention which type of norms minimum or desirable the VO is complying with) Visit Dates: 3rd & 4th February, 2013 Name of Assessor: Tridib Reeves Assessors contact detailsEmail: tridib reeves Website: Ph.No: 9477243209 Acronym / abbreviations (if any): Jan Mitram Registered Address of the VO: JanMitram House, Indian School Road, Kelo Vihar, Raigarh, Pin : 469001, Chhattisgarh Communication/Head office Address: Same as above Visited Project office (place/Name): 1. Baihamuda/RISA(Regional Integrated Shelac Association, 2. Bada Gumrah / Self Help Group, 3. Chota Gumrah / Women engaged in producing materials out of lac. 4. Baruna Kunda/ Farmers Group 5. Baruna Kunda / Farm land Persons interviewed: Name Ramakant Padhi Bharthari Jaiswal Chandrasekhar Thakur Ms. Mahima Gupta Ms. Amilo Gupta Ms. Rajkumar Ms. Sumati Sidar Mahesharam Rathia Himalaya Rathia Manish Singh Designation Governing Body Member and Staff Same as above Assistant Manager, RISA Beneficiary (Handicraft) Do Do (SHG) Do Do (Farmer) Do Secretary & Staff Date of Place of interview interview 3rd & 4th Field and Registered Office Same as Same as above above 3rd Feb Field 3rd Feb Do Do Do Do Do 3rd Field Do Do Do Do Do Hotel Shringar

No 1 2 3 4 5 6. 7. 8 9 10

11 12. 13. 14. 15.

Ms. Kusum Sahoo Ravi Kant Meena Kripal Singh Sidar Dr. Mukesh Goswami Ramji Dansena

Member & Staff Treasurer & Staff Member & Staff President & Staff Driver

Regd. Office Do Do Do Do

4th Do Do Do Do

The organisation is located in: ( Please Tick Mark) Urban Semi-urban Metropolitan Rural Place of Operations : Raigarh District Communities with whom the organisation works with: Tribal, Scheduled Caste, Women, Farmers Geographic focus of Activities: (Please ) Regional National the (more than 1 state in (more than a region) states) International 5 (implies based in India but having work outside India also)

Local (within State)

Year of Organisation Creation: 2002 Year of Organisation Registration: 2002 Place (State) of registration: Chhattisgarh Type of registration (please tick whichever is applicable) a. Society b. Trust c. Section 25 company Total income, receipts (receipts is the total money received by a VO in a year) & expenditure of the VO in last three years (as per audited accounts). If 2010-11 audit has been completed, please mention total income and expenditure for 2010-11, 2009-10 & 2008-09 Total Income 2011-12 9720236.00 2010-11 16753614.24 2009-2010 16020221.00

Total Receipts Total Expenditure

11604178.79 6975586.00

18767018.29 14177789.5

16020221.00 15400068.00

Please state below the major donors of the VO (at most 3 donors in each category international & national) a. International : No Foreign Fund Received in 2010-12. And in 2009-10 no other foreign fund received except FVTRS-Caritas 2011-12 2010-11 2009-2010 133750.00

FUNDS RECEIVED FVTRS Caritas India International donor 2 International donor 3 International donor 4 International donor 5 b. National : FUNDS RECEIVED DRDA NABARD State Medicinal Plan Board (SMPB) National donor 4 National donor 5

2011-12

2010-11

2009-2010

40,47,200.0069,40,850.00 98,92,810.00 21,41,337.0090,93,000.001,07,82,957.00 85,000.00 10,55,458.00

Paid staff a. Full-time (Please mention how many full time staff are engaged by the VO, as on date of assessment) 58 b. Part-time (Please mention how many part time staff are engaged by the VO, as on date of assessment) 14 Number of Volunteers (Please mention how many non paid personnel are engaged by the VO, as on date of assessment) Did the NGO present all documents to substantiate the information filled in the assessment form? YES NO Documents verified by the assessor Document Name Yes / No/Not applicable NA Yes

