Instructors at Matinyani youth polytechnic

Student in Matinyani learning in joinery department

Three Youth Polytechnics

The aim of the three youth polytechnics polytechnic is to provide technical training for youth who for various reasons, mainly academic ability and poverty, cannot attend secondary school. The three polytechnics in this partnership include Ithiani YP, Matinyani YP and Kathivo YP. The polytechnics aim to attract more students and raise the standards of the carpentry, masonry, metal work, and tailoring & dressmaking department. Thus providing training for this sector of rural youth and thus increasing their employment prospects
All the three youth polytechnics were established in the 1980s with financial assistance from the Kenya government and from the local communities. The sources of funds for many of the youth polytechnics in Kenya have been reduced since 1993. The relevant ministry now only gives very limited grants which are used to pay some instructors salaries. Money for tools and equipment has to come from the trainees fees (currently Ksh 1800 per student per year), contract work and fundraising from the local community. Most polytechnics are therefore struggling for funds.
Kathivo YP consists of a single block of workshops, which include Carpentry, Masonry, and Tailoring. There is a kitchen and a shaded area forms the dining area. There is another block, which comprises the manger’s office, the deputy manager’s office and a staff room. Kathivo YP is a day polytechnic.

Ithiani YP has four classrooms. A carpentry classroom, masonry, dressmaking first years and dress making second years. The administration block has the manager’s office, a spacious staff room and a store. There are two dormitories, one for girls and the other for boys. The girl’s dormitory has a capacity of accommodating 30 but there are only 8 girls boarding. The block with boy’s dormitory has a store, which will be converted, into a classroom next year. The polytechnic has a kitchen but has no dining hall.

Matinyani YP has two blocks on the compound. The main block consists of the four workshops for the four trades that6 are offered at the YP. The other block has the manager’s office and the staff room. There are two dormitories for girls and for boys on the compound. There is also a small kitchen and a dinning area for the students. The compound is fenced round and is very clean. The polytechnic does not have staff houses on the compound and most of the instructors reside at the local market.

All the three YPs have limited tools for their trainees and most have been through donations with some also purchased from the fees paid by the trainees. He tools available include sewing machines, masonry and some basic carpentry tools.

Over the last two years, these three polytechnics have targeted the improvement of the standards of training offered in all sections by strengthening the overall management capacity and general standards of the institutions. In order to dilute the dependence on fees collection as the only source of income, especially in a dry and drought stricken area, the YPs must now start to generate income and plan for long term sustainability.

Unemployment is one of Kenya’s most pressing problems. By working with the youth polytechnics the volunteer can actively support the training of the local youth by providing access to skilled trade and therefore increasing the opportunities for employment.

My Daily life

My Daily life - a brief snapshot

The lines which always inspired and motivated me to work with the disadvantage youths is that of a famous Indian poet Rabindranath Tagore, a Nobel peace prize winner . I quote few lines here from his collection of poems and I would like to dedicate it to the V.S.O JITOLEE Family

"Where the mind is without fear and head is held high;
Where knowledge is free;
Where the world has not broken up into fragments by
Narrow domestic walls;
Where the words come out from the depth of truth;
Where tireless striving stretches its arm towards perfection
Where the clear stream of reason has not lost its way into the
Dreary desert sand of dead habit
Where the mind is lead forward by thee into ever widening
Thought and action—
Into that heaven of freedom, my father let my country awake "


Starting my day early.......

Ø Waking up with the roosters at 7:00 – 7:30 am

Ø My domestic help arrives by the time and I discuss about his previous day happening or his latest gossips

Ø He prepares morning breakfast while I do some morning Yoga which gives me inner peace and strength for whole day .Sometime I read daily nation newspaper if I am lucky to get one from polytechnic campus where I stay

Ø I feel blessed when I see water running down my tap which means I can take a hot shower in the morning. To have a hot shower in kitui is luxury since place is very dry and water is scarce

Looking forward to another day's work.........

Ø I then check my VSO piki piki before going for work since all the three polytechnics are located in remote areas, away from the town and the journey is adventurous and one need tough training to ride in the bush

Ø I have distributed my working days in the three polytechnics and I usually give my advance monthly plan to the polytechnics to utilize our times efficiently to derive maximum benefit from our interactive sessions.

Ø My work starts with staff and managers, assessing the achievement of previous week, identifying issues and challenges, planning for the week ahead, and resolving any burning issue in the organization which needs my urgent attention or require further escalation

Ø Most often I get caught in a hectic schedule especially when there is lot of parallel activities taking place within the polytechnics as I have to spread my wings within the three youth polytechnics on the same day, each located in different area and a bit far from each other. My only lifeline is my beloved piki piki without which life would be difficult to imagine.

Ø On a busy day I have to attend one executive committee meeting in kathivo during the morning followed by small group activity session in another polytechnic, Matinyani, and then rushing to third YP-Ithiiyani to provide some motivational talk. If lady luck is not at your side and your miss piki piki decides to throw some tantrums during the course of day you definitely need a six pack Abs if not a big heart mate!

Ø To make sure that our polytechnics have clean and good ambience within the campus I have made four houses compromising of students each represented by a Instructor. As part of group initiative we assign activities to each house such as cleaning of the campus, painting, clearing the fences, tree planting etc. After couple of hours of hard labour we sit down for small break to catch our breath and relax. The photo journalist inside me comes to the fore during such sessions and I keep my digital camera vigilant to capture snaps of interesting activities being done by the groups. After a short break we all go back to respective teams to finish our unaccomplished jobs. It gives all our staff and trainee a sense of responsibility and ownership toward the polytechnic and we also learn the importance of team building- an important building block for success in life that lies ahead.

Ø I have made some self help groups within the community and I have learnt to cherish their small success. The group has started a nursery in the campus of the polytechnic where by helping the polytechnic in maintaining the samba and at the same time earning some money for their family. My personal view about development is that it is a slow process and there is no rocket science to bring change. It evolves slowly and gradually and has its life cycle.

Ø The main aim of various activities that we plan is for the benefit of youths and their capacity and capability development. During my motivational talks to the youth I usually try to give them necessary guidance and direction to move forward. I usually remind the group the wisdom given by some unknown folk –“Even crazy looking problems are sometimes real and all problems seem to be simple only when we find the solution with a cool thinking. Don’t just say its “IMPOSSIBLE” without putting a sincere effort... Observe the word “IMPOSSIBLE” carefully... You can see “I’M POSSIBLE... ”

Ø I usually take my lunch in the polytechnic .Now I am used to eating githiri, ugali with cabbage, skumaviki and some times afacados with lunch. Being a vegetarian is a big problem for me but people here are very understanding and nice and that keeps me going.

Returning back from work.....

Ø After all day planning and deadlines I finally prepare to go back to sweet home. On the way back home I usually visit posta to check my mail and to access internet since its is the cheapest in town 1 shs per min .There are other cyber cafes in town but they charge two shs per min.

Ø Sometimes I go to local shopkeepers who are my friends now to chat with them to know the pulse of the town. I discuss/gossip with them on various issues personal, cultural and their daily problems. Somtimes even end up giving them genuine solutions where I feel comfortable. This way I have developed a social bond with them and created a space in the local community.

Utlising my idiot box...........

Ø Back home I switch on my cable T.V though I have access to only limited channels to catch the latest happenings in real time I guess, whilst keeping an eye on the setting sun. I usually watch Alzazira news and one Hindi channel B4U for latest bollywood songs while at the same time start preparation for dinner. Whilst chopping the vegetable, enjoying the aroma of freshly cooking rice on slow steam, making a slow but steady progress, listening to songs and enjoying loneliness is another great way of making one’s day unaware of your surroundings and from things one will consider mundane in life. Most often I sit in my small samba with drink and enjoy nature reflecting on things gone by.

Weekend entertainment unlimited..........

Ø On Saturday night I go to the “Club” for change from monotonous and someimes happening week. It is not a great place where one always wants to go but the people are nice and the “club” is made up of local people.Kitui is one of the poorest regions in Kenya and there are hardly any good clubs. Some of the clubs which exist are very noisy and you may feel that your eardrums cannot take it for long if you stay put there!. But the best thing about Mukamba tribe or Mukambani is that they are peace loving people and one hardly hears about any violence or fight. Even night is quite safe if one likes to venture out but being expatriates one should take precaution and it is advisable to take taxi. During holidays, spending your time is difficult especially when you are living alone and there is no recreation club around.

Bed time wish............

Ø I usually go to bed by 11-11.30 pm. hoping for a sound sleep. I try to sleep but the only obstacle between me and my sleep is my neighbour hood. Some days in week I really struggle to go to bed and get caught between two enthuastic groups -a group of people behind my backyard who are used to singing throughout the night and the other group is local Mullahs in the mosque near my home chasing my morning slumber. The only workaround is plugging my ears with buds so I feel a bit unlucky in terms of location but then this is life…no cribbing please!

Experience in a nutshell........

If I have to summarize in nutshell about my experience then I will say that I am glad that I am in the right country and in the right place. It took me long time and most of the world to learn that we know so little about other civilizations yet we always have a perception and opinion on them. I say opinion because when we have less knowledge then we have more opinion.

I started my journey from Delhi,India which has massive population and directly landed at Nairobi airport. The first thing I noticed about Kenya was the smell of a different air. I could smell it before I saw or heard anything of Kenya as I walked along the umbilical corridor that connected the plane to airport. I was excited and delighted by it, in that first Nairobi minute, escaping from crowded traffic back home and to the new unkown world that I didn’t and couldn’t recognise. The next thing I noticed was the pleasant weather limbering in airport queues, not five minutes from the conditioned air of the plane. Then there were people from fair skin and dark green eyes and golden brown and black, every different face and form of that extravagant variety that is incomparable African beauty .

The various Kenyan officials assumed me a Muhandi and I was received harshly by the authority at the immigration but nevertheless it is the perception which always works against or in favour of a particular ethnic or expatriates which I learned during my stay as a volunteer whilst trying to contribute my skills to bring some change for Kenyans in Kitui. I am sure my contribution no matter however small, will certainly bring positive change in the life of ordinary Kenyan youth. As I mentioned earlier that I learnt a lot of things while staying away from home and living in a very different environment where even items of necessity which we take it for granted back home, some times seems luxury here but it all depends on individual level as how one takes or feel about his/her experience as a volunteer.

