Board of Karopa training Report

 One of the goals in the TAK project is to build the capacity of LEO to become a major and a strong actor in civil society organization. Karopa board being the implementing partner of the TAK project, there was very dare need to build its capacity in order to understand its importance in this project as the LEO.
 There was also a need to train the on how to manage and govern the boar so as to run the organization effectively for better change in future. Therefore the agreed to start the best part of this training in order to enhance their understanding on the effective ways of board governance.
 The training was conducted foe four days at our board room at Othoro office from Wednesday 30th December 2016 and ended on Tuesday 6th December 2016.
 The training was the first ever for the Karopa board in the TAK project and therefore many board members turned out for this training. The training was conducted by James Ojwang with the full knowledge on the board governance he has gathered.
The following board members were present and went through the training fully;
1. Judith Atieno
2. Petronala Otieno
3. Grace Wadende
4. Moses Oloo
5. John Otieno
6. Paul Opiyo
7. Mercy Wendy
8. Elijah Odongo
The following topics on governance were covered during this training period;
Roles of the board, the purpose of the board directors, major duties of the board, major responsibilities of the board of directors, board obligations, board papers, board decision making and routines, element of effective decision making, indicators of insolvency, board governance models, fundraising, principles of fundraising, tools for effective board functioning, conflict management, new profile and visionary leaders, conflict as a source of growth and transformation, conflict management tools, SWOT, principles of financial management, tools of financial management, the governing body.
 The board was trained effectively and everyone was given a chance to participate in the whole process. They gathered enough knowledge to start the smooth running of the organization and most members are beginning to realize the importance of effective board governance.
 However being that this training was very crucial for the board members, in realizing the importance of governance, the board will require frequent and most regular induction of the board members in order to enhance the better understanding and proper functioning of board.
 The board got a lot of new insights from the training which if further improved then there shall be effective running of the organization and hence build a stronger Karopa than ever been. Out of the training the board realized a lot on their roles and duties and was challenged to have a positive change of mind in running of the organization.
 The board also got to have a lot of activities to carryout and in their TO DO list is full with among the major ones; preparing aboard calendar for next year, repairing aboard book/packet and dash board.
 The board was also tasked to review, prepare and put in order the following policy documents for the effective functioning of the board and running of the organization and projects within.
a) The organizations statues.
b) The organizations delegation of authority.
c) Organogram
d) The financial manual
e) List of donor
f) The agreement of Swedish partner
g) The project budget document
h) Any document showing budget changes being approved.
i) The organization overall budget
j) Minutes of the meeting where the organizational budget was approved (annual meeting notes).
k) The latest bank account reconciliation.
l) Documentation showing the process of fund transfer from the Swedish partner.(disbursement request).
m) The chart of accounts used
n) The rules for procurement
o) The anti-corruption policy.
p) The agreement with the auditor
q) The signed audit instruction (TOR)
r) The latest audit report for the project as well as for the organization
s) The internal audit report.
The board and the Karopa fraternity wish therefore to thank everyone involve in this project for this and hope Karopa will continue to grow and become a strong actor in the civil society.
Paul Opiyo.
Board Secretary.

World Aids day Report

Hi TAK team, I hope this finds all of you in good health. We had a wonderful day of AIDS celebration. Our participants whom I met a day before the event, turned up all of them at exactly 7.00am.
We were all driven to the venue. All the office team were present except Martin who was following closely the preparation from the workshop, the patron of the school Mr. Jackton was not left out. We had a dance all the groups that were invited from Ringa centre by the road to Oriwo. The dance which was enjoyed most by James and Paul..haa.
We had presentations and our team was the first on stage. They made us proud by a good performance.
Speeches went on but by bad luck we weren’t in the schedule of speeches.
The good news about the day was that our team was the only group recognized by the area Mp Hon Osele. He called the team, congratulated them and promised for a work together and support. (I have attached a photo of the team and the MP. )Again ten of our participants voluntarily went for HIV test which was offered freely on the event.
This was a sign of developing ones self confidence.

Though we didn’t get any information about this years HIV prevalence rate, but later it was on media that the prevalence rate on Homabay has risen.
One of the guests in the department of HIV/AIDS shared that since most people in Homabay lives in denial, they tend to do several testings at different facilities and when tallying is done the population increaes because of repeated tests. This was left for research.
The kids went back home happy with a lot of stories to tell. Thanks to all who participated in one way or the other.

Warm regards Wendy.
– Show quoted text –

Organisation Development and Systems strengthening Training report

Hi everyone..
I hope this report of a one week workshop at Sturidge Hotel finds you in good mood. I represented KAROPA CBO in the above workshop that started on 28/11/-2nd December 2016 organized by JAM but supported by AMREF
Main focus was on ‘’ORGANIZATION DEVELOPMENT AND SYSTEMS STRENGTHENNING’’ODSS. We discussed and touched on many areas including: leadership/governance, strategic planning, stakeholders’ involvement, sustainability, networking, advocacy, financial management, project design, M&E, community ownership, accountability, proposal development and knowledge management.
All the sub-topics were in relation and based towards HIV/AIDS as major target. The workshop was accompanied with the release of the CBOs assessment by JAM done on 21/09/2016 at KAROPA office. Am happy to reveal that our CBO was in the second position with 95% score I will forward the assessment results in the mail.
During the workshop we met few different bodies that worth partnering with i.e the director of planning homabay county government who assured us of working together in areas that needs CSOs and mostly in peace building and peaceful coexistence. Others were: siwinthe an organization that focus on girl child rights/education, aids healthcare foundation [AHF] with their office in oyugis I will visit their office to ask for condoms and of course jam and many other small CSOs.
In summary, we have created partnership with JAM, with whom we have prepared capacity building plans shown below i believe we’ll achieve more.
1. Workshop report KAROPA office 8th Dec 2016 at 11.00am Martin
Group members Communication
2. Problem statement and justification Office Martin
Group members Communication
3. Project sustainability Office Martin
Group members Communication
4. Stakeholders Office Martin
Group members Communication
5. Key networking with organization Office Martin
Group members
Board members Communication
6. M and E Office Martin
Group members
Board members Communication
7. Accountability Office Martin
Executive Communication
8. Policy documents of the organization Office Martin
Board members Communication
9. Knowledge on management Office Martin
Group members Communication

