SDNP STAFF MEETING HELD ON 29TH JUNE 1998 IN SDNP OFFICES AT THE POLYTECHNIC
Dr P. Nyirenda- Programme Coordinator (PC)- Chairman
Mr C. Longwe- Information Specialist (IS)
Ms F. Karim - Admin. Assistant (AA) - Secretary
CU/154/98 The PC called the meeting to order at 10:20 am.
FOLLOW-UP ON PREVIOUS WEEKíS ACTIVITIES
CU/155/98 AA reported that purchases of remaining stationery for SDNP offices had not taken place because of unavailability of money . However, PC assured the meeting that purchases of stationery would be made once funds are available.
CU/156/98 On ISís office rehabilitation, AA reported to the meeting that at least a good headway was made in that all the carpentry is through, so too is the painting of the office. What is remaining for ISís office is only power wiring which will be done upon availability of funds to purchase required materials.
CU/157/98 AA reported having printed all AFR-FEM files under LIST, in readiness for the creation of a WEB page on Gender with emphasis on Women in Malawi, which is pending. On this, AA told the meeting that for a good web page to be created on this subject, a lot of consultation needs to be done with women of different sectors of life. Time and money need to be allocated to AA for this activity. So far, AA reported to have contacted Mrs Flossie Chidyaonga and Ms Maggie Kamoto, both are lecturers at the Malawi Polytechnic and are very active on gender issues in Malawi. The information supplied by the two women needs backing by other people and organizations.
CU/158/98 AA reported to the meeting that draft claim and requisition forms had been created, pending comments by PC.
CU/159/98 AA reported that reading of the book on Internet Users Guide is underway.
CU/160/98 AA reported that she contacted Mr Chaponda of NESU regarding office tea for SDNP. On this, Mr Chaponda indicated that we can use office project funds to provide official office tea using Sundry Budget Line. Execution procedures discourage operating petty cash transactions for such uses as office tea, in this case, staff members should use their own money for purchases and make a claim from the project funds. Following this agreement, AA was then requested to get quotations for the following items which was done:-
CU/161/98 AA reported that burglar bars to the private door in ISís office had been constructed. At the time of the meeting, there was no welder available to fit the bugler bars. During the day, AA managed to get a welder to fit the bugler bars onto the door.
CU/162/98 IS reported that a quotation for the required materials to complete power wiring in ISís office has been collected from AT Carter. All there is to wait for is availability of funds for the purchase of the required materials.
CU/163/98 IS reported to the meeting that since a transceiver had not yet been sent to SDNP offices from the UNDP offices in Lilongwe (where it was sent by SDNP New York by Pouch), the router could not be configured.
CU/164/98 IS reported that his activity for the week to install and configure coordination unitís equipment could not take place since the unitís equipment was still not in the office. PC said that the equipment was in Lilongwe, awaiting clearance by a UNDP recommended shipping agent, JEM Cargo. PC explained that there were delays in shipping of equipment because UNDP had changed shipping agent and that now they are using JEM Cargo as their shipping agent. PC spoke to Mr Brian Christensen about this and he confirmed that UNDP have now formally asked JEM Cargo to clear the equipment and ship it straight to SDNP offices in Blantyre since there is no space to keep the equipment at UNDP. The equipment has come in two shipments, one with only 2 computers has already been cleared. Mrs Joyce Kalomboza of UNDP may be contacted on this issue. The other shipment is the one awaiting clearance.
CU/165/98 IS reported that installation of Linux Red Hard 5.1 could not take place since the equipment was still in Lilongwe at UNDP offices, awaiting sending to SDNP offices in Blantyre.
CU/166/98 IS reported that there is atleast some headway on establishment of a regional node operators training programme, whatever is available would be given to PC for comments.
