nd general meeting held on the 4 april 2014 at the uganda · meeting which also doubled as the...
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Plot 1 Katalima Crescent, Lower Naguru. P. O. Box 27034, Kampala, Uganda. Tel: + 256
414 540719. E-mail: [email protected]
Minutes of the 22nd Annual General Meeting held on the 4th April 2014 at the Uganda
Museum
Agenda 1. Arrival of members and registration 2. Opening prayer and Welcome remarks from the Chair 3. Reading and approving of the minutes of the previous meeting 4. Business arising out of the previous minutes 5. Presentation of the Annual Report – by the Chairman 6. Presentation of the Financial Report with audited accounts, financial income and
expenditure – by the Treasurer 7. Elections - Vice chair and 2 Committee Members 8. Appointment of the auditors
Min 1/ 22/ AGM – Registration of the members present at the meeting
1.1 Attendance list attached (see annex 1); Members absent with apologies: Prof. William
Banage, Prof. Christine Dranzoa, Dr. Anne Akol, Dr. Robert Nabanyumya and Dr Robert Kityo.
Min 2/22/AGM Opening prayer and Welcome remarks from the Chair
2.1 Opening prayer by Tamale Denison from MUST – NU branch at 05: 14pm
2.2 Remarks from the Chairman: The Chairman called the meeting to order at 05:16pm. He
highlighted on the following:
Thanked members for finding time to participate in NatureUganda activities and in
particular the AGM - the first one after the approval of the new constitution.
That according to the new constitution, the vacancies for vice chairman and two
committee members would be open for election during that meeting.
That the constitution introduced membership categories; honorary and life members for
which there were none registered yet
That the executive sat four times and were able to form three sub committees i.e.
science and technical, membership and communication and finance and administration
as required by the constitution. The committees in turn sat three times to deliberate on
recommendations made during EC meeting.
That the secretariat plays an important in the day to day running of NU programmes at
their offices on Plot 1, Katalima Crescent in Naguru
Requested NU members to spare time to visit NU offices
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Introduced NU staff
Appreciated the role played by NU branches viz Mbarara, Gulu, Mbale and Busitema
University
Stressed the need to explore more on the need to open up other branches in other
Universities e.g. Makerere University
Highlighted on the income and expenditure - that NU had an income of UGX
2,279,077,581 and an expenditure of UGX 2,133,673,939.
He concluded by stressing the importance of the membership to remain vibrant through
public talks, nature walks and excursions and participation in the Conservation
Conference and Big Birding Day.
Min 3/22/ AGM Reading and approving of the previous minutes
3.1 Members were allowed time to read through the previous minutes.
3.2 Corrections in the previous minutes – corrections were made in the minutes
Min 4/22/AGM Business arising out of the previous minutes
• Issue of affiliation with NatureKenya under the umbrella of EANHS – It was reported that
the EC had looked into the matter and would discuss it even further
• A need for minutes to be circulated before the AGM for ease of making corrections and/
or additions – members proposed a need for an Action Paper to be circulated
• The need for innovativeness in membership renewal ; A decision to send SMS to
members and also to make use of mobile money telephone number 0777147367
• A proposal to raise family membership fees to 30,000/= was raised but deferred to after
the Treasurer’s report
A member, Tamale Denison moved a motion to take the minutes as a true record of what
transpired in the previous meeting. He was seconded.
Action: Minutes were therefore, confirmed as a true record of what had transpired in the
previous meeting. The chairman signed them.
4.1 The chairman gave a brief Action Report: On Min 3.2 - Status of the NatureUganda land (2 plots in Lutembe), it was reported that the delay in securing a land title was a result of the closure of land registry offices
Min 5/22/AGM Presentation of the Annual Report – by the Chairman
5.1 The Chairman, Mr. Paul Mafabi began by welcoming members to the 22nd Annual General Meeting which also doubled as the 104th AGM for East African Natural History Society. Having thanked members for always finding time to participate in activities organized by NatureUganda, he went on to highlight the continued threats to the environment and natural
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resources in all parts of the country, which if was to be combated needed combined efforts by all concerned.
He said that the organization had progressed with activities in conservation, advocacy and
research. He also mentioned the obtaining challenges like the interface between development
and conservation, the continued discovery of fossil oil and gas in the Albertine Rift, Climate
Change and many others. He said that despite all this turbulence, NatureUganda had continued
to grow stronger, with an increasing and active membership. He highlighted on some
constitutional provisions especially the staggered replacement of office bearers and the need to
conduct elections for the Vice Chairperson and two committee members during that meeting.