Report By
Martin Njoga
Field Officer.



Submitted to

AMREF Health Africa in Kenya


September 2016


Justice and Mercy (JAM) Community Integrated Project is a community based organization operating in Homa Bay County with a vision of promoting a healthy, empowered and just society in Homabay County. Founded in 1995, JAM has since grown to increase its coverage from 2 to 8 Sub Counties. JAM works effectively in partnership with the national, county government and communities in addressing the health and social determinants challenges in the County.
JAM is currently implementing Global Fund TB programme through AMREF Health Africa in Kenya and Community Systems Strengthening for Civil Society Organizations component. The community based TB care addresses defaulter tracing, screening of contacts of smear positive TB patients and the children under 5 years, training of Community Health Extension Workers and Community Health Volunteers to better facilitate DOTs, training of Prison Coordinators and supporting data review meetings at the Sub County and County levels.
In its CSS-CSO component, the organization has just concluded a comprehensive mapping and capacity assessment exercise for the CSOs in all the eight sub-counties of Homa Bay County; Kabondo, Kasipul, Rangwe, Homa Bay Town, Karachuonyo, Ndhiwa, Mbita and Suba.
The three main objectives of CSS that necessitated this Mapping and Capacity Assessment exercise are;
• To strengthen community systems for effective implementation of community services in Homabay County by 2017.
• To improve institutional capacity of CSOs through Organizational Development and System Strengthening (ODSS) in Homabay County by 2017
• To strengthen CSOs and other community groups to monitor, document, analyze and report the performance of health services in Homabay County by 2017.
The exercise targeted 100 CSOs but successfully accessed and assessed 91 CSOs.


Homa Bay County lies to the South West of Kenya. It is bordered to the south by Migori County, to the East by Nyamira and Kisii counties, to the North by Kisumu County and to the West by Uganda. It has the longest coastline of Lake Victoria with several beaches and landing sites for small and medium hand-rowed and out-board motor boats used for fishing besides human transport. It is one of the first counties to craft a development plan covering 2013 – 2017 upon which the County Government seeks direction on development matters. The prevalence of HIV is considered high in this county at averagely 25% against the national average rate of 6.5%. This poses numerous threats and opportunities for development focused organizations both local and international, to engage with the population in responding to some of the most pressing issues posed by this scenario.
The county has one county referral hospital, eight sub-county hospitals and numerous other facilities both public and private. The coming of the devolved governance system created the opportunity for the upgrade of these facilities which there before were suffering from systemic setbacks including operational, administrative and structural inadequacies. However this has not fully enhanced community participation on matters affecting them including but not limited to health service delivery.

The CSS-CSOs component is a well-thought idea which is geared towards increasing the voices of the public/common man on advocacy, social mobilization, accountability, and further strengthening of the institutions. The various programmes being designed, initiated and implemented do not always take into account the contribution and participation of Community Based Organizations either formally or informally. Thus, CSS seeks to further enhance the capacities and participation/involvement of these groups in ensuring better health outcomes for the County.

Aerial view map of Homabay County:

Name of Organization——-KAROPA INTEGRATED CBO—————————————————————
Organisational capacity assessment – Summary of Findings
Categories Weighting Summary of Findings and comments
1 Project Design and Management


• Active community involvement in its activities
• Phasing out strategy clearly defined
• Well-articulated emergency strategy
• Are involved in TB/HIV and Malaria Interventions
2 Leadership, Governance and Strategy

40/40 • Mission, vision, Constitution understood by all members
• Committee meets regularly
• 4YR strategic plan, work plan
3 Financial Management

24/24 • Audits done consistently
• Financial policies and procedures in place to govern funds management
• Documents and reports well maintained and filed
4 Administration and Human Resources

20/20 • Have own office and equipment
• Formal HR policies and procedures followed, Have regular staff with allocated duties and responsibilities
5 Networking and Advocacy

12/16 • Active members in several network
• Preparing MOUs to other organizations for partnerships in advocacy
6 Technical Capacity

14/16 • Staff have been trained and have the necessary technical capacity to implement projects

7 Knowledge Management

22/24 • Have ICT SKILLS
• Are able to articulate some of their best practices though documentation and dissemination is still poor.
8 Sustainability
11/12 • Have several donors currently supporting them
• Have viable IGAS
9 Monitoring and Evaluation 32/32 • Have very strong monitoring and evaluation skills
Average score 198/208

Summary of strengths
Strong financial procedures
Strong M&E skills


Summary Capacity gaps identified
2 Networking
4 Knowledge Management
Summary of identified Risks


Summary of recommendations
Summary of recommendations

Recommended to be a peer group to support other weaker groups in the sub county

Final Rating: