KTCS is not obliged to promote LTT to any of it's customers and is not obliged to take people to any of the sites where LTT operate. However should KTCS's English customers wish to sponsor projects, having them donate their funds through LTT could increase their donation through tax incentives and make a greater impact on LTT's work.

Quest

Quest is a UK based volunteering organisation that operates in Africa and South America. They are frequently nominated for Responsible Tourism Awards and have a very high reputation and provide the largest or one of the largest donations to the project. Their Africa Manager assessed our operations and subject to us addressing their concerns they agreed to work with us. They are currently responsible for all group volunteers for LTT. Conditions are as follows: -

i. A wide variety of projects so that the relationship can last 5 years or longer.

ii. Exclusive use of each project site.

iii. The accommodation must be within a community and not in town. This stipulation is based on their experience of managing large groups. They expressed concern about the younger volunteers as Babati town has too many potential "private excursion" possibilities with the bars and clubs, which create problems within the team and with the supervision of the volunteers. They also are eager that the volunteers form a strong relationship with each other and with the community where they are working. This is part of their responsible volunteering policy. They are eager that the accommodation uses local staff, local materials and buys as much as it can from local people and thus make the greatest positive impact. A participatory approach is very important to them.

iv. Suitable transport for the collection and transfer of volunteers to/from the airport and the ability to transfer individual to a hospital should the need arise.

Summer 2007 saw significant bad UK press apropos Volunteering and Gap year projects, with many companies providing little support, charging high prices and doing little to help the local communities. It is therefore vital that we act and are seen to act in a responsible manner at all times. Quest were impressed with our additional activities for the volunteers

ML Tours

This tour company is part of the Kahembe family, albeit remotely, and they are offering us a good price for safaris. We have designed the trips to cater for budget, average and luxury types of trips. They have their own transport and are building a lodge on the way to Ngorongoro crater.

Should we elect to make them our soul provider of safaris they will consider asking their own customers to make a contribution to LTT projects in Babati. They have agreed to make a donation for each person that we send through them

Rickshaw Travel

Rickshaw travel have sent us 4 Americans who were interested in seeing Babati and the work we were doing, they brought a few supplies and their friends may return next year. Rickshaw Travel is aware of our Cultural tours and is prepared to sell them. This will be far easier once Janet is on site. Our tours are Kahembe tours with a $5 admin charge on top, which will contribute towards Janet's costs when she is working for us. Rickshaw Travel often receives money from their travellers to give to local charities and would happily consider giving to LTT. Rickshaw has also passed our details to the company writing for Precision Air

Solar Aid

Solar Aid is a UK based solar power charity who train operators to make and sell solar power units and they operate in Tanzania. They are currently considering our suggestion for a workshop to be set up for the assembling of solar panels in Babati. The structure and management of this operation would need to be set up by LTT prior to their agreement, together with proposed monitoring processes, sales strategy and accounting. The problems and how they are overcome will all need to be fully documented by LTT. This will need to be addressed in the near future

Read International

Further to meetings with Read International LTT have secured some books suitable for secondary school. These books need to be collected from Singida between mid August and mid September 2008. These books can them be donated to Kwaraa Secondary School

Accounting and Transparency

In order to ensure good governance the following procedures will be put in place

We will set up a bank account with approved signatories only (Representative from the LTT)

Project Committee with 10 members (Village Chairman, Village Secretary, School Teachers (2), Representative from LTT, student (head prefect), Villagers (2 men and 2 women).

Clear roles and responsibilities. Including a "tender co-ordinator", "a purchase quality inspector" to ensure the goods meet the specification standards, a "progress monitoring inspector" to report back to the committee any delays and or discrepancies.

Clear minute taking and agreeing of minute procedures

Tendering processes for the purchase of goods to be completed by the Tender co-ordinator to ensure competitive purchasing

Tendering process for the purchase of "fundi" services to be completed by tender co-ordinator and approved by the elected senior committee members (x 3)

All purchases to be agreed by the committee prior to purchase and purchase order forms with full proof of tendering process provided to the LTT representative.

All purchases to be recorded in a project ledger, and all receipts and documentation kept for a minimum of 5 years for auditing purposes

All revenue to the project to be kept logged and receipts offered to the donor and a copy kept by the Project secretary and the representative from the LTT.

Accounts to be presented to the committee, the donors and the village every 4 months for approval.

