Report of the 9th AFCONET meeting of 29th September 2007
Venue: National Library Centre Hall
* The meeting started around 9:20 a.m. preceded by registration and tea warm up.
* Attendance: at the start of the meeting there were 23 participants and by end number increased to 33. 3groups missed
* Ground rules were reminded and observed
* The copies of Swahili version Dar network operation reports for Sept. 07 were distributed by the coordinator to the Network members for reading and discussion later.
* August meeting minutes were read by the secretary Pascal Maziku and the concerns raised were discussed and clarified
* Topic presentation was on: Organisation Development, which was presented by:
Clement Matwanga from
Chang'ombe Youth Centre,
Phone: +255754-565165
Email: cy7the@yahoo.com
* Brainstorming:
-Meaning of organisation
-Organisation background
-Organisation Change/development
* Quiz for group discussion
-1st group: to identify 5 characteristics of a bad organisation
1. the one without openness, no team work and not observing good governance
2. the one with no mission and vision, unsustainable goals
3. the one with inactive leadership and full of prejudice
4. that does not observe its constitution in its operation
5. the one with greed leaders/members, selfish motivated
-2nd group: to identify 5 characteristics of a good organisation
1. the one where transparency, truthfulness and cooperation is ensured
2. the one whose system and structure matches
3. the one with clear vision and mission and sustains to it
4. the one that followed all the legal procedures like :registration, leadership, office
5. The one that is ready to incorporate new changes e.g. Leadership succession, policy change
Exchange Visits:
1. Good Samaritan: represented by Richard Mwendilemo, did not visit any group in this month
2. Ciso: represented by Paul Kato visited two groups in this month: a) Tukolene and learnt how they offer Non-formal education to OVC, good filing system. b) visited Siyope and learnt how they support children with advice, supply of school's equipment to school pupils
3. Uzima: represented by Sofia Bisarara visited two groups in this month: a) Red house and learnt the creativity of giving quality education to children of different levels also how they encourage child to child learning. b). visited YLRF and learnt how they equip themselves with a small entrepreneurial project
4. Siyope: represented by Alex Thomas, visited Uzima Centre and learnt how they give VCT services to OVC
5. Tupendane Group: represented by Rose Swai, did not visit any group in this month
6. Upendo Group: represented by Agnes Magembe, did not visit any group in this month
7. Twafaha Group: represented by Halima Ibrahim (new chairperson), did not visit any group in this month
8. Chakupau Group: represented by Tunu Mponda, visited Wolisu and learnt how they manage to identify and care OVC
9. Vumwe: represented by Ezena Kiaze, did not visit any group in this month
10. Woyona: represented by Joyce Masami, did not visit any group in this month
11. Moms in Touch: represented by Grace Nuru, did not visit any group in this month
12. Chiyowonet: represented by Emmy Kakwaya, visited Woyona and learnt how they help OVC with food and other needs
13. YLRF: represented by Michael Pius, did not visit any group in this month because they have completed
14. Wolisu: represented by Ismail Mahamudu and two students from social institute who came for field studies, visited Chakupau and learnt the good way of job description, and also how they manage to incorporate local government in their activities such as HIV/AIDS education and support
15. Iyana; represented by Simon King'ung'e, did not visit any group in this month
16. Pofideso: represented by Shabani Madega, did not visit any group in this month because they have completed
17. NICE: represented by Flaviana, visited Iyana and learnt how they help build capacity to Local government
18. Poverty fighters group: represented by Kassimu Mohamed, visited two groups in this month: a) Moms in Touch and observed how they help OVC through prayers and petitions, and also how the now manage to incorporate men in their activities. b). also visited Pofideso and learnt how to identify donors, proposal writing and good documentation
19. Chimaba group: represented by Rehema Ramadhan, did not visit any group in this month
20. Red house 2000: represented by Theobald Mtema, visited Iyana and learnt how they manage to conduct distant OVC projects (i.e. Bagamoyo from Dar es Salaam). They also observe good documentation and office management.
