October 11, 2010
I am now in a position to provide some assistance to your school through the Canadian charity that I have started. The project will be substantially different than the one we have set up at the Bukati Primary School. I need to know whether or not you, your committee, the school administration, the staff and the whole community that the school services wish to participate in the project we propose initiating.
The objectives of the project at your school would be
- To encourage the AIDS orphans and destitute children in the community to come to school regularly and achieve basic primary school education.
- To provide a school lunch program for the AIDS orphans and destitute children in the community. This may begin at 2 days a week and then increase in the numbers of days per week as funds become available and the school begins to grow their own food
- To introduce a permaculture programme at the school, such a project would ensure sustainability in the community. This would include growing trees, maize, beans, rice and vegetables. We could also include some livestock in the project as well (perhaps dairy cows, sheep, chickens, sows)
- To repair classrooms in the school to allow for a conducive learning environment for the students. This will include replacing floors that are pitted and have dirt coming through. This dirt is linked to jigger infestations in the children’s feet. An estimate of the budget for the repairs of the floors will need to be submitted by email to Cate before this work can be undertaken.
Please note that the money from the charity will NOT be used to purchase school uniforms, pens or pencils. It will also NOT be used to bring electricity to the school or build additional buildings such as latrines, barns or classrooms.
Money from the charity will be used to hire a cook and a farm manager (see more details below), build a kitchen, purchase stoves and cooking equipment (such as pots).
The charity expects to provide some funding to your school for 2 or 3 years with the intension that your school becomes self sufficient as soon as possible. By this I mean that the charity would provide some funds to purchase maize and beans or other food stuff for 2 terms until you are able to grow food for the children. Until the school is able to provide the food for the children, we expect the community will contribute some food to the lunch program. We expect that your school would grow the food necessary to feed the children and would sell wood, nuts, fruit, milk, chickens, eggs from the project to purchase the food necessary to continue to feed the children a balanced meal and to support the salary of the farm manager and cook.
The charity will provide funds to support and improve the permaculture project for a 2 year time period.
I understand that your school sits on a 13 acre piece of land. One of the first projects would be to develop a permaculture project on the school property – to develop the land to enhance the opportunity to grow food for the children and also provide a source of income for the school.
If you and your school community wish to partner with the charity, there are expectations that the charity has of you and your community. They are as follows:
- You will open a bank account that will be used specifically for this project and for no other purpose so that the bank statements reflect the money that is received from Canada and expenses used for the project. The bank account will be set up with 3 people so that it will require all 3 people to go to the bank together to withdraw money. You will provide me with the names and official status (chair, treasurer, head master) of the officials on the account. You will also provide me with the SWIFT code for the bank account so that money can be wired from the charity’s account in Canada to the school account in Kenya.
- You must receive a receipt for every shilling that you spend using the money that is sent to you from Canada. The money must be spent only on the projects that have been specified and approved by the charity. We must receive an estimation of the costs for each project before we send money to your account and the final expenses are expected to be within 5% of the original cost estimation. If for some reasons, you anticipate the expenses are more than 5%, you need to communicate this to me before you procure the services.
- Every 3 months, you will send me originals of all of the receipts that you have collected for the money provided. Please make copies of the receipts first, just in case the letter gets lost in the mail. Twice a year, you will obtain an official bank statement that will be sent to me with the receipts. A bank statement reflecting all expenses up to an including October 31st or October 15th (whichever is most convenient) will be sent to me in Canada along with any outstanding receipts reflecting the money spent to that date. The bank statement and the receipts will be sent to me, each year, on or before November 7th (at the latest). The receipts and bank statements will be analyzed by two auditors in Canada. If at any one point in time, there are concerns about whether the receipts match the funds donated, the charity will stop paying money to the school account and the agreement for support will end.
- You will hire a farm manager who has training and some experience in agriculture. (Ideally this person will come from the community. A preference will be to hire a woman and a preference will be to hire a person who has a certificate or diploma in agriculture. This person will oversee the permaculture project (growing of the tree nursery, food crops, livestock including bees). All fundamental aspects of the permaculture project must be maintained to maximize the income and productivity of the land. This has been shown by experts in many areas of Kenya. Examples of these include intercrop planting, biodiversity, composting, use of swales for water capture, seed harvesting, tree nursery). The charity will provide the salary for the farm manager for two years, after which, the income from the permaculture project will have to support his or her salary.
- You and the school committee will develop a Board of Advisors of 4 or 5 people who will together make decisions about the project. The farm manager and at least one teacher will be on the Board of Advisors.
- Every project will require complete accounting. The expectation is that the money spent on each project and the income from each project will be meticulously described. (examples of these projects include dairy cattle, tree nursery, poultry, sheep). The Board of Advisors will review the accounts every 3 months. If a project is not generating income in a reasonable period of time, the Board of Advisors will recommend a redirection of resources to a more profitable activity.
- The accounting records will be available to people from the Canadian charity for a period of 3 years following the last date that money from the charity is provided to the school (for example, if the last transfer of funds occurs in November 2012, representatives of the Canadian charity will have the right to review the records up to and including November 2014).
- The Board of Advisors will keep a record of the number of AIDS orphans and destitute children attending the school every term. A summary of the numbers of these children by class and gender will be sent to Canada with the financial records and receipts. It is important to have an account of the numbers of AIDS orphans and destitute children at the school at the beginning of the project so that the charity will have a record of the increase in the numbers of students attending school. (it would be helpful if we could receive records similar to those that we received from the Bukati Primary School that included the name, age, gender of the child, the year the child’s parent(s) died, who they are living with and how many children that person is responsible for).
- If you wish to participate in the project that is described, I would appreciate receiving estimations for the costs of the following
- Replacing the floors in the classrooms with floors that are causing the jiggers problems
- Building a kitchen
- Purchase the equipment for the kitchen (pots)
- Purchase of stoves (similar to those built at the Bukati Primary School in August, 2010)
- Purchase sufficient maize and beans to feed the AIDS orphans and destitute children two days per week for one term
- Monthly salary for a farm manager
- Monthly salary for a cook