MINUTES FOR THE MANAGEMENT MEETING HELD ON 3rd JAN 2020 AT FINANCE BOARD ROOM

MINUTES FOR THE MANAGEMENT MEETING HELD ON 3^rd JAN 2020 AT FINANCE BOARD ROOM

MEMBERS PRESENT

• Simon Nderitu
• Edith Wahu
• Dorothy Okwata
• Peter Mugo
• Julius Njure
• Harun Njiraini
• Lucy Karanja
• Teresiah Warimu
• John Langat
• Martha Wanjiku

AGENDAS

1. READING AND CONFIRMATION OF THE MINUTES OF THE PREVIOUS MEETING
2. MATTERS ARISING.
3. DEPARETMENTAL REPORTS.
4. PETER’S REMARKS
5. HR’S REMARKS
6. AOB

The meeting started at 0615 HRS with a word of prayer from Wairimu.

AGENDAS

AGENDA 1: READING AND CONFIRMATION OF THE MINUTES OF THE PREVIOUS MEETING

The minutes of the previous meeting held on Monday 27^th were read by Julius. They were confirmed as true by Harun and seconded by Martha.

AGENDA 2: MATTERS ARISING

• Peter requested Lucy to expense all the blow-ups for January
• Peter reported that the farmers meeting were successful and Nyadundo supply had increased to 2200lts up from 1800lts.
• Julius was requested to submit blow-up report before the next management meeting, a file to be opened on the same for future reference.
• It was agreed that Nyandundo weekly farmers raw milk price to be increased to Ksh 23 Up from Ksh20.
• The farmers requested that we reduce the dairy meal pack size so that it can be affordable to all farmers. Lucy to do the costing for packing into smaller sizes.
• It was agreed that production team should weigh all the bulk milk and avoid estimations.
• Bahati has new foils and they are blue in colour for both strawberry and vanilla. The foil is price competitive and it reduces the cost on the same by Ksh 1 per foil.
• The sales system training to stat 4^th Feb, 2020 and all the sales persons are required to have android phones for the installation of the system.
• The system deposit was paid.
• The system will first be trained to the finance team and then the sales men.
• It was also advised that on milk collection we should concentrate with the small farmers and not the corporates.

AGENDA 3: DEPARTMENTAL REPORTS.

1. PRODUCTION REPORT- PRESENTED BY JULIUS

• Weekly Milk Collection Report
• Nyadundo milk has increased in volumes to 2200lts and we are targeting 3000lts.
• Ndungu and Kuria milk has maintained
• Across Africa, milk has reduced due to vaccination
• Total milk collection done for week 4 was 45,383.69 kgs.
• Average milk collection for the week was 6,483.23 kgs.
• Milk Allocation Report
• Total milk allocated for yoghurt for Week 4 was 25,000 lts, with an average of 3,571.42 ltrs per day.
• Total milk allocated for fresh milk was 14,498.5 ltrs, with an average of 2,071.2 ltrs per day.
• Total milk allocated for Lala was 600
• Total milk allocated for cheese was 2110

• Weekly Yoghurt Allocation
• The highest yoghurt allocation was on 26^thJanuary 2020 with 4900Ltrs.
• The lowest yoghurt allocation was on 31^st January 2020 with 1,100

• Yoghurt Packed (4 Weeks) Comparison
• Week 1 had the highest packed yoghurt, 32,914 Ltrs
• Week 3 had the lowest packed yoghurt, 16,916
• Total packed yoghurt for the 4 weeks was 99,345
• Expected average packing per day is 67 Ltrs

2. STORE REPORT – PRESENTED BY JOHN

• Dry Stocks Report
• Black trays and clear cup lids of 1000 pcs each are still to be collected from the supplier.
• Both strawberry and vanilla 150 &250 foils have a running period less than 5 days.
• Ingredients have a running period of half a month, same as the bottles and sticker with an exception of lala 250ml bottle with a running period of 6 days.
• Total accumulated held amount in the store for ingredients ,cups & foils is Ksh 3,088,420.95
• Some bottles are not up to standards and they should be returned back to the supply.

