REPORT OF THE SIXTH AFCONET MEETING, 30TH JUNE 2007
Venue: Msimbazi Center Hall
Beginning: The meeting started around 9:45 a.m. preceded by registration and breakfast. It started a bit late because of change of meeting venue.
Attendance; the number of members by the start of the meeting was 20 and later on went up to 30 with regard to some groups had more than one representative.
Voting on Ground rules: on this matter the members had agreed the following:
-Keeping time: people should come to the meeting on time
-Discipline: people should keep discipline while in the meeting by avoiding unnecessary interruptions and other disturbances
-Phones should be off during the sessions except for officers to attend for members’ calls and concerns.
Briefing of the past meeting:
Minutes of the last meeting was read by the secretary Pascal Maziku and clarifications were made
Topic Presentation:
The topic on Monitoring and Evaluations was presented by:
Martin Respikius,
Box 34056,
Dar es Salaam
Email: respik5@yahoo.com
Brainstorming:
-What is monitoring and Evaluations?
-How to do monitoring and Evaluations?
-When to do Monitoring and Evaluations?
-Why Monitoring and Evaluations?
The participatory approach style was employed:
-A 15minutes task was given to the members in 4 groups
* Group 1: to prepare a log Framework
* Group 2: To Identify and list Down Indicators
* Group 3: to prepare a structure of Information Transmission
* Group 4: to prepare a Monitoring and Evaluation plan.
Important note: SMART (as applied to Project’s objectives)
* S – Specific
* M – Measurable
* A – Attainable
* R – Realistic
* T – Time bound
Concern: As applied to the topic presented it was seen that there is a great need for the members to get a topic on project design to be titled: Planning and Management. This was reached after a strong discussion on how the objectives set should look like i.e. the different between the Goal/General Objective and Specific Objectives and to include other project analysis procedures.
Exchange Visit Reports:
1. YLRF: Represented by Michael B & Steven Milambo: did not visit any group this month
2. Chiyowonet: represented by Emmy Kakwaya &Yovita Makoko: Visited two groups in this Month: 1. VUMWE and learnt how they help OVC get school. The second visited was Moms In Touch and learnt how they help OVC with problems with Spiritual healings
3. Moms in Touch: represented by Grace Nuru: Visited 4 groups in this Month:1. CISO and learnt How to educate Community on HIV/AIDS and community Health.2. Chimaba Sanaa Group and learnt how they help OVC fight against drug Abuse, 3. Chiyowonet and learnt how they help OVC with school materials like Uniforms, and other school equipments. 4. CWCA and learnt how they offer Environmental and technical training to OVC
4. SOCAC: represented by Mathias: did not visit any group this month
5. Good Samaritan: Represented by Richard Mwendilemo: Visited Pofideso and learnt how to make a project analysis.
6. Siyope: Represented by Tungi Weston and Thomas Alex: visited CISO and learnt how they give service to children and a good way of writing a report
7. CISO: represented by Joseph Mulamula: did not visit any group this month
8. Sageta: Represented by Herieth Lwambano, did not visit any group this month
9. Tupendane women Center: did not visit any group this month
10. Upendo: represented by Agnes Magembe: did not visit any group this month
11. Chakupau: represented by Peter Kissima: did not visit any group this month
12. Woyona: represented by JoyceMasalu and Modest: visited 3 group this month: 1. Moms in Touch and learnt ho they help Sick OVc through prayers in various places (kigoma, iringa nd Mwnza) 2. CWCA and learnt how they give legal assistance to OVC. 3. Iyana and learnt how they give advice to OVC
13. Tawosu; represented by Christian C. did not visit any group this month
14. CWCA: represente by Utti Mwang’amba; visited Chimaba Sanaa group and learnt how they give education though art and how to find granters
15. Iyana Education Trust: represented by Rispa Mshana: Visited MSWS and learnt how they give help to OVC and their creative art of using wastes as raw materials to manufacture different things.
16. Wolisu: represented by Ismail Mahamudu: visited 2 group this month: 1. Tupendane and learnt how to help OVC in education and how they deigned their time table of activities. 2. Yopac and learnt how to work a team and cooperate with government officials in their activities
17. Uzima Centre: represented by Oganda V. visited 2 groups this month which are: 1. Moms in Touch and learnt the importance of Spiritual assistance to OVC and how they promote OVC student in various levels of education and tailoring education. 2. Sageta and observed the project of making T-shirts and learnt their good system of job division
18. Vumwe: represented by Theudas Msangi visited 3 group this month: 1. CISO and learnt how they conduct war against HIV/AIDS, stigma and Environmental education. 2. MSWS and how they keep environment clean by recycling of solid wastes. 3. Chimaba and learnt how they give care to OVC and war against HIV/AIDS.
