Engineers Without Borders
Oregon State University
Kenya meeting minutes 7-14-09
July 15, 2009 at 11:41 pm | In Meeting Minutes | Comments OffTuesday, July 14th, 2009
EWB Kenya notes
Attending: Justin, Adam, Kendra, Mikkel, Courtney, Kate, Aparna
Vision:
Announcements/news (10 minutes)
-
TAC call
o
Went well
o
We were told TAC was written in very well
o
Have technical approval to purchase tickets
§
Have purchased
o
Have approval to travel from nationals and board
-
Money situation
o
Short on money
§
$1530 a piece
·
Don’t have that much money
o
Adam and Aparna picking up rest until we fundraise the
rest
§
So have more excitement for next year so can show what
we did
o
Short $1800
§
This includes everything that we need, including in
country cost
-
Sunday meeting in Portland with professionals
o
5 hour meeting
o
Applied for travel visas, sent off
o
Evaluated what we need to do for travelers
§ Made spreadsheet that includes everything that the travelers need to do before they go
·
Includes a lot
o
Research for technical aspects
§
How to do soil sampling?
§
Native trees and vegetation to show water?
§
GPS training?
§
Running through health assessment
·
Delegate fundraising and publication information to
people who aren’t traveling, so travelers can focus in on this
·
Saved as google doc, ask Aparna if you want to see it
-
Other updates
o
Mark and community updates
§
Mark visited village last Thursday
·
Houses pretty close together
·
He stressed community was not complicated
·
Met village leaders
·
Took pictures of
o
Water sources
o
Village leaders
o
Places we will be staying
o Will send this out or post tomorrow
-
Print outs
-
Find a map of Kenya and send to Aparna tonight!
Updates on assignments (30 minutes)
-
Courtney
o
Water quality test
§
West coast EWB president
·
Asking president to see if has any information
·
Phone tagging
·
Wrote Anna Harding
o
Advice for training session and what should be in the
water testing kit
§
Chapter relations manager
·
In contact with
§
Kendra working on this also
-
Paypal account?
o
Rob tested structure where donations were made through
EWB USA
§
Money donated there did get into our account
§
Sent us link that people can donate to us online
§
Concern: money doesn’t all go to us
·
Make sure have contact of donator
·
EWB USA takes off top of larger donations
o
Tell people on donation page that this happens, tell
donators to contact us for donations larger than the amount that EWB USA takes
a portion of
-
Justin (4 minutes)
o
IRB finished?
§
Protocol assembled
§
Surveys sent off to Kevin
·
Translated within a few days
§
Aparna
·
Application tells that we need an education
certification for cultural issues
o
Not mentioned to us before
§
We might be exempt from this, Aparna is seeing if we
are
·
Ready to go besides translating
o
And need approval from Kevin or other Kenyan
o
Secure date for first aid training?
§
Lady from Dixon is requesting trainer
·
Sunday August 2nd, up to trainer whether
will work
·
Haven’t heard back since Thursday
·
Check again later this week to make sure set to go
o
Contact Jessica about paper for business cards?
§
Directed to Rob
·
Jessica doesn’t have business card paper
·
Rob has file
o
Get business card file
§
Maybe make new one
§
Aparna also had this
o
Just need paper to print
§
Send business card paper with Lauren so Aparna has this
and can print the business cards
o
Asking around at Saturday market
§
Cannot do financial distribution
§
Cannot have booth
·
Person in middle one time deal
o
It has to be good for the Saturday market, community
and good for us
§
This is appropriate when we have events that we can
promote
·
Water carrying competition advertisement?
o
Promote water education and physical health
o
Advertise this
§
No financial transactions so can’t turn in registration
·
Probably in fall
-
Adam (6 minutes)
o
Money
§
In progress
§
Should be coming soon
o
GIS units
§
Training date scheduled
·
July 23rd, have units, 3-4 hours, training
session for only Adam, afterwards he will teach others how to use the units
o
Condense safety info and send out
§
Not prudent
§ Instead have people who are concerned look into Google news, specific Kenyan regions
o
Met with Kendra to go over organization of group
§
Companies/professional organizations
·
Present to them, structured organization
o
Outlined this
§
Best focus
·
Have PR group
o
Extend reach to other groups
o
Going into classrooms
o
Presenting ideas
o
After Kendra trip, started when school starts
§
Ready to go when school starts so start now
§
Keep contacts with companies
§
Need something before school starts
·
Connect week getting this started
o
What would they do?
