THEME – V

Village Organization Training Module

1. Why Village Organization(VO)

2. What is Village Organization(VO)

3. VO Objectives

4. VO constitution

5. VO role and responsibilities

6. VO Meeting Process

7. VO Meeting Agenda for EC and GB meetings

8. CIF management at Village Organization level

9. SHG Bank-linkage monitoring at VO level

10. VO sub-committees at VO level

11. Need and Importance of VO Bookkeeping

12. Community Activist role

13. Para professionals role

14. Convergence with village level Government Institutions their

programmes and services,

15. VO Training Plan

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1. Why Village Organization:

1. All SHGs at village level form into village organization for

strengthening the SHGs,

2. The Village Organization brings all SHGs under one umbrella to

address social issues and access all Government programmes and
services at village level,

3. The VO provides facilitation support to all SHGs to nurture best

practices in group norms, financial norms, Bookkeeping and SHGs’
meeting processes

4. The VO facilitates the left over BPL households to form into new
SHGs / enroll in the existing SHGs,

5. The VO will act as a financial intermediary to arrange resources to

the SHGs for the members socio economic upliftment

6. The VO will arrange training and capacity building to the SHGs

members through its staff or from the Mandal Samakhya

7. Village Organization contributes towards social integration by

bringing together all the members of SHGs belonging to different
categories (SC /ST /BC /OC /Minorities, etc., )

8. Village Organization contributes towards elimination of middlemen

and exploitation by enabling them to arrange collective
procurement and marketing of their produce.

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2. What is Village Organization?:

1. VO is a primary level institution where all SHGs members are its

members at village level

2. It is a village level organization in which SHGs representatives

attend and conduct monthly meetings

3. It is a village level organization in which all members of all the SHGs

attend and conduct bimonthly meetings

4. It is a village level forum of the poor where all members participate

directly and address such issues which can’t be solved in their own
SHGs

5. It is a support organization to facilitate and strengthen SHGs

6. It acts as an intermediary organization between SHGs and MS to

bring village level issues of the poor to Mandal level forum and
assists the members in seeking solutions

7. It acts as a channelizing agency which receives knowledge and

information about various Government programmes and services
and conveys to the SHGs members for building their awareness
and accessing them for their socio-economic upliftment

8. It builds a cadre of activists and para professionals with the help of

MS and make them available to the SHGs and their members for
achieving effective linkage with village level and Mandal level
Government institutions, programmes and services

9. It acts as a village level financial intermediary to promote Bank

linkage to SHGs under SHG Bank linkage programme.

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3. VO Objectives :

1) To ensure organization of all the BPL households in to self

help groups and enroll them as members

2) To strengthen all the SHGs by developing leadership skills

among the members and introducing best management
practices in the SHGs

3) To work as financial intermediary to the SHGs for mobilizing

resources and enabling them to undertake various socio-
economic interventions for the benefit of the BPL households

4) To promote linkages with government programmes and

services at the village level through building a cadre of
activists and paraprofessionals at village level

5) To work as a canalizing agency between SHGs and Mandal

Samakhyas in identification of various social issues and need
of the poor and acts as a intermediary for addressing such
issues by taking support of Mandal Samakhyas.

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4. VO Constitution :

1. The General body of the village organization comprises of all

members of the SHGs organized for BPL households

2. The Executive Committee of the Village Organization constitute two

representatives from each SHG in the village

3. The Office Bearers of the Village Organization constitute three

members elected / Selected from the Executive Committee of the
village Organization

4. The village Organization shall ensure that the executive Committee

shall consist of members drawn from poorest of the poor households

5. The office Bearers namely the president, secretary and treasurer are
represented by poorest of the poor drawn by the executive
Committee.

VO-OB roles and responsibilities

I . The VO-OB comprises president, secretary and treasurer:

6. President :
(1) To preside over VO-GB and EC meetings.
(2) To prepare agenda in consultation with members and
conducts the proceedings of the meeting.
(3) To be responsible for implementation of the decisions taken
by VO-EC /GB
(4) To act as custodian for safe custody of records.
(5) To act as first signatory for bank transactions.
(6) To act as VO representatives to attend Mandal Samakhya
meetings and represent in other forms.

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 7. Secretary

(1) To inform VO members about the meeting dates of VO-

EC /GB.

