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Minutes from Trustees Meeting
18/09/2009

Present:
Peter Nganga (PN) Abinther Otiende Lugadiru (AOL) Rosaniah Gwiyo (RGO) Musa Gashago (MG) Halima.J.Kofa (HK) Abas Kunyo (AK) Anthony Gross (AFG) Sarah Cooper (SC)


Minutes:

Minutes of the MSST Trust Meeting

September 18th 2009,  Nairobi

In attendance:

Peter Nganga (PN)

Abinther Otiende Lugadiru  (AOL)

Rosaniah Gwiyo  (RGO)

Musa Gashago  (MG)

Halima.J.Kofa (HK)

Abas Kunyo (AK)

Gill Marshall-Andrews (GMA)

Anthony Gross (AFG)

Sarah Cooper (SC)

The meeting was opened with a prayer from RG.

1.      Matters Arising

i.         MG told the meeting that an IT technician had now been found for the school but that there was no salary available. PN explained to the meeting that this had now in fact been resolved.

ii.       The dormitory is now finished due to CDF funds being made available, and is now being used by the students. PN also explained that the CDF had pledged 1.2M to build another two classroom block and that the constructor was already on site and delivered some of the materials.

iii.      AOL and RG agreed to send detailed list of travel expenses, with receipts if possible, to SC with regard to their trip to the UK.

iv.     AFG suggested that the Trust had a petty cash fund and receipt book. GMA stressed that she was keen to see the use of cash minimised.

v.       The meeting agreed that expenses meetings in Nairobi for travel, accommodation and living expenses should be set at KSh3,000/= per trustee travelling from Garissa.

vi.     The meeting considered the games proposal and it was agreed that SC would contact two other suppliers to compare prices of sport equipment. GMA stressed that any proposal needed to show good value.

vii.    GMA explained to the meeting that TAS wanted to concentrate on improving schools. She had recently spoken to the Ministry of Education who had explained that they would sort out food for particularly needy schools. She asked the trustees to provide a ‘wish list’ of their priorities. GMA also asked PN to provide as comprehensive list as possible of what happened to Form IV students (2008-2009) when they left school – how many went on to university, college, teacher training colleges, found other employment etc. This exercise could be repeated for 2009-2010 to compare performance. GMA stressed that it was important to see whether there had been any improvement, and whether the investment was having an effect.

viii.  Re: work experience, RG had approached several organisations in Garissa. Many weren’t keen on the concept of accepting Form IV students for work experience placements. However, a number of the larger organisations, including CARE and Kenya Red Cross were interested. AFG stated that he would be prepared to take on a Form IV student. He also suggested that RG and AOL approach local businesses to see whether there would any opportunities, for example supermarkets, stores, local companies etc. GMA also suggested that the school write a document outlining the needs/requirements of the work placement and that this could form the basis of an informal contract between the student and the employer.

2.      New Classroom Block

PN clarified that all problems regarding the new block had been sorted and SC said that the retention had now been paid to Kimanzi.

3.      Dormitory

PN confirmed that the CDF had now provided all the funds for the dormitory to be completed and that the students were using the dormitory.

4.      Waldgegave Trip

 

AOL and RG told the meeting that the Waldegrave trip had been hugely successful, and explained that the British teachers had written a blog during their visit which would give a flavour of the trip. This can be found at madogo.wordpress.com.

5.      ISSB Machine

SC had contacted Makiga Engineering Company and the ISSB machine had already arrived at AF Gross’s offices. It was agreed that the machine be sent immediately to Garissa. AFG organised transport to Eastleigh, and PN would organise the transport of the machine at a cost of KSh6,000/=. SC gave PN the money at the meeting. SC agreed to contact Makiga Engineering Company to organise the training at Madogo Secondary School for mid October.

6.      Other Proposals

Games

AOL introduced the proposal for games equipment. The meeting considered the figures, but it was felt that there should be at least two other quotes from separate companies to ensure good value. SC would contact other companies in Nairobi to organise this and the figures could then be compared at the next meeting.

