AfA PLANNING MEETING

Dates of meeting 3rd and 5th August 2010

Venue of meeting; Uganda National Theatre

Members present; Igala Justin, Pade Brian, Gerald Kabuye and Adongo Janet

Objectives of the meeting

Review previous activities versus set plans, and budgets Give feedback to fellow members about what has been achieved Discuss outstanding activities. Work out Kampala planned activities Discuss other outstanding issues and strategies related to AfA Uganda

The following activities have been carried out as planned

Dates Activities Done ObjectivesPlanning meeting for GuluPurchase of art supplies for GuluTravel to GuluIn GuluTravel back from GuluCompile Gulu report and research reportPrepare for TororoPurchase of art supplies for TororoTravel to TororoIn TororoTravel back from TororoCompile reports for TororoReview meeting

3rd August 2010 Planning meeting5th August 2010 Planning meeting As above

Key issues from the planning meeting

During the meeting we reviewed the list of institutions to be visited and content of issues to discuss with the institutions. The following institutions were confirmed to be visited;

Uganda Museum, Makerere University School of industrial and fine Arts Kyambogo University School of Art and Design Makerere University Department of Music Dance and Drama Nkumba University department of Fine Art Michelangelo School of Fine Art Nsamizi institute of social work.

Partnership with local companies

The meeting noted that the biggest challenge for AfA Uganda is to secure local contracts, it was noted that if we succeeded in these area, it would enable us deal with some small costs like office running and others.The meeting therefore proposed and identified the following establishments for a start;

British Council MTN Uganda Coca-Cola Rwenzori Mineral Water

During the meeting, it was also agreed that we identify and visit some two secondary schools with strong fine art departments within Kampala and discuss potential partnerships. The main objective of the partnership would be to develop young talent and exchange visits.

The schools identified to be visited include;

Namilyango College

Nabisunza girl’s school

Cultural promotion and development

Since AfA main interest is to promote creativity and cultural identity, it was noted that we need to visit and work out partnership with institutions that promote culture and among those to be visited are;

German Cultural Centre Alliance Francaise

Content to share with institutions

The following content was developed to be shared with the institutions to be visited

What is the institution Vision? What are the institutions objectives? What activities does the institution carry out and what approaches do they

use? What are possible areas we can work together with that institution?

Unique qualities of AfA

It was observed that as we go out to meet these institutions, we as AfA team must appreciate that we have very unique qualities and talents that can be used to benefit those other institutions and therefore the need for partnerships. The discussions with this institutions should focus on AfA wide practical experience on the ground.

Partnership with the CDO Gulu

It was observed that during our visits in Gulu, the following issues were noted as weaknesses for the CDO;

That the CDO does not have a field based contact person to link Karin and the community.

Mobilisation of community members during our visits has always been very poor, we have ended up going to mobilise communities on behalf of the CDO and this has always affected our achievements.

That all the CDO activities with AfA are centred on Hope and no other person. It was therefore resolved that we need to meet with Hope to discuss and iron

out some of these issues as we work out the partnership issues.

Captured videosIt was reported in the meeting that all the captured videos from Rwanda, Gulu and Tororo had been transferred to CD’s, in raw form, members can order for copies.It was also agreed that these copies be sent to AfA for use for advocacy, fundraising and awareness about AfA Uganda activities.

Art worksIt was reported that during our visits in Gulu and Tororo, a collection of art works was made; paintings, cards, batiks.It was reported that some of these art works needed some finishing (batiks, cards), Gerald and Justin were working on the finishing.

Mural painting durationThe following observations were made;

Each mural painting session takes a minimum period of 3 days During painting sessions, participants keep improving as they keep working,

the more they work the better they improve, so a minimum painting session takes 2 days.

Card making sessions also takes a minimum of 2 days.

Printing of more AfA documents

It was resolved in the meeting that as we go out to visit these institutions, we need to have copies of the following documents;

AfA Uganda profile AfA brochure AfA programme manual. AfA Uganda photo album

It was also proposed the need to develop AfA marketing video documentary of about 15 minutes running, since we already have raw data.

