Engineers Without Borders

Kenya Meeting Minutes 8-18-09

August 20, 2009 at 10:55 pm | In Meeting Minutes | Comments Off

EWB-Kenya Notes

Wednesday August 18^th, 2009

Attending: Justin, Kendra, Birdie, Michelle, Marshall, Daniel, Fellicia (Birdie’s caterer friend), Courtney, Kate, Luke, Mikkel, Aparna

Mission Statement:

Announcement/updates:

- Community call

o No recent calls, try again tonight

§ Questions for community

· Courtney: Are we going to other communities that have already done water projects

o Yes, planned, play it by ear

o Will walk to Bondo

· Kendra: Incubator for water testing kit

o Only plug in for a car adaptor

§ Birdie couldn’t find so went without

§ Aparna has an idea

§ Assume that we can use the solar panel outlets

· Know what kind of plug in it needs

· Aparna will ask if we can use them

o Need 24 hours of power

- Any word from Andy

o Can travel!

o In Honduras so didn’t get that much information but he can travel with us

§ The trip is on again!

- Water testing kit instructional meeting

o Good, very helpful

o Went to City of Corvallis water treatment center

§ Brought kit, did some of the tests

§ Gave us a bunch of supplies

§ They offered to do fluoride testing when we got back, with samples that we bring back with us

§ Interested in having a presentation when we come back

- Other updates

o Polo

§ If you want one tell Kendra

· Around $21

· Need to know by tomorrow

· Should take about a week to get here

· Pay when you receive the shirts

o Deposits for donations

§ Give to Kendra by Friday so she can give them to Rob

§ Kendra: send out mailing address so that bikers can send Kendra the money

§ Need money by Friday for travelers

Assignments/personal updates:

- Everyone

o Send donations to Rob

o Send out individual thank you’s to donors, include a bike picture of all of us

- Aparna

o Email Albany’s Kiawana’s club

§ Haven’t heard back

o Give Kendra the contact for the Portland professional who had water kit before us

§ Done

o Figure out some more information about perdiems

§ Will bring up with community call

o Uncle’s best friend

§ Has been in Nairabo for last few years

§ Another contact in Kenya

- Justin

o Add link for Kenya listserv to the website

§ Yes, done

- Mikkel

o Email Tim, thank him for booth and ask for any contact information for HP

§ Haven’t heard back from yet

o Beaver community fair

§ Signed us up

o Graphic design help for brochure

§ Greg Kleiner is no longer at OSU

§ Other resources

· Aparna’s friend?

o Will try and get into contact with

§ Project groups for brochure, and then general one?

· Third brochure for general EWB

· Info sheet for different projects replace individual brochures

· Will think about

o Depends on where we are going and what we are advertising

o Don’t want to separate us more than we are

o Will bring up next week

o Office space in Kelley

§ Last thing heard from Paul at Kelley is he asked if we wanted a storage closet, which would work just fine and I told him that

- Courtney

o Send Kendra the water testing kit manual

§ sent

- Kate

o Send bag logo to company so they can put into correct format

§ Kate has sent the company the logo and they will put into the correct format for us for free

§ Dark blue and white lettering

§ How many bags to order?

§ Where money coming from?

· General fund because for all club

o Profits to which project or general fund?

§ Who sells them?

o Not competing for money

o Will iron out everything out before school

§ Past, present and future meeting

· Michelle leaving the 14^th, coming back Sunday before school starts

o Have before school starts, so no scheduling problem

o Maybe first week of school

o Leaders will talk about this

- Luke

o Kenyan friend

§ Will have his number this evening, Saturday and Sunday will work best

- Kendra

o Mailbox access

§ Rob says no, to give us permission to get access to mailbox

· But is willing to work with us

· Can only check online deposits once a month through monthly statement

§ Lindsey may have access during school year

o Get the different things for the water testing kit

§ Water treatment center gave us a lot of things that helped

§ Found most things, only need a few more

o Research on Kenya in general

§ Meeting with librarians that specialize in things

§ Now the librarians are in tune with EWB, info now on EWB google website

Banquet/Run/Fundraising:

