PROJECT PROPOSAL

TITLE: REFORESTATION PROGRAM FOCUSING ON SUPPORTING COMMUNITIES IN

REGAINING ECOLOGICAL INTEGRITY AND ENHANCING HUMAN WELLBEING
PROJECT SPONSORS:

DATE OF SUBMISSION:

CONTACT PERSON:

POSITION WITHIN THE ORGANIZATION:

TEL:

EMAIL:

PROJECT DURATION SEVEN YEARS FROM

BUDGET ESTIMATE KSHS 50 MILLION

20/05/2020
Name of the Donor
Title of the Donor
Name of the Donor’s Foundation
Donor’s Address
Street

RE: REFORESTATION PROGRAM FOCUSING ON SUPPORTING COMMUNITIES IN

REGAINING ECOLOGICAL INTEGRITY AND ENHANCING HUMAN WELLBEING.

Dear Mr. /Ms. Name,

Lucy Mwanzia Foundation is pleased to present this proposal for your review. We look forward
to partnering with you to carry out a reforestation program focusing on supporting communities
in regaining ecological integrity and enhancing human wellbeing for the residents of Suba South
sub-county.

We have been working on this project for (1) year now and we are finally ready to put all the
pieces together to get the venture started and to successfully move forward.

Based on our intensive market study, we estimated that we will be needing a capital of ($000.00)
as an initial set up fee, followed by ($000.00) every (3) months in order to allow planned growth
within the foundation.

We unfortunately do not have the funds available to us to cover this set up and would very much
appreciate if you would consider providing us with a young business entrepreneurial grant for the
project.

We have enclosed a presentation detailing what the foundation's primary dealings will be,
including our targets and ideas for future expansion.

We appreciate Donor’s Foundation taking an interest in supporting communities in regaining

ecological integrity and enhancing human wellbeing through our reforestation program. Please
give me a call at (Your phone No.) if you require any further information or have any questions
concerning this proposal.
Thank you,

Lucy Mwanzia
Founder Member
Lucy Mwanzia Foundation
Address
Street
Introduction
There are thousand hectares of natural forests and woodlands in Homa Bay County, covering
24% of the land area. 81% of this forest area is woodland, 19% tropical high forest and less than
1% under plantations. The distribution of these resources in Homa Bay varies greatly by region.
The Northern region is dominated by woodland, while the Southern region have both woodlands
and tropical high forests. The central region has very few woodlands and tropical high forests.

Much of the land (over 41%) is under subsistence farming. This holds 24% of national biomass,
in the form of scattered trees, forest patches and agro-forestry trees included within farming
systems. There is thus almost as much forest biomass on-farm as in the country’s natural
woodlands. Together with the existing natural forests on private land and in government
reserves, these on-farm forest resources are a major focus of the National Forestry Authority
(NFA), with particular reference to decentralization and the development of farmer-driven
advisory services and agro-forestry.
Other land use activities take up 28% of the land area.

Drastic changes in the forest cover have taken place in Homa Bay during the past century. FAO
estimated the forest cover to have reduced from as much as 50 thousand ha (52%) in 2000, to
only 5 thousand ha (24%) today. FAO (2000) estimated the deforestation rate in Homa Bay to be
15,000 ha per year based on the change in the amount of bush land and woodlands from 2000 to
2019 indicating deforestation rates of between 0.9% and 3.15%.

