Quick Recap

National General Secretary Shri KR Manoj welcomed the gathering. Shri Gokulam Gopalan, National President presided over the Training Programme. The session focused on various organizational and administrative matters including:

  • Membership types and eligibility
  • Financial management and accounting protocols
  • Communication strategies
  • Committee structures and functions
  • Meeting protocols and procedures

Participants shared insights and deliberated on strengthening AIMA’s framework through transparent documentation and streamlined operations at both the state and national levels.

Key Highlights of the Training

AIMA National Day Planning

The team discussed plans for AIMA’s 18th Year National Day Program, which will include:

  • Orientation and training for members
  • Review of the financial year calendar
  • Planning for both state and national general body meetings
  • Emphasis on sharing meeting materials effectively

Membership Types and Election Procedures

Presented by V.P. Sukumaran. Key discussions included:

  • Founder, life, and honorary membership categories
  • Application and transfer processes
  • Life membership cap
  • Eligibility: Indian citizen of Malayalee origin
  • Guidelines for triennial general elections
  • Closure of membership registers during the election period

National Executive Committee Structure Overview

Topics covered:

  • Roles and responsibilities of office bearers at national and state levels
  • Composition of the General Council
  • Functions of the National Executive Committee and sub-committees
  • Election procedures and general body meeting protocols

Meeting Protocols and Procedures

Clarifications provided:

  • Notice period: 7 days (physical meetings), 3 days (online meetings) for emergencies
  • Senior Vice President to chair in the President’s absence
  • Quorum requirement: 66% of total Forum members

Financial Management and Accounting Principles

Presented by Sajimon Joseph, the session included:

  • Importance of financial discipline and transparency
  • Maintenance of receipts and payments
  • Account management across state and national units
  • Procedures for handling donations and membership fees
  • Emphasis on regular reviews and audits

AIMA Communication Strategy Presentation

Presented by Jayaraj, the discussion emphasized:

  • Effective use of AIMA News and Daily Blogs
  • Communication targeting national members, external stakeholders, and local implementers
  • Communication imperatives during the pandemic

Enhancing Communication Skills

Covered topics:

  • Best practices in WhatsApp communication
  • Importance of quality English editing and translation services
  • Continuous improvement through sharing and learning
  • Encouragement to engage with AIMA content and resources

Organizational and Financial Review Meeting

The review focused on:

  • Annual financial report and fund allocations
  • Updates on membership and executive committees
  • NEC meeting preparations and general body meeting planning
  • Importance of audit reports
  • Involvement of Youth and Women’s Wings

Membership and Committee Administration

Led by Jayaraj, Binu, and Adv. M.K. Govindan, the session included:

  • Review of membership forms and eligibility
  • Certification and official signatures for new memberships
  • Responsibilities of committee members
  • Stress on procedural accuracy and documentation

Membership and Financial Updates Meeting

Key points:

  • Membership recommendations and committee matters
  • Financial transactions: Bank accounts and subscription updates

Next Steps: Action Items

For State Units:

  • Submit accounts to National Executive Committee by June 15
  • Maintain separate accounts for Women’s Wing and Youth Wing
  • Minimize cash transactions (₹5000 cash-in-hand limit)
  • Keep cash books and receipts updated for ATG compliance
  • Submit PAN card details and statements for donation records
  • Submit 50% of membership fees to National Headquarters
  • Operate bank accounts with proper authorization
  • Submit membership transfer requests with required documentation
  • Submit annual reports and financial statements for AGMs
  • Update beneficiary details in records
  • Ensure membership forms are properly recommended

For National Executive Committee:

  • Review internal audits of state units by June 15
  • Update the official website with current membership listings
  • Review and update the membership register before the general election
  • Process pending subscription payments and bank account issues
  • Review membership recommendations within one day

For National General Secretary:

  • Distribute meeting minutes along with action taken reports

For Treasurer:

  • Address pending financial matters and ensure timely payments