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Minutes from Trustees Meeting
13/09/2016

Present:



Minutes:

Loldia Primary School Trust : Board of Trustees meeting:  September 13th 2016

Present:  Kennedy Kariuki (HT: chair), James Ndinguri (senior teacher), Wanja Arentz  ( TAS secretary), Ben Arentz (Technical advisor).

 

Minutes

Notes/Future Action

WHEN?

1

Apologies. Diana Low, Helen Macharia.

 

2

The minutes of the last meeting were read and approved.

Matters arising: several issues in the last minutes have their own slot on today’s agenda.

3

The situation about the teachers remains the same.

4

TAS report: New funding received:

1.        Girls’ football boots

36,000 has been allocated to purchasing 12 pairs of girls football boots from BATA

4. No success with sourcing the football boots from BATA factory store in Nairobi. KK will retry and also approach alternative suppliers.

 

 

5

Classroom painting has been done by the contractor Mbugua as tasked by the board of trustees and as shown in the last minutes of the meeting.

An inspection today by Kennedy Kariuki the head teacher, Ben Arentz the technical advisor and Wanja Arentz the secretary showed that the work has been satisfactorily done and all that remains is a touch here and there.

The board now needs to source out some funds for the painting of the remaining classrooms.

5. The contractor has not yet been paid in full.

 

6

New projects proposed for submitting for Oct 3rd TAS meeting

1: More classroom floors to be concreted

Ben Arentz reported that invitation to tender for classroom floors plus veranda’s and skirting was sent out to three contractors: Mbugua, Francis and Isaac of Conslog. Mbugua quoted 535,430 for all the work, 444,640 with excluding the verandas. Francis’ quote was 466,500 but did not include the verandas. Conslog came in at a very lowest at 404,980 for the lot.

When evaluating the three quotes, the meeting was informed by Mr Kariuki and Mr Ndinguri, that they were not happy with the performance of Conslog during the previous projects awarded to them. There had been a lack of supervision of casual labour brought in for the job, overcharging for materials used and poor quality of work delivered. Ben Arentz suggested that Conslog could be excluded from future tenders in that case. Ben requested a written report about Conslogs past performance to be written by Mr Kariuki and filed with the Board. Also, we will invite another builder instead to ensure competition for future tenders.

Given the two tenderers left, Mbugua’s quote was some KShs 21,860 cheaper for doing the classrooms only. Repair of the verandas is important and Mbugua will be proposed to carry out the entire project for KShs 535,430.

 

6.1 Mbugua will be proposed to carry out the repair of the classroom floors and verandas, including skirting for the classrooms.

 

2: Text books

KK provided a list of the text books needed for the students in the most needy classes (6, 7 & 8). The list had been compiled by the School Instructional Selection Committee (SIMSC).

6.2 The amount of money needed for the 1800 books amounts to KShs 993,500.

 

3: Water from kiosk to toilets

Still pending.

 

6.3 Still waiting for the World Bank to connect the water supply.

 

4: Watchman’s hut

Tenders have gone out for this and two contractors have come up with their quotations. These are Conslog for KShs 126,415 and Mbugua for KShs 114,074.40. Conslogs quote included a door at KShs 10,000 and a wall shelve at some Kshs 2120, not quoted for by Mbugua. As a result both quotes are very similar in price. However, some of the materials proposed by Conslog are of a better quality. They ofer twice the thickness for the damp proof membrane under the concrete floor and they treat with Termicide to prevent termites developing under the structure. Mbugua did not include such treatment in his quote. It is proposed to give the work to Conslog and to carefully monitor (witnessed by Ben Arentz during regular visits to the site) the construction process and materials used. This would be seen as a last chance for Conslog to proof that they can deliver a job ot a good standard.

6.4 Recommended to award this project to Conslog because of better materials quoted ofr. Also to use this project to scrutinize their performance.

 

5: More desks

It was agreed that the desks can be made of wood as long as they are well designed and do not damage the floor. The current furniture is damaging to the floors.

A rounded design for the metal legs, which will be drawn by BA, is less damaging.

It was also mentioned that the use of screws and bolts should be avoided for the construction of the furniture. These tend to be removed and disappear.

 

It was agreed to try and invite more tenderers for the desks, lockers and chairs. Scope would be for 100 bench desks and 50 lockers and chairs with emphasis on using wood were possible instead of metal and where metal is needed to have a rounded design without sharp edges, because these are less damaging to concrete floors.

 

8.

AOB

 

-WA & BA approached Fabian Philippart from Fleur Africa for possible support for Loldia Primary School.

Fabian will look into the matter and get back to the board.

 

Possible new projects:

-          New metal main gate on the main road to be made for use when the road works have been finished. This will be reinstated for use for visitors and cars entering the premises.

-          Rainwater harvesting from the remaining buildings not included in the previous project. BA will measure the roofs and quantify what is required for this project.

-          A new staffroom with facilities (toilets, pantry etc). This needs to be carefully thought out before it becomes a proposal to TAS.

-          The school successfully made it to the national level for music teams, which is no mean feat. The music team consisted of 24 students and 2 teachers. It was proposed that when the certificates are awarded to these deserving students, an incentive of rucksacks with the school inscription could be awarded.

 

Great concern was expressed about the lack of attendance to meetings by most of the members of the board. It was proposed that we contact all trustees and ask them if they are willing to continue to be active members of the board.

 

 

 

 

 

 

 

9

Date of next meeting: Tuesday 25.10.2016

Time: 15:00 hrs (3 pm) in KK’s office.