Organizational Profile
Lucy Mwanzia was first registered on 16th September, 2019. It operates in the area of group
village, traditional authority in Suba South, Homa Bay County. The main aim of its
establishment is to give power to people to decide and participate in development activities in
our area, and be able to support the vulnerable members of the society. The major activities of
the organization are to empowering both women and girls, support the HIV/AIDS affected and
the disabled; manage the environment by planting the trees and sensitizing the communities
about disaster risk reduction. The organization through its members works hand in hand with the
district council in implementing disaster initiatives in our area.
The project will be implemented by the management team of the Lucy Mwanzia. The secretary
will be the overall coordinator of the project (Name of the secretary). The secretary holds
Bachelor Degree in (course) from (Name of the college) and has worked with (Name of the
company) as a (Title) before. So he/she is the right person for the position. He/she will be
assisted by the chairperson (Name). The chairperson will be the supervisor for all the
construction works. The treasurer (Name) will be responsible for issuing of approved cheques
for payments.
The procurement process will be done through bids and an Internal Procurement Committee
(IPC) in accordance with standard procurement procedures and regulations. Our policy in
procurement preaches about zero corruption. The vice secretary (Name) of the organization will
be the Chairperson of the IPC.
Statement of Need
Deforestation has caused a reduced supply of wood and non-wood Forestry products, reduced
environmental services such as watershed and soil protection, and reduced biodiversity. There is
a growing demand for forest products, and a growing shortfall in supply, based on current
investment levels. Due to deforestation there are increased fuel wood costs, both in terms of
money and productive time, wasted in Fuel wood collection.
Lucy Mwanzia Foundation will thus develop a ‘Green Suba South’ project, to go out to the
people, sensitize, train, and facilitate them to plant and grow trees and shrubs in their homes,
gardens, and fields.
Vision of the project:
An environmentally friendly, ecologically stable, and economically flourishing Suba South for
the benefit of the people of Suba South sub-county.
Project Goal:
To distribute, and aid to plant and grow 150,000 tree seedlings for fruit, amenity, and agro-
forestry purposes to the public of Suba South with particular attention to the Suba community, in
a period of 7 years.
Goal of Lucy Mwanzia Foundation
To sensitize Suba South residents in particular about environmental conservation and tree
planting, clean environment, and to establish tree nurseries in various parts of the target area, that
will enable the public to acquire free seedlings for fruits, amenity and Agro‐forestry.
The development objective of Lucy Mwanzia Foundation
To generate, establish and maintain an efficient mechanism for sustainable environmental and
natural resources management at the National, District and community levels.
Significance of the project
The project will contribute to improvement of livelihood and resilience to climatic change of
Suba South residents through:
 Increasing on the number of barriers to wind, which in turn reduce soil erosion, and
destruction of crops and property by wind.
 Improved livelihood through sale of wood products such as timber (round wood), peeler logs
(for production of veneers used in plywood manufacture), firewood etc.
 Improved livelihood through sale of fruits like Mangoes, Oranges, etc.
 Reducing on the cost of energy for cooking through promotion of planting short rotation trees
or shrubs that can provide fuel wood.
 Reduction of current pressure on protected areas such as Central Forest Reserves, Game
reserves and Wetlands which are cleared for mainly fuel wood products
 Contributing to climate stabilization thus reducing on the negative effects of climate change
that are culminating into global warming.
 Increasing the number of shade trees especially in gazetted urban resting places such as green
parks and recreation centers.
 Improving community knowledge and awareness of climatic change issues and supporting
demonstration and adaptation practices that reduce the impact of climatic change on peoples
livelihoods such as best practices in water protection and preservation, soil fertility
conservation, best energy production and conservation among others.

Program Activities
Primarily, the project will include activities like the establishment of a nursery, plantation
operations, forest protection through assignment of foot patrols and building of watch towers
with mounted telescopes, and relocation of informal settlers.

Proposed Schedule
This project will be implemented over a period of Seven (7) years from the date of
commencement of activities. Mid-term review will be conducted after 4 years of operation to
ascertain whether the project is being run in the desired direction. Internal Audit mechanisms
will be put in place to ensure close monitoring and evaluation of project performance on a
quarterly basis (i.e. every after three months). This will help to streamline management to
required standards. The project is expected to wind up by the 7th Year of its operation after
which it will be subjected to a full audit examination of its contribution to the target community
in light of its preconceived management objectives.

Depending on trade‐offs justified by new opportunities/successes created by the former project,