(2) To make necessary arrangements for the VO-EC /GB

meetings.

(3) To ensure prepare record keeping of the VO.

(4) The preside VO-EC /GB meetings in the absence of the

President.

(5) To act as second signatory for bank transactions.

(6) To ensure audit of VO from time to time and present the

audit and progress report to VO-GB in the VO.

(7) To attend MS-RGB meeting along with VO president.

8. Treasurer:

(1) To be responsible to receive and arrange receipts for fines,

loan in statements, and all other financial transactions.

(2) To be responsible for maintenance of all bank transactions.

(3) To be responsible for preparation of receipts and payments

statement, income and Expenditures statement through
Community Activist and present in the VO-EC meeting.

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5. VO Role and responsibilities:

1) To ensure that all the BPL households are organized into SHGs

2) To ensure that all the SHGs formed with BPL households are
enrolled in the village organization

3) To strengthen all the SHGs by providing continuous training and

facilitation support at village level

4) To monitor regularly the performance of all SHGs through the

Maasanivedikas and give guidance for improvement

5) To give grading to SHGs based on certain performance indicators,

identify strong, moderate and weak SHGs and give guidance for
improvement of moderate and weak SHGs

6) To conduct monthly Executive Committee meeting by inviting two

representatives from each of the SHGs

7) To conduct bi-monthly General Body meeting by inviting all the

members from each of the SHGs

8) To act as a village level financial intermediary in borrowing funds

from Mandal Samakhya and on lending to SHGs

9) To act as a coordinating agency in linking SHGs to banks under

SHG bank linkage programme and monitoring the recovery
performance

10) To promote a cadre of activists and professionals and get them

trained with the help of Mandal Samakhyas and engage their
services for providing support to SHG members in various
programmes like bookkeeping, education, Health, Nutrition,
Agriculture, Livestock, etc.,

11) To establish linkage with local Government institutions like primary

school, ICDS, PHC, Sub-centers, veterinary dispensary, etc., and
enable the SHG members to access the programmes and services

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 12) To act as an umbrella organization for SHGs formed with different
categories of people (SC /ST /BC /OC /Minorities /Disabled, etc.,)
and gradually achieve social integration and work as a single
organization to address their poverty problems

13) To act as a channelizing agency for taking up various social issues

that can’t be fully addressed at village level to the notice of Mandal
Samakhya and address them effectively with the support of Mandal
Samakhya

14) To act as a village level procurement centre for collective

procurement and marketing of SHG members produce by
eliminating middlemen and exploitation (low price, under weighment,
etc.,)

15) To identify training needs of the community members and

Community staff at village level and arrange trainings and capacity
building with the support of Mandal Samakhya

16) To regularly attend Mandal Samakhya MS-RGB meeting along with

Village Organization Maasanivedikas for review of its activities and
take support of Mandal Samakhya for addressing the issues

17) To take responsibility for audit of all SHGs in the Village

Organization by engaging the services of auditors with the help of
MS

18) To ensure that the SHGs to introduce various social issues in their
meeting agenda like early child marriages, alcoholism, child labour,
domestic violence, etc., and take steps for complete elimination of
such social issues in the lives of poor households

19) To extend support by providing social safety nets to the most

disadvantaged persons like orphans, single headed women, old age
persons by linking up Government programmes, services and their
own resources

20) To act as an organic link between SHGs and Mandal Samakhya for
implementing various Government programmes and gradually
emerge as a self-managed and self-reliant organization at village
level.

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 6. Village Organization Meeting Process:

1. Village Organization will conduct two types of meetings one is

monthly Executive Committee(EC) Meeting where two
representatives from each the of SHG will attend. Two is bimonthly
General Body Meeting where all members of each of the SHG will
attend

2. Village Organization Office Bearers(VO-OB) will conduct both the

Executive Committee and General Body Meetings and the president
of the Village Organization will preside over these meetings

3. The Village Organization Office Bearers (VO-OB) and the

Community Activist shall attend the Village Organization Office
atleast half an hour before and shall make necessary arrangements
for conducting the meeting

4. The Village Organization Executive Committee meeting shall be held

in the Village Organization office if sufficient accommodation is
available otherwise in the community hall / school premises, etc. A
standard seating arrangement will be made for VO-EC and VO-GB
meetings

