To download the 2013 Annual Report click here: CCYA Board of Trustees Annual Report to the AGM 2013.
2013 ANNUAL REPORT FOR THE CONCERNED CHILDREN AND YOUTH ASSOCIATION (CCYA) – UGANDA
“Every child and youth is my brother/Sister”
P.O. Box 795, Lira Uganda; Tel: +256783416768 / +256712945073
Email: [email protected]
Web: www.ccyauganda.org
CCYA-UGANDA ANNUAL GENERAL MEETING (AGM)
THE BOARD OF TRUSTEES REPORT:
PRESENTED BY AMUGE HARRIET WENDY,
GENERAL SECRETARY CCYA BOARD OF TRUSTEES
I would like to thank the Almighty God for keeping us safely and making it possible for us to attend /participate in this 11th Annual General Meeting.
On my own behalf and on behalf of the Board of Trustees, I would like to welcome the invited guests, Board of trustees, members of CCYA –Uganda and secretariat members to this 11th AGM. We held the last AGM at this same venue (Wills Comfort Inn, Junior quarters, Lira Municipality) on the 05th/03/2011.
Reflecting on the status of CCYA which was presented in the previous AGM, I must proudly say that there is tremendous improvement in the program activities of CCYA- Uganda in meeting the set Vision, Mission and Goals.
Projects.
Children with Disabilities (CWD’S).
In the year 2012/2013, the Global Fund for Children (GFC) renewed its grant support towards Children with Disabilities (CWDs) Project. This was based on how well the CWD’s department implemented its project in the year 2011/2012. There was an increment in grant size from 10,000USD to 12,000 USD. Currently the good news is that GFC requested CCYA again to submit a grant renewal project proposal for the financial year 2013/2014.
The secretariat team was able to develop and submit this project proposal to Global Fund for Children. The grant size is 13,000USD from 12,000USD.
The GFC funded project has helped in creating a good learning environment free of stigma and discrimination in children and youth with disabilities in both secondary and primary schools have been retained in school and their level of class performance has improved.
Scholastic materials and other supplies which include school uniforms, shoes, school bags, sanitary pads/ towels, books and pens have been supplied to them.
Dialogues and follow-ups with their school administrators to enable a good learning environment without any form of segregation were conducted. This was aimed at preparing the minds of all the stakeholders at school and beyond as they relate with their children with disabilities. The entire target school and target communities were sensitized on the respect of the rights of CWD’s.
CCYA was able to talk to the CWD’s on the benefits of education, emphasis was given to girl child; their caregivers have been guided on their roles towards the proper growth of their children and this has enhanced their class performance and increased school attendance, raised self esteem and participation in extracurricular activities.
However it’s imperative to note that children with disabilities are still faced with challenges like, overcrowding in class as a result of inadequate learning space, long distances from their homes to school. There is no school feeding program which hinders the class performance of CWD’s, most schools do not have teachers with Special Needs handling or with the expertise of handling children with different forms of disabilities. This means that much CWDs attend school while their special learning needs are not taken care of. There is need for more teachers to be trained to handle children and youth with special needs.
One girl with disability was impregnated. The caregivers of CWD’s are not taking care of their full responsibilities. This calls for constant awareness and sensitization, bringing other stakeholders on board, counseling of CWD’s and adequate provision of basic needs to girls that when lacking can easily make them get lured to bad personalities.
To address the above challenge, CCYA has included in the ongoing CWD’s project the livelihood component to strengthen the household food security and income earnings to meet the daily needs of CWD’s.
We have also doubled our efforts towards home visits to identify the challenge these children face while at school and home.
The previous modest supplemental health grant which was funded by Global Fund for Children was so useful considering the fact that the households of CWD’s are economically disadvantaged. The grant enabled us to conduct beneficiaries’ on-spot treatment from their homes and schools. Regular laboratory tests and referrals were granted. The doctor and laboratory technician conducted regular field treatments of beneficiaries. This impacted on our programs in three folds; the health of CWD’s was so much improved, the regular school attendance was ensured and their free participation evidenced. In overall their class performance improved but with phasing out of the health supplemental grant by GFC, there is now a challenge of sustaining the health status of CWD’s.
Attention is also needed to address the health complications of children and youth with disabilities in the areas of physiotherapy, surgery and other serious health cases.