- Banquet

o Venue reserved (Aparna)

§ Done, they will mail Aparna the rental agreement

§ Reserved for us for February 13^th

§ Adam took a look at it and said it looks good

§ Will need someone to direct guests to the front entrance that looks better

o Agenda for next week Daniel has some ideas

o Logo (Courtney)

§ Will send it out

§ Brother made one and she also made one

§ Adam also has one

· We don’t have his yet

§ Will make decision with everyone’s logo present

· Hopefully by next week have logo

o Save the dates (Aparna)

§ Not done

§ Snail mail and email

· Snail mail

o Postcards

§ Cheaper and nice

§ Marshall has color printing, Aparna also should have free printing

o Kelly suggested magnets

§ Good idea but expensive

o Birdie will take it on for next week

§ Put Kenya love logo on there

§ Make space for logo because we still need to vote on it

§ Include: time that it starts (6 pm), location, date, mission statement, and EWB

o Entertainment

§ Chicamarimba (Kendra)

· Quoted $800

o Kendra will see if we can get it for cheaper

· Group of 5-8 women

· Free on the day that we want

· Listed 2-3 dates that they have performances that we can go see them

· Have a track online, not as good as in person

§ Courtney

· WOU

o May not be able to attend

o Looking for payment, how much?

§ How much we paid for el Salv banquet

· $300

§ $200-$300

o Look for $300

o Ask how much they have charged in the past

· Written two other groups waiting to hear from them

§ Kate

· Kids marimba group

o Probably wont be able to attend because of the drive in Portland

o The group though will send Kate some more groups in the Portland area

o Any ideas for decorating? (Luke)

o Dishware (Mikkel)

§ Talked to El Salv kids they want to know when we will be buying and how long they have to decide if they want to buy in with us

· El Salvador banquet: November 4^th

o Need to decide by then

· About $5.50 per person

o Not included serving dishes

· Banquet dishes have been rinsed in MU ballroom kitchen

o Then shipped to snell because have huge dishwasher

· We will need cases to store dishes

§ OSU catering does not rent dishes

§ Renting is a little more than half the cost of buying the dishes from Ikea

· Couldn’t find the price of the set besides in the catalog

o Once we find out if we are going to do that I will call them and ask

o Food – talk/claritifactions from Felicia

§ Venue

· Has nice kitchen, 2 ranges, 3 huge ovens, prep areas, no cooking utensils

o A problem? NO

§ How many people to help?

· Need help especially plating

o Have at least 3 extra hands in kitchen, probably have more

§ Help throughout whole process, including serving

§ Learned about traditional cuisine

· Not costly, really filling

· One dish; Corn, beans, potatoes, spinach into balls put into stew

· Traditional don’t use silverware

o Use maza balls to scoop

§ Have these for crowd?

· Eat a lot of meat; beef and goat

o Would like to do goat

· Do a lot of fruit

· Chai tea; drink of choice

o Tea steeped in milk and sugar

· Don’t use a lot of spices but salt and pepper

· Make vegetarian option vegan

· Would like to research it a little more

o Cooking nights where we can decide on dishes and refine recipes

· Before we send out invitations will need menu options

o No only have question if want a vegetarian dish or meat dish

o Will get menu together before Christmas

§ Preliminary menu mid September

· Will also get costing done at this point

· Will get rough draft for us together

· Travelers; grab recipes while in country?

§ Would we buy the food before hand, would we do that with you?

· She would do shopping for it

· Would have general idea of how much it would cost

o Money before hand from us then she would buy it with that money

§ Found place that delivers local, organic food to Portland area

· Also there are lots of local farms

§ She would like to talk to all of us once again once she has a better idea of what she is planning

- Run/Walk

o Pulling water from the water still fine? (Justin)

o Info sheet here about run/walk

§ Met with Michelle yesterday

· Will email out later also

· Just a walk no running

· Saturday, October 24^th

o If football weekend then move

§ Football is away so the date is fine

· Money will be split?