5. The VO-OB namely president, Secretary and treasurer will sit in one
row and the SHG representatives together SHG wise will sit facing
the OB members for the convenience of discussion and decision
making in the meeting. The community activist will sit near the
treasurer

6. The VO-OB in consultation with all members will prepare the agenda
for the meeting. Neither the VO staff nor the project staff attending
the meeting shall prepare the meeting agenda

7. The VO-OB in whose custody the records are kept, shall hand over
the records to Community Activist for writing the Books in the
meeting only

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 8. The VO president shall conduct the proceedings of the VO meeting
by fixing the time for each item of the agenda

9. The Community Activist will record the agenda item wise and the
decisions taken in the form of resolution in the minutes book and
readout all the resolutions

10. The Community Activist shall write all the records in the
meeting only and obtain the signatures of all the members at the end
of the meeting and hand over them to VO-OB for safe custody

11. Since the SHG representatives are the members of the VO-
EC, they only shall attend the VO-EC meeting but not other
members

12. The VO shall ensure that two representatives from each SHG shall
attend the VO-EC meeting and all the SHGs members attend the
VO-GB meeting. However incase some representative / some
members are unable to attend the meetings, the VO-EC / GB
meetings shall be held if atleast not less than 50% of the SHGs
representatives / Members attend the EC / GB meetings respectively
for the purpose of quorum to conduct the meetings.

13. The VO-EC and VO-GB meeting shall conduct during day time
only as the SHG meetings are held during the nights

14. VO-EC shall fix the norms in the GB meeting for imposing fines on
late comers, absentees, defaulters etc.,

15. VO-EC shall fix the norms in the GB meeting with regard to
venue, date and time for VO-EC and VO-GB meetings and shall
strictly observe them.

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 VO – EC Meeting Seating Arrangement

Secretary President Treasurer

VO Staff
Visitors

Community
Activist
SHG28

SHG
1
SHG27

SHG2
SHG26

SHG3
SHG25

SHG4
SHG24

SHG5
SHG6
SHG23

SHG7
SHG22
SHG21

SHG8
SHG20

SHG10 SHG9
SHG19

SHG11
SHG18

SHG17 SHG16 SHG15 SHG14 SHG13 SHG12

997411445.doc Page 11 of 33
7A. Agenda for Village Organization Executive Committee Meeting :

1) Prayer

o All members will sing “Jeevithana gelupundani ……. ……. “ song

o This will bring unity and solidarity among the members

2) Introduction

 Starting from VO-OB all members including Community Activist

and any project staff attended will introduce themselves,

 During the introduction the members will tell their name, Village
name, group name, her designation in the group, VO name and her
designation in the VO. This will enable the members to shed shyness
and get confidence.

3) Attendance

 The VO – OB will take roll call of the members and find out who
are present, who are not present,

 For the absentee members if there are no justified reasons, the

VO will go for imposing fines.

 The Community Activist will record the absentees names and the
fines imposed against them in the minutes book.

 The Community Activist will also readout names of the member

and fines imposed,

 The imposition of fines will act as deterrent and ensure full

attendance of members,

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 4) Review of previous meeting minutes:

o The Community Activist will readout important decisions and

resolutions of the previous meeting requiring follow up in the
present meeting;

Eg:-
 The fines imposed in the previous meeting are to be collected
now:
- Loans disbursed through MCP whether grounded or not

- Assets procured by the members whether verified by non-

loanees of SHGs /Asset verification committee of VO

- Previous meeting collections whether remitted in to Bank

A/c or not, Bank Challans are to be produced in the
meeting for members information and are to be recorded in
VO minutes Books

- Previous month loan defaults whether they have brought

amounts for the present meeting

- Previous month CIF repayments to MS their cheques

handed over / Bank remittance Challans are to be shown in
the current meeting

- VO representatives will produce the receipt, and VO pass

Book

- Whether for any social issues action initiated in the

previous meeting, present stage and follow up action
needed is to be discussed

5) Collection of CIF Loans:

 SHG wise the representatives will repay the CIF loan installments.
The treasurer will receive the collections and the SHG pass Books

 The Community Activist will first record the SHG wise collection in
the minutes Book and tally the total amount received by the VO,

