MANAGEMENT COMMITTEE MEETS

NANA ADU DARKO COMMUNITY CENTER HELD

25^TH JULY, 2013 AT THE CONFERENCE HALL

A REPORT:

The Odotobri Rural Bank LTD, as part of its numerous corporate social responsibilities and community service, has built ultra modern community center with conference hall, ITC center, library, four offices and two store rooms for the people of Jacobu. The community center was commissioned and handed over to Nana Fosu Kwadwe Abiri II Jacobuhene on July, 20 2013 at Jacobu. The community center is located at Jacobu in the Amansie Central District of Ghana.

A three member board of trustee has been instituted to design policies and strategies for smooth operation of the center. The committee members were drawn from Jacobu Traditional Council, Board of director ORB, and Jacobu youth association. The members were

·        Miss Nyamesen Christiana a representative from the Board of Directors Odotobri Rural Bank LTD. She also the Early Childhood Coordinator at the Ghana Education Service – Amansie Central District, Jacobu.

·        Mr. Manu Thomas a representative from the Jacobu Traditional council. He is the head teacher at the Jacobu D/A Primary School.

·        Mr. Bediako Daniel representing the Jacobu Youth Association and works as Micro Finance Officer at the Odotobri Rural Bank, Ltd – Jacobu Branch. He is the Finance Secretary to the Jacobu Youth Association. 

The Committee had its first meeting on 25^th July, 2013 at the Nana Fosu Kwadwe Abiri II Conference Hall to deliberate on issues concerning role appointments, inventory as well as policies and strategies that can promote the activities of the Center.

APPOINTMENTS

Md. Christiana Nyamesen was appointed as the chairperson whilst Mr. Bediako Daniel was to serve as the secretary to the Committee. Mr. Thomas Manu remains a committed member with equal vote.

INVENTORY

ITEMS AVAILABLE AT THE NANA ADU DARKO COMMUNITY CENTER

ITEM                                                                    QUANTITY

EXECUTIVE CHAIRS                                                     10

EXECUTIVE TABLES                                                     3

AIR CONDITION SETS @ CONFERENCE HALL             6

AIR CONDITION SETS @ ICT CENTER                         2

FLOWER POTS@ HALL                                                            4

SPEAKERS @ HALL                                                      8

SOUND SYSTEM consul set                                         1

MICROPHONES                                                           3

CEILING FANS

 @ HALL                                                          17

@ LIBRARY                                                      3

@ ICT CENTER                                                 4

@ MANAGER’S OFFICE                                    1

            @ CHANGING ROOM                                         1

                                                                                    26       

ENERGY BULBS @ HALL                                  12

LIBRARY BULBS                                               8

LIBRARY TABLES                                             10

BOOKS SHELVES @ LIBRARY                          10

 CHAIRS AT THE CENTER

@LIBRARY                                           40

@STORE ROOM                                  115

@CONFERENCE HALL                          541                                                                 

@ICT CENTER                                      4                     

                                                                        700

 DESK-TOP COMPUTERS                                  6

OFFICE TABLES                                                6

SERVER                                                            1

POLY TANK                                                      3

STAND PIPE                                                     1

 ROOMS AVAILABLE

OFFICES                                                           4

STORE ROOMS                                                2

HALL                                                                1

ICT ROOM                                                       1

LIBRARY                                                          1

WASH ROOMS                                                 12

 

WORKFORCE

Work force to be employed at the center was discussed and the members agreed that six (6) managerial staff will be required to work at the center namely: manager, accounts clerk, two security officers and two cleaners. But in the short run the two security officers shall be engaged to man the center till the facility is reopened in due time effective August 1^st. One night security has already been engaged since 20^th July, 2013 after the AGM.

On the part of the manager, it was discussed that Mr. Bediako Daniel the board secretary shall serve as the manager and shall not receive a monthly remittance.  The workers who shall be remunerated are: the clerk, two security officers and two cleaners.

It was further discussed that the minimum qualification for the clerk should be diploma of business studies (DBS) from any recognized institution. The security men and the cleaners must be senior high school graduate or someone who can read and write and they must all be natives of Jacobu. Exception is made for security which shall not be subject to the condition above.

ORGANOGRAM FOR NANA ADU DARKO COMMUNITY CENTER

	A COMMITTEE OF TRUSTEES
		MANAGER
		ACCOUNTANT
ICT OFFICER		LIBRARIAN	CLEANERS	SECURITY OFFICERS

PROPOSED PROJECT

The committee found it necessary to grow and develop the facility to generate additional income for its long term sustainability, pay utility bills and other operational cost as well as reserving funds for its maintenance.

In order to achieve our objective, certain supporting activities and strategies have to be instituted to continually make the center operational. The following projects have been proposed to support our core business. These projects include:

·        To operate executive bar to generate additional revenue to support our core business thereby keeping the center busy.