recommendations will be made for either a completely new project that will seek to address fresh
challenges or extension of the operational tenure of the former project to sustain similar
benefits/opportunities to a wider target community.
Methodology
Implementation of the project will take course through a number of phased stages designed to
ensure acceptance and effective implementation by the target community. These are summarized
in the following account.
Community Sensitization:
Project Extension workers will meet members of the target community in their homes, public
places, and in village council meetings, where they will be sensitized on the importance of
growing trees. They will also collect information from the target community regarding the tree
varieties of interest that better suit the project’s planting program.
Tree Nursery Establishment:
Tree nurseries will be established in the five regions of Suba South in which the project will be
operating. In addition to soil conditions, seedlings to be raised by the Project will depend on the
choice of preferred varieties as assessed from people’s responses during the sensitization
programs. Tree Nurseries will be strategically located in areas of utmost convenience and
accessibility to the target community.
Distribution of Seedlings:
Establishment of the tree nurseries will be made in advance of a target planting season so that
seedlings are ready by the onset of a particular rainy season. Applications for seedlings will be
invited from members of the target community with number of seedlings dependent of available
plant able area under one’s application in hectares or acres.
The following simple formula will be used as a guide during distribution of seedlings.
No. of seedlings per hectare at a 5m x 5m spacing = 400
No. of seedlings per acre at a 5m x 5m spacing = 160
Total number of seedlings per individual with X hectares of land =400X
Total number of seedlings per individual with Y acres of land =160Y
NB: The Project Field Team will help members of the target community to determine the size of
their land in scenarios of lack of the know‐how, using basic survey equipment such as Global
Positioning System (GPS).
Delivery of the Seedlings to the planting sites:
Applications for seedlings will include site sketch maps for locations where planting is meant to
take place. This will help the project field team in ensuring effective delivery of seedlings to
planting sites of successful applicants. Seedlings will be entirely cost free and upon their receipt,
members of the target community will ensure that seedlings are safe and well protected from
excessive sunshine and domestic animals such as cows and goats.
Site Preparation and Planting:
The Project field/extension staff will guide the target community on requirements for site
preparation such as lining out, pitting and planting. The Costs involved in all this will be met by
the project beneficiary. In Addition he/she will ensure that seedlings planted are well maintained
through regular weeding and where applicable will be carried out so that pests and diseases on
planted seedlings especially fruits are completely controlled to avoid possible damage.
Power Sprayers
To be assured of a 90% survival of the seedlings planted, it is important that seedlings are
watered regularly. This can be very tedious especially during the summer. Hired workers have to
hike to the nearest creek or source just to fetch water. As a result, limited hectares can be covered
daily by this activity. Power sprayer is a cheaper, less labor intensive and faster alternative to
manual spraying. With the aid of this equipment, workers can water larger area at a lesser time
every day. In effect, the frequency of watering activity can be increased to ensure the survival of
trees planted.
Backpack Pump Sprayers
Another alternative is the backpack pump sprayers. Water can be loaded to an 18liter capacity
backpack pump sprayers to water the seedlings. The backpack sprayers will also serve as a
firefighting equipment especially during the summer months when forest fires are rampant in
most reforestation sites.
Handheld radios
Forest protection will require the fielding of forest patrols to secure the area from intruders. A
necessary support for the foot patrols is the issuance of handheld radios to facilitate
communication. The vastness of Suba South area will require communication facilities to relay
messages quickly. At present, the project has no single radio facility that can provide immediate
communication.
Telescopes and view decks
Another support needed by the project in terms of forest protection is the acquisition of
telescopes. The telescopes will be mounted at the 4view decks to be constructed at strategic sites
of the reforestation area. Funding for the construction of 2 of the 4 view decks is being requested
in this proposal. Telescopes are vital in the protection activity because forest patrols can easily
see illegal activities, illegal tree cutting and harvesting in the 1,000hectare reforestation site
which bare eyes cannot see.
Betacam Camera
The Lucy Mwanzia Reforestation Project is not a mere reforestation, conservation and protection
activity. The project is also intended to be an ecological laboratory meant to increase
environmental awareness of children. In this regard, audiovisual materials on the environment
will be shown to visitors and school children. These materials will greatly enhance their learning
process. These materials will promote environmental awareness, education and advocacy, deter
violation of conservation laws, inspire people's initiatives towards more effective conservation
actions and measures, and promote empowerment and encourage vigilance of citizenry.

Motorcycles
During reforestation, weeding and brushing activities, project supervisors have to be mobile in
order to oversee all activities. This would mean going around the reforestation site daily to
oversee the operations. At present, the project has only one (1) unit of motorcycle to service the
entire reforestation project staff. Without adequate number of motorcycles, this would mean
longer hours to cover the reforestation site. From experience, motorcycles are the most
convenient and appropriate service vehicle within the reforestation site as it can traverse the trails
even during the rainy season when trails get muddy. Forest guards can also use the motorcycles
to secure the reforestation area.

Tractor
A critical activity in the reforestation activity is the transplanting of seedlings. Project
management has realized that a tractor is a necessary vehicle support in transporting thousands of
seedlings from one site to another. In the past, workers were hired to carry the seedlings from the
nursery site to the reforestation site. In the long run, it would be cheaper if a tractor, which can
traverse the rugged road of Suba South, will be purchased. The task of transporting seedlings
will also be faster. At present, the project has no adequate resource to purchase a tractor unit.
4-wheel standard drive vehicle
The road leading to regional reforestation site is the rugged dirt type. Given this road condition,
2wheel drive vehicles cannot definitely reach the reforestation site especially during the height of
reforestation activities during the rainy season. Therefore, a 4-wheel drive vehicle is a must. At
present Lucy Mwanzia Foundation has no adequate funds to purchase a 4-wheel drive vehicle.
Monitoring and evaluation and reporting:
The project will employ an M&E officer who will compile a report on quarterly basis and data
on project indicators. These will be submitted to stakeholders and donor. 2 midterm evaluations
will be done in the 2nd and 5th year and one final evaluation done in the 7th year.
Project indicators will include:
 Number of hectares under forest cover per year
 No of people with increased economic benefit/year (men/women)
 Number of people trained (men/women)
 Number of trees planted and survived in the 1st year
The vehicles to be acquired under this sub-project proposal will be turned over to grant donor
after project completion. The vehicles to be purchased as listed in this proposal are those that are
easy to maintain, taking into consideration the availability and prices of spare parts in the market.
As a policy of the Lucy Mwanzia Foundation, all company owned vehicles undergo regular
checkups. Normal procedures include the check of brakes, tires, battery, lights, and the regular
change of oil once every 6 months. As non-government organizations, it also exercises prudence
in spending making sure that it gets the value of money for services it seeks.
If approved, the vehicles requested will be transferred by the Lucy Mwanzia Foundation to grant
donor after the project completion. It is then proper that these vehicles will be registered under
grant donor’s name and managed by Lucy Mwanzia Foundation.
Lucy Mwanzia Foundation will be responsible for purchasing gas for the requested vehicles.
After it is turned over, though, grant donor will take charge of the purchase of gas.
Lucy Mwanzia Foundation will be responsible for repairing and maintaining the vehicles.
The restriction in vehicle use is expounded in this paper. The Memorandum of Agreement that
will cover the transfer of the vehicle from the grant donor to Lucy Mwanzia Foundation will
stipulate strict compliance of vehicle usage to be limited for project-related use. Usage of the
vehicle for non-project related activities will be an outright violation of the Agreement.
A standard operating procedure for Lucy Mwanzia Foundation and grant donor is the
accomplishment of usage logs for its vehicles. For this purpose, a form has been developed
which provides information such as the name of the user, date, time, destination, and kilometer
readings from start to end of use.
The vehicles acquired through this project will be covered by a comprehensive insurance, as
practiced by Lucy Mwanzia Foundation in its company owned vehicle.

Project management and administration

The Project will be run by a Project Manager assisted by regional managers charged with direct
administration of Project activities at field levels. The table below gives detail of the proposed
Project staffing who will be recruited according to the qualifications hitherto indicated:

Table 1: Project Staffing

Title Qualification Number Scope of
required Responsibility
Project Degree in Natural 01 Overall
Manager Sciences administration
of Project
Regional Diploma in Forestry 05 Management
 Project and
Managers Administration
of
Regional Project
activities
Project Degree in 01 Overall
Accountant Financial/Management management of
Accounting Project
Financial
System
Accounts Diploma in Financial/ 05 Managing
Assistants Management Project Books of
Accounting Account at
Regional level
Permanent Certificate in Forestry/ 35 Attached to
Nursery Tree Nursery regional Tree
workers Management Nurseries
Monitoring & Degree in Monitoring 01 Checks and
Evaluation & Evaluation balances in
Project systems
in pursuit of
Core Objectives
Drivers Kenya Certificate of 02 Movement of
Education and valid Project staff to
driving license duty locations

Much as we indicate are the staff required at the technical level. We shall mostly rely on
volunteers from the community members.