Cake Baking

AOL introduced the baking proposal with financial plan and written summary. The meeting considered the figures and suggested that the plan be revised. GMA suggested using it as a pilot exercise, to practise using the financial template. The numbers could be scaled down and revised, and returned to SC and AFG for further input. It could then be discussed further.

Chickens

PN introduced the proposal to rear chickens, providing a financial plan and overview of the project. It was agreed that the plan was too ambitious and should be scaled down. It was generally felt that income generating plans should start on a smaller scale to see whether they would become successful, rather than putting in a proposal for a large amount of money from the outset. The meeting agreed that there were possibly other priorities, for example a new laboratory.

The meeting agreed that any project needed to enhance the pupils’ learning and lives. For example, running a small business such as rearing poultry could become part of the curriculum, whether it was purely a paper exercise or eventually becoming a real project.

GMA congratulated the meeting on the progress that had been made on the presentation of proposals, with the addition of a financial summary. She wanted to praise the hard work and efforts of those involved and urged them not to be deterred from continuing to improve those plans. It was essential that there was good communication between those trustees based at Madogo and with SC and AFG, in order to work together on such projects.

7.      Arsenal Gap Programme

GMA reintroduced the idea of the Arsenal Gap Programme to the meeting. She explained that Madogo Secondary School need to submit a proposal, clearly stating how they feel it would benefit their school. It was felt that they should apply for two coaches for one month to start with. They would need to give details such as what support the coaches would receive and from whom; where they would stay and what transport provisions could the school provide; their possible programme/time table; how the coaches would be used within the school timetable, e.g football coaching, English lessons, peer teaching, help with IT etc.

PN explained that he thought the coaches would be of huge benefit to the school. He suggested that the Games Dept, English Dept and IT Dept should all work together to come up with a possible timetable and discuss logistics etc.

Possible venues for accommodation were discussed, such as Nomads, which was deemed too expensive, the Govt Guest House, and the Catholic Guest House, which was very safe but quite far out of town.

GMA was confident that the plan could work, but good communication between all parties was essential.

8.      Strategic Planning

GMA explained that TAS would be interested in seeing the Development Plan. PN said that there is one for 2010-2012, which arose after the inspection report for the Ministry of Education. The report touched on both academic and non-academic areas and the inspector had outlined a number of infrastructural demands which had been prioritised. It also identified who was responsible for what. PN explained that they would be setting the date to launch the plan and making it official.

 PN agreed to email the document to GMA and SC after the meeting.

9.       Any Other Business

i.         RG thanked GMA for attending.

ii.       MG thanked everyone and asked whether TAS would support students who couldn’t afford to attend university, GMA explained that unfortunately that was not part of TAS’s agenda.

                                                   

iii.      HK wanted to thank TAS on behalf of all parents at Madogo Secondary School.

iv.     AK explained that Madogo Secondary School now came uner a new district, Bura District. This area covers the divisions of Bura, Madogo and Bangal.

v.       PN explained that the school had now received KSh500,000 from the Ministry of Education. They had so far bought 20 tables and 40 benches, and have also put in a triple pit latrine for staff. They had also put up a gate at the main entrance to the school land. He was hoping to plant more trees around the perimeter of the school land for demarcation.

vi.     GMA expressed her gratitude to all involved and explained that Madogo Secondary School was working well with TAS and that other schools were looking at the model.

PN closed the meeting with a prayer.

Action Points

·         AOL & RG to send detailed list of expenses

·         SC to contact other games manufacturers

·         PN to provide list of what happens to Form IV leavers (2008/09)

·         RG and AOL to contact local businesses re possibility of work experience placements for Form IV students

·         SC to contact Makiga Engineering Services to organise training

·         PN to write proposal to send Arsenal Football Club for discussion at next meeting

·         PN to email Development Plan to GMA and SC

Next meeting - Tues 17th November @ Madogo Secondary School