SUREEL SINGH
V.SO Volunteer

CORE VALUES OF THREE YOUTH POLYTECHNICS

COMMITMENT

1) Doing ordinary things extraordinary well
2) Revising target on daily basis
3) Putting extra effort for our customer
4) Going beyond what is expected
5) Customer will be provided professional and genuine advice and counseling
6) I will be more punctual
7) I will make sure that YPs should have relaxed but business environment
8) A telephone call will be picked up within 3 rings
9) I will assure my self that in my YPs, vision, mission and core vale, description of our product, testimonial and picture should be clearly visible
10) Minimum acceptance commitment

COMMUNITY DEVELOPMENT

COMMUNITY DEVELOPMENT

SIMPLE DEFINITION

This is a process of identifying and harnessing local and regional resources and opportunities to stimulate new economic and employment opportunities.

It is about communities maximizing the use of their human, physical and financial resources to maintain and enhance development opportunities and their quality of life
It is based upon simple premises that each community has within itself, considerable opportunities to influence its economic future.
As we think about development, we need to appreciate that sustainable local economic development does result from fix measures. It involves developing a mix of initiatives related to the community’s competitive advantages.

ROLE OF MICRO FINANCE IN ACTIVATING LOCAL ECONOMIC DEVELOPMENT BOF THE DISADVANTAGED

Micro finance can be defined as an effective and innovative solution to deliver services (credit, saving, insurance, etc to the poor or disadvantage)

Past experience and data available has shown that while micro finance is a business, it is also powerful tool for development.
2.1 Even very modest loans generate huge productivity gains and contribute both to job creation and to raise family living standards (adequate nutrition, better health and housing, more education).


If the above is true we can therefore say that credit alone cannot eradicate poverty but contributes to eradication and other development interventions must come into play

Micro finance offers for the first time in the field of social action, the opportunity to reach sustainability of impact through financial profitability.
It is indeed an opportunity for socially responsible development partners to make a concrete and lasting contribution to the improvement of the poor and their families.

3. FINANCIAL SERVICES AND POORTY REDUCTION
Micro financing assists the entrepreneurs to exploit the skills and competence without compromising his or herself confidence. This is because the entrepreneurs participates in designing and attaining his/her success path

The poverty lending approach of microfinance institutions (MFI) overall goals should be poverty reduction and empowerment MFIs should target the poor .Credit is indeed a powerful tool for poverty reduction

3-1 Investment in productive assets for income generation
3.2 Facilitating the household’s livelihood activities.
3.3Protection against income shocks and reduced vulnerability
3.4 Qualitative factors such as empowerment and building of social capital.

1)SERVICES WHICH MICROFINANCE INSTITUTIONS GIVE

Loans or credit
A common assumption upon which micro finance programmes are based is lack of access to credit. This is seen as most serious constraint the poor face.


Various entrepreneurs needs different loan products which most institutions try to provide

While MFIs in other countries have developed innovative products for the clients, this is not so in Kenya where credit has dominated the sector. Other products could be market linages,business training

The products currently available are ;

Ø Business loans
Ø Education loans
Ø Medical loans
Ø Small holder farmer loans
Ø Technology loans-popularly called community telephone
Ø Skill and knowledge acquisition



Most MFI s started through an integrated approach, providing training and credit. Over the time, the training has not emphasized due to various reasons:-

Ø Insurance – for proposal needs and assets
Ø Consumer loans –purchase of household items
Ø Investment loans- for acquisition or development of assets.

NB: Commercial banks have now started micro lending but for the able, employed and those with small and medium businesses and their loans are larger.
One characteristic of these loans is that they are short term between 3-24 months. There are also small loans of between shs 5,000- to shs 400,000/-

4. TYPES OF MICRO FINANCE INSTITUTIONS

Currently in Kenya, the word micro finance is generally used by any financial institution which imagines that they are lending small loans to its clients.

We see commercials banks calling themselves institutions and this distorts the sector. While micro finance institution goals are to support the poor or disadvantaged, the reasons for banks and non –banking institutions may be actually tapping the benefits of the large market to create wealth for the shareholder.
Categorically there are two types of micro finance institutions:-

4.1 NGOs: Pursuing exclusively social objectives. They use micro finance as a mean for poverty reduction

4.2 Commercial institutions; These perceive the provision of financial services as their main objectives commercial. Institutional goal is expansion to new markets for institutional image profitability

The two have very little in common e.g. vision mission lending methods, capital accesses,etc


5. DO MFI ‘s REACH THE POOR OF THE POOREST

It is commonly believed that MFI clients in general are the poor .However there is a relationship between the type of an institution and poverty level of its clients. Studies which have been carried out indicate that very few MFI’s reach the poorest of the poor. The poor benefit more on social services than credit.

Why is this :
Firstly ,because the poorest of the poor do not need credit but support to meet their immediate need e.g. food,health,etc.It is what finances do that reduces poverty and therefore, since the poor of the poorest have other pressing needs financing makes little sense.
Secondly the poorest of the poor lack physical collateral e.g. household assets which form part of collateral e.g. household assets which form part of collateral for loans
Solidarity groups lending has tried to solve this problem but still the poor of the poorest still are limited to this access

However NGO MFI’s reach more poor people than commercial MFIs.

Thirdly the push for MFIs to become financially self sustaining we have seen in Kenya donor’s pushing MFIs from the poor because they must be sustainable.

Donors have become investors and their funds have been converted to trusts or advanced through commercial banks at high fees, others have converted themselves into MFI’s thus depriving the poor of the social support

6. FINANCIALLY ABLE MFI’s CAN REACH THE POOREST OF THE POOR THROUGH ITS OWN CAPITAL

6-1 Studies have shown that there is evidence that financially sustainable institutions have increased their out reach and served a great number of the poor

6.2 MFI’s also are able to reach petty traders than commercial banks

6.3 MFI’s reach the poor especially in rural areas. Barrier to outreach are poor infrastructure, low population density, terrain and accessibility.

6-4 MFI’s give small loans which are only attractive to the poor

7.SHOULD MFI’s STRIVE TO REACH THE POOREST OF THE POOR

The answer is Yes: The main goal of micro financing the poor is to access credit even when the poor benefit more form social services. If some of the poorest are credit constrained due to other reasons as discussed above this should not be viewed as institutional failure.

The provision of credit to the poor people is complicated and expensive, requires credit worthiness and involves risks for both borrowers and lenders. It is still possible for MFI’s to deepen outreach through complimentary activities.

If this is a factor, MFI’s should be encouraged to reach a large number of poor within a diversified client group. In this endeavour to reach the poor, a wide Varity of approaches and MFI’s is needed.

These should include: Sustainable institutions to secure large scale outreach and reduction in absolute poverty, a poverty-oriented pilot programme

Although studies have not been done in Kenya on the impact and of MFI’s,other studies in Asia and latin America have shown that micro finance plays a big role in poverty reduction.However,conditions must be available for financing to play its role in this endeavour. The following are some of the achievements of micro financing:-

Ø Increased employment
Ø Increased use of family labour
Ø Increased household income
Ø Higher survival of enterprises due to access to additional finance
Ø Improved nutrition and access to health
Ø Increased participation of the entrepreneur at family and community affairs
Ø Improved self esteem
Ø Increased use of local resources
Ø Increased saving for local activities,etc.


8.SOURCES OF FINANCES FOR MFI’s

8.1 Partner contributions (grants)
8.2 Collateral savings
8-3 Reveres (profits)
8.4 Loans
8.5 Alliances and networks

Alliances and networks

This area has started being a major source of funds for MFI’s .This is more so due to two or more institutions with common missions but different skills coming together for the achievements of their goals.

Each of the institution realizes that it can achieve more by partnering with another. The relationships are well defined and each partner’s role expressed


Collaborations goals could include;-

Ø Developing new development agencies and initiatives
Ø Sharing scarce resources
Ø Intermediary- intermediation
Ø Increasing local networks
Ø Creating local networks
Ø Creating synergy
Ø Sharing skills and knowledge
Ø Sustainability
Ø Entering a local market especially for foreign institutions etc.



9.WHAT HAS BEEN THE SUCECCESS OF ALLIANCES AND PARTNERSHIPS
Well designed alliances have worked very well to the satisfaction of both partners although poorly designed ones have failed

MFI’s in Kenya mostly work with more partners and alliances and this has enable institutions to create an impact through use of resources and technical expertise of their partners.

SMEP in this regard has been able to look with various partners in the are of delivery of service to the poor in the following areas.

9.1 Agriculture Development

SMEP is currently working with a partner to provide agricultural credit to small holder farmers in Taita Taveta and Kirinyaga out of this alliance the partner has provided finances for SMEP to deliver credit to this segment which SMEP would not have done due to the nature of credit needed and our current sources of finances which is commercial borrowing. We have disbursed over kshs.75million to this community over 1 year.

9.2 SMEP is also working with a partner in kawangware and Riruta to provide business loans to the recipient of the partner other social support. This partner besides providing services such as water, sanitation, health education, decided to provide credit for income generating activities.

The size of loans needs by these clients is very small and SMEP would have found them uneconomical to disburse. Because of this alliance, we have over 500 borrowers in this location. The partner has provided a payable grant for these loans besides meeting some of our administrative costs.
9.3 Because of isolation currently being experienced by people infected by HIV/AIDS, a partner approached SMEP to provide soft loans to the clients segment of those infected or affected e.g windows.
The programme is working in all major towns in Kenya viz kisumu, Nakuru, Mombasa, Nairobi.The loans are well utilized and repayment rate is over 99% .These people have now been able to meet most of their needs without seeking for handouts.

