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Minutes from Trustees Meeting
31/03/2009

Present:
George Karamagi, Elijah Kaahwa, Patrick Akora, Diane Ellis, Kate Kabagenvi


Minutes:

BUHEESI SECONDARY SCHOOL TRUST

MINUTES OF ANNUAL GENERAL MEETING HELD ON 31ST MARCH, 2009

MEMBERS PRESENT

1.DianeEllis

2.George Karamagi

3. Elijah R. Kaahwa.

4. Patrick Akora

5. Kate Kabagenyi

ABSENT WITH APOLOGY

1.     Thomas R. Kihiika

2.     Hon. Adolf Mwesige

3.     Stephen Kasangaki.

IN ATTENDANCE

Chris Madeley.

AGENDA

i)                   Prayer

ii)                 Communication from the Chair.

iii)              Reading of the previous minutes.

iv)                Reactions from (iii).

v)                  Treasurers Reports.

vi)                Elections.

MIN. 01/BSST/AGM/2009: PRAYER

The meeting started with a prayer led by George Karamagi at 10:40am.

MIN. 02/BSST/AGM/2009: COMMUNICATION FROM THE CHAIR

1       Welcomed all members for attending the meeting.

2       Welcomed Chris Madeley for attending as an observer.

3       Thanked Diane for the good work done for the school.

4       Noted that the laboratory construction was a major landmark in the development of the school.

5       Apologized on behalf of the board for putting / construction other structures i.e. offices latrine and retainer wall using the same funds.

6       Wished members fruitful deliberations.

MIN. 03/BSST/AGM/2009: READING OF PREVIOUS MINUTES

The minutes of the previous meeting were read and approved as a true record of what was discussed.

MIN. 04/BSST/AGM/2009: REACTIONS

7       Diane inquired on the future plans of the trust since the laboratory was now complete.

8       Members noted that the future plans will depend on the availability of funds.  However it was noted that the urgent items to handle included.

i)                   Office block and library.

ii)                 Staff houses.

iii)              Additional Classrooms.

9       The Headmaster reported the acceptance letter of Hon. Adolf Mwesige Willingness to join the board of trustees to the members.

10  The meeting resolved and welcomed him to the board in absentia.

11  The meeting further resolved to keep the number of members to a manageable level of 09 (nine) people but other members could join as “Friends of the trust”.

12  On meetings the members resolved to have regular meetings of the board in line with the request from TAS.  At least the meeting further resolved that meetings be held at least once every tow (02) months.

13  On quorum the meeting resolved to have at least five (05) members in every meeting.

14  Agreed to schedule at list three meetings before time, since John Morris the TAS representative assigned to Uganda.  Usually comes to Africa he can schedule his trip to match with the meeting and attend it.


MIN. 06/BSST/AGM/2009 – TREASURES REPORT.

The treasurer reported on the expenditures made, of the total amount of 74,239,586 from TAS and local contribution.  A total of 69,222,116 U. shs had been spent and a balance of 3,371,118 as overheads and profits, 2,405,494 as 5% retention (payable after six months upon handover of the laboratory and 1,140,000 balance on the retainer wall totaling to 6,916,612 yet to be paid.

The bank statement showed credit of 4,932,470 and upon payment of the whole amount it would cause a short fall of 1,984,142.

The report was satisfactory although the books of accounts were not yet audited by a professional accountant, this was mainly due to the year of incurring an extra cost for the exercise.

 

MIN. 07/BSST/AGM/2009: REACTIONS to the treasurers report

15  It was noted that the Bank was charging highly and yet this was for a charitable cause i.e. 288,085 Ushs according to the Bank statement for about 10 months.

16  Diane would look for a cheaper bank or a cheaper way of sending any other money as would come in.

17  About auditing the books: it wasn’t concluded.  Since it would require funds which were not available at the time.

MIN. 08/BSST/AGM/2009: ELECTIONS

It wasn’t possible for elections to be held since all members were not present.  Thus it was postponed to the next meeting.

Meeting ended at around 12:20pm.

                                          .

SECRETARY                                                       CHAIRMAN