REPUBLIC OF KENYA COUNTY GOVERNMENT OF KAJIADO

MINISTRY OF WATER AND IRRIGATION

Email.kajiadowater@yahoo.comWhen replying please quote:

Ref.: CGK/W&I /TRAIN /VOL1 / 32 26th August 2016

Program Manager NIA KAJIADO

KEREMA SPRING WATER PROJECT – WATER COMMITTEE BASIC MANAGEMENT TRAINING REPORT

Attached herein please find the above training report. Issues covered during the training were;1. Project by – laws 2. Group Dynamics3. Project Management4. Role of Water management Committee5. Water and sanitation as human right issues6. Water sector reforms and modes of community project management7. Leadership skills8. Financial management9. Environmental health and sanitation10. Way forward11. Conclusion

Dorcas NjorogeCounty Water Office

County Water & Irrigation Office P. O. BOX 71 – 01100KAJIADO

KEREMA SPRING WATER PROJECT – WATER COMMITTEE BASIC MANAGEMENT TRAINING REPORT

INTRODUCTION

The training was and held on 23rd to 25th August 2016 at Lele Primary School.The class started with a word of prayer from the chairman.NIA official welcomed all to the training.Self introduction followedAll mentioned their expectation Norms were set.

Names of participants

No Name Contact Position1 Marona Parkisalie 0771066695 Chairman2 Mary Nchikere 0713216565 Vice Chairperson3 Sayianka Ntore 0710506080 Secretary4 Tomothy Maten 0727994025 Vice Secretary5 James Ruiria 0720923672 Operator6 Emily Nkiu 0770325190 Member7 Ruth Tobiko 0724893525 Member8 Barnabas Motiyia 0717770471 Member

Apology

Jane Nanka - Treasurer – 0724203533

Training Facilitators

No Name Tel No A/C No Training Days

Department

1 William Tuti 0708669010 01108543777400Coperative Bank

1 County Public Health Office

2 Dorcas Njoroge 0720846290 0860193110133Equity Bank – Kajiado Branch

2 County Water Office

3 Robert Thiong’o 0728118502 01105467588300Coperative Bank – Olkalau Branch

1 County Water Office

1. PROJECT BY – LAWS

Objective Forming by-laws and be able to implement them

IntroductionRules and regulations are necessary as they help in guiding the community on their day-to-day management. The regulations should state what is to be done, who is responsible for it to

be done, and the corrective measures to be instituted in case the assigned are not accomplished.

Membership a) Types: Private householdsb) Eligibility for memberships

The composition and duties of the management committee Their duties Management Operation Maintenance

Operation rules Membership fee What is expected of the members

Funds How will rates be set , how and when to pay Procurement and storage of goods

Dissolution of the group

2. GROUP DYNAMICS

ObjectiveTo make participants examine the different aspects of people’s behaviour while in groups.

MethodParticipatory facilitation

DefinitionGroup dynamics is a study that examines the different aspects of peoples behaviour while in groups.

The most important factors in the behaviour of groups are as follows; Size Leadership Cohesiveness Nature/ motivation of members Group norms Individual roles Environment Nature of task

To reduce the negative side- effects of inter-group competition, an organization would need; To encourage and reward groups based on their contribution to the organization as a

whole, or at least to a large part of it rather than on individual group results. To stimulate high interaction and communication between groups and provide

rewards for inter- group collaboration (project assignments).

To encourage movement of staff across group boundaries for the purposes of increasing mutual understanding of problems.

To avoid putting neighbouring groups into a situation where they are competing on lose basis for resources or status.

Factors That Hold Groups Together Similarity of work. Physical proximity in the workplace. The workflow systems. Structure of tasks. Group size (smaller rather than larger). Threats from outside. The prospects of rewards. Leadership style of the manager. Common social factors (age, race, social status, etc.)

3. PROJECT OPERATION AND MAINTENANCE

Objective:To make the participants know that the backbone of their water project is proper operation and maintenance of the facilities.

Key factors affecting operation and maintenancei. Policies:.ii. Perception of villagers/professionaliii. Inappropriate technological design and poor construction qualityiv. Low community Involvementv. Poor management of water supply facilities

Problems Include:o Unclear responsibilities of O & M management. o Inefficient organization structures.o Absence of management transparent and accountability to the users. o Absence of career structures for staff.o No/low incentives.o Poor relationship between users and management. o Too limited user participation.o Lack of monitoring, feedback and communication especially to users.

