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EWB: Central Houston Chapter Meeting

March 2013

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Agenda

6:55 – 7:00Meet and Greet

7:00 – 7:10Expense Account Reporting – Scott Williams

7:10 – 7:25South Africa possibility – Travis Spiegelhauer

7:25 – 7:40India possibility – Nurul Mukul

7:40 – 7:55Nicaragua possibility – Scott Williams/David Dale

7:55 – 8:00Possible Coming Events and Miscellany – Terry Applegate

8:00 – 8:30Breakout Sessions

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Expense Account Reporting

• Scott Williams

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Financial Update

• Chapter Unrestricted Funds$34,363.96

• Bolivia-Villa America/Pucara Sud$6,829.13

• Kenya-Masen $10,210.37

• El Salvador-Colonia Esmerelda$13,384.42

Total $64,787.88

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Expense Reports – Form

• Chapter Expense Form (spreadsheet) is used for all Chapter related disbursements (available at EWB-USA website)

• Also used to reconcile receipts for cash advancesChapter Expense Form

Engineers Without Borders

         

Receipt #

                 

                 

          Supplies/   Other  

Date Description Promotion Travel Meetings Postage Services Expenses Total

                 

                   

Name, Mailing Address

• Completed form should be signed by two elected Chapter officers (e-mail approvals)

For project travel and costs, project lead should provide approval and forward to Chapter officer

Treasurer will provide approval and forward to EWB-USA for processing

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Expense Reports – Receipts

• Guideline of acceptable expenses (CHAPTER FINANCE POLICIES, updated 01/01/2013)

• You are expected to make your best effort to collect original receipts for all expenditures

• Please number your receipts (and translate, if necessary) to match expense form

• When an original receipt is not available the following may be used (on EWB-USA form):

If less than US$10, a handwritten receipt signed by the member who incurred the expense.

If US$10 or more, a handwritten receipt signed by the member, also signed by the Project Leader (if a Project Expense) or the Chapter Treasurer (if a Chapter Expense).

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Expense Reports – Cash Advance

• For a cash advance of funds, the Chapter must have sufficient funds to cover the advance

• A member may apply for a cash advance for 75% of expected costs in accordance with the following procedures:

The Project Expense Form should be completed as per its instructions and submitted at least three weeks prior to the date of travel.

The form has a box to indicate that this request is for a Cash Advance (25% will be deducted from the requested amount and held until receipts have been submitted).

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Expense Reports – NGO

• It may be convenient for the cash advance to be sent to a Non-Governmental Organization (NGO) partner in the project country

• The entire amount of the cash advance must be reconciled as follows:

Receipts are required for the entire amount of the cash advance, or excess funds must be repaid.

The Treasurer should submit a Chapter or Project Expense Form by email, with all receipts and notes attached, to the EWB-USA Accounting Department, to account for the cash advance within two weeks of the project trip.

• Until the cash advance is reconciled, no further reimbursements for that project will be approved and EWB-USA may take other steps to insure repayment as deemed appropriate.

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South Africa Possibility

•Travis Spiegelhauer

Building a better worldone community at a time

EWB – Central HoustonSouth Africa – Polokwane

Update3/13/2013

South Africa Community Polokwane Local Municipality

Polokwane Local Municipality Background

•Large standard of living disparities

•Many areas lack sanitation, water, and electricity

•23% Urbanized

•71% Rural

Polokwane Local Municipality Public Schools

•93% have no libraries

•2,500 or 10% of the schools have no water

•46% of the schools use pit latrines

•913 schools have no toilets

Polokwane Local Municipality Water Situation

•Average Water Demand for Polokwane (114 ML/day)

•Ebeneser - (42 ML/day)

•Dap Naude - (15.3 ML/day)

•Elephant River – (26 ML/day)

•Short fall – (31 ML/day)

Bergnek and Segopje Village

Community Contacts

•Peace Corp-South Africa

•Rotary Club of Polokwane

•Polokwane Municipality Water and Sanitation

Current Progess• Polokwane Rotary Club, Peace Corp, and City Municipality Contacts

• Polokwane Parties have been responsive and interested in EWB involvement

• Program 501 Forms are in progress• Jose Moriera is making an unofficial visit March 20th

• Program 501 Forms are in progressPotential for a school water project with expansion into sanitation and etc.