Justin was tasked to develop and work out AfA Uganda profile and have a draft copy ready by Monday and have it first shared with all AfA members.

Janet was tasked to have the brochure, album and manual printed since some of these costs are catered for in the budget.

Need for AfA Identity

Members proposed that as we move out to visit institutions, we need identity in form of identity cards and business cards, it was agreed that let this be shared with the AfA bigger team and a way forward worked out.

Roles / job descriptions

Each member was tasked to work out a detailed job description and curriculum vitae as per set titles below;

Justin Igala; Country representative

Pade Brian; Field officer

Gerald Kabuye; Public relations officer

Adongo Janet; Finance and administration

It was observed and noted that each person should work out a description that he /she should be able to achieve in AfA. Each person will have perform to the satisfaction of AfA.

Remuneration of AfA team

The meeting proposed that as AfA grows as an organisation, there is need to work out a standard remuneration package for the staff so as to streamline operations. It was also agreed that remuneration would be based on roles and responsibilities held as per job descriptions.

Meeting with potential partners in Tororo

It was reported that meetings were held with two potential partners, fruitful discussions and observations were made on the ground as follows;

Rayland Rural Development Organisation (RARUDO)

Location; Nambogo village, Pabone Parish, Iyolwa Sub-county.

Activities carried out by RARUDO

Awareness on HIV Aids

Help children with school materials

Help members in agricultural activities

Support widows, orphans, disabled persons currently supporting 30 disabled members.

Provision of savings and credit schemes (SACO’s)

Observations made on the ground

RARUDU as an organisation is established; it is on the ground and has very active members.

It also has an office in the above location, about 10 km from Tororo town.

RARUDO has key contact staff on the ground that has very close linkage with the beneficiary community.

The organisation also has key activities that support communities to eradicate poverty.

The organisation has strong will to work with communities.

The organisation also uses MDD for entertainment and for creating awareness among its members.

Recommendations

From all the indications on the ground, RARUDO has the potential and qualities to work with AfA as a partner like the one’s we have in Tororo.

RARUDO is more of a CBO formed to serve the interests of the community members in its locality.

RARUDO does not have the capacity to work as an overall partner to coordinate all our partners in Tororo.

In conclusion we recommend that we can work with RARUDO as we are working with other partners in Tororo and we go ahead to look for other potential partners.

Tororo Child Development Centre (CDO)

This is a church based organisation based in Tororo town. Its offices are located within Tororo deliverance church.

The organisation works in partnership with Compassion international,

Iit can partner with organisations that (acknowledge the lordship of Christ).

The organisation operates within a distance of 3 km within Tororo town with the main focus on; making children realise their dreams through community sensitisation.

Recommendation

It was noted that because of this organisation set up and guiding principles, AfA may not be able to partner with this organisation.

Meeting with the potential MDD person in Tororo

We identified a retired civil servant and a specialist in music, dance, drama and cultural development. We invited him to join us to assess all the groups to look at their potential in MDD, identify their needs and make recommendations.

The gentleman was very excited meeting with us and expressed a lot of interest working with us.

We finally agreed that Brian travels back to Tororo to follow up the report with this gentleman.

Research report

Brian reported that he was progressing on very well with the research reports of Gulu and Tororo, he would have them ready by next week.

Office running costs

The meeting noted that there are critical aspects of office running that need to be looked into, among them are; internet, stationery, transport.

Support visits to AfA partners

The meeting resolved that in order to streamline our operations, AfA Uganda needs to work out regular follow up visits to its partners in Tororo and Gulu, otherwise there will be no continuity of skills development in all the groups we are supporting. However it was noted that this will entirely depend on availability funds. It was agreed that the main purpose of the visits would be to;

Boost moral of the groups Improve of the skills imparted on the members Strengthen sustainable production of products Facilitate ownership of projects among members Instil confidence, group work, creativity, commitment among group members

Proposal by Nyalakot

After our visit to Tororo, Nyalakot PTC proposed that they would be willing to play the role of coordinating activities of all groups in Tororo.

