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Minutes from Trustees Meeting
27/03/2006

Present:
Evans Ondaiki, Janet Strevens, DAvid Morgan,


Minutes:

EBURRU SECONDARY SCHOOL TRUST

MINUTES OF MEETING HELD 27TH MARCH 11 am at

Eburru secondary school

  1. PRESENT.   Evans,  Strevens, Morgan. APOLOGIES from Lily, V Corr,  GMA, Solomon
  2. Correction of minutes  held 7th Feb. 2006

i.       6.d. Simon harries came to see Evans in 2004 not 2003

ii.       7.  Qualified teacher costs ₤ 1152 per year.  A Year’s fees for a student are ₤ 108 per year   Boarding ₤47 per year.  Examination fees for Form 4   ₤ 29.

  1. Matters Arising.

i.        It was stated that a generator was not appropriate and apologized to Evans.  However, Evans stated that he had taken matters in hand  and had bought a hand operated Gestetner from Nakuru as they were desperate for exam papers to be duplicates.

ii.       A meeting had been held with Mr. Harris( H.S.K)  in Gilgil. It was reported that the quality of the work was of a high standard but it was still not clear about the funding.

4.     HM feed back from the board.

i.        Evans stated that the board had agreed that the money from Bonik should be spent on renovations.

ii.           Bursaries for payment of school fees by individual donors found by      Val. Evans has given Val profiles of high achievers in all forms. The board had agreed with his choices

ii.       BURSARIES/SCOLARSHIPS.  Evans reported that the Primary Schools were in agreement with the Scholarships.

  1. Procedures for operating the Trust.

DM explained that the school board must apply for funding for a project.  The trustees would then assess the suitability and if acceptable would release money from the trust.  The forms provided by GMA could be used as a record of proceedings although DM thought they were too brief.  We did not amend. The trustees would then act as consultants to make sure the project was suitably carried out and would be responsible to the school board for carrying out this checking.

  1. Contractors and Tenders.  Evans showed us a quotation for 3 million shillings he had received from a contractor, Ndirito, (connected to HSK) who had surveyed the school.  It was agreed that we show the same specification for the work done minus the prices to 2 more contractors that DM has contact with.  It was stated that the time to be taken for these renovations would be quite crucial also as to when they could start.

  1. SCHOLARSHIPS, these are the 10 scholarships to be given to the primary schools and paid for by the trust..  Evans if to draft a document for the Primary Schools.  BURSARY is the name given to the pledges by Val’s and others contacts who want to help a child through their education.  It was decided that as soon as Val’s money is in the bank that we pay , in arrears from January, for the children selected.

  1. CONDITIONS FOR BURSARIES AND SCHOLARSHIPS.

In order to check that these are being managed correctly, the following conditions were set.  Evans said that the bursar would supply all the information for these children.

SCOLARSHOIP FROM PRIMARY

BURSARY STUDENT

 

 

Photo of student

Photo of student

Full name of Student

Full name of student

Date of Birth

Date of birth

Male//female

Male/female

KCPE result

KCPE result

Position in year

 

Parents /guardian consent.

Parent / Guardian consent

ID of parent / guardian

I/D of parent / guardian

Termly invoice sent to Trust .

Termly invoice sent to Trust

Receipt sent to Trust each term

Receipt sent to Trust each term

.

The student must be available for interview at all times for visiting donors.

IN CASE OF :_-

1.     poor performance

2.     move from area

3.     death

4.     or any other problem

                                  The trust MUST be informed immediately.

 

  1. Teacher Development.  DM asked if we could help in teacher training.  Evans said that the main problem for lack of motivation was the work load of the teachers and the low pay.  He said he would be grateful for any help.
  2. AOB

i.         DM suggested that we have another signatory on the cheques because 2 of the signatures were ex officio and could move at any time. It was proposed (JS) and seconded( DM) that Lily be approached to be another signature.  J.S agreed to ask her.

ii.       DM also questioned if the ex officio members had any voting rights and were they part of a quorum.?

  1.  Date for next meeting.  DM said that he thought it was very important that we try and get all the trustees together as we would probably be in a position to agree on a contractor for the renovations.

NEXT MEETING WEDNESDAY 12 TH APRIL 2006 AT 2 PM

Meeting was closed at 12.50 pm.

Tasks

EVANS.  Urgent,  Write off to Primary schools offering scholarships from Eburru Secondary school Trust.

JS.  Minutes.  Write and distribute. Inform trustees of nest meeting. Letter to Lilly. Prepare list of renovations to be distributed to contractors. See bank

Corr.  I/C Bursaries (thankyou)

DM.  Distribute list of work to contractors and obtain tenders.