Minutes from Malawi Board Meeting September

ZIKOMO CBO

MINUTES OF FIRST MEETING WITH BOARD OF DIRECTORS HELD AT ZIKOMO CBO IN MATANDE VILLAGE ON 27/09/09

MEMBERS PRESENT

NAME                                                                         POSITION

[1]DR.S.MAC JESSIE MBEWE                                BOARD CHAIRPERSON

[2] MR.JOSEPH NAGOLI                                        BOARD MEMBER

[3] MR. RICHARD SAPIRI                                       BOARD MEMBER

[4]MISS.PRINCESS KALUA                                    AUDITOR

[5] MR BAZWELL MAKANDA                                 PROJECT MANAGER

[6]MR EDWIN MANGANI                                       COMMITTEE MEMBER

[7] MR  C. MANGANI                                              COMMITTEE CHAIRPERSON

[8]MR SONJERA                                                      COMMITTEE MEMBER

[9]BMR NAZOMBE                                                   COMMITTEE MEMBER

[10]MRS SAINABU CHATAIKA                               COMMITTEE MEMBER

[11]MRS IVY MAJAWA                                          COMMITTEE MEMBER

[12] MR S. MANGANI                                             VILLAGE HEADMAN

[13] MRS RINES MANGANI                                    MEMBER

[14]MRS   ZIONE ADAMU                                      MEMBER

[15]MRS   RINES                                                       MEMBER

[16]MRS RENES SONJERA                                    COMMITTEE VICE CHAIRPERSON

[17]MRS BETTIE VAN                                             COMMITTEE MEMBER

[18]MR B. KABANGO                                              COMMITTEE SECRETARY

[19]MRS THUNGA                                                  COMMITTEE TREASURE

APOLOGIES

[1] MR. WINSTON CHIWAYA                            BOARD MEMBER

[2] MRS. JEAN KALINGA                                    BOARD MEMBER

OPENING REMARKS

The meeting was opened with a word of prayer by a village headman matande Mr. M.Mangani.Then the Project Manager asked the members present to introduce oneself {one by one} to the house. He also welcomed all the members to the meeting.

   The chairperson {board chairman} Dr.S .Mac Jessie Mbewe also welcomed all the members and urged them to be punctual all the time and to be open toward the meeting. He urged the house to be more output and impact oriented in the project interventions so that we successfully achieve our desired goals. He further illustrate d the importance of having Board of Directors and its functions like to make sure that  policies are being followed and everything  is on the right channel.

   The house agreed that two members from the village committee and one village headman should be elected to the board as board members. The Board chairperson advised the village committee and the project manager to write the proposals and activities to be carried out together with their budget, while the board is able to receive reports from the project manager and send them to Ireland. It is also board`s responsibility to make sure that fund is not misused. He also encouraged the communities to do other activities as part of income generating activities.

   Mr. Joseph Nagoli also encouraged the communities to plan for the activities to be carried out at the Centre and not depending on the Board; the Board is only to help and not choosing activities for the communities. He further advised the communities that when choosing activities they should consider the main objective of establishing the CBO (They should be in accordance with ZIKOMO Constitution.

   Mr. Richard Sapiri asked the two committees to take full responsibilities for whatever task each committee is assigned to do. And Miss Princess Kalua further encouraged the community to do other petty business to boost their capital. On opening another bank account, the house agreed that the account that is already existed (opened) is enough. The house only asked the project manager  and the treasure to write reports on income and expenditure every time , hence  agreed that a payment voucher be designed and receipt book be  bought for transparency and accountability`s sake. On withdrawing money, the house agreed that the signatories can not accept any request unless it is signed by a committee chairperson, committee treasurer and the project manager, hence the house proposed to have an Auditor.

On mode of transport for board of directors, the house agreed that the project should provide transport for them but in form of fuel and not cash. The Zomba team should use one vehicle and the same applies to the Blantyre team. When ever there is a long meeting, the project should provide refreshments as well as lunch for the staff(board meetings only).and the house  should meet once every two month for the time being.

    The project manager illustrated the activities that were chosen by the communities to be implemented at the resource centre as follows:

{1}FOOD AND NUTRITION (ORPHAN CARE, NURSERY SCHOOL)

{2}IGA ACTIVITIES BOTH FOR WOMEN AND MEN LIKE EMBROIDERY, T.SHIRT PRENTING AND PETTY BUSINESS

{3}HORTICULTURAL ACTIVITIES

[4}BEE KEEPING AND FISH FARMING

{5}ADULT LITERACY CLASSES

HIV/AIDS AND GENDER MAINSTREAMING AND YOUTH PROGRAMMES

   Finally, elections were conducted for  the group leaders (board of directors).And the posts available were those of chairperson and its vice,  secretary and  auditor.Dr  S. MAC  JESSIE MBEWE was elected  chairperson of the board ,while MR  RICHARD  SAPIRI was  elected as  a vice chair.MR  BAZWELL MAKANDA and MISS  PRENCESS  KALUA were elected secretary  and auditor respectively for the board.

CHAIRPERSON                                DR.S. MAC JESSIE MBEWE

VICE                                                 MR. RICHARD SAPIRI

SECRETARY                                     MR. BAZWELL MAKANDA

AUDITOR                                         MISS PRENCESS KALUA

                       BOARD MEMBERS

                                                         MR. WINSTON CHIWAYA

                                                         MRS. JEAN KALINGA

                                                         MR. MABVUTO   MANGANI (HEADMAN)

                                                         MR. JOSEPH NAGOLI

                                                         MRS. THUNGA

                                                         MRS.  RINES SONJERA

Finally the meeting closed with a word of prayer said by Mr. Mabvuto Mangani, and a date for the next meeting was proposed to be on 11/10/09.