Insufficient and inefficient use of fundso Lack of funds to buy spare parts, to train staff, to provide competitive incentives.o Willingness to pay and ability to pay not taken into account in planning phase.o Willingness generally high for reliable, adequate supply of clean water; low if services

are poor (downward spiral).o Poor management of facilities results in inefficient use of scarce resources (due to high

number of unskilled staff, poor logistical and organizational structures).o Poor collection of revenue and therefore insufficient revenue.o Losses of revenue for unaccounted for water (leakages and illegal connections free

supplies.

Low Profile of O & Mo In many water agencies O & M has often-lower profile than design and implementation.

Construction is politically more visible.o Insufficient appreciation of the magnitude of O & M problems, importance and the skills

required. o No data on financial benefits of proper O&M.o Lack of maintenance capacities: manpower and spare parts.

Political interference

4. LEADERSHIP SKILLS- Defination of a leader-Types of leadership- qualities off effective leadersAcceptabilittyCompetenceAbility to listenAccommodate dissenting viewsShare responsibilitiesOpen to change by reasonEmpathyGood example on personal orderlinessTrusted all the timeDependableImpartialSharpCourageousTime for public work

5. ROLES AND RESPONSIBILITIES OF MANAGEMENT COMMITTEE

Objective:To enhance leadership skills of the management committee

The management committee role and dutiesa. To prepare the agenda for membership meetings (in consultation with members) and to

schedule the meetings.b. To make suggestion and give advice on viable alternatives when confronted with the

reality of having to make choices for the welfare of the group.c. To promotes collective and democratic decision-making.d. To implement actions after decision-makinge. Hiring and firing of projects staff.f. To continuously search for and recommend effective fund-raising strategies including

seeking authority from the membership to incur debtsg. To be accountable to the membership by giving reports about their actions h. To ensure the agreed constitution is followed and errant members disciplinedi. To delegate task to both community as well as general membership in an effort to

encourage participation and shared leadership

j. To net work with resource persons, groups and recommend to the group effective ways of taping their resourcefulness

k. To ensure capacity building by members organizing appropriate training l. To help the group by facilitating effective problems solving m. To arbitrate inter-group conflicts amicablyn. To represent the group in supra-village, regional, national or global (as may be the case as

may be necessary)

The Chairperson.To organize meetings and review sessionsTo chairs meetings and summarizes them at the endTo encourage participation by all members in discussion/ decision-making To ensure agreed resolutions and work plans are followed and executed timelyTo maintain harmony in the group.To represents the committee/group in meetings with others.

The SecretaryTo record the agenda, minutes and attendance at meetingsMaintain all group records (except financial records)To read aloud minutes of meetingsTo deal with letters and other correspondence to and from the groupThe TreasurerTo keep financial records of the groupTo safeguard and manage group fundsTo report to the members about expenditures and receipts and the balance available in cash or

in the bankTo issue receipts for any money receivedTo keep cashbook and receipts of purchases, sales and received money. 6. WATER SECTOR REFORMS AND FOUR MODES OF COMMUNITY

PROJECT MANAGEMENT- Community group is taken over by WSP- Community group contracts operator 9 private company) to operate the water system- Community group becomes community water service provider (CWSP)- Community group cluster with others to become CWSP

7. WATER AND SANITATION AS HUMAN RIGHT ISSUESi. Adequate quantityii. Good qualityiii. Affordableiv. Acessiblev. Distance – 2km or 30 minutes to water sourcevi. Participationvii. Sustainabilityviii. Transparency and accountabilityix Non discriminative

8. FINANCIAL MANAGEMENT

Objectives:Participants are expected to:-1. Know what financial management is2. Know the importance of budgeting as a tool in financial management3. Understand the needs of financial controls and accounting.

MethodologyLecture, and discussions.Let participants brainstorm on what financial management is

DefinitionFinancial management is documentation and procedures that ensure that enough money is available when needed. It controls abuses in the use of money.

1. To estimate how much money is needed for proper operation and maintenance2. To ensure that enough money is collected to run the project 3. To ensure proper control of the use of the money4. To account to members how the money collected was used.

Tools for Financial Management include;BudgetingControlling of useAccounting

RevenueRevenue is all the money collected by the project. Examples, members’ contributions, fines, donations, grants, sales of water etc.There are various sources of funds for running a water supply system. Those include:-

(a) Community fund raising (Harambee)(b) Regular user charges(c) Water vending(d) Registration fees(e) Membership fees(f) Grants(g) Funds generated through O & M of water supply i.e. (i) disconnection fees (ii)

registration fees (iii) connection fees.(h) Penalty fees(i) Investment earnings(j) Bank interest(k) Loans

Tariff SettingIt is important to understand that if the tariffs are set too low, then this may not pay for all the costs of operation and maintenance.

It is important that the community agree on how much to pay and in what form e.g. money, goats.