9-4 We have signed another contract with partner interested in supporting unemployed youth to start small businesses. The partnership will deliver credit to 600 youth over 2 years.Normally; SMEP would give start –up loans.
The services to be provided are training and credit. The partner will do the training and SMEP will carry out the credit component on behalf of the partner. The partner will support SMEP with funds to meet operational costs in those areas viz: kissi, kisumu

9.5Accounting for partner funds becomes easy and cost of delivery is minimised. These partnerships have been very successful for both partners

10.In conclusion ,it is necessary to emphasize that partnerships and networks are important and necessary. They should be formed when organisations seek to mutually strengthen and sustain themselfes.They should be seen as an empowering process which relies on trust and confidence, solidarity of vision and approach and it acknowledges mutual contribution and equality.
Both partners have complimentary roles, established through negotiation s and subject to change as the partnership grows and circumstances changes

Philosphy of Education

I believe effective teaching is an interactive process in which students and teachers explore and create knowledge together. Each student brings to the learning process his or her own perspective, experiences, knowledge, and insights. Classroom discussions are facilitated and students are encouraged to associate classroom experiences with life experiences. Providing a meaningful learning environment promotes the belief that students learn better if they find meaning in what they are learning. Students will achieve and learn based on their previous learning and experiences.
I believe teaching is a science, a skill, and an art. It is a science in that a good teacher must know what scientific research says about human development, motivation, and effective teaching techniques. Educators need to be classroom researchers who investigate new ways of assimilation and accommodation. Teaching is skill because educators need to effectively apply instructional strategies to their own unique classrooms. Cognitive forms of learning must be implemented and students need to learn strategies that transfer information from short term to long term memory. The best educators know the art of teaching. They have a natural talent for teaching that sets them apart from others. Educators must see the natural abilities in students and dare to bring out the best in each student, everyday.
I believe good teaching is respectful and supportive of all students. It sees possibilities and strengths in all learners. It holds high expectations for every student and promotes individual dignity, encourages cross-cultural understanding, and empowers the individual to excel. It allows the learner to make significant choices that connect to his or her real world. Effective teaching is student centered, impartial, and multicultural in its focus.
I believe effective teaching leads rather than preaches. Teaching provides students with opportunities for learning and real life application. Learning experiences support comprehension and assimilation of new information. Students should continue to learn even when class is not in session. Successful teaching encourages students to value who they are, and not a particular grade. Enabling students to integrate new information with daily life and other subject areas allows for internal happiness and provides intrinsic motivation in the classroom. A student becomes smarter because they are genuinely motivated to learn and actively add to the enthusiasm of the classroom.
I believe teaching is a complex process, which involves taking a risk, experimentation, and creativity for both the educator and the student. The best teaching is that which provides the learner with productive thinking skills and an insightful learning experience. An educator must challenge students to see the value in being genuinely interested in learning and achieving life goals.
Sureel singh

VINI REMARK ON YOUTH DAY

Today is the day of the African child. We celebrate this day because in 1976 in Soweto in South Africa thousands of black school children demonstrated to protest the inferior quality of their education and demanded their right to be taught in their own language. Hundreds of youth were shot down and more violence followed this event. Since 1991, this day has been celebrated all throughout Africa and in fact, the world.

In other words, this day is celebrated because you as youth, as African youth, have the right to live with full dignity and your community, government, institutions are meant to serve this goal along with you.

What do we mean by dignity?
dig·ni·ty n
1. a proper sense of pride and self-respect
2. the condition of being worthy of respect, esteem, or honor

Encarta® World English Dictionary © 1999 Microsoft Corporation.

Failure
fail·ure n
1. a lack of success in something, or an unsuccessful attempt at doing something
2. something that falls short of what is required or expected
3. somebody who or something that is unsuccessful
4. a breakdown or decline in the performance of something, or an occasion when something stops working or stops working adequately
5. inadequate growth, development, or production of something
6. a financial collapse, usually leading to bankruptcy

Encarta® World English Dictionary © 1999 Microsoft Corporation.

In Kenya, more than 40 percent of adults do not have productive employment. In Kitui district, about 46 percent of women and about 49 percent of men are economically inactive. More women, roughly 40 percent provide unpaid labour in family farms than men 25 percent. In Kitui district, 66 percent of the population is poor, acc. to district planning unit. Much of the povertycan be attributed to large family sizes, low agricultural activity due to high land subdivision, high disease, poor marketing and quality of products, unemployment,

In Kitui, a study conducted in 2003 found that there is demand for cheap but quality finished goods and services to farmers and people working in small scale businesses. There is need for creativity, technical skills and business education. There is need to inprove and add value to current courses to make them more relevant to community demand. In Kitui, indigenous technology thrives in the form of horticulture, weaving, floriculture, carving etc.

In Kenya, the illiteracy rate is 22 percent but female illiteracy is 30 percent.

women are 51 percent of the world’s population. (Nairobi conf. for women in 1985)
they do 66 percent of the world’s working hours
they earn ten percent of the world’s income
and they own less than one percent of the world’s assets.

does a tailor have to be a woman?
can a girl not be a mason? she can carry heavy loads.

VISION, MISSION STATEMENT AND CORE VALUES

VISION STATEMENT

Empowered and self-reliant youth and communities capable of generating wealth for better quality of life for all.


MISSION STATEMENT

To offer quality training to youth and community members, as per their demands and needs, to enhance business and technical skills and create employment opportunities.


CORE VALUES

Ø Quality of life
Ø Youth, Children, community
Ø Empowerment and self-reliance
Ø Business and technical skills
Ø Wealth Generation

ITHIIANI STRATEGIC PLAN FIRST SESSION NOTES

INTRODUCTION.

Commitment Cycle of a Healthy YP


Implement



Delegate Evaluate




Decide

Recommend

Strategic planning is having something like a stool which have four legs which without one cannot function.

- Structures - MC, Staff, Trainees etc
- Policy - Government
- Systems - Money, Construction, hiring
- Strategy - This is the direction, action or style of implementation, decision making, plan
of how and what to do.

Real Strategic Planning Involves.

(1) History
(2) SWOT
- Strength
- Weakness
- Opportunities
- Threats
(3) VMGO
- Vision
- Mission
- Goals
- Objectives

(4) Plan of Action – For 5 years


Expectations & Facts

1. Setting the goals 1. How to achieve our goals
2. To know development plans, divide them
prioritize, then look for ways of implementing 2. Issues of shareholding is not well handled
we might not achieve our goals
3. To share openly our views and ideas 3. Some might choose not to speak or
participate.

GROUND RULES WERE SET.


HOME WORK.

Participants were told to have identified the following by the next meeting.

(i) Strength – What good or advantages we see about or in our YP
(ii) Weakness - What bad things or hindrances, the limitations and the problems affecting
our YP.
(iii) Opportunities - Possible chances to change things for the better eg. if Government change
the management of Yps from the Labour Ministry to education ministry.
(iv) Threats - Things that stop positive things from happening eg HIV/Aids, deaths etc.


THE YP’S STRENGTHS.

Ø Qualified personnel (staff). Instructors who have trained in specified fields
Ø Adequate field for expectation of the institution
Ø It’s a trade testing centre
Ø Have a Management Advisor
Ø Have a competence MC
Ø It offers information Technology
Ø Networking with GoK, NGO’s and others
Ø Sponsored by CCF

THE YP’S WEAKNESSES.

Ø Low enrolment
Ø Lack of enough funds to run the YP
Ø Demoralized staff due to salary arrears
Ø Lack of modernized tools
Ø People not ready to adopt change
Ø Lack of support from provincial Administration
Ø Lack of vehicle for MuM
Ø Poor payment of fees
Ø Poor management structures and practices

Opportunities

Ø Government grants and CDT - & CCF
Ø Broad catchment area for more trainees
Ø Introduction of more courses
Ø Donor support
Ø Community support
Ø Electricity, water kiosk, borehole

Threats.

Ø Poverty and drought
Ø Negative attitude toward the YP
Ø Lack of Government policies
Ø No bursaries
Ø Increase of trade test fee from 500 to 1300
Ø Competition amongst YPs instead of co-operating
Ø Lack of trainees exposure.


26/07/05.

1. How can strengths be used to take advantage of opportunity?
2. How can we overcome the weaknesses to avoid threats?

NB: See the page with these questions and answers.

The YP Vision Statement.

(1) To change the YP to a training centre or a National Polytechnic.
(2) Increased and improved quality life among the youth and the community through quality skill training and community development ie. Reducing dependence on agriculture only.
(3) To have empowered youth and community members in the catchment area with technical and business skills for self-reliance.
(4) To offer many advanced courses.
(5) To train youth to assist parents, families and community to fight poverty and disadvantages through using technical skills and generating wealth in self-employment, business activities and through leadership.
(6) To be wealthy as YP and as a community.
(7) Youth gaining further (Advanced skills and opportunities.

COMMON ELEMENTS WERE.

Ø Quality of life
Ø Youth, Children, community
Ø Empowerment and self-reliance
Ø Business and technical skills
Ø Wealth Generation

VISION STATEMENT.

Is to have empowered youth and community members for self-reliance and wealth creation for better quality life.

MISSION STATEMENT.

Is to offer quality training to the youth and the community members as per their needs and demand to enhance business and technical skills to create job opportunities and employment.

HOW CAN STRENGTHS BE USED TO TAKE ADVANTAGE OF THE
OPPORTUNITIES.

Ø Enough rooms to introduce more courses.
Ø Electricity for electric related courses.
Ø Committed MC and dedicated staff can increase enrolment, raise more money and reduce debts.
Ø Good relationship with donors will increase our resource base.
Ø Catchment area can be used to market the YP and its products.

HOW TO OVERCOME WEAKNESSES TO AVOID THREATS.

- Low enrolment - Use community members to increase.
- Advertise

- HIV/Aids - Train the youth to change behaviour

- Lack of provincial Administration support
- Involve them

- Poverty - Train people on how to eradicate it

- Lack of Government support - Request from them Government cash and materials

- Demoralized staff - Give salary on time
- Solve problem before it becomes serious
- Start income generating activities
- Take them to skills upgrading
- Take them to exposure visits.

- Poor payments of fees - Parents/guardians to be called and told of their children fee balances

- No enough instructors - Recruit enough instructor and pay them.