CU/167/98 IS reported that PC assisted him with his activity of establishing an e-mail link after installation of telephone lines at SDNP offices. PC also transferred ISís e-mail account from Polytechnic machine to PCís laptop to the office. The e-mail addresses for SDNP are:-
CU/168/98 IS reported that he had designed a metal equipment rack for SDNP offices and given it to a few welders to come up with quotations for the required materials to be purchased.
CU/169/98 As per attached office plan, IS reported that his activity to draw up SDNP office plan with modifications done during rehabilitation clearly indicated was accomplished.
CU/170/98 PC reported to have finalized opening of a project bank account in Blantyre at Commercial Branch and its details are as shown below. PC also reported that he spoke to Mr Mitochi of UNDP Finance Section who confirmed that a transfer of advances had been made from UNDP account to SDNP new account in Blantyre via Reserve Bank of Malawi. A copy of the letter of transactions was sent to PC.
Account Name: Malawi SDNP MLW/96/001
Account Number: 16092702
Bank: Commercial Bank of Malawi
Branch : Blantyre Main
Balance: MK200 on 24/6/98
Date opened: 24/6/98
CU/171/98 PC reported to have received from Mr N. Mhura, (one drawing up a project document for registration) a draft report that needs some alterations and consultations. PC spoke to Mr Brian Christensen about it and he (Mr Brian Christensen) wanted a copy of the draft report which was faxed to later him. The report recommends that MWSDNP should be registered as a company limited by guarantee. There is need to draw up the actual registration document for the registrar of companies which may require a Steering Committee Meeting to discuss this.
CU/172/98 Regarding MCI information required by Mr Kazmi of UUNET, PC reported that the second information collected from Mr Phiri of MPTC was the same as the first one, and so there was no need to resend it.
CU/173/98 On regional node operators issue, PC reported that Mzuzu University, NRCM and Chancellor College had identified persons to works as node operators but their names have not yet been given. PC reported that Polytechnic is also interested to have their person on SDNP to do an understudy.
CU/174/98 On equipment for regional nodes, PC reported to the meeting that he is sure that the 1 and a half tones of equipment awaiting clearance in Lilongwe should have in it the equipment for regional nodes.
CU/175/98 PC reported that he would draw up a workplan for the next quarter this week.
CU/176/98 PC reported that he had not followed up the driver issue with NRCM since it was scheduled for a meeting with Mr James Chuma of NRCM who was im Blantyre and had promised to visit SDNP offices on Thursday and Friday (25/26 June 1998) but did not show up, as such, the driver issue is pending.
CU/177/98 On a PABX for SDNP office two telephone lines, PC reported that he contacted Plessey and Pitronic for quotations and found that atleast there is a reasonable quotation from Plessey of Hicom 102 Private Branch Exchange equipped for 2 Exchange Lines and 5 Extensions, with 1 executive betacom push button telephone as answering point (console) and 2 push button keystation telephones with last number redial, costing K25,125.00. The labour charge for this one is K2,500.00.
CU/178/98 PC reported that AA talked to the Registrar of Polytechnic regarding messenger issue and that the Registrar advised the Senior Works Supervisor to let Mr Maleta, who is a cleaner to work both as messenger/cleaner for SDNP offices. However, Mr Maleta should make sure that he cleans up the four classrooms that he is supposed to clean every morning. A letter to this effect was sent to SDNP offices and a letter has been received from the Chief Works Supervisor to hand-over Mr Maleta to SDNP offices.
WORKPLAN FOR THIS WEEK AND THE FOLLOWING WEEK
CU/179/98 AA is required to carry out the following activities:-
CU/178/98 IS is to carry out the following activities:-
CU/179/98 PC is to carry out the following activities:-
ANY OTHER BUSINESS
CU/180/98 The meeting adjourned at 12:10pm for lunch and called back for the last session at 1:30pm.
CU/181/98 Mr Brian Christensen had meetings in New York on SDNP and pointed out to the PC that items that need consideration are:-
DATE OF NEXT MEETING
CU/183/98 The PC closed the meeting at 3:30pm and requested for another meeting to take place on 10th July