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Minutes from Trustees Meeting
27/10/2011

Present:



Minutes:

Madogo Secondary School Trust Meeting

October 27, 2011

at Madogo School

Trustees:

Peter Ngang’a (PN)

Robert Maina (RM)

Rosaniah Gwiyo (RG)

Lainie Reisman (LR)

Hussein Waju (HW)

In attendance:

Raphael Ngera, Manager Equity Bank Garissa (RN)

Munuhe Kibui, Branch Manager KCB Garissa

Abdullahi, KCB

Thomas Mailu, District Warden, KWS

The meeting opened with a prayer.

Action Points from Previous Meeting

· GMA to follow up with Arsenal

Pending

· SK to confirm July workshop details with British Council

Madogo not invited to the workshop, LR and/or GMA to contact Ted Aloo at BC

· LR to submit proposal from recommended contractor (Nyoike Cleaner and Construction) to TAS for approval.

Submitted

· PN to initiate discussions with Nyoike regarding how long the quote is valid for and to begin drafting contract.

Contract signed

· PN and HW to contact CDF about possible Board membership

Contacted, although CDF did not attend meeting

· PN and HW to contact Equity Bank and KCB Bank about possible Board membership.

Contacted, in attendance at the meeting.

· SK to contact KWS about Board membership.

Contacted, in attendance at the meeting.

· PN and AOL to draft new proposal for innovative learning

New proposal submitted

· HW to lead delegation to the DC regarding the land issues.

Council letter of allotment issued (attached)

· SK to contact KWS

Contacted, in attendance at the meeting

· PN and AOL to contact Computers for Schools

Pending

· PN and AOL to submit new proposal taking into account discussion on innovation in learning. PN to update MSST on end of term grades.

Pending

Fencing Proposal

The Board discussed the pending fencing proposal, of which TAS had transferred 25% of the estimated cost with disbursement conditioned on other donors providing support. HW updated the group that the land issue had been resolved through the issuance of a letter of Allotment issued by the local government. Madogo is the first school in Tana to get such a letter of allotment.

The school still continues to have boundary sssues, particularly on the Eastern (Side A) and Western (Side B) sections. Recently, radio transmitter posts were installed on school grounds without any consultation with the school.

Participants KWS, KCB, and Equity all agreed to consider a request for partial funding.

· PN and RM to draft fencing proposal and submit to KWS, KCB, Equity and CDF including comment on TAS commitment.

KWS input

Warden Mailu agreed to consult with his predessor, support a fencing proposal and welcomed a nomination to the MSST Board. He also suggested any fencing be done in plastic or concrete to avoid cedar posts which are vulnerable to theft and pests.

Equity Input

Manager Ngera welcomed the group and appreciated the chance to support Madogo. He discussed equity support in the region for university sponsorship, environmental support, non-academic talent, and its wings to fly program (school scholarships) through the Equity Group Foundation.

KCB input

Brank manager Kibui informed the Board of the KCB Foundation which focuses on school, materials, and furniture. He explained that it would be good for Madogo to submit a proposal in December to coincide with funding cycles.

Science Lab Update

The Board visited the fully completed science lab and was informed about the challenges faced by the Contractor Nyoike when the concrete benches that had been installed had to be demolished and replaced due to poor workmanship of previous contractor. All members of the school, as well as the KWS representative, verbally confirmed the additional work needed by the done. LR agreed that a revised request would be submitted to TAS, but in the future TAS should be informed prior to a work commitment being made. The additional funding required is K44,600/. The lab has subsequently been inaugurated and used for the recent exams.

· LR to submit additional funding request and proceed to disburse balance. Original proposal K557,230 + K61,290 (first escalation, approved) + K44,600 (additional funding) = K663,120. Amount disbursed to Madogo on 1 July K309, 260 (50% of original cost). 10% 6 month retainer = K66,312. Balance to disburse = K287,548.

New and Pending Proposals

Science Lab Completion – See notes above, additional request for K44,600 to cover additional costs.

Computer lab Assistant – In order to enable greater access to the computer lab for students, both afterschool and on the weekend, the school is requesting K80,000 for the year to cover an additional 36 hours per week (4pm-9pm Monday – Thursday, 8am to 5pm Saturday, and 2pm – 5pm on Sundays).

Technology assisted learning – In order to offer improved teaching methodologies, the school requested funding to support the conversion of two classrooms into technology assisted learning centers by installing TVs and DVD players. The estimated cost is K98,000. In the event that the Camara Computer lab project is funded, this request could be re-evaluated to install the TVs in the mess hall and/or the one additional classroom. TAS Secretary suggested an additional budget incrase of K10,000 to purchase educational content (DVDs) bringing the total cost to K108,000.

Camara Computer Project – Madogo is interested in participating in the Camara project and requests the corresponding support of 113,233 (1/3rd of 339,700). However, in also to upgrade the facilities they also require an estimated K699,100. The school is unable to raise the additional costs at this point in time to upgrade the facilities.

Reporting on Prior Proposals

Sports Items - A full accounting was provided for the sports items which the secretary visually inspected. However, of the K120,000 provided K19,700 was used to cover the travel costs for the Headmaster and sports master to go to Nairobi to purchase the equipment. LR commented that this seemed excessive and unnessary at that in the future a trip could have coincided with a TAS meeting.

Waldegrave – A CD was shared on the Waldegrave visit.

Asako Bursaries – The marks of the four Asako bursaries were shared. It was noted that performance was poor and attendance was an issue. LR counseled that bursaries should only be given to students applying themselves and the school might reconsider funding youth we are not attending school.

· PN to review bursaries and report back.

Replacement Board Member(s)

The Board voted unanimously to invite Raphael Ngera, Manager Equity Bank Garissa,

Munuhe Kibui, Branch Manager KCB Garissa, and Thomas Mailu, District Warden, KWS to the Board. It was agreed that the Secretary would consult with the new Board members to plan Nairobi meetings around their travel schedules.

Other Business

Equity Bank invited the school to participate in financial management training offered in Garissa.

Action Points

· PN and RM to draft fencing proposal and submit to KWS, KCB, Equity and CDF including comment on TAS commitment.

· LR to submit additional funding request and proceed to disburse balance. Original proposal K557,230 + K61,290 (first escalation, approved) + K44,600 (additional funding) = K663,120. Amount disbursed to Madogo on 1 July K309, 260 (50% of original cost). 10% 6 month retainer = K66,312. Balance to disburse = K287,548.

· PN to review bursaries and report back.