Trust Deed Society Certificate

Bye laws of the society/ Articles of Association/ Memorandum of Association Section 25 Certificate of Incorporation from The Regional Director (E/S/N/W) Region) Permanent Account No. (PAN) Tax Deduction Account No. (TAN) Section 12A FCRA (if VO receives foreign funds) 80G 35AC Income-tax returns filed with the Income-Tax department (for last three years) FC-3 returns for last three years (if VO receives foreign funds) Statutory Auditors Report (for last three years) Balance Sheet and Schedules (for last three years) Income and Expenditure Statement and Schedules (for last three years) Receipts and Payments Account and Schedules/ Fund Flow Statement with Schedules (for last three years) Notes on Accounts (for last three years) Annual Report (for last three years) Personnel Policy (appropriate as per the Board of the VO) Service rules Any other (please specify) Organisational Manual

Yes Not Applicable Yes No Yes Yes Yes Not Applicable Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

II. History of the organisation A group of young people who used to do some charitable work/social work in the community. It was not in a organized way and permanent in nature. They used to do it when it was needed. One of them was Mr. Manish Singh, Secretary at present. He was working with the department of Forest of Chhatisgarh. In one point of time he left the job to do more in favour of the people which was not possible within the given frame work then. Dr. Mukesh Goswami also a scholor on Forest and Agriculture with similar kind of mind set join hands with Mr. Manish and formed JanMitram Kalyan Samiti. At the beginning they though to have the name Ban(Forest) Mitram Samiti. But to give a bigger dimension they changed it to JanMitram Kalyan Samiti in 2002. III. Observations about organisation: A. Identity a. VOs name as given in the accreditation form similar to the one as displayed on their Sign Board/Name Plates? (Please Answer Yes or No) Yes
Ask people around (e.g. Building watchman) if they know where the organization is located.

b. The VO name as seen in their letterheads in office as well as in the files also similar to the one given in the accreditation form? (Please Answer Yes or No) Yes

c. Does the VO have any other name/acronym? (Please Answer Yes or No) Jan Mitram d. Do the other name/acronyms of the VO appear in the (Please Answer Yes or No for each of the items mentioned below) i. Original registration documents No ii. Correspondence done by the VO No iii. Signboards? No e. Does the VO have any independently registered sister organizations? (Please Answer Yes or No) Yes i. If yes, please mention their name(s) Rural and Agriculture Venture Investment Autonomous Credit Cooperative Limited JanMitram Marketing and Consultancy Limited Raigarh Integrated Shelac Association _______________________________ ii. If yes, are the names of such sister organisations, excluded from the applicant name in Accreditation form as well as other documents of the VO? (Please Answer Yes or No) No f. Jurisdiction of organization mentioned in accreditation form matches with those mentioned by people met during the visit (Please Answer Yes or No) Yes g. Did you notice any discrepancy with respect to Identity as far as Credibility Alliance norms are concerned? No Other sister organizations have registered separately under Cooperative Act 1999, Companies Act, and Companies Act under Section 25 of 1956. h. Please put comments (if any) in the box below Members of JanMitram Kalyan Samity are not the members of the other Sister Organisations except the Secretary as simple member. JanMitram Kalyan Samiti relate with those organizations more as facilator. B. Vision, Mission, Aims, Objectives and Achievements a. The documents, Reports and displays of the vision, mission statements as seen in the VOs premises are similar to the ones as informed in the Accreditation form? (Please Answer Yes or No) Yes b. Do the displays, personal discussions and field visits confirm the working area (issue) as informed by the VO? (Please Answer Yes or No) Yes c. Has the VO devised some measurable indicators to assess and monitor the progress and outputs of the programme? (Please Answer Yes or No) Yes d. Please fill the table below based on the programmes observed by you during your visit Name of Progress in Quantitative Progress in terms Frequency When was the last 6 months Indicator of of indicator of the programm (Descriptive) progress monitorin programm e g the e last programm reviewed e Lac Promotional 1700 Awwareness created Day 9th Dec Promotion activity with and all the farmers 2012 members (70

mobilization Groups ) campaign trained with the within 6 support of months Janmitram and other 282 Govt agency SHG Training to members the SHG engaged in member and Lac farmers on Lac and allied handicraft activity. work after self motivated training 3Genera te income of Rs 6.5 lacs in their business of lac products SHG Developme nt awareness camp Regular meeting SHG formation Grading of SHG Bank Linkage SHG Income generation Activity 7 camps organized in the village level 32 Groups and 8 JLG formed in particular Village 23 are linked with bank 30 groups are engaged in income

are engaged in lac based cultivation monitorin All the trained g by Prog farmers are Officer involved to other farmer as Master Weekly trainer monitorin g by Project Director Monthly Monitori ng By Board member