There is also direct need for CCYA to expand her funding base in order to enroll more beneficiaries.
Orphans and Other Vulnerable Children (OVC’s) funded project.
In the financial year 2011, CCYA received 18,000USD for the program implementation and 3,000USD for capacity building from American Jewish World Service (AJWS); in the financial year 2012 CCYA received 23,000 USD from American Jewish World Service. This grant supported 20 children and youth and their households with school fees, scholastic materials, capacity building, agricultural support, utility bills, procurement of two laptops, two printers, cartridges, environmental protection and conservation through the tree planting support to the target households and schools, office rent for two years, staff salary for two years, facilitating Board of Trustees Quarterly meetings and Annual General Meeting. (AGM).
Agricultural support which is also a component of livelihood program is supporting 20 households with an average number of 6 people per household making a total of 120 direct beneficiaries. This has impacted positively on the lives of the target communities in two folds namely; sufficient food nutrition, secondly it also acted as a source of income when the harvest is sold.
Currently we have 5 youth who are benefiting from the OVC’s support in secondary level, 14 children are still in primary level and 1 girl has already completed vocational education in tailoring course and CCYA gave her start up tools which include a sewing machine.
However there have been challenges with the implementation of the sustainability of OVC’s project as it has been reflected in the Monitoring, Learning and Evaluation report 2012.
It’s also important for members to note that financial year 2013 will be the last year that American Jewish World Service will be supporting the programs of CCYA.
AJWS approved 40,000 USD as her last support towards the programs of CCYA. This funds supported land procurement, office construction, one motorcycle purchase, follow-ups and preparation of AJWS supported beneficiaries for exit; agricultural support, capacity building of two staff members at Uganda Management Institute (UMI); facilitation towards Quarterly Board of Trustees meetings to strengthen the programs of CCYA in order for her to meet her set goals; utility bills; staff salaries; CCYA NSSF contribution and office rent for one year.
CCYA constructed the office as per the designed building plan. We were able to pay the architect for the work done as far as designing the building plan and making the (BOQ) Bill of quantity is concerned.
Site clearance, setting out and excavation was done. There was procurement of construction tools/materials which included small hand tools, wheelbarrows, water containers and payment for the store for putting the construction materials.
Procurement of the local materials for foundation /slab. These included bricks, murram, hardcore, sand aggregate, cement, water, labour, and timbers for formwork, facilitation to Board of Trustees and Municipal Engineer and transportation of local materials.
Super-structure. We completed the construction of wall which included the procurement of DPC, bricks, hoop iron, cement, water, timber/scaffold, labour, supervision engineer and transport.
Ring beam. We completed working on the ring beam where it involved the procurement of materials like iron bars, stirrups, binding wire, aggregates, labour, cement and meals,.
Doors. We were able also to weld, transport and fix the windows and doors
Over-beam. We were able to raise the over-beam
During the construction phase, we registered some challenges which included:-
The Bill of Quantity (BOQ) was under budgeted by the architect .in addition to that, some provisions/items were not included in the BOQ. When the construction works commenced, we noted that these items/provisions could not be ignored, we had to include them
The cost of building materials also increased .this affected the level of deliverables.
The size and design of the office (building plan) is large and complex and not commensurate to the amount of money allotted for the office construction.
The labour force and transport were also underestimated and under-budgeted.
The above mentioned challenges made it impossible for us to complete the construction as was planned
The Youth- to- Youth Project.
CCYA received 8,000 USD from International Labor Organizations (ILO) to support young women entrepreneurial skills development. A total of 40 households are benefiting from this community based entrepreneurial establishment, an effort which has managed to focus the efforts of young women toward income generating ventures. The households have established two apiary demonstration centers and aims at conducting honey production as a business with more emphasis to value addition and marketing. CCYA has been able to conduct a number of trainings which has enabled the creation of community young women entrepreneurs.
The trainings include entrepreneurial skills development, group dynamics and apiary management.
The major impact is reduction of unemployment among youth and creation of innovative young women in the target community leading to reduction in poverty level and reduced level of idleness and disorderly among the youth population.
From the few harvested beehives, the target young women were able to realize 87kgs of honey that they will filter and package for marketing.