§
Coordinating everything
§
Professional side and OSU
·
Justin and Mikkel
o
Courtney helping with presentation
o
Contact for everything on google docs
§
So have contacts
§
So don’t forget about people
-
Aparna (2 minutes)
o
Portland Saturday market
§
Haven’t had chance will do later
o
CH2MHill contact
§
Emailed on Saturday, waiting to hear back
-
Mikkel (2 minutes)
o
Papa Murphy’s fundraising
§
Buy for a dollar sell for five dollars, they will buy
back anything not sold
·
Getting some cards for this weekend
-
Kendra (3 minutes)
o
Contact graphic design student that helped design El
Salvador brochure (talk about more in depth during groups)
§
Not contacted
·
Will contact Ellen Momseen because was one of the
contacts for this before
o
Contact cycling club to see if any interest for someone
to ride for us
§
Talking to individuals and maybe even club
-
Daniel (2 minutes)
o
Covered Bridge bike ride
§
Advertise by?
·
Maybe flyer? Or word of mouth?
§
Sponsorship form?
o
Kate will make one by Thursday
§
Yes!
o
Need receipt type
o
Money up front
§
Get money after ride
·
Per mile, which ride, individual and flat donation?
§
Who to sponsor us?
·
Family friends?
·
Companies?
o
Sponsor us as a group
§
And then on top of our individual
o
Booth at finish line and events?
§
Daniel will email and ask
·
Co workers, friends
§
August 9th
§
Maybe cost of registration included in fundraising
·
Individual decision
·
When emailing push for booth rather than free
registration
§
Shortest ride is 40 miles
§
Problems with obtaining bikes?
·
We have enough between us that it should be fine
·
Courtney, Kate and Adam need bikes
§
10 people are already interested, when emailing tell 12
are going to register
§
Have EWB advertisement on us
·
Maybe print some stickers, or a silk screened “flag”
§
Email and tell have 12 people and ask about booth at
end of the race
·
Ask if can change ride length after registration due
date
-
Andy (3 minutes)
o
Ecotrust donated?
§
Contact ourselves
o
GPS units?
§
Use our OSU connections for this because getting
response
Da Vinci days (10 minutes)
-
Aparna will send down 100 of each project summaries for Da
Vinci days
-
Divided weekend into shifts
o
Heard back from 4 people
o
Need some more volunteers
-
Fundraising opportunity?
-
Water carrying activity?
-
Aparna’s friend will bring buckets down tomorrow for Da Vinci
days for an activity
-
Materials
o
The Poster needs to be retrieved from Kelly’s office
o
Have sheet for sign up for list serv at Da Vinci days
o
Activity
§
Nothing concrete
§
Water pouring?
§
Water carrying?
·
Going through water to promote water usage
·
No good idea of space we will have
o
Only 12 feet for people to race?
o
Maybe figure out Saturday morning to figure out what we
can do
Group split (40 minutes)
-
Group one:
Fundraising/Banquet
o
Fundraising
§
Papa Murphy’s
·
Mikkel try and get some cards by this weekend
§
Saturday Market
·
On hold
§
Other fundraising ideas
·
Solicitations
o
Focus on bicycle rides for solicitations
§
Checks for donations
·
Write out to EWB-OSU, for or memo line say Kenya
§
Receipt for 501c3 status and non profit
·
With donation/sponsor form
§
Corvallis solicitators
·
Company donations
·
Minimum for companies?
o
To advertise for sponsor
§
On backs for bike ride and helmets, and on table
§
Courtney silk screening brother on cloth and then use
as flag
§
Short notice for corporate donations
·
More personal networks
·
Hit up CH2MHill and HP they know us
·
Probably not going to small companies
o
Use our time better
o
More casual just as general donation, more personal
o
Asking people don’t know then put on google docs
·
Donation form by Thursday (Kate)
o
Post on google doc or send to us?