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  The Community Activist will prepare the receipts, make entries in
the loan ledger and SHG pass Books and obtain the signatures of
president and treasurer in the relevant columns

 The treasurer will handover signed receipts and pass Books to the
respective representatives of the SHGs

 The Community Activist will prepare DCB statement for the current
month and bring to the notice of VO-OB and members about the
defaulted SHGs for repayment in the following meeting

 This system will induce regular repayment culture among the SHGs
and create transparency in the VO members about the financial
transaction

6) Review of Loan Repayments under SHG Bank linkage programme:

0.15Minutes;

o The VO will maintain dummy loan ledger under SHG bank linkage
and review loan repayments to the bank,

o SHG wise representatives will produce bank loan repayment

Challans and bank loan pass Book to the VO- OB for verification
and conformation,

o The Community Activist will make entries in the dummy register

about the repayments as per Challans,

o The Community Activist will prepare DCB statement under SHG

bank linkage and will readout for the information of the members,

o The VO-OB will review the defaulter SHGs and take commitments
for repayment of bank loans,

o This system will induce regular repayment culture of bank loans

among the SHGs and the VO’s effort will be appreciated by the bank

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 7) Review of SHGs performance through Maasanivedika:
0.30Minutes;

o Each SHG will furnish SHG Maasanivedika to the VO – OB

o VO – OB will review SHG performance through Maasanivedikas
o The review covers the items like:

1. Weekly meetings

2. Members attendance

3. Fines collected

4. Weekly Savings

5. No. of Small Loans issued

6. No. of Big Loans issued through MCP

7. Recovery performance as per members DCB statement

8. Whether bookkeeper is writing book of Accounts in the

meeting.

9. Any Social issues brought to the SHGs notice by the

members and handled at SHG level

o After review of SHGs performance through Maasanivedikas, the VO

will give grading to the groups in three categories namely A, B, C .

o For B and C category groups, facilitation support by VO sub-

committee and CA will be finalized for implementation,

o Fines will be imposed on the SHGs who do not produce

Maasanivedikas,

o This system will fulfill VO prior responsibility of monitoring SHGs

to improve them.

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 8) Review of Community Activist :

 Community Activist is expected to facilitate SHGs by attending their

night meetings

 Community Activist will readout his /her work done report which
covers no. of SHGs facilitated by attending their schedule meetings in
the nights, books of accounts verified, group level members trainings
conducted, any Government programmes and services brought to the
notice of the members etc.

 This system will contribute towards strengthening of SHGs

 VO-OB will pay Community Activist honorarium based on his /her

performance in the VO meeting.

9) Sanction of Loans through MCP :

1. Based on the criteria for eligibility, the SHGs will be given training to
prepare micro credit plans for bringing in the next meeting,

2. In the case of SHGs who have already prepared MCPs, all the members of
the concern SHGs will present the MCPs to the VO in the VO meeting,

3. If sufficient funds are available with VO, VO will sanction the MCPs from
its own funds directly to the SHGs,

4. If VO has to approach MS for CIF loans, VO and SHG members will

present the plan in the MS meeting and arrange CIF loan to SHGs,

5. If the MCPs are to be presented to the bank, SHG Bank linkage committee
of the VO will assist the SHGs to approach the bank for sanction,

6. After sanction and release of CIF loan the Community Activist will record
in the VO ledger and SHG passbook all the loan details.

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 10)Review of Receipts and Payments and Income and Expenditure Statements:

o The Receipts and Payments statements and Income and Expenditure

statements for previous month will be prepared and presented by
Community Activist for review by Village Organization in the current
month meeting.

o This system will enable all the members to understand the financial
health of VO and take appropriate economy measures.

11)Other Items :

 Social issues,

 Government programmes, and services,

 Review of paraprofessionals’ work

12)Closure of the Meeting:

7. At the end of the meeting, the Community Activist will readout all the
resolutions recorded in the minutes book and obtain the signatures of all the
members and handover the records to the VO-OB for safe custody.