This year CCYA will scale up the youth- to- youth project at household level of the target beneficiaries to enable strengthen their household economic capacity.
This year the Program Officer Youth -to -Youth project was among the only three organizations from Uganda in the second year of funding to be invited to Nairobi-Kenya for knowledge sharing and training program.
The Youth –to- Youth department is still to participate in the next showcasing in Nairobi this coming April.
Adobe Youth Voices (AYV) Project
Last year 2011, and also 2012 CCYA received funding from Global Fund for Children.AYV renewed 2,200 USD that went towards the internet subscription for one year; purchase of one Voice Recorder, transfer cables and one Diesel Generator.
In the year 2011/2012 we were able to train 30 youth on computer applications, photography, editing and publication. This year we have identified youth from Adekokwok Sub-county and they are undergoing the same training.
The first batch of youth trained are now able to identify challenges they face in the community, document and as well publish them so as to share with people in other parts of the world and also find a way of disseminating the challenges.
We were able to link one of the AYV beneficiaries for further scholarship opportunity with Gulu University
CCYA trained the Youth on Adobe Youth Voices (AYV).The youth were inspired to create with purpose, comment and actively participate in issues that affect them and their communities through the digital media tools
We conducted a pass-out exhibition for the youth. The exhibition was conducted at the Sub-county office ground in partnership with the Sub-county Local Government who has become interested in the program. During the exhibition, the youth show-cased their media pieces and art works. They shared their program experiences with other youth in attendance.
The exhibition attracted audiences; information shared about the program furthered the program visibility and CCYA activities.
Networking and partnership opportunities were enhanced to both CCYA staff and the youth. We also used the exhibition for possible apprenticeship opportunities for the youth. A working relationship was boosted between CCYA and the Sub-county local authorities who represent the Ugandan government at the local level. This relationship is important because these stakeholders have influence on CCYA programs.
During the exhibition, CCYA awarded Certificates of completion to excelling students who completed their media projects. This motivated and inspired more young people to take on the program.
These certificates awarded were important because the program does not give out startups after completion. With the certificates, the youth can still seek for available opportunities to put into practice their skills outside CCYA. They have used it while seeking for jobs. At the end of the day, the youth are able to earn from their skills.
The challenge with the AYV project is that after passing out the youth, they are left without start-up tools that would support them to continue practicing the skills/knowledge that they have attained. Much as we have shared this report with the funder, no positive response has been received from them. This calls for the attention of AGM to put this under consideration.
Fundraising and Resource Mobilization.
It’s imperative to note that the strength of every vibrant NGO depends on its fundraising and resource mobilization base.
As CCYA we have been doing our best in maintaining the current funders and also sourcing for new funding. We have been doing this through constant project proposal development and also sharing our ideas with other likeminded partners. The good news is that CCYA was able to secure funding from International Labor Organizational (Youth- to- Youth project).This was a very competitive call for proposal; In Uganda alone 624 NGOs applied for this grant. CCYA was among the best 5 NGOs countrywide, and currently is on top as far as the implementation of the ILO funded project is concerned. This has prompted the Uganda national youth-to-youth Grant Manager to invite CCYA in Nairobi to showcase and also share our strategy with other partners.
CCYA in partnership with Maruzi Development Forum (MADEFO)-Uganda applied for a joint grant to the Belgian Technical Cooperation (BTC).The good news is that we succeeded in getting 8,000 USD that will run for a period of 12months.The project is focused on agriculture as a business. The project is supporting 40 households of 240 people with 4 ox-ploughs, 8 oxen, seeds and training. The project will benefit Te-Itek and Amii-Dam villages in Apac district
We re-submitted one project proposal for funding to the Germany Embassy in Uganda after failing to make it in the previous submission. We were again unsuccessful.
The proposal looked at eradicating poverty in the target households through the establishment of a milling machine.
We also successfully developed and submitted a concept letter to the Staying Alive Foundation. The project aimed at reducing HIV/AIDS prevalence and discrimination on the youth. We were also not successful in getting this grant.
However it’s important to note that all the fundings that CCYA is getting are small grants which still leave us with a small income base. It’s a high time we started attracting medium size and big size funders. This can only happen if institutionally we are strengthened as an organisation
We should also consider developing joint project proposals with other likeminded organizations for medium size and large grants.