§
Either way
§
Grants
·
Justin working on
o
Coca cola from Adam
o
Deschuttes brewing company
§
They have a form for money donations
§
Slowly editing letter of intent
·
Don’t use until Aparna’s sister edits it
·
Done editing by Saturday then send to Aparna’s sister
o
Rotary
§
Evan sent Kendra all contacts
·
A lot of contacts moved out of area
·
Participate in matching program to get involved with
Rotary
o
Most contact and most money
o
Partner rotary group in Kenya and US
o
Wait on 512 until tomorrow by noon
§
Pitch 512 to rotary group that is interested
·
Typically want to be involved
o
Have contacts with locals
o
Maybe Kenya arrange transportation or in country things
o
Bag idea
§
Making reasonable grocery bags for profit
·
Design logo
o
Approval by nationals
o
Kendra has already put one together
§
Source for bags and
·
Get from good sustainability source
§
Don’t have money to buy them first
§
Charge $5 for the bags
§
We would have them all the time as a constant fundraiser
§
Bring to every event
§
Company presentations
·
Give one have more to sell
§
Kate
·
Look into canvass bags, and plastic bags
·
Kendra still involved with that, send Kate what she has
done
o
Banquet
§
Venue (needs to be done by next month)
·
Did anybody find anything good
·
Google doc venues added as tab to current banquet
google doc
·
Ecotrust
o
Andy wants us to contact
·
Tell Birdie to update on google doc
·
Before contact put on google doc
§
Courtney’s mom, is dinner too much?
·
Maybe a Sweetheart dance?
o
Music
o
Donations
o
Maybe cocktail night
o
Cuts earning potential
§
Shoot for dinner because can bring in more money
-
Group two: Kenya
advertisement
o
Adam/Kendra accomplishments with advertisement and
company/business contacts
o
Powerpoint
§
Courtney, and Adam will help
§
Aparna send out pictures
·
Planned to have Xerox presentation next week or
following week
o
They want to donate
o
Flyer
§
Already printing out
o
PR
§
Need connection with company before get presentation
§
School
·
Connect week
o
Mikkel looking into
·
Advertisement options
·
Carl was PR guy before adamant about not doing anything
more
o
Talk to him about what he did, see if we can meet with
him and gain any knowledge about the position and what we can do
§
Talk to OSU foundation
·
Figure out a way into their box for the football games
so we can advertise ourselves and make connections
·
We are currently not on OSU foundation donors list
o
Not option for people to donate
·
Scott doing something?
·
Who involved before?
o
Kelly Wilson
§
Kendra will be talking to her and will ask
§
We should be better about having a newsletter
·
Letter for donators
o
Donator contact list
§
Business cards
§
Maybe try and get business majors into group to help
with selling ideas
Group coordination
-
So many roles
o
Open positions
o
Give person a label then more likely to stay
§
Not incentive for Justin
§
But not required to have a label
Talking to some people to help with webpage
-
Themes
Assignment list
-
Everyone
o
Edit letter of intent/interest done by Saturday
o
Think about event for Da Vinci days
o
Start calling banquet venues from google doc
-
Courtney
o
Covered bridge sponsor sheet
o
Continue to work on obtaining the water testing kit
§
Ask Anna Harding about for training session and what
should be in the water testing kit
o
Work on Kenya presentation
§
Do by next week for Xerox presentation
-
Kate
o
Make sponsorship/donation form for bike ride by
Thursday
o
Look into canvass/plastic bags for fundraiser
-
Kendra
o
Work with Courtney on water testing kit
o
Contact Ellen Momseen about graphic design for brochure
o
Talk to individuals and cycling club about riding
with/for us
o
Make sign up sheet for da vinci days for list serv
o
Get poster from Kelly’s office for da Vinci days
o
Pitch 512 to rotary group that is interested or figure
out how we can do this
o
Work with Kate on bag fundraiser
o
Ask Kelly Wilson about EWB involvement with OSU
foundation
-
Justin
o
On donation page make comment for donations larger than
$1000 to contact us
o
Make sure IRB gets translated
o
Confirm first aid training date later this week
o
Get business card paper to Aparna
o
Look into Coca cola grant
o
Look into De Schuttes brewing donations
o
Contact Kelly and Carl about PR position in past
-
Aparna
o
See if we a traveler needs a education certificate for
IRB
o
Contact Portland Saturday market
-
Adam
o
Continue to try and get fraternity money
o
Continue to try and get into contact with your father’s
company to donate
o
Continue to try and get your father to donate
o
Put on google docs any outline or other information you
came up for company/professional meeting with Kendra
o
Help Courtney with powerpoint
-
Mikkel
o
Get some Papa Murphy’s coupon cards for Da Vinci days
o
Look into connect week
-
Daniel
o Email bike ride about 12 people registering, whether we can change the length of the ride after we register, and whether we can have a booth at the finish line
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