He applauded the Executive Committee for the tireless effort during the year.
5.2 The Chairman highlighted on membership categories: Individual members, Family members, Student members, Institutional members, corporate members, Life members, honorary members
5.3 The management of the organization and control of its funds and property: NU funds and property would be vested in an Executive Committee of nine (9) members, comprised of the Chairperson, Vice Chairperson, Treasurer, Publicity secretary and five committee members. 5.4 Bridging the funding gap: While 2013 had been not an easy year in terms of funding for the society, did not however affect NatureUganda a lot but because the secretariat with guidance from the EC had managed to attract funds to keep the activities of the society vibrant.
5.5 Conservation Projects. The Chairman noted the importance of advocacy, a cross cutting
issue in all projects. He highlighted the contribution of NU’s activities especially the protection
of 24 Globally Threatened species, 66% of 34 IBAs had been designated as Protected Areas,
27% designated as Ramsar Sites, NU’s focus on two Forest systems (Echuya and Kasyoha
Kitomi) and four wetland Systems (Opeta, Bisina, Nabajjuzi and Mburo-Nakivali) and one
project in agricultural landscape. NU worked with fifteen Site Support Groups which
demonstrated the linkage of conservation and livelihood improvement.
5.7 Research; the chairman reported that NU has worked on the following: • Species monitoring: Bird Population monitoring (covering over 80 sites across the country -
BPM), then the Cranes monitoring programme covering over 15 sites • Baseline studies: Wetlands in eastern Uganda and Ramsar site in MFNP • Surveys and monitoring livelihood interventions in all projects • Other studies were being conducted by working groups
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5.8 Education and Awareness. The chairman reported that NU continued to engage its membership in the following
• Public talks which also had become an important tool for advocacy. • Nature walks which combine both bird watching and nature watching.
• Publications such as The Naturalist and the E Newsletter. He requested the members to
visit NatureUganda website and see the latest posts or visit the resource centre for more
materials to read. With the expansion and contribution of social media the society runs face
book and twitter accounts
• Membership Activities especially the recently held Conservation Conference and the Big
Birding Day
• He expressed Nature Uganda’s indebtedness to the donors and other partners
• He applauded the invaluable contributions of his colleagues on the Executive Committee for
their guidance and support to the secretariat.
• Partnerships: In a bid to consolidate the works of NatureUganda with partners, the chair
informed members that the organization had been able to review partnership agreements
with National Forestry Authority, Uganda Wildlife Authority and Wetlands management
Department.
The chairman ended by thanking all members for the continued support and interest in their
programmes and requested them to continue to be part of it.
Min 6/22/AGM Presentation of the Financial Report with audited accounts, financial income
and expenditure – by the Hon. Treasurer
6.1 M/s Pauline Nantongo the Vice chairperson represented the treasurer who was absent with
apologies) She presented the audited income and expenditure of the society for a period of 12
months (January 1, - December 31st 2013). The report also covers projected income for the
period January 1St 2014 to December 31st 2014. The Society’s accounts were audited in
accordance with the constitutional provisions and International Financial Reporting Standards.
A summary of the audit report is attached.
6.2 Secretariat: It is located on plot 1, Katalima Crescent Lower Naguru (BMCT building). • There are two programme offices located in Masaka, and Kabale. • The society has four membership branches namely IUIU Mbale, Mbarara University,
Gulu University and Busitema University. • The society has a total of 28 members of staff (Technical, support & volunteers • The EC and respective sub committees provide overall oversight to the society.