·        To acquire a standby generator to aid our operation since the community is prone to lights out and to keep us more competitive.

·         To purchase projector and DSTV decoder to show live football matches for fee as well as use for educational programs.

·         To register the center with the Ghana Tourist Board

·        To organize a three-day program to reopen the center and raise funds to resource the ICT Center and the Library. This will enable the entire community have access to the facilities at the center and for the committee to explain various charges to them.

·        To acquire water meter, sanitation materials and other miscellaneous equipment to keep the center hygienic.

However, the committee agreed that a credit facility should be accessed to enable us acquire these resources for effective running of the center. An amount of twenty thousand Ghana cedis (20,000) will be needed to execute the project.

The Committee is appealing to your high office to assist us with the said amount to develop the center and payable 24 months. Below is the estimated budget for the bar and generator project

The members agreed on the followings fees to be charged at the community center:

          ESTIMATED BUDGET FOR COCKTAIL BAR PROJECT AT NANA ADU DARKOR COMMUNITY CENTER

ITEM	QUANTITY	DESCIPTION	AMOUNT GHC
Deep freezer	1		1,000
Frost-free refrigerator	2	for soft and alcoholic	2,000
Tables @ 70	10	where drinks would be served	700
Glasses @15	21	3 pieces in a box	105
Cocktail Shelves and counter			1,500
Disposable cups			95
Cocktail stools @50	4	used in front of the counter	200
Home theater set		used at the bar	500
Drinks		all kinds of drinks	4,000
Air conditioner		For the cocktail bar	1,300
miscellaneous			1,100
TOTAL			12,500

OTHER ESSENTIAL FACILITIES

ITEM	DESCRIPTION	AMOUNT   GHC
GENERATOR	To supply power when lights -out	5,000
Dust bins		190
meter	Water meter	210
Receipts and  posters	for publicity and advertisements	500
projector	To show live football matches and aid in educational programs for fees	1,300
DSTV	To show live football matches for fees	300
TOTAL		7,500

 

                                GRAND TOTAL                                20,000                                                                                                            

           

The committee agreed on the following fees to be charged at Nana Adu Darko community center.             

CHARGES AT NANA ADU DARKO COMMUNITY CENTER

CONFERENCE HALL	DURATION	AMOUNT GHC
CONFERENCE HALL	1-5 HOURS	400
	1-5 HOURS AND ABOVE	500
DURBAR  GROUNDS		100
CHARGES COMPONENT
FLOOR		150
P/A SYSTEM		150
CHAIR		100
TOTAL		400

 

Usage of the following facilities will attract additional cost and it is optional.

ITEM
Air condition	50
Standby generator	50

 

The committee agreed that protocol should be granted to certain personalities, institutions and individuals like Odotobri Rural Bank LTD, Jacobu Traditional Council, Office of the MP, office of the DCE and the Jacobu Youth Association for their community service aimed at social development. The committee further discussed that the offices of the M. P and DCE shall pay an amount of one hundred Ghana cedis (GHC100) as maintenance and utility fees, when meeting the people of Jacobu or the issue under discussion is community related. On the other hand when the meeting is private related such as meeting with their respective political parties, normal fees shall be charged. ORB shall host their programs at the centre for free.                                

FACILITIES A CLIENT CAN ENJOY

TILED FLOOR

MODERN CHAIR

DIGITAL P/A SYSTEM

EXECUTIVE CHAIR FOR HIGH TABLE

ULTRA MODERN TABLE FOR HIGH TABLE

WASH ROOMS

FAN

LIGHT

OPTIONAL FACILITIES

AIR CONDITION

STANDBY GENERATOR

LOAN AMOUNT                                             20,000

REPAYMENT PERIOD                                      24 MONTHS

OPERATIONAL EXPENSES

Waitresses                                                      200

Light                                                                50

Fuel                                                                 100

Other expenses                                               50

Loan                                                                833

TOTAL                                                             1,233

3-DAY COMMUNITY LAUNCHING

The committee also agreed that the center should be reopened to the general public since the commissioning revolved around a selected few. We further stressed that this will pave way for everybody to have access to the facilities at the center. The members agreed on the following programs for the reopening.

DAY ONE         - Friday – Religious Thanksgiving Service at 6:30 pm - 12:00am

DAY TWO        -Saturday – Youth Forum @ 10am – 2 pm

                                             Jams/ Bonfire @ 7m – 12 am

DAY THREE      - Sunday – Durbar of Chiefs @ 12pm – 6pm

The committee further discussed that reopening can take place after we have have secured the credit facility from the bank. We explained that the process will create avenue to cash-in more funds since many people will troop to the center to observe the occasion.

Mr. Bediako, then suggested that if there were no other issues to be discussed the meeting can bring to an end, Mr. Manu seconded. Finally Md Nyamesen said the closing player.