ITHIIANI YOUTH POLYTECHNIC CONSTITUTION

ITHIIANI YOUTH POLYTECHNIC
P.O. Box 253 KITUI 90200 Tel: 0721-404602

ASSISTED BY MINISTRY OF LABOUR AND HUMAN RESOURCES;
THE CHRISTIAN CHILDREN’S FUND NGWATANIO PROJECT;
AND VOLUNTARY SERVICES OVERSEAS


CONSTITUTION
approved April 13th 2005

1. NAME
2. VISION
3. MISSION
4. ORGANISATIONAL STRUCTURE
5. CATCHMENT AREA & COMMUNITY DELEGATES
6. PROCESS OF ELECTION & DISSOLUTION OF M.C.
7. MINIMUM QUALIFICATIONS
8. TERM OF OFFICE
9. MANAGEMENT COMMITTEE COMPOSITION
10. RESPONSIBILITIES OF MANAGEMENT COMMITTEE
11. EXECUTIVE COMMITTEE COMPOSITION
12. RESPONSIBILITIES OF EXECUTIVE COMMITTEE
13. ROLE OF OFFICE BEARERS
14. ROLE OF SPONSOR(S)
15. MEETINGS & ATTENDANCE
16. VOTING
17. POLYTECHNIC FUNDS & FINANCIAL CONTROL
18. REVIEW & AMENDMENT OF THE CONSTITUTION
1. NAME
The name of the polytechnic will remain ITHIIANI YOUTH POLYTECHNIC and will be reflected as the POLYTECHNIC throughout this constitution.

2. VISION
Empowered and self-reliant youth and communities capable of generating wealth for better quality of life for all.

3. MISSION
To offer quality training to youth and community members, as per their demands and needs,
to enhance business and technical skills and create employment opportunities.

4. ORGANISATIONAL STRUCTURE
The polytechnic follows the organisational structure outlined below.
4.1. Ministry: The Government always determines the Ministry where the Polytechnics fall in. Currently, all government-assisted polytechnics report to the Ministry of Labour and Human Resources.
4.2. Director of Vocational and Industrial Training (D.V.I.T): The polytechnics directive comes from D.V.I.T.
4.3. Provincial Applied Technology Officer (P.A.T.O): P.A.T.O is the public officer in charge of youth polytechnics in the province.
4.4. District Applied Technology Officer (D.A.T.O): D.A.T.O is the public officer in charge of youth polytechnics in the district.
4.5. Community Members: These are the community members from the catchment area of the youth polytechnic. They are the owners of the youth polytechnic. They are eligible to stand for elections as well as elect community delegates and management committee members to represent the community. The polytechnic and its management committee are ultimately accountable to the community members and must report regularly to the community.
4.6. Community Delegates: These are community members who are effected by and can influence the youth polytechnic i.e. they are the stakeholders in the youth polytechnic. Community delegates represent all parts of the catchment area. The community delegates are responsible for electing the polytechnic’s management committee.
4.7. Management Committee: An elected body from the community, sponsor, parents and the administration runs the polytechnic.
4.8. Sub-Committees of the Management Committee: These are small group of management committee members who have a specific responsibility to work on particular development tasks, for example, physical development; marketing; community mobilization; training; etc. The executive committee is also a sub-committee of the management committee. All sub-committees are appointed by and report to the Management Committee.
4.9. Manager: A manager is employed by the management committee to co-ordinate all day-to-day activities of the youth polytechnic.
4.10. Deputy Manager: The Management Committee together with the manager appoints him/her to assist the manager in daily operations of the polytechnic.
4.11. Instructors and Support Staff: There shall be instructor(s) in every trade and support staff as determined by the number of trainees. The greater the enrollment, the more instructors will be allowed based upon a ratio determined by the M.C. in consultation with the D.A.T.O.
4.12. Trainees Representatives: These representatives are elected by trainees from amongst themselves with support from staff and manager. Representatives should conduct themselves responsibly and must have a record of good conduct and performance at the polytechnic.
4.13. Trainees: There will be trainees for every trade in the polytechnic.

5. CATCHMENT AREA & SELECTION OF COMMUNITY DELEGATES
5.1. The catchment area of the polytechnic refers to the geographical area from where trainees currently come to the polytechnic as well as the target area from where trainees are expected to be recruited due to a need for vocational training and/or shortage of other polytechnics.
5.2. Currently, this catchment area include the locations of:
5.2.1 Changwithya West
5.2.2 Itoleka
5.2.3 Changwithya East
5.2.4 Yatta
5.2.5 Nzambani
5.2.6 Kwa-vonza
5.2.7 Katulani
5.2.8 Mulango

6. PROCESS OF ELECTION & DISSOLUTION OF THE MANAGEMENT COMMITTEE
6.1. New Management Committee Elections will be held every two years.
6.2. Voting for new MC members will be held at the Annual General Meeting of formal representatives from the community comprising the catchment area of the polytechnic.
6.3. Voting will be done by secret ballot with one vote per person per office. Elections will be presided over by the D.A.T.O./office-in-charge.
6.4. Special consideration will be given to age, gender, geographic location, disability, skills, education and qualifications that are able to actively participate in the development of the polytechnic.
6.5. When nominating a candidate for membership in the MC, he/she must be seconded by another participant. The nominee shall then either accept or reject the nomination before voting takes place.
6.6. All potential nominees must be physically present for the duration of the entire annual general meeting in order to be elected. Absentee nominations are not allowed.
6.7. Community Delegates will elect new community representatives to the MC at the end of their term.
6.8. Parents/Guardians will elect new representatives to the MC at the end of their term.
6.9. The Secretary of the Management Committee, in consultation with the D.A.T.O. will issue an official letter informing the current MC within 90 days of the end of their term.
6.10. The Annual General Meeting must be held before the end of the current MC’s term so as to ensure a smooth process of transition from one MC to another.
6.11. Elections will be held earlier only if the membership of the MC falls below the number necessary for a quorum i.e. 10 members or if either the member or a trainee (in case of a parent/guardian representative) have been removed for disciplinary reasons.

7. MINIMUM QUALIFICATIONS OF MANAGEMENT COMMITTEE MEMBERS
7.1. People with K.C.P.E./C.P.E. certificates and above.
7.2. People who are able to read, write and communicate in Kikamba and Kiswahili.
7.3. People who are committed to the polytechnic and the policies and procedures governing the institution.
7.4. People without any criminal record.
7.5. People with good conduct and ability to work well in teams.
7.6. People who are able to participate actively in the affairs of the polytechnic.
7.7. People with an interest in youth development and vocational training.
7.8. People who are accountable to community members, parents/guardians, staff and trainees of the polytechnic.

8. TERM OF OFFICE
The Management Committee members and the executive will serve for a period of two years and are legible for re-election once.

9. COMPOSITION OF THE MANAGEMENT COMMITTEE
9.1. There shall be a Management Committee (M.C.) to govern all affairs of the Polytechnic and nominated and elected by a community-based Management Committee Selecting Panel.
9.2. The M.C. shall be composed of members with qualifications, skills and experiences that will assist the development of the polytechnic.
9.3. The membership of the Management Committee shall not exceed fifteen (15) members in number, not including the ex-officio members.
9.4. M.C. members shall be:
9.3.1 Five (5) Parents/Guardians, at least three (3) must be women.
9.3.2 Four (4) Members of the community taking into account the polytechnic’s catchment area, at least two (2) must be women and at least one (1) must be a youth.
9.3.3 The Manager is to act as the secretary of the Management Committee
9.3.4 Three (3) persons will be appointed by the Sponsor(s), at least one (1) must have a trainee in the polytechnic and at least one (1) must be a woman.
9.3.5 Two (2) personalities with experience in Youth Development, at least (1) must be a woman.
9.3.6 Public Officers such as M.P., Councillors, Chiefs and Assistant Chiefs will be invited to attend in their respective capacities but without voting powers. They constitute ex-officio membership in the M.C.
9.3.7 The Management Committee members shall elect the following office bearers (except the Secretary who is the Manager of the polytechnic):
9.3.7.1 Chairperson
9.3.7.2 Vice-chairperson
9.3.7.3 Treasurer
9.3.7.4 Secretary (Manager of the polytechnic)

10. RESPONSIBILITIES OF MANAGEMENT COMMITTEE
10.1 The M.C. shall administer and control the polytechnic in accordance with the contents of this constitution.
10.2 The M.C. shall review and amend the constitution, code of regulations and other policies and procedures governing the polytechnic as required.
10.3 The M.C. shall prepare and implement the polytechnic’s strategic plan, including the polytechnic’s mission, vision, goals and objectives.
10.4 The M.C. shall recruit the polytechnic’s staff in consultation with the D.A.T.O./officer in-charge
10.5 The M.C. shall recommend disciplinary action to be taken if need be, termination of staff member(s) to the D.A.T.O./officer in-charge. The staff member shall first be given the opportunity to defend him/herself and he/she should be accompanied by one person in such a meeting as a witness.
10.6 The M.C. shall be responsible for the physical development of the polytechnic.
10.7 The M.C. shall assist in looking for contracts for the polytechnic to provide practical training opportunity and earn income.
10.8 The M.C. shall be responsible for mobilizing community support and for marketing and advertising the polytechnic.
10.9 The M.C. shall be responsible for the welfare of staff.
10.10 The M.C. shall, with the approval of the D.A.T.O/officer in-charge, determine the scale of fees payable by the trainees to the polytechnic.
10.11 The M.C. shall approve or disapprove the proceedings of the Executive.
10.12 The M.C. shall receive audited report of each financial year.
10.13 The M.C. shall receive each year’s budget from the Manager to approve or disapprove.
10.14 The M.C. shall ensure that there are enough training facilities in the Y.P.
10.15 The M.C. shall be the bridge between the polytechnic and the community.
10.16 The M.C. shall have the powers to suspend any officer bearer and/or MC member who shall not account properly for the funds and property of the polytechnic; who shall conduct him/herself in an irresponsible manner e.g. alcohol abuse, verbal abuse, intimidation, etc.
10.17 The M.C. shall call community delegates to elect new member(s) of the management committee to replace errant member(s).


11. EXECUTIVE COMMITTEE COMPOSITION
11.1 The Executive Committee of the polytechnic shall consist of
11.1.1 Chairperson
11.1.2 Vice-chairperson
11.1.3 Treasurer
11.1.4 Secretary (Manager)
11.1.5 D.A.T.O/P.A.T.O/Government Officer in–charge of polytechnics in the district
11.2 The chairperson, treasurer and secretary shall be the polytechnic’s bank account signatories.
11.3 The quorum for the Executive Committee shall be three members - the chairperson, the treasurer and the secretary.