8. The VO president will finally announce the closure of the meeting.

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 VO – GB Meeting Seating Arrangement
Secretary President Treasurer
Visitors

VO Staff
SHG - 1 Community
Activist

SHG - 2

SHG - 3

SHG - 4

SHG - 5

SHG - 6

SHG - 7

SHG - 8

SHG - 9

SHG - 10

997411445.doc Page 18 of 33
7B. Agenda for Village Organization General Body Meeting :

1) Prayer : - 5 Minutes

o All members will sing “ Jeevithana gelupundani………” song

o This will bring unity and solidarity among the members

2) Introduction: 15 Minutes

o Starting from VO-OB all members including Community Activist and

Project Staff attended the General Body meeting will introduce
themselves,

o During the introduction, the members will tell their name, and their
group name, her designation in the group and the VO name.

o This process will induce more confidence in the members

3) Attendance: 15 Minutes

 The VO-OB will take roll call of the members and find out who are
present and who are absent

 For the absentee members, if there are no justified reasons, the VO will
go for imposing fines as per meeting norms

 The Community Activist will record and readout the absentees and the
fines imposed against them

 This system will act as a deterrent and ensures full attendance.

4) Review of previous meeting minutes: 15 Minutes

 The VO – GB will review important decisions taken in the previous

meeting and finalize the follow up action.

 The item covers issues like fines to be collected from the absentee
members, progress achieved in conducting trainings, reports of the asset
verification committees, action taken on the social issues, Government
997411445.doc Page 19 of 33
 Programmes accessed, stage of action at MS level on the issues referred
to them, etc.,

 This review will bring consistency and continuity on the follow up

action in all issues,

5) Training and capacity building activities: 15 Minutes

 The VO – GB identifies weak SHGs for group level members trainings

to ensure that all the SHGs receive such trainings

 The VO – OB will facilitate identification of new Bookkeepers for

induction training and refresher training for already trained
Bookkeepers in order to achieve the ratio of one Bookkeeper for every
two to three groups,

 The VO – OB will identify eligible SHGs formed with POP category for
preparation and sanction of MCPs under SHG – Bank linkage
programme or CIF funding,

 The VO – OB will assess training needs for community activists, para-

professionals, VO-EC, OB and sub-committees and decide to approach
Mandal Samakhya for arranging such trainings.

6) Review of the performance of VO Sub-Committee: 20 Minutes

1. Asset Verification Committee

o The VO – GB will review the asset verification committee to find out

whether the assets created and loans utilized for various purposes as per
MCP are 100% verified. The committee will also present a report to the
VO – GB in its meeting

o In case any deficiencies are noticed in the asset verification, the

committee will bring to the notice of the General Body through their
report. The VO – GB will also entrust the responsibility to the VO – EC
for taking necessary action.

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 2. SHG Bank linkage Committee: 5 Minutes

 The VO – OB will identify eligible SHGs through SHG bank linkage

committee and refer to bank for bank linkage,

 The SHG bank linkage committee will coordinate between the branch
manager and eligible groups for arranging bank linkage

 The SHG bank linkage committee will report to the General Body about
the progress achieved in bank linkage,

 The VO – GB will identify the defaulting SHGs and refer to SHG bank
linkage committee for follow up measures in the repayment of loan
overdues to the bank concerned,

 The SHG bank linkage committee after taking necessary steps will
report to the VO – GB on the progress achieved

3. SHG Monitoring Committee: 5 Minutes

 The VO – OB will assess the weak SHGs and defunct SHGs and refer
them to SHG monitoring committee for field visit and provide
facilitation support during their meetings for improving their
performance,

 The SHG monitoring committee will attend such SHG meetings,

diagnose the reasons for their deficiencies and provide regular
facilitation support and guidance for improvement

 The SHG monitoring committee will also assess the training needs for
such SHGs and report to VO-GB,

 The VO-GB will approach the MS for arranging necessary trainings and
further facilitation support

4. Social Action Committee: 5 Minutes

o The VO – OB will assess the prevalence of social issues like child

labour, early child marriages girl children dropouts, alcoholism cases of
domestic violence, cases of bonded labour etc., in the General Body
meeting and refer such issues to the social action committees for making
household visits of such members,
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 o The social action committees will also motivate the households to shed
such practices and bring awareness among the member households on
the problems and the need to take necessary steps for arresting such
practices,

o After household visits, the social action Committees will present the
reports to VO – GB,

o The VO – GB will take action to eliminate such practices completely if

necessary by taking the support of MS and the Government departments
concerned.