Planned Budget for the Project

Table 2: Cost of Seed/planting material for species identified in the project

Item unit Quantity Unit cost Total cost Remarks

Fruit Tree Numbers 50,000 150 7,500,000 Assorted fruit
seed varieties
Eucalyptus Numbers 30,000 100 3,000,000 Seed from
seed approved
local sources
Pine seed Numbers 20,000 125 2,500,000 Imported/
exotic pine
varieties
Seed for Numbers 15,000 70 1,050,000
ornamentals
Suckers/root Numbers 15,000 50 750,000
cuttings for
ornamentals
Seed for Numbers 20,000 60 1,200,000 Mainly
indigenous indigenous
species/ Timber
Agro‐forestry varieties
species

Total 16,000,000

Table 3: Expenses for establishment of Project Regional Tree Nurseries.

Item Unit Quantity Cost per Cost per Cost in 7

season year (2 years
seasons)
Renting Monthly 5 nursery 300,000 600,000 4,200,000
Nursery sites
grounds
Polythene Roll 20 rolls per 15,600 31,200 218,400
tubes season
Mychorrhiza Lorry full 20 120,000 120,000 840,000
l soils (for
pines)
Black soils Lorry full 15 90,000 90,000 630,000
(forest soils)
 Composite Lorry full 15 75,000 150,000 1,050,000
manure/ Cow
dung
Nursery Wages 50 1,050,000 2,100,000 14,700,000
workers
(permanent)
Lake sand Lorry full 15 165,000 165,000 1,155,000
Watering Numbers 50 19,500 19,500 19,500
cans
Drums/water Number 50 115,000 115,000 115,000
containers
Constructing Wooden 50 125,000 125,000 125,000
nursery beds beds

Total 2,075,100 3,515,700 23,052,900

Table 4: budget for vehicles, equipment and infrastructure required for the project.

No Items Cost (Ksh)

10 Power Sprayers 220,000
50 Backpack pump sprayers 750,000
50 Hand-held radios 700,000
3 4 wheel drive vehicle 3,900,000
2 Betacam Camera 215,000
3 Motorcycles 300,000
3 Tractor 2,700,000
5 Telescopes 75,000
5 View decks 1,500,000
Sub total 10,360,000
Total 49,412,900
Budget
Requeste 50,000,000
d Amount

Appendix I (Project Members)

 NAME Chairman
NAME Vice chairman
NAME Secretary
NAME Treasurer
NAME Member
NAME Member
NAME Member
NAME Member
NAME Member
NAME Member
NAME Member
NAME Member

Appendix II (Proposed Project Structure)

Chairman

Treasury Project Members Secretary

Projects Officers Projects Officers Projects Officers

Suba South communities /Beneficiaries

MEMBERSHIP
2. The number of members for which the Group proposes to be registered is twelve, but the
Board may from time to time at their own discretion increase members.

3. All members should have a similar vision to educate the community on women and
Children’s rights, affirmative action, gender empowerment and capacity building

4. Neither church, denomination, nationality, race, color, sex, and tribe nor language shall affect
in any way the status of voluntary members.

TERMINATION OF MEMBERSHIP
5. Any member who wishes to retire shall signify her/his wish in writing to the District
Chairperson and thereupon her/his name shall be removed from the list of members and he shall
be deemed to have retired.

6. The Annual General Meeting may on a 2/3 majority vote of members present in the
meeting and voting by ballot terminates the membership of any member who for any reason
ceases to maintain close working relationship with the Project or who ceases for any reason to
satisfy the requirements of membership of who in any way brings discredit upon the Project or
be taken by the Annual General Meeting without first giving the member concerned
reasonable notice and the opportunity for a personal hearing before the Annual General Meeting
is the member shall so desire. The decision of the Annual General Meeting shall be final.

GENERAL MEETINGS
7. The Project shall in each year hold a General Meeting as its Annual General Meeting in
addition to any other meetings in the year, and shall specify the meeting as such in the notices
between the date of any one Annual General Meeting of the Project and that the next
PROVIDED that so long as the Project holds its first Annual General Meeting within eighteen
months of its Incorporation in the district, it need not hold it in the year. The Annual General
meeting shall be held at such time and place, as the Project Board shall appoint.

8. All General Meetings other than Annual General Meetings shall be called Extra-ordinary
Meetings
9. The Board may, whenever they think fit, convene an Extra-ordinary General Meeting and
Extra-ordinary General Meetings shall also be convened on such requisition or, in default, may
be convened by such requisitions provided.