12 . RESPONSIBILITIES OF EXECUTIVE COMMITTEE
12.1 To give closer guidance to the Manager in the implementation of the decisions of the Management Committee.
12.2 To authorize financial transactions and develop proposals on behalf of the Management Committee.
12.3 To prepare the agenda of the Management Committee meeting.

13 . ROLE OF OFFICE BEARERS
13.1 The Chairperson shall be elected by the M.C. members and his/her duties shall be to:
13.1.1 Call and chair meetings
13.1.2 Represent the polytechnic in Executive forums
13.1.3 Ensure smooth running of the polytechnic as per this constitution
13.1.4 Resolve conflicts
13.1.5 Co-ordinate the other members in implementing institutional development projects
13.2 The Vice-Chairperson shall be elected by the M.C. members and his/her duties shall be to:
13.2.1 Assist the Chairperson in carrying out his/her duties
13.2.2 Perform all the duties of the Chairperson in his/her absence
13.3 The Treasurer shall be elected by the M.C. members and his/her duties shall be to:
13.3.1 Exercise Financial Control and oversee Financial Management of polytechnic funds
13.3.2 Ensure proper utilization of finances of the polytechnic
13.3.3 Act as advisor to the M.C. members on financial issues
13.3.4 Ensure that all financial transactions are recorded properly in books of accounts
13.3.5 Present the books of accounts to the auditor appointed by M.C.
13.4 The Manager of the polytechnic will act as the Secretary of the Management Committee and his/her duties shall be to:
13.4.1 Manage the day-to-day activities of the polytechnic
13.4.2 Control the budget of the polytechnic and shall together with the treasurer, present the statement of accounts to the M.C. every term.
13.4.3 The manager will also present the auditor’s findings along with the treasurer to the M.C. on an annual basis.
13.4.4 Receive trainee fees and government grants on behalf of the M.C.
13.4.5 Be responsible for discipline in the polytechnic
13.4.6 Present monthly, quarterly and annual reports to the M.C.
13.4.7 Maintain suitable standards of conduct and behavior among staff and trainees.
13.4.8 Ensure that relevant and approved curriculum are followed for instruction within the polytechnic
13.4.9 Act as the secretary of the M.C. by taking and reading minutes and keeping the M.C.’s records.
13.4.10 Write letters for external and internal communications
13.4.11 Represent the polytechnic in external forums
13.4.12 Maintain the polytechnic’s calendar of events
13.4.13 Act as one of the bank account signatories

14 . ROLE OF SPONSOR(S)
14.1 A sponsor shall be a person or authority supporting the polytechnic materially and/or financially. Currently, the Christian Children’s Fund (CCF) is a sponsor of Ithiiani Youth Polytechnic and supports the polytechnic materially and financially.
14.2 A sponsor shall not be deemed to be the owner of the polytechnic and shall not have veto powers.
14.3 A sponsor shall cease to be involved in the running of the polytechnic if two thirds of the Management Committee decides so in a general meeting or if the Government has reason(s) to believe that further involvement of the sponsor(s) will not be beneficial to the polytechnic.
14.4 Clear documentation of agreement between the sponsor and the polytechnic will be kept in the polytechnic’s office.

15. MEETINGS & ATTENDANCE
15.1 The Management Committee shall meet at minimum, once per term that the polytechnic is in session and more often as needed. Each member shall be informed of the dates of meetings in writing by the Secretary in no less than fourteen days before the meeting.
15.2 A special meeting may be called for a specific purpose by the Chairman through the Secretary, as needed. The letter of such invitation should bear the agenda of such a meeting.
15.3 The quorum of the M.C. meeting will not be less than two thirds of all elected members.
15.4 The quorum of a special M.C. meeting will not be less than one third of all elected members.
15.5 Any member who fails to attend three consecutive meetings without an apology shall cease to be a member of the polytechnic’s M.C. A member is only allowed three apologies before ceasing to be a member of the MC. Members will be informed about their dismissal through an official letter from the Chairman of the MC.
15.6 The secretary will take and prepare accurate minutes of all meetings to be reviewed and approved by the MC at the next meeting.

16. VOTING
16.1 All resolutions shall be decided by voting or by show of hands. Secret ballot will be used in times of equality.
16.2 The secretary of the MC is responsible for taking accurate minutes of all resolutions. These minutes must be reviewed and approved at each MC meeting.

17. POLYTECHNIC FUNDS & FINANCIAL CONTROL
17.1 The Manager must seek approval of Management Committee for all intended expenditure by the polytechnic. No expenditure should be incurred without the approval of the Management Committee. Such approvals should clearly be minuted during M.C. meetings and the approving minutes quoted on the payment voucher in all payment.
17.2 The Manager will present an annual budget to the MC for review and approval at the beginning of the first term and at the end of the third term.
17.3 The Manager will present a term budget to the MC at the beginning and end of every term.
17.4 After approval by the Management Committee, the Manager and the Executive Committee may carry out the services or purchase goods.
17.5 After services have been rendered or goods received, the Manager shall prepare the payment vouchers. The payment vouchers should quote the authorizing minute(s). issue notes number and the invoice. This voucher should be recommended by the Treasurer.
17.6 The voucher is then presented to the Chairperson or his/her designated with supportive documents such as committee minutes, order sheet, issue notes, and invoices. The chairperson then authorizes the payment voucher after scrutinizing the available documents and certified that everything is in order.
17.7 The treasurer or his/her designate then writes the cheque against the authorized amount in the voucher. The cheque is then signed by the Manager and the Treasurer.
17.8 Cheques with amount above Kshs 5,000 must be presented to the authorized Government Officer in-charge for counter signature.
17.9 All payments must be made against payment vouchers, except in very special cases when standing imprest is used. All payment of goods and services worth Kshs 2,001 and above should be paid for by cheques. The payments must be made after the goods are received.
17.10 The Management Committee may approve a reasonable standing imprest (cash on hand) for the Manager for incidental expenditure. Cash on hand for this purpose should not be more than Kshs 2,000.
17.11 All monies received by the polytechnic from fees, sales of items, contracts undertaken by the polytechnic, Government grants, sponsor or any other source must in the first instance be banked. Money authorized by Management Committee to be spent as imprest will be withdrawn from the bank following the normal procedure described above. This implies that no Manager shall spend polytechnic funds without obtaining proper authority from the Management Committee Chairman, and authorized Government Officer.
17.12 The Manager must prepare monthly financial returns, statements and reports, which should be approved by the Executive Committee and sent to the Government officer in-charge.
17.13 Strictly four approved signatories should be submitted to the bank. They should be signatures of the:
17.13.1 Chairman
17.13.2 Treasurer
17.13.3 Manager/Secretary
17.13.4 D.A.T.O/Officer in-charge of polytechnics in district
17.14 The funds of the polytechnic shall be used for the following purpose and governed by appropriate, written policies and procedures:
17.14.1 Payment of salaries as in an approved annual and/or term budget
17.14.2 Payment of appropriate allowances as in an approved annual and/or term budget
17.12.2 Purchasing of tools, equipment and training materials as in an approved annual and/or term budget
17.12.3 Repair and maintenance as in an approved annual and/or term budget
17.12.4 Purchase of stationeries as in an approved annual and/or term budget
17.12.5 Purchase of adequate food and water supplies for trainees and staff as in an approved annual and/or term budget
17.12.6 Development of the polytechnic as per the priorities set by the M.C. as in an approved annual and/or term budget
17.15 All books of accounts shall be presented to an external Auditor appointed by the M.C.
17.16 The audit report shall be an agenda item in the meeting following the auditor’s report.
17.17 No auditor shall be an office bearer or member of the M.C.
17.18 Detailed financial management procedures and policies should be followed as per the polytechnic’s Financial Management Guidelines.

18. REVIEW & AMENDMENT OF THE CONSTITUTION
18.1 This constitution must be reviewed at least once every year in a meeting of the entire management committee to ensure that all members are knowledgeable about and in agreement with the contents of the constitution and to make any necessary amendments.
18.2 All proposals to amend this constitution shall be forwarded to the Secretary/Manager to be submitted to the members in their next meeting.
18.3 The amendment of this constitution shall be approved by at least two-thirds of the community delegates and the management committee at an annual general meeting.
18.4 Government circulars and policies updates shall be incorporated in the constitution in a timely manner. All amendment resolutions shall be made by voting

Graduation Day Programme

MATINYANI YOUTH POLYTECHNIC
MINISTRY OF LABOUR & HUMAN RESOURCE DEVELOPMENT
P.O. Box 996, KITUI Tel: 0723-370509

Graduation Day Programme
November 25th 2005

Welcome to Matinyani Youth Polytechnic’s very first Graduation and Open Day. We are honoured to welcome you to our polytechnic on this historical day. The Management Committee of Matinyani Youth Polytechnic, together with our instructors, support staff and trainees have prepared for many months to make today a special celebration of our graduating trainees and to share the YP’s successes and challenges with all our stakeholders. Our Management Committee (MC) is comprised of community leaders, parents and guardians and the provincial administration along with myself as the secretary of the YP. Our trainees are also represented through elected representatives on the MC.

Our YP’s shared and collectively developed VISION statement is
A developed and peaceful Kenya whose citizens live with dignity, free from suffering, and whose youth have enough resources and opportunities for advancement.

Our YP’s shared and collectively developed MISSION statement is
To provide quality technical training to youth for employment, self-discipline and community benefit.

We strive to work towards this vision and mission with your support. Below is a tentative programme for today. Mr. Robert S. Muinde, MC Member, will be the Master of Ceremony for the day’s programme. Kindly limit your speech to a maximum of 5 minutes to allow all esteemed guests to bless our youth as they start their journey into the working world. Thank you very much for being with us today and boosting our confidence. You are welcome to visit us often and guide us with your ideas and actions.