21. CWCA: represented by Omnari Said, did not visit any group in this month
22. Tawosu: represented by Yasini Fredy, did not visit any group in this month
23. Sageta: represented by Magreth A. Shimata, did not visit any group in this month
24. Yopac: represented by Pascal Maziku, No information available
25. Socac group: apologised for not attending the network meeting because of the death of the group's director
Guest from a group outside the Network
Dickson Pyuzan, from Bibi Jane Centre, - helping OVC cared by grand children on various needs. The chairperson of Network, Furaha visited the group and learnt how they carry their activities through grandmother to grandmother and the connection between the grandmothers and donors
Discussion on the Dar Network Operation report for September 2007
Library project:
-to be discussed by the groups and give feed back through group email
Feed back from training sessions
-ok
About sending multiple members to network meetings
-ok
About Bus fare payments
-the problem is road traffic jam that causes the possibility of some members to use more than one bus for getting to the meeting venue in order to arrive early , hence the need for extra bus fare when that happens
Children's Picnic
-the purpose was to make a pilot program that is why there was a need to select few children fro the organisation and that could be done on rotation. Because it is difficult to accommodate all the supported children by our groups e.g. Iyana education Trust has more than 100 children they support
So the members supported the idea of designing a funding proposal to seek support from donors. The committee was formed to find ways to incorporate the private and public companies to assist on this. If this works then there will be a possibility of having a Picnic to children during November meeting
-the temporary committee formed for making follow up included:
1. Halima Ibrahim – from Twafaha
2. Michael Pius from YLRF
3. Emmy Kakwaya –from Chiyowonet
4. Grace Nuru, from Moms in touch
5. Dixon Pyuza from Bibi Jane Centre (he agreed to assist the committee because he has a good experience of arranging a beach part since they have done several times in their group.
Exchange visits:
-the members would like to get a list of all number exchange visits they have done so far in their groups
-The members agreed to put more efforts to accomplish the objective
Transfer of account
-the officers are working hard with it. All the documents requested almost ready but what is just missing is how to get the bailers with account in Barclays of not less than one year in operation
-there is also a need to create headed papers for the network; we need full address and email. There is a physical address but no email hence it was suggested in the meeting that we open the network email for easy contacts. This is because people outside the network cannot access the Google group email. Suggested address is: AFCONET2005@gmail.com
-we also need to have network stamp which will to officiate our documents.
Others:
-Twafaha group has new officers after the election carried this year. The new chairperson promised to make sure that they will actively be involved in the network activities.
-Email training: after discussion with Halima Ibarahim (Twafaha) and Grace Nuru (Moms in touch), they requested to start computer training on email use. I am planning to possibly help them during weekends.
-Yovita paid all the expense claims to the members
End:
The meeting ended around 5:00 p.m. till end of next month
Thanks;
Prepared by
Donatian Marusu
Coordinator
02/10/2007
And these minutes were received from Pascal:
MINUTES OF AFCONET MEETING
Venue: Maktaba Hall
Date: 29th/9/2007
INTRODUCTION:
This report expresses the meeting which was conducted at Maktaba Hall(National Library hall) on 29th September, 2007.
Agenda of the Meeting:
* Opening of the meeting
* Reading of the minutes of the previous meeting held on 25th August 2007
* Session 1. Organization Development – by Mr. Clement Matwanga (Chang’ombe Youth Centre – 0754 565165, cy7the@yahoo.com )
* Report on Exchange visits
* Different reports from Foundation-London
* AOB
* Closing of the meeting
1.0: Opening of the meeting:
The meeting was officially opened at 9.07 am by the Chairperson.
2.0: Reading of minutes of the previous meeting held on 25th August 2007:
Following the introductory speech, including introduction of the new participants who were first attending AFCONET meetings, the Secretary read minutes of the previous meeting of 25th August, 2007.
3.0 Matters Arising
Some members wanted more clarification on some issues including the issue to increase the amount of bus fare, opening a bank account, beach game and
4.0: Session 1. Organization Development – by Mr. Clement Matwanga (Chang’ombe Youth Centre)
Mr.Clement Matwanga explained in depth the value of the skills on Organizational Development that helps much in planning and re-planning for organizational growth.