• Dispatch/Returns Report
• Production for week 4 increased by 11,410 ltrs compared to week 3.
• Dispatch for week 4 increased by 8,855 ltrs compared by week 3.
• Sound returns trend increased to 7,078lts up from 3,815 lts compared to week 3.
• Net dispatch improved in week 4 by 5,592lts

3. FINANCE REPORT
4. Key Accounts Weekly Performance-Presented by Lucy

• ATMS had the highest sales of 805,684 which was an increase compared to week 3.
• Edith had the lowest sales having made no sales.
• Total sales for week 4 improved to 4,131,114 as compared to week which was Kshs. 2,903,993.50
• Total sales for the 4 weeks was 16,818,371.96

1. January Summary (Supervisor’s Sales) report

• Below is a tabulation of the January supervisor’s sales summary from the highest to the lowest

• Cash sales collection for week 4 was 2, 523,794 up from 1,793,598 in week 3.
• Credit sales for the week was 1,607,321

• Weekly Milk Collection
• The highest milk collection was from Nyadundo monthly farmers with Ksh 385,189.20, which is an increment from week 3.
• Mau flora milk collection had also increased to Ksh 321,889.21 from Ksh 272,390.74 week 3
• Across Africa milk collection had dropped from Ksh 216,333.18 in week 4 from Ksh 223,624 in week 3.

1. Accounts Receivable-Presented by Lucy

Total collections in week 4 were as follows:

• ATM’s collections was 743,680
• Sales Rep’s collection was 1,581,617
• Fresh milk collections was 63,000
• Co-operate customers was 1,481,277.95

Total accumulated collection for week 3 was Ksh.3, 869,574.95

Total PD cheques amounted to Kshs.1, 264,862

1. Payables Report- Presented by Harun

• Total paid bills amounted to3, 327,247.
• Total pending bills amounted to4,723,420
• Total payment plan for week 1 6,429,065

Vi) SALES REPORT – Presented by Wairimu, Simon and Edith

Wairimu Nakuru sales was 1,457,510 against a target of 3,220,000 which is 45.26%.

The total order that Edith received in week 4 was Ksh 202,030 but they supplied Ksh 199,159

It was agreed that the Thursday report to done every Wednesday and that it should cover Thursday to Wednesday.

Edith is in the process of looking for new market and the following are in the progress:

• Ork place –Kiambu road
• Hotel Emerald-west lands
• Cake House –west lands
• Kilimanjaro food court

Peter advised Edith that she should start by seeing the chief who will help in recommendation of our cheese.

Simon did not produce any report and peter explained to him on the importance of the reports in decision making process.

Simon requested for a loader who will help during distribution.

It was noted that there was a general decrease in sales during the week.

4. AOB’S

• All the warehouses should be cleaned this was to aid in the new sales (ASIM) system.
• The other departments to give support to the sales team.
• 12,000lts of yoghurt should be the maximum, stock of yoghurt held as packed stocks at one given time.
• Simon needed three dustcoats.
• Peter requested that we should continue praying for our staff and the organisation.
• It was suggested that we should have a staff welfare kitty that members should contribute towards.

5. Peter’s Remarks

• Peter introduced our new human resources manager Dorothy Okwata. He explained she had 15 years’ experience  as a HR officer.
• Peter welcomed her to the team and said that the team was looking forward to the time they would have a HR.
• He assured her that Bahati staffs are good people but very young, some being at their first employment.
• Peter said that staff should contribute towards Kisu’s mothers send off.
• The Wednesday report should be shared with the sales men too before the next meeting.

6. Dorothy’s Remarks

• She said she was happy to join Bahati and she was looking forward to work in a good environment.
• Dorothy explained that she was here to make an impact

Being no other business to discuss, the meeting was closed with a word of prayer by Edith at 1:50 hrs.

ACTION POINT MATRIX 3^rd Feb, 2020

Prepared by

Harun Njiraini.