7) Access to Government institutions, Programmes and Services: 30 Minutes

 VO – GB will identify a cadre of Community Activists and

para-Professionals like CA, Livestock activist, Community health
activist, Education volunteer and get them trained with the support
of MS and line departments and utilize their services for accessing
Government programmes and services,

 VO – GB will identify the needs of the Poor like:

1. House sites and housing

2. NREGS works
3. Safe drinking water
4. Old age pensions
5. Widow pensions
6. Disabled pensions
7. ISLs
8. Street lighting in the SC, ST colonies
9. Roads and drains
10. Land access and development, etc.,

- VO-GB take action for bringing these issues to the

notice of Mandal Samakhya through VO – EC and
achieving them
- The VO – GB will constantly review the stage of
progress on these items and take steps to achieve them
for the benefit of the Poor.

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8) Presentation of VO-OB’s Bi-monthly report in the GB Meeting:
10 Minutes
 The VO–OB will present the bi-monthly report in the VO-GB
 This report covers items like

1. No. of SHGs formed with POP and Poor

2. No. of SHGs defunct

3. No. of left over POP and Poor households,

4. No. of SHGs switched over to weekly meetings, weekly savings,

internal lendings and good bookkeeping

5. No. of trained bookkeepers available and the ratio of

bookkeepers to SHGs,

6. No. of eligible SHGs formed with POP and Poor assisted under
SHG bank linkage programme

7. No. of eligible SHGs leftover,

8. No. of SHGs received CIF loans

9. No. of eligible SHGs leftover,

10. SHG wise recovery performance of groups,

11. Grading of SHGs into A, B, C categories,

12. Success stories of SHGs in terms of child labour removal,

prevention of early child marriages, education to girl children
particularly higher education, cases of bonded labour elimination,
cases of domestic violence solved, etc,

13. Government programmes like housing, NREGS, paavala vaddi,

maternity benefit scheme, pensions, safe drinking water, street
lighting, ISLs, etc., accessed by the members,

14. VO recovery performance and financial health in terms of

income and expenditure.

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 8. CIF Management at VO level:

1) In the Mandal Samakhya meeting

Village Organization is selected based
on selection criteria for Village
` Organization for preparation and
presentation of SHG – MCPs.

2) In the VO meeting, the SHGs are

selected based on selection criteria for
SHGs for preparation and presentation
of SHG – MCPs.

3) SHG will conduct a meeting with all its

members to finalize family investment
plans at household level and come up
with member wise plan.

4) In the SHG meeting, after discussion

the members finalize SHG micro credit
investment plan and evolve terms of
partnership between SHG and its
members. (Members)

5) The SHG members will take this plan VO meeting and present the
plan along with TOP.

6) After appraisal the VO will indicate credit limit to be sanctioned based

on their available resources and the funds to be borrowed from the
Mandal Samakhya.

7) The VO based on the above indications will ask the SHG to come up
with prioritization plan as per the credit limit and the rotation plan for
the coverage of the remaining members.

8) The SHG members will conduct their meeting and finalize the
prioritization plan giving preference to POP and the needy members.

9) The SHG will take these plans to VO meeting and present them before
the VO members.

10) The SHG concerned and the VO will also evolve terms of partnership
between them.

997411445.doc Page 24 of 33
 11) Then the VO and SHG representatives will attend the MS-RGB
meeting and present the plans along with TOPs.

12) After appraisal, if MS is satisfied the plans will be sanctioned and the
funds will be released to VO.

9. SHG Bank linkage Monitoring process at VO level:

1. VO-GB will constitute SHG Bank linkage

Committee from VO members

2. This Committee consists of 3 – 5 members

selected from VO members.

3. SHG Bank linkage Committee will be trained

to handle SHG Bank linkage issues at VO level.

4. This committee will identify eligible SHGs for

bank linkage programme based on the following criteria.

 SHG formed with POP and Poor;

 SHG conducting weekly meetings, weekly savings and internal lending;
 SHG having good repayment track record
 SHG engaging trained bookkeeper;
 SHG introduced good bookkeeping;

 SHG introduced Maasanivedika for review of its performance.

3. The eligible SHGs will come up with MCPs for accessing bank
linkage.

4. The MCPs as per usual procedure will be appraised in the VO

meeting and then forward them to the bank for financing.