Organizational development goes in hand with resource mobilization, strategic planning, clear vision, mission, goals and objectives. The facilitator put it clear that
In order to plan for effective strategies one needs to do SWOT analysis, analyze possible activities following the SMART objectives.
As for Organizational Development, Monitoring and Evaluation tools are crucial. Other things include clear indicators, good leadership and administration, good governance, stress management, good and implement able policies.
The facilitator used participatory methodologies including group discussions and plenary discussions. Hand outs also were distributed for participants future perusal.
A good organization he added, need to have systems, these include financial systems, personnel policy, office, good governance, documentation including filing system, transparency, filing system, M&E tools, mentoring and capacity building, analyzing ability, transparency and other organizational issues. .
4.0: Exchange visits reports:
A visitor from Bibi Jane Foundation also introduced to us. The style of organizing beach programs and how elderly, there were 13 exchange visits conducted this month though 15 exchange visit forms were submitted to the secretary. The two forms from Upendo group were reported last month but were not submitted on that day – ref the attached exchange visit spread sheet. Other groups reported to have not conducted any exchange visit this month for reasons. Members reported to have learn’t a lot from exchange visit including filing systems, resource mobilization, child care and support, documentation and networking. After a long way missing to AFCONET Meetings, the Chairperson of TWAFAHA attended the meeting and explained why they were missing the reason is that those responsible have been sick for a long time, hence their missing to the meetings.
6.0: AOB
The Bank account opening process is coming to an end because almost all documents are available except that we are still looking for a lawyer to recommend us.
Milambo also reported about his attending the MVC Implementing partners meetingrepresenting the Network.
Concern:
Some members requested that the bus fare be increased. Another members requested that members who make the exchange visit should report
It was also reported that Tabu from SOCAC is attending the funeral that the coordinator of her organization passed away few days ago.
Action points:
* About the library it was suggested that members should discuss and bring input on how the service will be improved in the next meeting for sharing. The issue is on decentralization of the service that include distributing the books to the different groups, now the management of this books is the issue to share.
* Application forms are available hence will be filled soon for the process to open the account soon.
* Groups of the officers will be allowed to bring in second representatives unless otherwise specified.
* About bus fare, the executive committee passed resolution that she believes, it is members right to be refunded their bus fare (Local transport) when they attend the AFCONET meetings accordingly.
* A committee to make a follow up of the beach children program was formed and the following were suggested: Halima Ibrahim, Marko Pius, Grace Nuru, Emmy Kakwaya and Dickson Pyuza
7.0: The end:
The meeting was closed at 4:30 pm by the Chairperson.
The next meeting will be on 27th October, 2007 at Care International.
Prepared by
Pascal J.Maziku
AFCONET
Secretary
________________________________________________________________________
Ref. AFCONET/App.03/Sept.07 Date:1st Oct 2007
Customer Manager
Barclays’ Bank
Dar-Es-Salaam
Dear Sir/Madam
Re: Application for opening a Bank Current Account with Barclay’s Bank
Please refer to the heading above
The AFCONET Executive team hereby applies to open a Current Account for her Organization with your Bank.
The suggested Name for the Account shall be AFRICAN COMMUNITIES NETWORK TANZANIA in short AFCONET.
The Account shall be operated by four Signatories whose sample signatures appear in the presented Barclays’ application forms. The four signatories are Furaha Dimitris, Pascal Maziku, Jovita Makoko and Shaban Madega that is the current Chairperson, Secretary, the treasurer and a member of the Executive Committee respectively.
A special request is also put forward that AFCONET needs duplicate statements sent to London electronically so that it will be published on our Website, we believe that this will be easier only after the Account will be opened with Barclays Bank.
We request for your assistance to meet the requirements so that the zeal of AFCONET to open the Account shall be quenched.
Thanks in advance for the service and cooperation.
Sincerely
Furaha Dimitris Pascal J.Maziku Jovita Makoko
AFCONET Chairperson AFCONET Secretary AFCONET Treasurer
Shaban Madega
EXC.Member