NOTICE OF GENERAL MEETING

10. Every General Meeting shall be called by at least 21 days’ notice in writing. The notice
shall be exclusive of the day on which it is served or deemed to be served and of the day for
which it is given, and shall in case of special business state the general nature of that business
and shall be given, in manner hereinafter mentioned to persons as are under the Articles of the
Project entitled to receive such notice from Project, PROVIDED that a meeting of the Project
shall notwithstanding that it is called by shorter notice than that specified in this Article be
deemed to have been duly called if it is so agreed.

a) In the case of a meeting called as the Annual General Meeting, by all the members
entitled to attend and vote thereat; and

b) In the case of any other meeting, by a majority in number of the members having a right
to attend and vote at the meeting, being a majority together representing not less than 1/3
of total voting rights at that meeting.

11. The accidental omission to give notice of a meeting to, or the non-receipt of notice of a
meeting by, any person entitled to receive notice shall not invalidate the proceedings.
PROCEEDINGS AT GENERAL MEETING
12. All business shall be deemed special that it transacted at an extra-ordinary general meeting,
and also that is transacted at Annual General Meeting, with the exception of the consideration of
accounts, balance sheets, and the reports of the Project Board and Auditors, the elections of
members of the Board in the place of those retiring and the appointment and the fixing of the
remuneration of the Auditors.

13. No business shall be transacted at any general meeting unless a quorum is present at the
time when the meeting proceeds to business, save as herein otherwise provided 1/3 of the
members present in person or proxy shall be a quorum.

14. If within half an hour from the time appointed for the meeting a quorum is not present, the
meeting if convened upon the requisition of members shall be so dissolved; in any other case it
shall stand adjourned to the same day in the next week, as the Project Board may determine,
and it at the adjourned meeting a quorum is not present within half an hour from the time
appointed for the meeting, the members present shall be a quorum.

15. The Chairperson or any, of the Project Board shall preside as Chairperson in every General
Meeting of the Project, or if there is no Chairperson, or if she shall not be present within 15
minutes after the time appointed for the holding of the meeting or is unwilling to act the Vice-
Chairperson shall be chairperson.

16. The Chairperson may with the consent of any meeting at which a quorum is present (and
shall if so directed by the meeting), adjourn the meeting from the time and from place to place
but no business shall be transacted at any adjourned meeting other than the business left
unfinished at the meeting from which the adjournment took place when the meeting shall be
given as in the case of an original meeting. Save as aforesaid it shall be necessary to give any
notice of an adjournment or of the business to be transacted at an adjourned meeting.

17. At any General Meeting a resolution put to the vote of the meeting shall be decided on a
show of hands unless a poll is (before or on the declaration of result of a show of hands)
demanded:-
a) By the Chairperson or
b) By at least 1/3 of the members present in person or by proxy.

18. In the case of an equality of votes, whether on a show of hands or on a poll, the Chairperson
of the meeting at which the show of hands takes place or at the poll is demanded, shall be
entitled to a second or casting vote.

19. All members shall have the right to stand at all general meetings of the Project.

20. No member shall be entitled to vote at any general meeting, unless moneys presently
payable by him to the Project have been paid.
THE BOARD OF PROJECT DIRECTORS
21. The project Board shall consist of a Chairperson and such members as the members of the
Project in a General Meeting shall determine upon but in any case shall not be more than five
members; and until such a determination the signatories to the Memorandum of Project shall be
the first Members of the Board.
22. Each member of the Board shall hold office (subject to Article 27 of the Articles of Project)
for a period of three years after her/his appointment after which she/he shall be deemed to
retire.

23. A retiring member of the Board shall be eligible for re-election.

24. The office of the Project Board shall fall vacant if;-
a) The term of office expires.
b) Becomes prohibited from being a member of the Board by reason of any order made;
c) Becomes of unsound mind.
d) Resigns his office by notice of writing to the Project; or
e) Is removed from office by resolution of a two-thirds majority of members of the Project
present in the general meeting.

25. The business of the Project shall be managed by the project Board of Directors who may pay
all expenses incurred in getting up and registering the Project and may exercise such powers of
the Project at district level.