6.3. Programmes areas:
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a) Institutional Core Support to NU: The Royal Society for the Protection of Birds (RSPB) has remained the sole funder for institutional support over the years. RSPB/NU signed a new partnership agreement for institutional support for the period 2013-2016. This funding will mainly support organizational development, contributes to rent, core staff, training and membership activities. b) Conservation, Research projects and Membership: The society continues to implement the programmes listed below:
Echuya Forest Conservation Project “Enhancing the livelihoods of local communities dependant on Echuya Forest Reserve” in the districts of Kabale and Kisoro
Bi-annual waterfowl counts and monitoring in Important Bird Areas
Birds Population Monitoring (BPM) in Uganda
Cranes and Wetlands Conservation in South Western Uganda
Lake Victoria Catchment Environment Education Programme (LVCEEP)
Biodiversity & Ecosystem services in tobacco growing regions in Northern Uganda (BATBP)
Biodiversity assessment of wetland systems in Eastern Uganda (JICA)
Eco-system conservation for climate change adaptation in East Africa (EBA)
Surveying migrant and resident birds in MFNP, Ramsar site
Conservation of lesser flamingos in QENP
Conservation of the birds and biodiversity in the Lake Victoria basin through community led action (LEP)
Membership programmes c) Ended projects in 2013; they are:
• Community Based Wetland Biodiversity Conservation programme (COBWEB) in Eastern Uganda
• Echuya Forest Conservation, with funding from RSPB • Biodiversity assessment of wetland systems in Eastern Uganda (JICA) • Demonstrating ecosystem service values in Africa (TESSA)
6.4. Membership status: Membership numbers had slowly grown over the years, however the
subscription and renewal rates are still low. NU only raised Shs 3,580,000= in 2013 lower than
in the previous years. He suggested a need for appropriate mechanisms on improving
subscriptions, collections of renewals and servicing of members.
Categories and growth trends: He described the membership growth trend as positive but
pointed out the need to recruit more of cooperate members who would strengthen the funding
base. He cited the membership growth figures as having grown from 2849 to 3,152 indicating a
9% growth. He said that annual subscriptions only contribute to 0.3% of the annual income for
NatureUganda.
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• Student – 1775 • Full – 809 • Family – 497 • Institution - 26 • Corporate – 45
6.5 Summary of Audited Financial statement for the year ended 2013 (see appendix); Total
income = 2,279,077,581=, Total Expenditure = 2,133,673,939=, Fund balance as at 31st
December 2013 = 739,454,095=
6.7 Summary Projected income for the year 2013: Opening balance as at 1st January 2014 =
739,454,095=; Total projected income as at 31st December 2013 = 2,722,154,095=
Investments Safaricom shares = 16,670,840=; Investments – NU land = 91,700,000=; Total
investments = 108,370,840=
6.8 Capital /Fixed Assets. The treasurer informed the members that NU owns 2 plots of Private
Mailo land Block 397 – plots 722 and 723 measuring 0.37 and 0.38 ha respectively, at Bweya
Lutembe Busiro County near Entebbe. He mentioned the need to raise funds for constructing a
NatureUganda Home. The treasurer said that the proceeds from the shares in Safaricom will be
put into construction of the NU Home
6.8 Development of proposals; the society has submitted more funding applications as outlined below. a) Sustainable Natural Resources Management in IBAs (CISU) USD 627,520 b) Biodiversity conservation around Kashoya Kitomi forest USD 10,000 c) Natural Resource management in Kyambura Wildlife reserve USD 10,000 d) Enhancing local action for site management around L. Victoria Catchments USD 250,000 6.9 Conclusion: The Treasurer mentioned the concern of sustainability since most projects had and or were coming to an end. He therefore suggested a need to exploit more funding opportunities through strategic partnerships and also using the membership in fundraising drives so that we widen our funding base. 6.10 Adoption of the reports: A member, Honorable Kigyagi, moved a motion to adopt the Chairman’s report and Treasurer’s report. He was seconded. The two reports were then adopted by acclamation which marked the end of the business meeting. Min 7/22/AGM Election of the Vice chairman and 2 Executive Committee members
7.1 The Chairman made highlights on the constitutional provisions of the elections procedures.
He led the members into electing a Returning Officer for the day as is stipulated in the
constitution.
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7.2 Election of the Returning Officer – Mr. Richard Nyenje was unanimously elected as the
day’s Returning Office. He too, accepted the role.
7.2.1 The post of vice Chairman; the Returning Officer announced that the secretariat had
received only two nomination for the post. The two nominations were Dr. Robert Kityo and Dr.
Arthur Mugisha. Dr. Kityo was absent with apologies. Only paid up members were allowed to
vote using the availed cards. Members voted and the results were as shown:
• Dr. Mugisha Arthur got 18 votes while Dr Kityo Robert got 14 votes. The Returning Officer
declared Dr Arthur Mugisha the winner of the election.