5. The VO will maintain SHG Bank linkage dummy loan ledger

for maintaining the recovery performance of SHGs financed by
the banks.

997411445.doc Page 25 of 33
 6. The monitoring activity will be done in the VO-EC meeting
every month.

7. In the VO-EC meeting defaulter SHGs will be identified and

the SHG Bank linkage committee will visit such SHGs in the
SHG scheduled meeting and improve the recovery
performance.

8. In the VO Maasanivedika, SHG Bank linkage DCB statement

is filled up by the CA and report will be taken by VO
representatives to the MS-RGB meeting every month.

10. VO Sub-committees role and responsibilities :

1) VO-GB constitutes sub-committees to monitor its activities

directly by themselves for achieving self reliance.

2) VO-GB constitutes following sub committees for VO members

and each committee will have two to three members.

a. SHG monitoring committee

b. Asset Verification Committee

c. SHG Bank linkage Committee

d. Social Action Committee

e. Other committees will be constituted as per their

needs.

3)A. SHG monitoring committee will attend SHG scheduled weekly

meetings and identify weak and defunct SHGs from time to
time and provide facilitation support in their meetings for their
improvement. This committee will also identify left over POP
and Poor and form new groups. The committee will also
identify defaulter groups,. Attend their scheduled meetings
and take steps for improvement of recovery.

3)B. Asset verification committee will conduct 100% verification of

assets procured by SHG members through MCP loans. During
the verification the committee will assess whether the value of
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 the asset is proportionate to the loan amount taken by the
members, quality of the asset, insurance coverage in the case
of live stock, etc.,

3)C. SHG Bank linkage committee will identify eligible SHGs for
bank linkage and co-ordinate with the banks for arranging
bank loans. The committee will also watch the recovery
performance of the SHGs financed by the Banks.

3)D. Social Action Committee will attend SHG meetings and identify
social issues like child labour, members bonded labour, Child
marriages, domestic violence etc. and motivate the members
alcoholism to make efforts to shed these practices. The social
issues brought by the SHG representatives to the VO EC /GB
meeting will also be taken up by this committee.
3)
4) VO – Sub-committee attends VO-EC /GB meetings and present
their reports about the issues emerged and action taken.

5) The VO-Sub-committees will be trained by the Mandal

Samakhya on their functional subjects.

11. Need and importance of VO Bookkeeping :

1) VO acts as a financial intermediary between SHG and MS.

2) Vo borrows CIF loans from MS and on lends to SHG.

3) VO collects loans recoveries from SHGs, retains its margins and

remits loan repayments to MS.

4) VO conducts regular EC and GB meetings and takes various

decisions on financial management, access to Government
programmes and services, reviews of SHGs performance and review
of VO staff etc.,

5) VO conducts review of SHGs through Maasanivedikas and give

grading to SHGs about their performance.

6) VO shall maintain transparency in all its financial transactions

decisions and resolutions.

7) VO will maintain the following records:

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 1. Meeting minutes register.

2. Attendance register.

3. Saving register.

4. Loan ledger.

5. DCB Register.

6. General ledger,

7. Cash book.

8. Receipt book.

9. Voucher book.

10. VO Maasanivedika.

11. VO pass book.

12. VO Bank pass books.

13. Bank linkage dummy loan ledger.

14. Village Poverty Document.

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12. Community Activist selection, role and responsibilities :

I. Selection: -

VO-GB will select and appoint the Community Activist for the VO as per
the following criteria;

1. Community Activist must have studied up to 10th class

2. Community Activist must be resident of the same village

3. Community Activist belong to BPL household

4. Community Activist must be in the age group of 25 – 45

years

5. Preference will be given to persons worked as SHG

bookkeeper

6. Community Activist must have patience, commitment and

integrity

II. Honorarium : -

1) Community Activist will be paid remuneration from VO

earnings.

III. Role and responsibilities: -

 Community Activist is an employee of the Village

Organization only but not the project.

 Community Activist is responsible and accountable to

Village Organization only.

 Community Activist shall regularly attend VO-EC and GB

meetings and provide facilitation support.

 Community Activist will attend SHGs scheduled meetings

and provide facilitation support.