There must be a village meeting every four months, at which the project committee will present to the villagers the following: -

a. Project progress, achievements, obstacles, possible problem solving methods

b. Announce funds in the Project account and Project store room, present the receipt of all payments made with explanation

c. Present the bank statement for the past four months

d. Announce what is the next project plan and how to achieve it.

A representative from the donor must visit the site at least annually to inspect the site

For c copy of the accounting procedures plese click here: accounting procedures.pdf

For a copy of the financial control proceudres plese click here: financial control procedures.pdf

Registration in Tanzania

This process has been complicated and long winded and consequently slow and this has led to many problems

This is now a top priority.

We will want to set up other charitable companies as and when needed

Capacity building

To develop an individual to act as the site manager, team leader and financial controller for the project for the Trust

To develop local people who show intelligence and a willingness to learn new skills is key to development work and is to be encouraged at all opportunities

To develop local people to provide services at the accommodation centre

To develop people for positions on the Board of the Directors and subcommittee for the Farm company

Health & Safety policies and practices

The Policy was submitted to the Charity Commission and lays responsibility for Health and Safety with the Director of Operations who is to promote a culture of safety within the Trust and maintain awareness through the publication of information, ensuring suitable training is provided and there is on going discussion.

LTT need to spent time discussing H&S with the Head Fundi to ensure that his team operate is a safe fashion at all times.

Quest will provide health and safety training prior to departure and Quest will provide a comprehensive equipment and medical check list. Quest will also provide emergency neck braces, and splints.

Quest will provide "toolbox chat" each day before tasks are undertaken. This process needs to be done formally, and daily report sheets maintained.

Personal eye protective equipment has been provided at the guesthouse and must worn at suitable times.

In the event of an accident the local hospital will be able to deal with most aspects. Broken bones and head injuries will be transferred to Dareda hospital and if necessary flown to Nairobi. LTT's car or a taxi if required will provide transportation between the site and the hospital.

A contract between LTT and the Dareda hospital needs to be drafted and agreed. (Joas)

We need to develop a disaster recovery plan for open communication with JK when we have tourists and volunteers in country.

All tourists and individual volunteers receive information regarding the risks that they face and how they can avoid them.

Monitoring

The Trust is committed to monitoring the impact of it's activities in order to determine the effectiveness of it's operations, to determine strengths and weaknesses.

This annual report is drafted to be able to monitor the progress against strategy and indicate where any why it has not been achieved

An Objective analysis and the Development Impact Assessment suggests that LTT are having both a negative and positive impact on the community. ( monitoring.pdf )

Marketing strategy

LTT have a variety of products on offer and each must have it's own marketing plans

Volunteering

A talk at College has generated interest for summer 2009 and this will be followed up with year talks in the autumn. The talks are on poverty; it's causes, what the world is doing, what we are doing and how you can help in a responsible fashion.

More talks are planned during 2008 at other venues

Word of mouth has produced positive results

Quest have provided one tour to date and have managed the American Tour

A Career fair needs to be accompanied by a talk.

Donors

The Newsletters have played an important role in informing people of our activities and generating interest and has led to revenue

The Christmas cards brought our name to many people and generated donations

The "Good Gifts Catalogue" have been contacted for Christmas 2009 with a view to selling Christmas cards and offer sponsorship deals

Email requests for assistance have had limited effective

Grant making bodies

A list of potential grant making bodes needs to be formed and each one written to

A number of philanthropic websites now contain information about our projects. These are there for philanthropists to review and determine if they are of any interest.

Tourists

Word of mouth has been the only success to date

With Kahembe Trekking already advertising on Responsible travel.com it seems unnecessary to offer the same packages. Other suitable sites need to be investigated

LTT was touted at the World Responsible Tourism Fair and a number of travel agents expressed an interest.

Pro-poor goods

The cloths pegs were all sold and generated a small income but did not generate additional interest.

The paper holder has yet to be presented

No contact has been made with Ian Logan, designer, who has offered help selling jewellery and craft because no suitable jewellery or suitable eco-friendly raw materials for making jewellery have been found.

Corporate Social Responsibility

International Law Firm have been approached and are interested in working with us, the capacity has yet to be worked out

Page & Page (Law Firm) have agreed to donate to anyone who comes to their firm via our website

The corporate image on the website and printed material is easily recognisable and effective.

Press and Trade journal

Local press have not shown any interest.

An article has been submitted for inclusion in Precision Air, which has generated a pre-publication donation

BBC will not assist unless LTT is a registered charity on their lists. This is being pursued

Radio 4 and Radio London have been contacted

No Trade magazines have been approached

New Zealand and Australia Press in London have rejected an article