Procedures for handling revenue include:- Recording it in duplicate in a receipt book. Illustrations of a receipt is found in a

section dealing with financial records. Handing the original receipt to the person who paid for the services Retaining the duplicate for audit purposes Keeping the money in a cash box Recording it in a cash book, and Banking it.

Only one person should be in charge of the cash box

ReceiptsA receipt should then be issued.The original receipt should go to the person who has paid while the duplicate should be retained by the paying office for audit purposes.One person should collect money and not collected by anybodyAll revenue collected must be handled properly – i.e. it must be recorded (in a receipt and cash book) kept safely (in the cash box) and then banked.All money received should be banked as soon as possible. All money issued out in the form of a petty cash should be recorded in a petty cash voucher.

ExpenditureAll payments should be authorized. They should only be authorized if they are in the budget. They should be accompanied by a payment voucher.

Financial Records (Book-Keeping)To know the importance of maintaining financial records.

The need for financial records:To manage financial resources, proper book-keeping is necessary. The importance of maintaining financial records are:

To be fully aware of the financial position of the organization. To know whether the debts are increasing or decreasing To know whether the water bought by customers have been paid for and when To know whether profits are being made Help during inspection/auditing.

Types of financial Records- Receipts- Cash Book- Customer LedgersConsumer ledgers are important for billing revenue payable for water consumed. In the case of Kajiado, two types of customer ledgers are suggested.

1) Domestic customer ledgers2) Livestock customer ledger

9. ENVIRONMENTAL HEALTH AND SANITATION

METHODOLOGYClass discussionLecturer.Way forward. Lessons taught were:Definitions

The Environment„

All that which is external to the individual host.

It can be divided into physical, biological, social, and cultural factors, any or all of which can influence health status in populations.

Health „- A state of complete physical, mental, and social well-being and not merely the absence of disease or infirmity or literally

The condition of being sound in body, mind, or spirit

Disease „ - Trouble or a condition of the living animal or plant body or one of its parts that impairs the performance of a vital function

Safe „

Free from harm or risk „ Secure from threat of danger, harm, or loss „ Zero risk

Environmental health - Comprises those aspects of human health, including quality of life, that are determined by physical, biological, social, and psychosocial factors in the environment.

It also refers to the theory and practice of assessing, correcting, controlling, and preventing those factors in the environment that can potentially affect adversely the health of present and future generations.

Sanitation - Literally means measures necessary for improving and protecting health and well being of the people.

Environmental Sanitation - Environmental sanitation refers to a collection of actions and policies aimed at improving or maintaining the standard of core environmental conditions affecting the well-being of people. These conditions include;

A clean and safe water supply Clean air, Efficient and safe waste disposal procedures Protection of food from chemical and biological contaminants And suitable housing in safe and clean surroundings.

Public Health - refers to "the science and art of preventing disease, prolonging life and promoting health through organized efforts and informed choices of society, organizations, public and private, communities and individuals

Open Defaecation - It is the practice of passing out excreta in open field and indiscriminately. This excreta often finds it way into sources of drinking water and food and may lead to disease.

A drop can kill: - One gram of excreta can contain;

10,000,000 viruses

1,000,000 bacteria

1,000 parasites cysts

100 parasite eggs

Hygiene - Is the practice of keeping yourself and your surroundings clean, especially to avoid illness or the spread of preventable diseases.

Basic Requirements for a Healthy Environment „

Clean air „ Safe and sufficient water „ Safe and adequate food „ Safe and peaceful settlements „ Stable global environment

Discussions1. Lesson learnt from the exchange visit - Arusha.2. Characteristics of unhealthy environment3. What contributes to a unhealthy environment4. Effects of open defication to the environment5. Water borne diseases types and causes6. Water protection from unhealthy environment.

10. WATER FORWARD – WATER ISSUES

No Activity By Who By When Resources1 Committee meeting to;

- Set water tariffs; cows, shoats, domestic, institutions, churches, vulnerable groups-Compile list of all water users; permanent, temporary, vulnerable groups, institutions, churches

Committee 31/8/16 -

2 Community meeting Committee 3/9/16 -3 Commencement of payment for

water by all userCommunity 10/9/16 -

4 Follow up on formation of WRUA

Water Minisrty 1/9/16 -

5 Monitoring on execution of

action plan- Placing call to project officials- Field visits

Ministry & NIA

Ministry & NIA

Weekly

Monthly

By NIA

By NIA

WAY FORWARD – PUBLIC HEALTH ISSUESi. Water sampling

ii. Community mobilization on good practices and latrine constructioniii. Fencing of our springsiv. Tree planting

11. CONCLUSIONObservation during the training was that the time allocated was not adequate. Additional days for training are therefore recommended in order to train the committee on topics that were not covered.