Considerations

•Contacts are in the Rotary Corp, Peace Corp, and Municipality

(No village contact)

•Flights are $1,800-$3000

•Potential for Multiple Programs

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India Possibility

• Nurul Mukul

ENGINEERS WITHOUT BORDERS-USABUILDING A BETTER WORLD

NEW DELHI INCUBATOR

March 13th 2013Nurul MURUL | Santosh SUBRAMANIAM | Fadi WAKIM

The Community

LOCATION

8 km South of Manesar, Gurgaon, Haryana, INDIA

SIZE

~ 370 Households

MAJORITY AGE GROUP

15 - 35

MAIN OCCUPATION

Agriculture

The Community

GENERAL OBSERVATIONS/NEEDSParticipatory Crowd, Excessive Poverty, Power Supply for 6-7 Hours/Day, Open Defecation in 80% of Households, Shortage of Water for Irrigation

The Potential Scope

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The Partners

Established Liaisons

Bechtel India Execution Unit | Gurgaon – 20 min Away from Community

National Power Training Institute (NPTI) EWB Chapter | Faridabad, North-East of Gurgaon – Performed the Survey & Identification Trips

NGO – Saral – Performed the Survey & Identification Trips

Volunteers!

Champions – Engineering, Project Controls, Procurement, Fundraising, Environmental Safety & Health, Communications

Participants – Technical Mentors, Engineers, Students, Field Trip Team…

Local Content

Community Council, Local Volunteers/Labor, Material Procurement…

A GREAT PARTNERSHIP OPPORTUNITY!

The Path Forward

DIVISION OF RESPONSIBILITY

Assign roles for volunteers (Houston, New Delhi), EWB-NPTI and NGOs

Plan for coordination with local Houston chapter volunteers

FOCUS ON COMMUNITY NEEDS

Validate survey findings and obtain additional data

APPLICATION TO EWB-USA

Identify solutions to community needs

Develop Cost Estimates & Project Schedule

BUILD RELATIONSHIPS

Conduct community outreach assessments

Nurture & sustain volunteer-community partnerships

COMMITMENT + EXPERTISE + ORGANIZATION = SUSTAINABLE DEVELOPMENT

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Nicaragua possibility

• Scott Williams and David Dale

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Coming Events

March 21 (Th) ASCE TX section Spring conference - Corpus Christi

March 22 (Fri) Deadline to apply to host 2013 EWB-USA Southcentral conference

March 23 (Sat) Rivers, Lakes, Bays N Bayous Trash Bash

April 1 (Mon) Board Meeting (conference call only)

April 6 (Sat) Global Innovations Forum (webinar)

April 10 (Wed) Chapter Meeting

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Miscellany

All chapter members should review Community Program Growth Policy

All teams should incorporate QA/QC cost increases into project budgets

Kenya teams should review the new High Risk Travel Procedures

Chapter members may find the Premier professional chapter award winner interesting for comparison purposes

Chapter members may find Lifeblood by Alex Perry (available at HCPL) an interesting read on the fight against malaria (think “Nothing but Nets”) and development

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Breakout Sessions

• New Members

• El Salvador, Rain Garden

• Incubators: India, Philippines, South Africa

• Incubators: Ethiopia, Nicaragua

• Other teams

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Our VisionOur vision is a world in which the communities we serve have the capacity to sustainably meet their basic human needs, and that our members have enriched global perspectives through the innovative professional educational opportunities that the EWB-USA program provides.

Our MissionEWB-USA supports community-driven development programs worldwide by collaborating with local partners to design and implement sustainable engineering projects, while creating transformative experiences and responsible leaders.