Awareness and community mobilization through SHG promotion

23 Day nov2012 based monitorin g by Prog Officer Weekly monitorin g by Project Director Monthly Monitoring By Board member

generation activity . TDF WADI Programme Survival 95% Survival of Horti rate . plants 200 families Water are benefited resource through Well, Pump Intercrop and other and horti Water developm sources . ent 130 acre of VPC land used for strengthen intercrop and ing 2 crop Kisan club Integrated developm ent of Village e. Do the programmes observed during the visit correlate with the ones mentioned by the VO in its (Please Answer Yes or No for each of the items mentioned below) i. Registration documents? Yes ii. Annual report? Yes iii. Accreditation form? Yes f. Did you notice any discrepancy with respect to Vision, Mission, Aims, Objectives and Achievements as far as Credibility Alliance norms are concerned? No g. Please comment in the box below, the total observation, if any. As far as the Vision Mission, Objectives etc. are concerned, it seems the organization is very much focused on what they have said in their documents and what they are doing in actual sense. They have restricted themselves within the frame work. C. Governance 9th Livelihood Day 2012 Support through based Agri and Horti monitorin Development g by Prog Officer Weekly monitorin g by Project Director Monthly Monitoring By Board member Dec

a. The information about Governing Body provided by VO in accreditation form when cross verified with the files and documents (minutes of board meetings, annual report, change report filed to concerned authority (in case of change), MOA) at the VO found to be authentic? (Please Answer Yes or No) Yes b. If there is any inconsistency, please describe the same Two new Board Members i.e. Kripal Singh Sidar and Kusum Sahoo instead of Jeevan Bhagat and Sevati Gupta. It was done in the AGM held on 31.10.2012
Clarification by VO

c. As per the documents of incorporation/registration, what is the At the time of filling up accreditation i. Minimum number of members of the governing body 7 form, New Governing board was not approved by registrar. It was received ii. Maximum number of members of the governing body 7 just before assessors visit, which was d. What is the current strength of the governing body of the VO (Please mention total shown to him. Secretary number of members on the board)? 7 e. What is the term used for governing body of the VO (it could be trust/governing council, etc.) Prabandh (Managing) Committee f. Are the board details displayed on (Please Answer Yes or No against each item mentioned below) i. Annual Report Yes ii. Website Yes iii. Any other (Please specify) g. The Board details displayed at placed mentioned above include (Please Answer Yes or No against each item mentioned below) i. Name of the Board members Yes ii. Position in the Board Yes iii. Their age Yes iv. Gender Yes v. OccupationYes h. By interaction with the board members, account staff and going through the income tax report, it can be concluded that (please tick whatever applicable) i. None of the Board Members receive any remuneration (salary/honorarium/sitting fees/ professional fees/consultancy fees) from the VO in any capacity (None of them received any thing as Board Members but as staff they received honorarium) ii. If some members receive remuneration, how many members receive remuneration? All iii. Details of Board members who received remuneration are properly disclosed in the 1. Income Tax report Yes 2. Annual Report No Yes 3. Details of Board members who received remuneration include a. Name Yes b. Designation Yes c. Total amount paid to the Board member in the last financial year 12,13,000

d. Form of payment (Salary/sitting fee/honorarium/consultancy/any other) i. The board has at least two meetings a year suitably spaced (Please Answer Yes or No against each item mentioned below) i. This has been verified by viewing the minutes of the meetings Yes ii. This has been verified by interaction with board members Yes j. Did a physical examination of minutes of board meeting show that the last three Board meetings fulfilled the quorum requirements as laid down in the bylaws of the VO? (Please Answer Yes or No) Yes k. Did a physical examination of minutes of General meeting show that the last three General meetings fulfilled the quorum requirements as laid down in the bye-laws of the VO? (Please Answer Yes or No) Yes l. Does board approves/recommends to the AGM- programmes, budget, Annual activity Reports and audited financial statements? i. Please Answer Yes or No Yes ii. Please explain how did you verify this? I have checked the Minutes Book, Notice, Signature of the members present, also interaction with the individual, study the resolution. m. Do the minutes and other correspondence and documents convey that the chief executive also ensures that he/she reports to the Board regarding the activities undertaken and to be done, finances and also contributes in discussing/deciding policy matters? i. Please Answer Yes or No Yes ii. Please explain how did you verify this? Interacting with the Members. Members are fully conversed with what is happening in the organization. n. Are all resolutions of the board meetings and general meetings of the VO properly documented and filed? (Please Answer Yes or No) Yes o. During the last two years , were the minutes/proceedings of the Governing Board meetings i. Maintained and kept in files or registers/minute books? Please Answer Yes or No Yes If your answer is no, please explain the discrepancy

ii. Duly approved by at least the office bearers-Chairperson, vice chairperson, secretary and treasurer? Please Answer Yes or No Yes If your answer is no, please explain the discrepancy

p. During the last two years, were the minutes/proceedings of the general body meetings i. Maintained and kept in files or registers/minute books? Please Answer Yes or No Yes