19. Chimaba Sanaa Group: represented by Azaria Mjengwa visited 2 group this Month: 1. NICE and learnt how to produce a strategic plan over 5 years. 2. CWCA and learnt how to use referral forms o help OVC
20. Pofideso represented by Shaban Mdega visited Tukolene and learnt how they offer education to Out of school OVC
21. NICE: represented by Chrispine Mwnsanga visited 2 groups this month: 1. Pofideso and learnt how they offer clinical assistance to OVC. 2 CWCA and learnt how to interpret legal issues
22. MSWS: represented by David Musa, visited Two group this Month: 1. Vumwe and learnt how they help sending OVC to school and cooperation in contribution to serve the needy by incorporating their husbands. 2. Moms in Touch and learnt how they help people/OVC with problems by prayers
23. Poverty Fighter Group; represented by Mohamed Kassim, did not visit any group this month
24. Yopac represented by Aneth, did not visit any group this month
25. Tukolene: represented by Joyce Ngonyani, visited Pofideso and learnt how they help OVC employ themselves
REPORT FROM LONDON
The work was translated by Dontian Marusu, printed, made copies and provided to every member before the start of the meeting that they take time to careful read and get ready to raise their concerns later. So the following were some of the concerns and comments raised:
1. They commented that the report and the new system is good
2. Raising fund from other sources: the members commented that it is better to vote on the proposal topics suggested by the members a follows:
-forming a children’s Council
-Constructing Min-library for Children
- Raising the talents of OVC
-School fees for Secondary school students
However, the members were conversant with: Constructing a Min-Library for OVC, to be the topic of our project. Steven Milambo who presented the idea was requested to provide a framework for the proposed project in some few days and send to the Google group mail.
3. Excom meeting; the members urged the excom members to be more serious with their plans and meeting to enhance the development of the network.
4. Exchange visits: for being paid exchange visit in the following meeting, members should inform Yovita about their expenses 3 or 2 days before the meeting otherwise their payments will not be give priority that day, priority will be given to members that gave prior information as agreed in the meeting.
-The problems of keeping appointment during exchange visits still persists, hence the issue of penalty should be employed to the concerned
-For ease reaching during exchange visits, the groups should give and update their contacts and Physical address including directions to where their groups are located, as they are subjected to frequent changes.
5. Accounts; the new bank account to be opened at Barclays bank as the members saw it as efficient
AoB
-Lack of permanence of meeting venue is still a hot problem; the members were invited to help the officers look for the convenient hall for Network meetings.
-Deep condolence was sent to Twafaha Group which lost the Beloved member: Jalina Katembo, who passed away some days, a go.
WITH BEST WISHES
PREPARED BY:
Donatian Marusu
04/07/2007
MINUTES OF AFCONET MEETING HELD 30TH JUNE 2007
Participants as per attached spreadsheet of the attendance register
INTRODUCTION
This report express the meeting which was conducted at Msimbazi Centre on the 30th June 2007.
Agenda of the Meeting:
* Opening of the meeting
* Reading of Minutes of the previous meeting
* Session on Monitoring and Evaluation
* Report on Exchange visits
* Different reports from Foundation –London ,
* AOB
* Closing of the meeting
1.0 Openning of the meeting
The Meeting was officially opened at 9:00am by the Acting Chairperson.
2.0 Reading of Minutes of the previous meeting
Following the introductory speech, the Secretary ready minutes of the previous meeting (Of 26th/5/2007).
Matters arising: It was suggested that a proposal should be written based on Orphans Support
3.0 Session on Monitoring and Evaluation
The session was presented by Respicius Martin from FLAT NGO. In his session Mr. Martin shared the concept, meaning and importance of M&E, their difference, why Evaluation and Monitoring, who does M&E, Why others don’t do M&E?
The session was participatory and the facilitator distributed handouts for participants perusal in the future.
And after the topic, group discussion followed where members divided themselves into groups for discussion and presentation. The discussion raise many question include people want to know the meaning of goal, objective before covering the topic of evaluation.
* After presentation it comes a time of exchange visit report where groups which made visits this month give feed back.
4.0 Exchange Visit Report
The issues raised about the trip were the issue of communication between one group to another, it was reported that still there is a problem eg failure to meet the host on time or completely failure to go without notification.
Concerns:
The Accountant complained about some groups that made so many exchange visits almost all six without notifying her before the meeting to prepare their money for refund as a result many other groups were not refunded that day. As for remedy the acccountatnt asked members to notifying her such incidents so that she can request money withdrawal accordingly.
5.0 Different reports from Foundation –London ,
Different reports from foundation-London were discussed including;
-The executive Committee meeting which was coordinated by Violet Yimbo members wanted to get a feedback.
Concerns:
-Exchange visit –it was suggested that the host should be responsible to pay back costs of the visitors if they miss to attend them after they have confirmed the visit. The visitors too on the other side of the coin, are due to pay the host in case the miss going for the visit without prior information of cancellation after they have confirmed the visit.
-To all groups to give information if there is any changes includes phone calls, emails and sending messengers.
-Experiencing the problems faced by the AFCONET officers as regards to the current Bank where the AFCONET opened her Account, members suggested that we better shift now the Account to a reliable Bank ‘Barclay’s Bank’
-The following was CHIMABA concern that they sent a report to London but didn’t get feedback. This is about the exercise you introduced that there shall be a winner of the good report towards the end of this year. Other members suggested that we better stop the exercise because it is not effective.
A report from London about resource mobilization that AFCONET is allowed to write a proposal of about 10,000 US $ for her members activities, was cheerfully received.
members started to brainstorm about what are issues to be included in the proposal. Few members suggested that they will draft the proposal so that in the next meeting it will be shared by all members.
6.0 The End
The meeting was closed at 5:11 pm by chairperson and the next meeting will be on 28th July the place is unknown
Prepared by
Pascal J.Maziku
AFCONET Secretary.