Yours truly,


Gabriel K. Kilonzo
Project Manager


Time
Item
10:00 am – 11:30 am
Arrival of all Guests; Sign in to Attendance Register; Seat and Self-Tour of Products
11:30 am – 11:40 am
Opening Prayer – Invited Pastor/Priest
11:40 am – 11:50 am
YP Manager’s Official Welcome Speech & Introduction to Staff Members
11:50 am – 12:20 pm
Compound Tour and Product Display - YP Manager and Instructors
12:20 pm – 12:30 pm
YP MC Chairman’s Speech & Introduction to MC Members
12:30 pm – 1:30 pm
Entertainment
(a) Songs by YP Trainees
(b) Poems by YP Trainees
1:30 pm – 3:00 pm
Brief Speeches
(a) Trainees’ Representatives
(b) Ex-Trainees/Graduates
(c) Instructors
(d) Management Advisor/VSO Volunteer
(e) Visiting YP Managers from Partner YPs
(f) Invited Guests
Ø Head Teachers
Ø Community & Women’s Group Leaders
Ø Volunteers
(g) Chiefs
(h) Chief Guest
3:00 pm - 3:30 pm
Certificates and Awards Ceremony
3:30 pm – 3:40 pm
Vote of Thanks – Chairman
3:40 pm – 3:45 pm
Closing Prayer
3:45 pm – 4:30 pm
Lunch and Departure

MATINYANI YOUTH POLYTECHNIC

MATINYANI YOUTH POLYTECHNIC

CONSTITUTION


Approved
JULY 11th, 2005








This constitution was drafted by a team of Management Committee members including:

1. Stephen S. Mitau - Chairman

2. Justus M. Wuie - Treasurer

3. Robert S. Muinde - Member

4. Alice Ngila - Parent

5. Gabriel K. Kilonzo - Manager


The draft constitution was presented to the full Management Committee of Matinyani Youth Polytechnic and was confirmed and authorized on 11/7/2005.




CONSTITUTION

1. NAME

The name of the Polytechnic shall remain MATINYANI YOUTH POLYTECHNIC.

This constitution will be cited as MYP constitution throughout the document.

2. MANAGEMENT COMMITTEE OF THE POLYTECHNIC

2.1 There shall be a management to run the affairs of the polytechnic on behalf of the community.

(a) The management committee named above shall be drawn from the stakeholders of the polytechnic.
(b) The stakeholders named in (a) above include the foundation bodies /sponsors, interested groups within the community, non-governmental organization. Government officials and retired civil servant.

2.2 The MC named in 2.1 above shall be composed of executive members and other members.

(a) The Executive Committee.

shall consist of the following

(i) Chairperson
(ii) Vice Chairperson
(iii) Secretary
(iv) Treasurer
(v) DATO/PATO

The quorum for an EC meeting shall be four (4) members compulsory with attendance of the chairperson, treasurer and the project manager who is the secretary of the MC.

(b) Other MC members.

(i) Five persons representing the community served by the YP.
(ii) Two person representing special interested groups in the community.
(iii) Five parents with trainees in the YP.
(iv) Three person elected by community delegates

The MC will be elected by community












4. Management Structure of a Polytechnic

Community

Support Staff
Executive Committee
Manager
Management Committee
Sub
Committee
Instructor
Trainee Representative
























Trainees


5. Election Procedure.

The election procedure shall be drawn from the catchment area, which is:

(i) Mutulu location
(ii) Matinyani Location
(iii) Kauma Location
(iv) Kalimani Location

The MC shall be elected by delegates and a notice shall be 21 day.


6. Responsibility of the Management Committee

6.1 The MC shall minister and control the YP in accordance with the content of the constitution.

6.2 The MC shall with consent of the provincial head of YP department pass a resolution of terminating or take other disciplinary action on a member of staff.

6.3 The MC is a bridge between the YP and the community.

6.4 The MC shall be responsible for staff welfare.

6.5 The MC recommending of terminates of a staff members should first give him opportunity to depend on him/her self and he/she should be accompanied by one person to defendant himself.

6.6 The MC shall participate in physical development of the YP.

6.7 The MC shall be responsible for getting enough land for the YP for future expansion.

6.8 The MC shall assist in looking for contract for the YP to provide practical training and earn income to advertise the polytechnic.

6.9 The manager shall control the day expenditure connected with the running of the YP and shall present accounts including an annual audited account such as expenditure to the MC when needed.

6.10 The manager shall receive fees payable by or in respect of trainees, all grant made out of public fund, whether for capital or revenue purpose and any subscription, donation in request to the youth polytechnic.

6.11 The MC shall with approval of the provincial head of youth department determine the scale of fees payable by or in respect of trainees at the polytechnic and shall prescribe the condition under which fees may be remitted in part in whole.

6.12 The common seal of the MC shall be in custody of the project manager and shall be signified by the chairman of the MC.

6.13 The YP shall follow the curriculum approved by the Government of Kenya.

6.14 The project manager shall control internal management, organization and discipline at the YP, shall be personally responsible to the MC, reporting and monitoring proper and suitable standard of conduct and behaviour among the staff and the trainees in the YP. Manager will be a role model in setting good standard of conduct behaviour.

6.15 There shall be regular consultant between the project manager and the responsible ministry, which will be in charge of the polytechnics.

6.16 The project manager shall make such arrangement as may be adequate for.

6.17 The expulsion of the trainees from the polytechnic shall be regulated by the provincial head officer of the youth department with recommendation of the MC.

6.18 All MC members shall have equal rights and active members from the date of election until the succeeding Annual General Meeting subject to the condition contained here in.

6.19 Any MC deciding to resign shall submit his/her resignation letter to the chairperson thus stating he/she will not desire to serve the YP then and in future. This will take effect from the date of receipt by chairman and some be read to MC at the AGM

6.20 MC member may be expelled by others when such resolution is reached by 2/3 of full MC. The reason of expelled be read to him/her and be given fine to defend and a high level of justice be practiced.

NOTE: MC/staff may be expelled on grounds that his/her conduct has adversity affected the reputation and dignity of the YP or has contravened any of the provision contained here in.

7 DUTIES OF OFFICE BEARER.

(a) Chairman – The chairman shall unless prevented cause, preside over all meeting of the committee and at all general meetings.

(b) Secretary – Shall deal with all correspondence of the polytechnic as well as the managerial work of the YP. In case of urgent matters where the committee cannot be consulted he/she shall consult the executive committee and the executive will conduct the whole organization correspondence handle its advertising and press handout the decision reached shall be subject to ratification or otherwise at the MC meeting.

(c) Treasurer – The treasurer is responsible to the committee and to the members of the community, that proper books of Account of the money received and paid by MATINYANI YOUTH POLYTECHNIC are available for inspection by the auditor appointed by the MC on receiving and disbursing the manager shall issue receipts to all monies belonging to the polytechnic/donation/grants etc and keep vouchers for all monies paid out of the YP.

8. RESPONSIBILITIES OF EXECUTIVE COMMITTEE.

8.1 To give close guidance to the project manager in the implementation of the decision of the MC.

8.2 To take decision or actions which would accelerate the executive of the policy decisions of the MC.

8.3 To consider and authorize financial transaction and develop proposals on behalf of the MC. The executive committee shall supervise all monies disbursed on behalf of the YP as authorized by MC except the working imprest which should not exceed Kshs. 2,000 (Two thousand Shillings Only)

8.4 The proceeding of any meeting of the executive committee reported to the MC in the next meeting. The MC shall meet three times a year while the EC shall meet three (3) times per term unless otherwise or incase of urgent needs arising whereas the quorum for the some shall be 2/3 members.

8.5 The project manager shall be one of the executive member and secretary to the committee.


9. TERM OF MANAGEMENT COMMITTEE

9.1 Both members of management committee and executive committee shall serve the YP for a period of (3) three years.

9.2 No elected member of the Management Committee will serve the YP for a period of more than two (2) terms of election.

9.3 Members will need to be qualified in order to serve on the management committee.

9.4 Also, gender parity will be maintained.

9.5 Trainees, parents and youth shall be invited to participate in election to serve the YP.

10. GENERAL MEETING.

Mc meeting shall be held at least three (3) times a year and should be called any time by the chairman. a notice in writing such MC meeting accompanied by agenda and minutes of last meeting shall be sent to all MC member not less than 21 days before date of the meeting. Where practicable press advertisement not less than fourteen days before the meeting day.

10.2 A special MC meeting may be called for a specific by purpose the chairman. An official letter in writing shall be sent to all members not less than seven (7) days before the date of the meeting no matter will be discussed other than that stated in the agenda.

10.3 The quorum of the MC meeting shall not be less than one third of the elected members.

10.4 Financial report shall be presented to members in every general MC meeting in respect of 6.3 above and a matter of updating members on transaction carried out in the YP by the treasurer.

10.5 Quorum of 8.1 above shall be not less than a quarter of the elected members.

11. PROCEDURE AT MEETING.

11.1 (a) All meetings ( a part from staff or academic) of the polytechnic the chairman or in his absence
a member shall be selected to chair the meeting of the day.

(b) That person selected to chair the meeting his/her power end at the end the meeting of that day.

11.2 Resolution be reached by simple voting by show of hands. In case of equality, the chairperson shall have the determining vote.

11.3 Any member who fail to attend three consecutive meeting without apology shall cease to be a member of MATINYANI YOUTH POLYTECHNIC and will be informed by the manager/secretary in writing to the relevant people or high authority shall be informed of such a vacancy and be informed to elect a suitable replacement for confirmation by PATO or principal head of youth department.



12. TRUSTEES.

12.1 All land building and other immovable property and all investment and security that shall be acquired by the YP shall be invested in the NAME of the polytechnic and should be signed by three people (trustee)

12.2 The foresaid shall be drawn from catchment area of the YP.

12.3 The trustee (DELIGATE) shall serve the YP for a period of three years. On retirement of a trustee, the committee will be eligible for re-election a general meeting shall have the power to appoint, remove or suspend any trustee from the board of trustees on the ground that his conduct is adversely affecting the reputation or dignity of MATINYANI YOUTH POLYTECHNIC.

12.4 ANY member deserving to resign from the board of trustee shall submit his resignation letter to the secretary, which shall take effect from the date of receipt by the secretary. Treasurer and chairman.

12.5 Any member who fails to attend trustees board for three consecutive meeting will automatically cease to be a member of trustee board.

12.6 A general meeting shall have the power to remove any of the trustee and all vacancies occurring by removal, resignation or death, shall be felled at the same on next general meeting.