Nyalakot proposed that;

It has all the qualities; office, manpower, experience, will and ability to coordinate AfA members.

It also stated that it has been in the core process of our work in Tororo, it knows where we came from and where we are going, so it should be given the opportunity to be lead AfA partner in Tororo.

The meeting therefore proposed that Brian be sent back to Tororo to review Nyalakot’s potential to hold this position and give us final report.

Proposed visit to Tororo

The meeting agreed that Brian should make a follow up visit to Tororo with the following objectives;

Discuss with Nyalakot their proposal to become the partner NGO to work with AfA in Tororo.

Assess Nyalakot’s capacity to become AfA partner in that capacity

Follow up agreed way forward for Mbula in resolving their group conflicts

Follow up content of community book with Mbula.

Collect needs assessment documents from the MDD specialist.

Show video to members.

Proposed follow up visit to Gulu

The meeting also proposed that after the Tororo visit Brian also travels to Gulu with the following objectives;

Follow up with the MDD group; discuss with them their ongoing plans.

Review with the MDD trainer on progress of activities.

Show video to members

Key concluding recommendation

The meeting resolved that we should communicate to all the partners that;

They should develop the will, interest and initiative to keep all projects initiated by AfA going, after all, these projects are meant to benefit these groups. The groups should not therefore only wait for AfA to drive them.

Proposed plan of activities for Kampala

Dates Activity Responsible Tue 3rd August 2010 Planning meeting AllFri 5th August 2010 Planning meeting AllSat 6th August 2010 Development of profile

Finalise researchFinalise art works

JustinBrianGerald

Sun 8th August 2010 Finalise reportFinalise profile

Justin

Mon 9th August 2010 Print AfA documents JanetTue 10th August 2010

Visit museumJustin Gerald

Wed 11th 2010st 2010 Makerere UniversityAug Thu 12th August Nkumba

MichelangeloTravel to Tororo

JustinGeraldBrian

Fri 13th August 2010 Brian in TororoKyambogo

Justin/ Gerald

Sat 14th August 2010 Brian in Tororo Meeting with Hope

Justin Gerald

Sun 15th August 2010 Travel back from Tororo Brian in TororoMon16th August 2010 Nsamizi

Tue 17th August 2010 German cultural centre All

Wed 18th August 2010 Alliance Francaice Justin

Thursday 19th August 2010

Review meetingTravel to Gulu

AllBrian

Friday 20th August 2010 Final reportBrian in Gulu

Justin Gerald

Brian in GuluSaturday 21st August 2010 Brian travels back from Gulu BrianMonday 23rd feedback meeting All

Budget for Kampala activities

Travel

Activity Name Rate per day Total amountTransport through Kampala x 12 days

Igala JustinPade BrianGerald Kabuye

10,000/=10,000/=10,000/=

120,000120,000120,000

Total 360,000/=

Meals

Item Name Rate Total amount

Kampala x 12 days (break &lunch)

Igala Justin

Pade Brian

Gerald Kabuye

10,000 120,000

120,000

120,000

Total 360,000/=

Salaries

As in the initial budget

Other activities

These are some of the proposed activities if funds can allow

Activity Rate Total

Printing of AfA album

Collection of photos from Rwanda, Gulu and Tororo

135,000

Development of AfA marketing video documentary (15 minutes)

350,000

Brian visit to Tororo Transport to and fro

40,000

Brian meals in Tororo for 4 days 15,000 60,000

Brian Accommodation in Tororo 3 nights

40,000 120,000

Transport through Tororo 15,000 45,000

Brian visit to Gulu Transport to and fro

60,000

Brian meals in Gulu for 4 days 15,000 60,000

Brian Accommodation in Gulu 3 nights

40,000 120,000

Transport through Gulu 20,000

Total 1,010,000/=

Grand total requested for 1,730,000, plus salaries.

Report prepared by Igala Justin AfA Uganda