· Good way to get people involved right away

· The info sheet describes general aspects

o Members to potential sponsors will have this

o When, where, what’s going on

· Michelle working on

o registration form and basic data

o Sheet to get pledges with

o Receipt form for when people get members

o Bike ride registration form; Kendra will send

§ Aparna has receipt that will hand out, has hard copy

· Legal waivers?

o Free ASOSU legal advise, will look into this

o Copy and paste from a different source

· Shirts: $7-8 depends on how many we order

o Have a good idea of how many shirts we need from registration

· Logo

o Courtney: can work on it

§ Name: water round up

· Dump all water that people bring back into larger container so we can tell how much water that we collected

· Only one time that water can be collected, limited time limit on collection

· Justin will send Courtney info sheet

· People will pay for registration

o Goes into directly EWB funds?

o Discount for members that will be getting sponsors

o Up registration to 15 and include shirt?

· Goal to get other people to get pledges

o May turn other people off if have to pay way in and then have to go get sponsors

o Will talk about cost of registration and shirts

· Shirt maybe not the focus

o Have just at the event?

§ But then have left over shirts

· Hopefully will have around 50 people to attend

· Will talk to sponsors soon

o Peak sports donations

o Nearly normals

§ Gift certificate

o First alternative

§ For refreshments

o Starbucks may give free coffee

· Advertise to high schoolers and middle schoolers

- Grants

o EWB USA grant open now

§ Great! $5000-10000

§ Will send out info to someone who wants to do it

§ Straightforward application

§ Timeline: September 30^th

· Come back to it next week

o Letter of inquiry (Mikkel)

§ I have edited what Aparna’s sister has suggested, looks much better

§ Will get a ‘final’ version done by this weekend, and will send out letters this next week

o World bank grant (Luke, Justin)

§ Luke: doesn’t look like they support this kind of stuff

§ Justin: But we can be applicable

o Coca Cola grant (Luke, Justin)

§ Luke: looks appropriate

· Will talk to Justin about

§ Justin: small grants

· Focus on civic society groups and issues

o Like to fund

§ Public education, getting community to educate themselves

§ No timeline

· Will have people working on it

o Western Union

§ Send out letter of inquiry this week

o Pure water group, blue planet water (Courtney’s grants)

§ Send out letter of inquiry this week

§ Will send out letter of inquiry

o Will come back to all but western union next week

Assignment list:

- Everyone

o Bikers: send individual thanks you’s

§ Include a picture of the bike ride with all of us in it

o Give Kendra bike ride donations by Friday so she can get them to Rob

- Justin

o Send out water roundup info sheet to the whole club

o Talk to sponsors about water round up

o Advertise water round up to middle and high schoolers

o Look into world bank grant some more

o Look into coca cola grant some more

- Aparna

o Ask community about being able to use solar panel electricity source and what kind of plugs they have

o Ask community about perdiems

o Send out receipt form to bikers and Michelle

- Mikkel

o Ask Aparna about graphic design friend

o Get ‘final’ draft of letter of inquiry together

o Send letter of inquiry to Western Union, and pure water group (Courtney’s grants that she has contacts for)

- Adam

o Send out banquet logo to everyone

- Courtney

o Work on water round up logo

o Ask WOU dancers how much they have charged in the past

- Luke

o Look into decorating the venue

o Help Justin with grants

- Kendra

o Get rest of supplies for water testing kit

o Send Michelle the bike ride registration form

o Look into chicamarimba and see if we can get entertainment for cheaper than $800

- Kate

- Michelle

o Get water roundup registration form together

o Get water roundup pledge form together

o Get water roundup receipt form together

- Birdie

o Save the dates

§ Look into pricing for a hard copy save the date, and get together format