If your answer is no, please explain the discrepancy

ii. Duly approved (by at least the office bearers (Chairperson, vice chairperson, secretary, treasurer)? Please Answer Yes or No Yes If your answer is no, please explain the discrepancy

q. Are resolutions regarding the following important aspects of VOs functioning passed by Board? (Please Answer Yes or No against each item mentioned below) i. Operation of bank account Yes ii. Investments Yes iii. Appointment of auditors Yes iv. Approval of annual accounts Yes v. Approval of annual report Yes r. If the VO is registered as a society, Does it maintain a membership register? (Please mention yes or no as relevant if it is a society, if it is not a society, then please mention not applicable) Yes s. Does the VO conduct AGMs with required quorum? (Please Answer Yes or No) i. When was the last AGM held (mention dd/mm/yy)? 31.10.2012 ii. Are proper AGM records maintained?(Please Answer Yes or No) Yes t. Did you notice any discrepancy with respect to good governance as far as Credibility Alliance norms are concerned? No u. Please comment in the box below, the total observation, if any. Organization is trying their best to maintain proper records and documents. Things are very clear and open to all the members. There are some mistakes but ready to rectify e.g. in the case of Managing Committee meeting they informed the members over phone or by person since most of them meeting each other regularly. They also signed in the Minutes Book. But do not keep record of the Notice of the Managing Committee Meeting in writing. For Annual General Meeting is done properly.
Clarification by VO The very purpose of informing all members before meeting is actually followed. But In future written notice shall be served and documented. Secretary

D. Operations a. Are activities of VO in line of Vision and Aims /Objectives of the VO? i. Please Answer Yes or No Yes ii. Please explain how did you verify this? Gone through Annual Report, Memorandum of Association, Project Aims and Objectives, Interaction with Staff, Members, Beneficiaries, Minutes and Field Visit.

b. Does VO make long term and short term (one year or less) activity plans and budgets for the Organization as well as for projects? (Please question the VO staff and do a sample check) i. Please Answer Yes or No Yes ii. Please explain how did you verify this? Interaction with the Board Members c. Are these activity plans and budgets (if so shared by the VO) derived from the aims and objectives of the VO? (Please Answer Yes or No) Yes d. Do the past evaluation/appraisal reports of the VO, if and as shared, reconfirm the achievements levels and convey nothing negative relating to the work and systems of the VO? i. Please answer Yes or No Yes ii. Please Comment I have seen the completion certificate of Panchayat and Rural Development of Chhattisgarh no: 1163/B-3/SGSY-SP/254/2011, Dated: 04,03.2011 On Lac Production for the amount of 4.89 lacs for 3 years. It was very satisfactory. There was no adverse report. e. Does the VO have a system of documenting the actual activities undertaken and have a system of also comparing these with the plans for identifying successes and failures? i. Please Answer Yes or No Yes ii. Please explain how did you verify this? Interacting at different levels, computerized documentation, resolution, proceedings of meetings at different level, monthly appraisal report etc. f. Are programmes / projects planning and design in the VO done through consultative decision making? (Evaluator may engage the staff of the VO, especially the programme staff, in discussion and ascertain whether programme /project planning is consultative or not). i. Please answer Yes or No Yes ii. Please Comment They have three Committees i.e. AGM, Managing Committee. Apart from these two statutory committee they have another call Working Committee consisting of the programme/Project head. In this committee primarily they discussed about the project planning based on the field level feedback and need. It is done by the field level manager, staff and beneficiaries at the grass root level. Through the Working Committee it goes to Managing Committee and then to AGM. This Working Committee is a unique Committee. Another positive side is that the Board Members also the Staff, therefore, they know the reality. They have the Grass Root level staff member even at the Managing Committee. g. Does the VO periodically review the progress of programmes? Yes i. Please answer Yes or No ii. What is the frequency of review? (Please Answer Yes or No against each item mentioned below)