26. The Board may meet together for the dispatch of business adjourn, and otherwise regulate
their meetings as they think fit save that and all Board meetings shall be held at registered office
of the Project or at such other place that the Board shall determine. Questions arising at any
Board meeting shall be decided on by majority votes. In the case of equality of votes, the
Chairperson shall have second/casting vote

27. The quorum necessary for the transaction of the business of the Board shall be 1/3 of the
members. The Chairperson shall preside, as Chairperson or if he shall not be present within 15
minutes after the time appointed for the holding of the meeting or unwilling to act the Vice-
Chairperson shall be Chairperson.

28. The Project Board shall have powers to any time and from time to appoint any member of
the Board to take over the duties of another member of the Board.

29. The Board may delegate and of its powers to a member of members of the Board or to a
committee and such delegate shall in exercise of the powers so delegated conform to any
regulations that may be imposed by the Board.
 BORROWING POWERS
30. The project Board may exercise powers of the Project at the sub-county to borrow money,
and to mortgage or charge its undertaking or property, or any part thereof, and to issue
debentured, denture stock, and other securities, whether as security for any debt, liability or
obligation of the Project. The borrowing should be limited and only for interests of the Project
and should be done with the consent of the Founders and Promoters of the Lucy Mwanzia
reforestation project.
THE SEAL
31. The Board shall provide for the safe custody of the seal. This shall only be used by the
authority of the Board, or any committee there under appointed in that a member of the Board or
some other person appointed by the Founders/Promoters of Kenya Gender Rights (Lucy
Mwanzia) for the purpose shall sign behalf, and every instrument to which the seal shall be
affixed.
ACCOUNTS
32. The Treasurer or any other officer appointed by the Board shall keep a true and correct
account of all money received or expended and she/ he shall receive receipt for all donations and
other money and deposit all monies to the credit of the Project in a bank and she/he shall keep all
sales and purchases of goods by the Project and the assets and liabilities of the Project.

33. The accounts books shall be kept at the registered office of the Group and open to inspection
for the members of the Board.
AUDIT
34. Once at least in every year the accounts of the Project shall be examined and the correctness
of the income and expenditure account and or the balance sheet be ascertained by a properly
qualified Audit firm or Auditors (certified/chartered).

35. The Auditor or Auditors shall be appointed by the Board but none of the following persons
shall be qualified for appointment as Auditor.
a) Officer of the (Lucy Mwanzia).
b) A person who is a partner of or the employee of the (Lucy Mwanzia).

36. The Auditors so appointed shall make a report to the members of the accounts examined by
them and on every balance sheet laid before the (Lucy Mwanzia) at any annual meeting
imposed upon the Auditors by the said (Lucy Mwanzia) and for this purpose shall have a right
of access at all times to all records, documents, books of accounts and vouchers of the (Lucy
Mwanzia) and shall be entitled to require from the Board and office such information and
explanation as may be necessary for the performance of duties of the Auditors.
LEGAL ADVISORS
37. There shall be a legal advisor to the (Lucy Mwanzia) or Project who will be a competent
practicing lawyer in Kenya more so female Lawyer. Duties:
a) To advise the Project in all legal matters.
b) To defend and prosecute all the legal matters for the (Lucy Mwanzia).
c) The Board of Directors shall determine his remuneration when need be and this will
depend on the services rendered to the Project.
DISSOLUTION
38. The Project shall not be dissolved except by a resolution of the Founders/ Promoters or two-
thirds of the members of the (Lucy Mwanzia) in a General Meeting duly convened for that
purpose and the members must have been given a six months’ notice. The disposal of the (Lucy
Mwanzia)’s goods and properties shall be carried out in accordance with the Memorandum of
Project. If upon the winding up or dissolution of the Project there remains, after the satisfaction
of all its debts and liabilities, any property whatsoever, the same shall be given or transferred to
some other charitable Project or Projects having objectives similar to the objectives of the (Lucy
Mwanzia) and which shall prohibit the distribution of its or their income and property among its
or their members to an extent at least as great as is imposed on the Project. Such Projects will
be determined by members of the Project at or before the time of dissolution.
REPEAL AND AMENDMENT OF BY LAWS
39. The Articles of Project may be modified, enlarged or added to from time to time by special
resolution passed by a two-thirds majority vote of the members present in person at a meeting
provided notice of the said meeting shall have been given to the members of the Lucy Mwanzia
organization in accordance with the provisions hereinto. The Founders/Promoters of Lucy
Mwanzia should be present in such a meeting.