 Community Activist will regularly verify SHGs books of

accounts and give guidance to SHG bookkeepers.
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  Community Activist will organize left over poor in to SHGs
and conduct regular trainings to SHGs.

 Community Activist will attend review meetings and

trainings conducted by Mandal Samakhya.

 Community Activist will present a monthly report about

his /her performance to the Village Organization.

 Community Activist will build awareness in VO members

about government programmes and services.

13. Para professionals selection, role and responsibilities :

1. The VO engages the services of paraprofessionals like

Community heath activist, education volunteer, and live stock
activist as per the needs

2. The VO-GB will identify and select the educated youth from the
members households to work as paraprofessionals.

3. The VO-GB will organize technical training to their activist by

the line departments with the support of Mandal Samakhya.

4. The paraprofessionals after the training is completed, will work

with VO to provide services to the VO members by
establishing linkages with Government institutions
programmes and services

Eg:-

a) Community health activist will establish with primary health

centre, sub centre, and ICDS units,

b) Education volunteer will establish linkage with ICDS, primary

school, upper primary school, bridge schools if any in the
area established for child labour removal,

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 c) Live stock activist will establish linkage with rural live stock
unit/ veterinary dispensary, etc.

5. The paraprofessionals are engaged by the VO and shall be paid

honorarium from VO earnings.

6. The paraprofessional like livestock activist by giving services

like first aid, vaccination, artificial insemination will collect user
charges from the VO members as and when the services are
rendered.

7. The paraprofessionals will maintain personal records about the

services provided to the VO members and will present
monthly work done reports in the VO-EC /GB meetings.

8. The paraprofessionals will also be in constant touch with SHG

members to assess the service needs and render the services
family.

9. The paraprofessionals will also attend SHG scheduled meetings

to assess the needs of members from time to time.

14. Convergence with Government Institutions programmes and services :

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 1) The paraprofessionals are the link workers between the community
and the Government institutions.

2) The VO will achieve convergence with Government institutions and

services through the paraprofessionals.

3) The paraprofessionals like Community health activist, livestock

activist and education volunteer will receive formal training in their
respective technical fields by the line departments and the training
institutes.

4) They will also receive generic training about the Community

Institutions (SHG – VO – MS) and their interface with these
institutions including their roles and responsibilities from Mandal
Samakhya.

5) The paraprofessionals shall attend the SHG, VO meetings and also

make household visits of the members to identify the issues:
Eg:-
a) C.H.A will identify pregnant women, lactating mothers for
reproductive Health care, mother and child health care
measures by linking with P.H.C, sub centers if necessary
private nursing homes also.

b) LSA will identify needs of the members like first Aid and
treatment of minor ailments for animals, Vaccination and
Artificial insemination including asset management training
by linking with veterinary dispensaries.

c) Education volunteer will identify the child labour and the

school dropouts and get them enrolled in Bridge schools,
primary and upper primary schools by establishing linkages
with them.

6) The paraprofessionals will attend VO meetings and present their

work done reports. The VO will review their work and pay monthly
honoraria from its earnings.

7) Mandal Samakhya builds awareness among the VO – OB members /

CA by arranging trainings on various Government programmes so
that the members would receive benefits under such programmes.

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 15. Village Organization Training Plan

S Participants Training
Subject Duration Methodology Trainer
No. Materials
Charts
Interactive
 Why VO and What is VO Markers Community
1 ½ Day Lecture VO-OB /EC
 VO objectives, Note Books Trainers
method
Pens
Charts
Interactive
 VO constitution Markers Community
2 ½ Day Lecture VO-OB /EC
 VO role and responsibilities Note Books Trainers
method
Pens
Interactive Charts
 VO meeting process Lecture Markers Community
3  VO meeting Agenda for EC and GB 1 Day VO-OB /EC
method/ Note Books Trainers
meetings.
Role play Pens
 CIF Management at VO level Charts
Interactive
 SHG bank linkage and monitoring at VO Markers Community
4 ½ Day Lecture VO-OB /EC
level Note Books Trainers
method
 VO sub committees Pens
Charts
 Need and Importance of Bookkeeping Markers
 Community Activists / Paraprofessional Interactive Note Books
Community
5 roles ½ Day Lecture VO-OB /EC Pens
Trainers
 Convergence with Government method Block Board
Institutions and services. Chalk
pieces

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