1. Monthly Yes 2. Quarterly Yes 3. Half-yearly Yes h. There are clear roles responsibilities defined for (Verified though letter of appointments and interaction with staff) (Please Answer Yes or No against each item mentioned below) i. Staff Yes ii. Volunteers Yes i. Does VO issue letters of appointment to all (Please Answer Yes or No against each item mentioned below) i. Full time staff? 58 ii. Part time staff? 14 iii. Contract staff? 5 Consultant j. Does VO issue letters of contract to all consultant engaged, if any?(Please Answer Yes or No) Yes k. Does VO clearly define roles and responsibilities of the volunteers by issuing them letters? (Please Answer Yes or No Yes l. Does VO has any kind of written or oral agreement with the daily wage staff? (please mark whatever applicable) There is no daily wage Staff As Such i. Written agreement ii. Oral agreement iii. No agreement m. Does the VO have a personnel policy?(To be ascertained through physical examination of the copy & interaction with the staff) (Please answer Yes or No) Yes n. Is the personnel policy known to all staff members? ?(To be ascertained through physical examination of the copy & interaction with the staff) (Please answer Yes or No) Yes o. Did you notice any discrepancy with respect to operations as far as Credibility Alliance norms are concerned? No. Policies are clearly articulated, other records are documented properly. p. Please comment in the box below, the total observation, if any. a) Programme Programmes are based on the basis of the need of the area. More stress have been given on the Livelihood, Income Generation and Environment. All efforts have been made to make these programmes sustainable in nature. To make it a success they have formed those three sisters organizations which I have mentioned earlier. In future JanMitram will play a role as facilitator, a trainer and a guide to the beneficiaries. b) Management Till now they are managing things as per norms. However, they need to give more effort for documentation, record keeping etc. Different policies are there and well articulated such as staff policy, Gender policy etc. in their Organizational Manual. c) Human Resources This is one of the unique organization I have ever been seen. From the staff to the Board Members are very young (not even forty). Naturally they are

very enthusiastic in nature. There are scope for up grade oneself. Rewards are there. They have qualified and experience people as well as less qualified and experience people. It is a combination of visionary and missionary. Most of them are son of the soil. Even those who are from outside of Chhattisgarh they also permanently settled at Raigarh. E. Accountability and Transparency a. Latest Audited accounts available are for the year (please mention the financial year) 2011-2012 b. Does the audit report mention any material transaction involving conflict of interest between a Board andstaff Member and the VO? i. Please answer Yes or No No ii. If the answer is YES, Please explain the transaction

c. Does the audit report contain any adverse remarks? i. Please answer Yes or No No ii. If the answer is YES, Please explain the remark

d. What steps the VO has taken to mitigate/rectify any adverse audit notes (if any) in the auditors report (The assessor is required to read the audit report, note any observations made by the auditor and get clarification from the VO Not applicable e. Does the VO circulate its Annual Audit Report amongst Members of its governing body within three months of closure of financial year? (The assessor can check the minutes of the board meeting to know when the report was approved by the board. The assessor may also ask questions to staff of VO in this behalf) (Please answer Yes or No) Yes f. The organisations Annual Report is distributed and communicated to the community and others and is made available on request every year, within eight months of the end of the organisations financial year. (The assessor should interact with the staff, beneficiaries and also check the outward register, if any, to ascertain that the annual report was disseminated within 8 months of the end of organisations financial year) (Please answer Yes or No) Yes g. What is VOs method of recording expenditures & incomes? Double Entry. They have Tally. They also kept hard copies. h. The assessor should randomly check 3-5 vouchers to understand the accounting process i. Are the accounts of the VO upto date (which means that transactions are recorded in the books of accounts as and when the same occur)? (Please answer Yes or No) Yes j. The Annual Report contains information on the (Please answer Yes or No for each item below specifically)

Board members' names, Yes Board members position in the Board Yes Remuneration or reimbursement of board members, if any No Objectives and description of main activities of the organization Yes Review of the progress and results achieved in the year Yes Auditors report of last financial year Yes Summarized / abridged Income and Expenditure statement of last financial yearYes viii. Summarized / abridged Balance Sheet of last financial year Yes ix. Summarized / abridged Receipts and Payments statement of last financial year Yes k. Did you notice any discrepancy with respect to accountability & transparency as far as Credibility Alliance norms are concerned? No l. Please comment in the box below, the total observation, if any. a) Accountability As I observed during my visit and the papers, documents and interaction with the people, there is no question on the issue of accountability. b) Transparency Things are Transparent to the Board members and many of the Staff. Certain things are in public domain such as Website and Annual Report.

i. ii. iii. iv. v. vi. vii.