7.2.2 The post committee members; the Returning Officer announced that the secretariat had
received 3 nominees, viz Dr. Anne Akol, Mr. Polycarp Mwima, and Ms. Sara Kaweesa. Voting
was conducted by the Returning Officer. The results were as indicated below:
Name No. of Votes garnered
Mr. Polycarp Mwima 30
Ms. Sarah Kaweesa 24
Dr. Annah Akol 4
Action: The Returning Officer declared Polycarp Mwima and Ms Sarah Kaweesa the elected
committee members. He invited the elected EC members to take their seats, which they
obliged. The Returning Officer announced that the EC was duly elected during this 22nd AGM.
Dr. Arthur Mugisha, Mr. Polycarp Mwima and Ms Sarah Kaweesa thanked the members for
electing them and promised to serve with diligence.
Min 8/ 22/ AGM Appointment of Auditors 1.1 With a Constitutional Provision that audit firm should not audit for more than 3
consecutive years which Garry and Knight Audit Firm had already served, they were not eligible for appointment. However, members noted that there was insufficient time accorded to new audit firms to apply.
Action: A unanimous decision was reached to offer Garry and Knight an extension of ONLY one year (up to 31st December 2014), and then adverts be placed for new firms to apply. The resolution of the AGM on extending the service of Garry and Knight for one year was unanimously accepted by the members.
Closure: The chairman wished the members mercy journeys back home and then invited the members to refreshments. He then closed the meeting at 7.35 pm.
Summary Actions:
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1. Approval of previous minutes: The Previous Minutes were therefore, confirmed as a true record of what had transpired in the previous meeting. The chairman signed them.
2. Membership fees: and renewals: Membership fees were not revised. Members resolved to among other means use Mobile Money Tel Number 0777147367 based at the secretariat.
3. Adoption of Chairman’s Annual Report: A member moved a motion to adopt the Chairman’s Annual Report. It was seconded. Members adopted it by acclamation.
4. Adoption of the Treasurer’s report: A member moved a motion to adopt the Treasurer’s Report and Budget. He was seconded. The Report and Budget were adopted by acclamation. This then marked the end of the business meeting.
5. Appointment of auditors: A unanimous decision was reached to offer Garry and Knight an extension of ONLY one year (up to 31st December 2014), and then adverts be placed for new firms to apply. The resolution of the AGM on extending the service of Garry and Knight for one year was unanimously accepted by the members.
APPENDICES:
Appendix 1 Financial Statements for NatureUganda
31st December 2013 (Sh)
31st December 2012 (Sh)
Income Note Page
Grant Income 3 (9) 1,690,538,506 1,691,395,628
Other income 4 (9) 584,959,075 517,922,863
Membership income 5 (9) 3,580,000 5,545,000
2,279,077,581 2,214,863,491
Expenditures
Programme Activities 6 (9) 1,338,244,122 1,293,414,706
Administrative costs 7 (10) 7,95,429,817 636,253,743
Total Expenditure 2,133,673,939 1,929,668,449
Surplus/ (Deficit) of Income expenditure 145,403,642 285,195,042
Fund balance as at 1st January 595,595,280 310,402,038
Prior Year Adjustment (1,544,827) (1800)
Fund balance as at 31st December 739,454,095 595,595,280
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Notes Page 31st December 2013 (Sh)
31st December 2012 (Sh)
Assets
Bank and Cash 9 10 649,572,457 421,367,056
Other accounts receivables 10 10 91,752,647 176,099,233
741,325,104 597,099,289
Fund balance and liabilities
Accumulated fund balance 8 10 739,454,095 595,595,280
Accounts payable 11 10 1,871,009 1,871,009
741,325,104 597,466,289
The financial statements on pages 5 -7 were approved by the management on 6 and were
signed on its behalf by: Executive Committee members (see true copy)
Appendix 2 – Statement of cash flow
Statement of cash flow as at 31st December 2012
31st December 2013 (Sh)
31st December 2012 (Sh)