CCYA secured 3 laptops from the friends of Allegra Jordan that are supporting Youth-to-Youth, CWDs and Finance and Administration departments respectively.
CCYA was able to go through the due diligence processes with the Global Giving Foundation. This prompted us to submit a project for funding on their website. CCYA was supposed to raise a minimum of 4,000 USD for it to remain permanent on the Global Giving Website. Unfortunately we were able to raise only 375 USD and could not remain permanently on spot. We have learnt that we need to have a large network of friends/ contacts in the developed countries in order for us to meet the fundraising target of the Global Giving.
Capacity Building.
It’s coming close to 20months that CCYA secretariat has been engaged in Continuous Professional Development (CPD).Every Friday for a period of two hours. Members of secretariat research on the topics that they feel relevant to their development and present it during these sessions.
At times they identify resourceful persons outside CCYA who come and facilitate some of these sessions. In future the BOT members are also welcomed to join secretariat in this training every Friday afternoon to enrich CCYA capacity for service delivery.
The American Jewish World Service (AJWS) is sponsoring two CCYA staff in the names of Ogwal Denis and Can Caxson Ray for Postgraduate Courses in Project Planning and Management and Public Administration and Management at the Uganda Management Institute (UMI), Gulu Center. This is a weekend programme which will not affect the office work of the two mentioned CCYA staff.
We expect the training to enhance the capacity of the said staff to handle more difficult and challenging tasks at CCYA.
In January 2012, the Great Lakes Leadership Training Institute invited two CCYA Board members (Patron and General Secretary) and the Programme Coordinator represented the secretariat. The Patron much as she was supposed to participate in this training could not attend because she had lost a relative .The third leadership training took place this January 2013,and Adong Brendah Hope represented CCYA.CCYA members are encouraged to attend such kind of trainings when opportunities allow. It helps in strengthening the human resource base of the organization.
Last year we submitted an Organizational Development project proposal to the Global Fund for Children (GFC) which was awarded through EASUN-Tanzania, capacity building firm.
EASUN visited CCYA and conducted an Organizational Development Survey. We were able to come up with action steps that are to be addressed through capacity building trainings to be facilitated by EASUN.
CCYA secretariat and BOT participated in a three-day team building, roles and responsibilities of BOT and secretariat; a two-day Strategic Thinking workshop at Wills Comfort Inn-Lira, and it was facilitated by EASUN-Tanzania.
However, the visitors were frustrated by a very low level of turn up by the secretariat and board .They observed that Strategic Thinking is the heart of every organization and demands for participation from all the CCYA stakeholders for the nitty-gritty to be addressed. This when conducted leads to organizational ownership.
Technical Volunteer and Interns.
We were blessed to receive Pulette Lipton in the year 2011 and Jocelyn Berger in the year 2012.TheseTechnical Volunteers were sent by the American Jewish World Service (AJWS), they stayed with us for two and half months for each. They granted us with a lot of skills and enthusiasms in the areas of monitoring, learning and evaluation; fundraising and resource mobilization and organizational visibility. While with us they taught the secretariat with how to use the Google docs, this is a system where many people can work on the same document instantly from their different PCs. It’s indeed time saving and keeps people on the same page; they made on- spot field visits came up with suggestions for improvement. This included the field report template that the field officers are now using to record whatever they have got fresh while in the field before they forget. The ideas attained helps in the organizational monitoring, learning and evaluation and also during the development of project proposals; they supported CCYA in developing 4 project proposals that were submitted to the German Embassy, the Staying Alive Foundation among others.
CCYA has continued receiving a huge number of applications from students of various institutions of higher learning who wanted placement for internship. We were able to pick only some few due to our limited capacity and grant size.
In June 2010 CCYA was blessed with a team of 25 volunteers from the AJWS Global Circle. They participated in the community work at Obim primary school together with the CCYA team and community members where we planted trees occupying three hectares of land. About 15,000,000 UGX was spent on this project.
Audit.
An audit of the general CCYA accounts year 2011 was conducted by Timo Audit Associates and for the financial year ending 2012 we are still waiting for the GFC project to end this May 2013 to enable us have a comprehensive audit for all the project accounts.
Networking, Collaboration and Partnership.