Section B (This section is to be filled up if the VO has applied for accreditation under desirable norms) A. Governance a. Are there any members of the governing body who are related to one another by blood or marriage? (Please Answer Yes or No) No b. If there are related members on the governing body i. How many are related? ii. Is the fact of related board members disclosed in the annual report? (Please Answer Yes or No) iii. At least two third of the board members are unrelated by blood or marriage (Please Answer Yes or No) b. Whether Board Member rotation policy is in existence? (Please Answer Yes or No) Yes i. If yes, then has it been put into practice? (Please Answer Yes or No) Yes ii. When was the last time there was a change in the board? (Please mention Month and year) 31.10.2012 iii. Did you verify the minutes of the board meeting/general body meeting where such a change in the board took place? (Please Answer Yes or No. If your answer is No, please mention the reasons for the same) Yes c. Did you notice any discrepancy with respect to good governance as far as Credibility Alliance norms are concerned? No d. Please comment in the box below, the total observation, if any. Members of the Governing Body are well acquainted with the organizational activities, policies and the focused area. They have the ownership. None of them any salary/fees etc. as Board Members. However, they received Honorarium as staff/consultant. And they literary worked in the organization as full time staff. B. Accountability & transparency a. Does the annual report contain information on staff a. According to salary levels (Please Answer Yes or No) Yes b. Gender break-up (Please Answer Yes or No) Yes b. Does the annual report discloses the total cost of international travel by all personnel (including volunteers) segregating those incurred on organisations expense and those that were sponsored, along with the names and designations of the persons who travelled and the purpose(s) of travel. In addition, organisations may also include details of air travel undertaken within the country. (Please Answer Yes or No) Yes

Section C A. Recommendation a. Does the VO qualify the Minimum Norms verification test? (Please answer Yes or No) Yes b. If No, please state the reasons c. Does the VO qualify the Desirable Norms verification test? (Please answer Yes or No or Not applicable) Yes d. If No, please state the reasons

B. Other observations that cannot be classified under any of the questions in Section A & Section C. (You can attach more pages, if required) Working Committee that has been consisting of the person responsible for the project/programme. They meet almost twice in a month. Staff to Board Members all are young and energetic (I guess, all of them are below 40 years) They have very cordial relationship with each other TAN was not shown to me as it was with the Auditor ( as I am told) FCRA certificate has been taken back by the authority without informing the organization. It was on the basis of Non-Receiving of the Report by the authority. However, they challenged the same. Enquiry has been made. Things have been cleared. Related papers and documents is going to be produced before the authority in a short time. And expected to get back the FCRA certificate. (As I am told) C. Practices worth mentioning. (You can attach more pages, if required) Working Committee that has been consisting of the person responsible for the project/programme. They meet almost twice in a month. Grass Root level staff representation in the Managing (Prabandhan) Committee.

Signature of Assessor Date: 06.02.2013

Name of Assessor Tridib Reeves

Annexure 9(c) iii: Assessor Log Book

Date Review (Day 1) 04.02.2013

Activities undertaken Brefing about VO (mission, vision, programs, activities, etc), meeting with governing body, executive director & staff, analysis of accounts& administrative, and Study and analysis of Human Resource Policy. Project Visit, atleast 3 projects (as mentioned in accreditation form): Project 1 Time:10:30 Name of the project: RISA (Lac procurement centre) Project 2 Time:11:45 Name of the project: SHG (2-3 group leaders from 10 groups gathered together) Project 3 Time: 13:15 Name of the project: Lac production (Women group preparing Bangles) Project 4 Time : 14: 30 Name of the Project : WADI (Meeting with the farmers and visit the farm) Interview with beneficiaries Talking to President and organizing all data and reports.

Place visited Office

Field visit (Day 2)

03.02.2013

Bahimuda

Bada Gumrah

Chota Gumrah

Baruna Kunda

Data Analysis

03.02.2013 03 & 04.02.2013

In the Field In the Hotel & In the Office respectively