Surplus / (Deficit) of expenditure over income 145,403,642 285,195,042
Prior year adjustment (1,544,827) (1,800)
Changes in working capital
Increase /(Decrease) in cash and Cash Equivalent 84,346,586 (76,616,296)
- (381,864)
Cash used in activities 228,205,401 208,195,082
Movement in cash and cash equivalent
Increase /(Decrease) in cash and Cash Equivalent 228,205,401 208,195,082
As at 1st January 421,367,057 213,171,975
Increase /(Decrease) in cash and Cash Equivalent 228,205,401 208,195,082
As at 31st December 649,572,458 421,367,057
Appendix 3 Attendance List
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No. NAME ORGANISATION EMAIL ADDRESS TEL. NUMBER
1 Akule Geofrey Nature Uganda [email protected]
0772541846
2 Joel Wako Nature Uganda [email protected]
0759059695
3 Arthur Mugisha
Flora and Fauna
International [email protected] 077663980
4 Tamale Denny N.U.Must [email protected]
0775966289
5 Mwesigwa Bruce AREA-UG [email protected]
0779791509
6 Mark Sinabulya Africa Revealed [email protected]
0712939968
7 Sara Kaweesa Arocha UG [email protected]
0712084444
8 David magulse M.U.U. [email protected]
0781538869
9 Polycarp Mwisma Makerere [email protected]
0772600877
10 Kalfesi Jackie Makerere [email protected]
0783586599
11 Nyandi David Let’s go Travel
07754996420
12 Otimong John Richard Balibaseka S.S. [email protected]
0772604930
13 Pere Emmanuel
Accolade
Fxplorers [email protected]
0793228222
14 Andima Moses
Busitema
University andima@[email protected] 0777058371
15 Mukasa Joseph Makerere [email protected]
0704774666
16 Mbabazi Esther N.U.Kabale [email protected]
0777336753
17 Bukanya Ibrahim Star F.M.
0701864714
18 Mutekanga Winfred UBC [email protected]
0703621945
19 Nakago UBC
0702640243
20 Kenneth Sseguya Nature Uganda [email protected]
0797716990
21 Kasasa Hannington SSG Mabamba [email protected]
0782945785
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22 Zeneb Musiimire Nature Uganda [email protected]
0702937272
23 Kyasiimire Penninah Nature Uganda
0779674736
24 Paul Mafabi MWE [email protected]
0772503255
25 Aboda Micheal Gulu University [email protected]
0782365561
26 Michael Opige Nature Uganda [email protected]
0772126126
27 Henry Mutabaazi Nature Uganda [email protected]
0772480186
28 Seriziynn Ronald USAGA/NU [email protected]
0751543139
29 Nyenje Richard RIFASHINE Ltd [email protected]
0712595633
30 Isaac Kiirya Nature Uganda [email protected]
0775923878
31 Nanyonga Eve Nature Uganda [email protected]
0774171864
32 Byanwkass Dm Polop
0791666455
33 Ivan Zizinga NU western [email protected]
0785437960
34 Musana W. Museum
0788573051
35 Alemu Sokunu IUIU Mbale [email protected]
0700325352
36 Dianah Nalwanga Nature Uganda [email protected]
0772929626
37 Ssozi Andrew Nature Uganda [email protected]
0753912888
38 Jean Skeen L.U.hub [email protected]
0789689176
39 Namukasa Percis Irene Makerere [email protected]
0783582279
40 Babirye Bridget Makerere [email protected]
0778815327
41 James Kalema Makerere [email protected]
0772945963
42 Esezah Kakuddi Makerere [email protected]
0712929254
43 Balibaseka S.S. Balibuseka S.S.
0772954612
44 Roger Q Skeen Nature Uganda [email protected]
0789689172
45 Bakole Sowed AIDB
0702404607
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46 Otar Jamy
[email protected] 0773430592
47 Kavuma Kevin UCDF
0701405550
48 Fred Alaru Nature Uganda [email protected]
0782096026
49 Kigyagi Arimaj Presidents office [email protected]
0772482528
50 Rogers Niwamanya Nature Uganda [email protected]
0772855889
51 Okiee Sinon Peter Director
0777225112
52 Phionah Mwesige Nature Uganda [email protected]
0789702576
53 Atukwaise warison KUEMA [email protected]
0787818132
54 Pauline Kalunda ECOTRUST
0772743662
55 Massanga Reginer UMWA [email protected]
0712199887
56 Mugisher Sean MLS [email protected]
0792470581
57 Mfitundinda Henry NU Kabale [email protected]
0772591343
58 Atuhaire Pius KUEMA [email protected]
0703462387
59 Sandra Sayuni Nature Uganda [email protected]
0782537476
60 Jimmy Muheebwa Nature Uganda [email protected]
0772550177