CCYA has registered continuous growth in networks, collaborations and partnerships. The whole of last year and this year we have been receiving representatives from different NGOs, donors and Government both visiting and communicating to CCYA.
We have entered into partnership with ADINA foundation-Uganda in the area of health and well-beings of Children with Disabilities.CCYA will grant referrals to ADINA foundation for physiotherapy and Surgery. This will make our intervention a holistic one.
Visibility.
I must mention that CCYA’s work is being felt at all levels even with the small resource base. We have planted two sign posts one at the project site in Obim primary school and the other one at the road junction of CCYA office in Angwet-Angwet. We would like to extend the planting of more signposts to other CCYA project sites. We intend to print T-shirts this will make people/community aware of our interventions in their areas and can attract more funding opportunities by CCYA from new funding partners.
We have been having difficulties in posting new information on our website as you may be aware it’s the CCYA advisory board that had been posting information on the website but of late they have been very busy with personal work. We have suggested to them to train the secretariat members to help in maintaining the website.
The AGM being the supreme body should consider strategizing in making CCYA more visible locally, nationally and internationally.
The visit of the incoming AJWS Consultant.
The incoming AJWS Consultant in the name of Adoch Caroline last year visited CCYA office and met the secretariat and board members. In her presentation, AJWS is coming to the final year of funding CCYA. It will provide 40,000 USD this 2013 which will run from January to December.
She asked CCYA to come up with the project to be supported by AJWS in the year 2013 and during the brainstorm members came up with the following suggestions.
1) Procurement of land and the construction of CCYA office. As construction is taking place, CCYA will continue preparing the beneficiaries for phase out/exit, Institutional building of the secretariat and board will take place.
2) General institutional development of CCYA as an organisation. This will include secretariat and board capacity building, reviewing the CCYA strategic plan and seeing to it that it’s relevant to the contemporary NGO world and also continue supporting the current beneficiaries who are benefiting from AJWS grant in agriculture.
The AJWS In-country consultant emphasized the need for constant BOT meetings for it will help in strengthening CCYA as an organisation.
She suggested that if the BOT are not meeting frequently because some of its members live in far places, there is need to consider electing members who are locally based in Lira/ Lango in the upcoming BOT elections.
Recruitment of the Program Officer Children with Disabilities project
An advert was made for the above referred post and the shortlisted candidates were able to be interviewed. Oroma Jannet emerged the winner, but declined to take up the job. Amongi Sharon whom did the interview with her was called to take up the job.
Monitoring Learning and Evaluation
ML and E is a very important aspect in the lifecycle of NGOs. As such, at secretariat level it has always been conducted this has helped a lot in making adjustments in situations where there are variances.
Connected to that, the BOT also participated in the Monitoring Learning and Evaluation of CCYA programs both in the office and field. Issues came in the department of SOVCs, a meeting was held between the Monitoring Learning and Evaluation team, secretariat and Board of Trustees about this. There are action points that should be taken as a result of these meetings
Equipment.
We have managed to maintain the current equipments and also procured a diesel generator for heavy duty. This has helped to solve the problem of electricity during power blackouts.
With funding from the Adobe Youth Voices (AYV), CCYA has procured a voice recorder, transfer cables which has been helping in field documentation. We also purchased a new Yamah motorcycle.
Transport is still a big challenge. As our work is expanding, we are always compelled to frequently go for field visits as a bigger team but only two motorcycles cannot transport us. We are still urging the AGM to use their contacts and fundraise for the purchase of more motorcycles and a vehicle.
Staff remuneration is still below average and this is creating job insecurity. Our staff may all leave for greener pastures elsewhere, so far we have lost four of them already (Ogwok Andrew Max,Oroma Jannet and the other two security guards).
The secretariat is still constrained by a very small number of staff faced with huge volumes of work. We hope with much effort from the AGM and BOT, CCYA will be able to attract more fundings leading to increment and retention of staff.
We suggest that as the AGM comes up with resolutions. Efforts should be put practically in fundraising and resource mobilization in meeting those suggestions put forward.
I say all these for “Every child and youth is my brother/ sister”.
I say all these for “GOD and my Country”
Sign:………………………
Date:………………………
Name:……………………… Position:…………………………………………………
To download this report click here: CCYA Board of Trustees Annual Report to the AGM 2013
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