13. AUDITOR.
13.1 The MC through tender shall appoint an auditor for the following year. All YP account, records and documents shall be open for audit at any time. The treasurer shall produce an account for his or her receipt and statements. The auditor shall examine annual account and statement and either clarify that they are correct. Duly vouchers and in accordance with the law or report to the MC in what respect they are found to be correct, incorrect or not in accordance with the Law.

13.2 Any copy of the auditor’s report in the accounts and statement together with such accounts and statement shall be furnished to all at the same time as the notice covering the general meeting is set out.

13.3 PAYMENT OF THE AUDIT WORK – An auditor may be paid honorarium for his duties as may be resolved by the Annual General Meeting which appointed him.

13.4 No auditor shall be an office bearer or member of the MC or a trustee member.

14. FUNDS.

14.1 The YP fund may only be used for the following purposed.

(a) Payment of staff salaries
(b) Do the YP repair and maintenance of the YP assets and purchase of new tools and equipment.
(c) Purchasing of training materials
(d) Carrying out new construction
(e) Buying books and stationeries
(f) Paying managerial allowance link that shall not be found or appear as misappropriation of the same liability thereof.
(g) Payment for staff benefits eg. NSSF, NHIF

14.2 All the money and funds shall be received and receipted by the project manager or any other authorized person in the name Matinyani YP.

14.3 No payment shall be made out of the bank without a resolution of the MC.

14.4 All cheques shall be signed by the treasurer, chairman, manager and DATO or labour officer who is appointed by the current Government.

14.5 The financial year of Matinyani YP shall be from 1st January to 30th December each year.

14.6 A sum of money not exceeding Two Thousand (Ksh. 2,000) shall be kept by the secretary for petty cash disbursement of which account shall be kept.

14.7 All cheques shall be singed by at least three (3) office bearers but the treasurer’s signature is a must.

15. AMENDMENTS OF THE CONSTITUTION.

15.1 Amendments of the constitution of Matinyani Youth Polytechnic shall be approved by at least two third of the majority of members at general meeting.

15.2 No alteration of this constitution shall take effect until all the MC committee and the community should agree for alteration all proposals for amendment shall be submitted to the secretary for the next annual meeting discussion.

15.3 Alteration to these rules shall only be made by resolution voted by secret ballots and passed at the annual general meeting.

15.4 Provided that after approval of the rules then implementation for such amendments of the rules shall await final sanction from the DATO. However they cannot be implemented without the prior consent in writhing of the PATO upon application to him made in writing and signed by the office bearers.

15.5 A copy of the constitution and rules of Matinyani youth polytechnic shall be supplied to the donors and the ministry in charge.

KITUI DISTRICT YOUTH DEVELOPMENT COMMITTEE

mulango youth polytechnic
katulani youth polytechnic
kathivo youth polytechnic
mutonguni youth polytechnic
zombe youth polytechnic
mutito youth polytechnic
kyatune youth polytechnic
ithiani youth polytechnic
matinyani youth polytechnic
kathungu youth polytechnic
syongila youth polytechnic
ikutha youth polytechnic

DONATE

Dear Friend:
These three rural youth polytechnics, which I have the privilege to work with, prepare rural youth as skilled artisan in tailoring, dressmaking, masonary, carpentry and joinery to become productive members of Kenyan society. Additionally, computer and agricultural studies are also offered. And as the advent of free primary education has now quadrupled the number of young people able to access formal education in Kenya so will the number of youth needing and wanting to train in polytechnics! Over70 % of our trainees are girls and almost 30 % are orphan youth, most of whom are in rural areas, these polytechnics are crucial centers for young people to learn community building skills .Yet these polytechnics receive no funding from the government or non governmental organizations. We need to raise more than 150,000 or approx $2000 every month for operational and training expenses to collectively serve the 100 young men and women enrolled in our three polytechnics. Therefore, we rely on the income generating activities, contracts, well wishers and local community for support to enable us to keep providing this high-quality training to our youth. I am now calling on our global community to express solidarity during this holiday season.

Please can you help us?
Here are ways that your donation will help empower Kenyan youth:
Ksh 500/- or just $7- could feed a trainee for whole month, helping him /her not go hungry
Ksh 1000/- or just $14 –could buy clothes and shoes for an orphan trainee for whole term
Ksh 2500/- or just $34- could pay for the repair and maintenance of tools used by trainees in their workshop for whole term
Ksh 5000/- or just $68- could provide quality training materials for an entire workshop for a whole month
Ksh15, 000 /- or just $ 205- could allow a trainee to pay tuition and board for a whole year
Ksh 25,000/- or just $ 342- could buy one new electrical sewing machine and related materials for advanced training for over 10 youth in a polytechnic
Ksh 50,000/- or just $ 685-could allow a youth to complete a full two year program at a youth polytechnic; take a trade test and receive a nationally recognized certificate to allow him/her to be self employed as a skilled artisan or to go on for further studies and training. As in the equivalent of an associate degree for just $685!
Ksh 100,000/- or just $ 1370-could invest in one graduating male and one graduating female youth to start his or her own business with the necessary technical and financial support to have the chance to be successful

Ksh 150,000/- or just $ 2055-could support the positions of 3 highly skilled instructors within a polytechnic for a whole year to continue providing market-relevant training
Ksh 300,000/- or just $ 4110-could allow for the creation of a community technology center with appropriate computer hardware and software that would enable over 1000 youth within the catchments area to access information and communication technologies
So this year, please consider aligning your holiday contributions to our polytechnics. The money will go directly to the intended purpose described above unlike many international charities where only a percent of the funds actually go directly to the beneficiaries. Your funds will not be lost in gas guzzling vehicles, fancy offices or unnecessary overheads. Every dollar or shilling of your financial contribution will be fully accounted for and deeply appreciated.
Please choose your support or even something in between and write a cheque to matinyani youth polytechnic and snail mail to P.O Box 1363-90200,kitui, Kenya.If you’d prefer to transfer electronically, please just reply to this message and I ‘will send you the bank details.
On behalf of my colleagues and their community leaders, thank you in advance for your support.

Yours truly,
Mr Sureel Singh
Business Advisor & VSO Volunteer

KITUI DISTRICT YOUTH DEVELOPMENT COMMITTEE CONSTITUTION 2008 EDITION

KITUI DISTRICT YOUTH DEVELOPMENT COMMITTEE CONSTITUTION 2008 EDITION


LIST OF ACRO- NAMES
NAME
LOCATION
OBJECTIVES
MEMBERSHIP
ELECTION OF OFFICE BEARERS
ROLES OF OFFICE BEARERS
MEMBERSHIP TO OTHER COMMITTEE
OBLIGATIONS
MEETINGS
DYDC BUDGET
FINANCIAL SOURCES
BANKING
AUDIT
REVIEW AND AMENDMENT OF THE CONSTITUTION


LIST OF ACRO - NAMES

1. DYDC - District Youth Development Committee
2. YP - Youth Polytechnic
3. NGO - Non-Governmental Organization
4. DYDO - District youth development commitee










































2. NAME:

The name of the committee shall be Kitui District Youth Development Committee and shall be reflected as DYDC through out this Constitution.

LOCATION:

The DYDC is based in Kitui District.

OBJECTIVES:

The DYDC objectives are:

4.1 To advise the District Development Committee on Youth development matters in the District
4.2 To co-ordinate development activities of management committees in the District
4.3 To advise YP management committees on physical development projects
4.4 To educate the community on their roles in the YP.
4.5 To recommend Youth Polytechnics for:
4.5.1 Government Grants.
4.5.2 Bursaries
4.5.3 Constituency Development Funds grants
4.5.4 NGOs Assistance
4.5.5 Other charitable organizations assistance
4.5.6 Closure of unviable YPs

4.6 Strategize methods of increasing enrolment in YPs
4.7 Coordinate Sporting activities in YPs

5. MEMBERSHIP AND OFFICE TENURE

The membership of the DYDC shall be:

5:1 All chairpersons, treasurers, managers of all YPs in the District and an officer from the parent
ministry.

5:2 Every YP must be willing to pay a registration fee of Kshs.500 and an annual contribution of
Kshs 1,500.

5.3. Co-opted members are:
(i) District Development Officer (DDO).
(ii) District Commissioner or representative
(iii) Representative of interested NGOs operating in the District

5:4. The tenure of the Committee shall be three years.


5:5 DYDC shall dissolve the Executive if it proves incompetent

5.6 The members of this committee shall provide voluntary services.


6. ELECTION OF OFFICE BEARERS

6:1 The committee shall have five elective posts, the chairperson, the vice-chairperson, the secretary the vice secretary and the treasurer.

6.2 After the term of the sitting office bearers expires; the chairpersons, treasurers and managers together with the co-opted members shall meet to elect new office bearers

6.3 Incase one office is left vacant by-elections shall be done

6.4 Office bearers shall be competent persons who shall be able to represent the issues of DYDC in other forums

6:5 Democracy shall be followed in the time of elections.

6:6 The District Applied Technology Officer (DATO) shall be the returning officer.

6.7 Election shall have the district representation

6.8 Gender balance shall be considered during elections


7. ROLES OF OFFICE BEARERS

7.1 The chair person shall be elected by the DYDC members and his/her duties shall be to:

7.1.1 Call and chair meetings
7.1.2 Represent the DYDC in executive forums
7.1.3 Ensure smooth running of the DYDC as per this constitution
7.1.4 Resolve conflicts
7.1.5 Co-ordinate the other members in implementing DYDC development projects

7.2. The Vice/chairman shall be elected by the DYDC members and his/her duties shall be to:

7.2.1.1 Assist the chairperson in carrying out his/her duties
7.2.1.2 Perform all duties of the chairperson in his/her absence


7.3 The treasurer shall be elected by the DYDC members and his/her duties shall be to:

7.3.1 Exercise Financial Control and oversee Financial Management of DYDC funds
7.3.2 Ensure proper utilization of finances of the DYDC
7.3.3 Act as advisor to the DYDC members on financial issues
7.3.4 Ensure that all financial transactions are recorded properly in books of accounts
7.3.5 Present the books of accounts to the auditor appointed by DYDC

7.4 The secretary shall be elected by DYDC members and his/her duties shall be:

7.4.1 To take minutes in the DYDC meetings.
7.4.2 Shall keep the DYDC records.
7.4.3 He/she shall together with the treasurer present the statements of accounts to the DYDC member in every meeting.
7.4.4 Write letters for external and internal communications
7.4.5 Maintain the DYDC calendar of events
7.4.6 Act as one of the Bank Account signatories

8. MEMBERSHIP TO OTHER COMMITTEES

8:1 The chairperson, secretary and the treasurer shall represent the DYDC in the Provincial Youth Development Committee

8:2 Representation to other committees like:-
8.2.1 District Development Committee,
8.2.2 District Education Board.
8:2.3 DYDC shall appoint competent persons to represent it in Constituency Development Fund Committee from specific Constituencies.

9. MEETINGS

9.1 DYDC shall meet 3 times a year
9.2 There shall be meetings of the executive before every DYDC meeting to prepare agenda for the DYDC.
9.3 Other meetings shall be held as need arises.
9.4 Any member (individual YP) who fails to attend three consecutive meetings without good reason shall cease to be a member of the DYDC.


10. OBLIGATIONS TO DYDC

10.1 All registered YPs in the District shall be members of DYDC.
10.2 Every YP shall make a contribution towards the treasury of DYDC. The members in their General meetings will determine these contributions
10.3 Any YP that fails to contribute to the DYDC treasury the executive shall do follow up.
10.4 Every YP shall be represented by at least 3 members in every meeting.
10.5 Any member YP which fails to attend 3 consecutive meetings without a good reason shall cease to be a member.
10.6 The quorum of the DYDC shall be 2/3 of the total members (YPs)


11. DYDC BUDGET

11.1 The DYDC executive shall prepare a termly budget and the treasurer present to the DYDC
for approval.





12. FINANCIAL SOURCES OF DYDC:

12.1 The DYDC Funds shall come from:

12.1.1 Every YP shall pay a sum of KSH 500 as registration fee and a register will be kept.
12.1.2 An annual contribution of KSH 1500 shall be paid by every YP in three installments
to DYDC treasury.

12.2. Other sources of funds shall be:

12.3.1.Contributions to DYDC by individual YPs as determined by members
12:3:2 Solicit funds from NGOs
12:3:3 Sales of articles from YPs during District Exhibitions, whereby a certain
percentage will go to DYDC and the rest to the specificYP.

13. BANKING

13.1 DYDC shall have an account in a bank determined by members in their general meeting.
13.2 All monies received and receipted shall be deposited in DYDC bank account.
13.3 The signatories to such an account shall be:
13.3.1 The chairperson, treasurer, the secretary and countersigned by the DATO.
13.3.2 Any two signatories, countersigned by any other officer authorized by the Government shall withdraw.
13.3.3 All the functions of DYDC shall be catered for by DYDC funds.

14. AUDITING

14.1 The treasurer shall present statements of accounts to the DYDC three times a year during
DYDC meetings.

14.2 The budget shall also be presented to DYDC for approval.

14.3 An external auditing shall be done annually.

15. REVIEW AND AMENDMENT OF THE CONSTITUTION

The DYDC shall review and amend this constitution whenever they will wish to do so at the Committees General Meetings.

KITUI DISTRICT YOUTH DEVELOPMENT COMMITTEE CONSTITUTION 2008 EDITION

KITUI DISTRICT YOUTH DEVELOPMENT COMMITTEE CONSTITUTION 2008 EDITION


LIST OF ACRO- NAMES
NAME
LOCATION
OBJECTIVES
MEMBERSHIP
ELECTION OF OFFICE BEARERS
ROLES OF OFFICE BEARERS
MEMBERSHIP TO OTHER COMMITTEE
OBLIGATIONS
MEETINGS
DYDC BUDGET
FINANCIAL SOURCES
BANKING
AUDIT
REVIEW AND AMENDMENT OF THE CONSTITUTION


LIST OF ACRO - NAMES

1. DYDC - District Youth Development Committee
2. YP - Youth Polytechnic
3. NGO - Non-Governmental Organization
4. DYDO - District youth development commitee










































2. NAME:

The name of the committee shall be Kitui District Youth Development Committee and shall be reflected as DYDC through out this Constitution.

LOCATION:

The DYDC is based in Kitui District.

OBJECTIVES:

The DYDC objectives are:

4.1 To advise the District Development Committee on Youth development matters in the District
4.2 To co-ordinate development activities of management committees in the District
4.3 To advise YP management committees on physical development projects
4.4 To educate the community on their roles in the YP.
4.5 To recommend Youth Polytechnics for:
4.5.1 Government Grants.
4.5.2 Bursaries
4.5.3 Constituency Development Funds grants
4.5.4 NGOs Assistance
4.5.5 Other charitable organizations assistance
4.5.6 Closure of unviable YPs

4.6 Strategize methods of increasing enrolment in YPs
4.7 Coordinate Sporting activities in YPs

5. MEMBERSHIP AND OFFICE TENURE

The membership of the DYDC shall be:

5:1 All chairpersons, treasurers, managers of all YPs in the District and an officer from the parent
ministry.

5:2 Every YP must be willing to pay a registration fee of Kshs.500 and an annual contribution of
Kshs 1,500.

5.3. Co-opted members are:
(i) District Development Officer (DDO).
(ii) District Commissioner or representative
(iii) Representative of interested NGOs operating in the District

5:4. The tenure of the Committee shall be three years.


5:5 DYDC shall dissolve the Executive if it proves incompetent

5.6 The members of this committee shall provide voluntary services.


6. ELECTION OF OFFICE BEARERS

6:1 The committee shall have five elective posts, the chairperson, the vice-chairperson, the secretary the vice secretary and the treasurer.

6.2 After the term of the sitting office bearers expires; the chairpersons, treasurers and managers together with the co-opted members shall meet to elect new office bearers

6.3 Incase one office is left vacant by-elections shall be done

6.4 Office bearers shall be competent persons who shall be able to represent the issues of DYDC in other forums

6:5 Democracy shall be followed in the time of elections.

6:6 The District Applied Technology Officer (DATO) shall be the returning officer.

6.7 Election shall have the district representation

6.8 Gender balance shall be considered during elections


7. ROLES OF OFFICE BEARERS

7.1 The chair person shall be elected by the DYDC members and his/her duties shall be to:

7.1.1 Call and chair meetings
7.1.2 Represent the DYDC in executive forums
7.1.3 Ensure smooth running of the DYDC as per this constitution
7.1.4 Resolve conflicts
7.1.5 Co-ordinate the other members in implementing DYDC development projects

7.2. The Vice/chairman shall be elected by the DYDC members and his/her duties shall be to:

7.2.1.1 Assist the chairperson in carrying out his/her duties
7.2.1.2 Perform all duties of the chairperson in his/her absence


7.3 The treasurer shall be elected by the DYDC members and his/her duties shall be to:

7.3.1 Exercise Financial Control and oversee Financial Management of DYDC funds
7.3.2 Ensure proper utilization of finances of the DYDC
7.3.3 Act as advisor to the DYDC members on financial issues
7.3.4 Ensure that all financial transactions are recorded properly in books of accounts
7.3.5 Present the books of accounts to the auditor appointed by DYDC

7.4 The secretary shall be elected by DYDC members and his/her duties shall be:

7.4.1 To take minutes in the DYDC meetings.
7.4.2 Shall keep the DYDC records.
7.4.3 He/she shall together with the treasurer present the statements of accounts to the DYDC member in every meeting.
7.4.4 Write letters for external and internal communications
7.4.5 Maintain the DYDC calendar of events
7.4.6 Act as one of the Bank Account signatories

8. MEMBERSHIP TO OTHER COMMITTEES

8:1 The chairperson, secretary and the treasurer shall represent the DYDC in the Provincial Youth Development Committee

8:2 Representation to other committees like:-
8.2.1 District Development Committee,
8.2.2 District Education Board.
8:2.3 DYDC shall appoint competent persons to represent it in Constituency Development Fund Committee from specific Constituencies.

9. MEETINGS

9.1 DYDC shall meet 3 times a year
9.2 There shall be meetings of the executive before every DYDC meeting to prepare agenda for the DYDC.
9.3 Other meetings shall be held as need arises.
9.4 Any member (individual YP) who fails to attend three consecutive meetings without good reason shall cease to be a member of the DYDC.


10. OBLIGATIONS TO DYDC

10.1 All registered YPs in the District shall be members of DYDC.
10.2 Every YP shall make a contribution towards the treasury of DYDC. The members in their General meetings will determine these contributions
10.3 Any YP that fails to contribute to the DYDC treasury the executive shall do follow up.
10.4 Every YP shall be represented by at least 3 members in every meeting.
10.5 Any member YP which fails to attend 3 consecutive meetings without a good reason shall cease to be a member.
10.6 The quorum of the DYDC shall be 2/3 of the total members (YPs)


11. DYDC BUDGET

11.1 The DYDC executive shall prepare a termly budget and the treasurer present to the DYDC
for approval.





12. FINANCIAL SOURCES OF DYDC:

12.1 The DYDC Funds shall come from:

12.1.1 Every YP shall pay a sum of KSH 500 as registration fee and a register will be kept.
12.1.2 An annual contribution of KSH 1500 shall be paid by every YP in three installments
to DYDC treasury.

12.2. Other sources of funds shall be:

12.3.1.Contributions to DYDC by individual YPs as determined by members
12:3:2 Solicit funds from NGOs
12:3:3 Sales of articles from YPs during District Exhibitions, whereby a certain
percentage will go to DYDC and the rest to the specificYP.

13. BANKING

13.1 DYDC shall have an account in a bank determined by members in their general meeting.
13.2 All monies received and receipted shall be deposited in DYDC bank account.
13.3 The signatories to such an account shall be:
13.3.1 The chairperson, treasurer, the secretary and countersigned by the DATO.
13.3.2 Any two signatories, countersigned by any other officer authorized by the Government shall withdraw.
13.3.3 All the functions of DYDC shall be catered for by DYDC funds.

14. AUDITING

14.1 The treasurer shall present statements of accounts to the DYDC three times a year during
DYDC meetings.

14.2 The budget shall also be presented to DYDC for approval.

14.3 An external auditing shall be done annually.

15. REVIEW AND AMENDMENT OF THE CONSTITUTION

The DYDC shall review and amend this constitution whenever they will wish to do so at the Committees General Meetings.