Dear Kongor members,
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On behalf of KSA in Victoria, I’m very grateful to break the long silence to inform you that the conference that was scheduled for December 2009 in Victoria is 100% organised. I would like to welcome every member of Kongor to turn up at the end of the year. I’m sure this conference would be very fantastic and different from the 2004 conference in Melbourne. I have active and optimistic members who have prepared wonderful programs for you over there; they have added extra effort to improve the 2009 conference.
In this conference we would like to see all our members of Kongor including the elders and women. But it’s most important that all the young men and girls of all ages attend. We are really looking forward to welcoming you all!
In addition to that, I would also like to extend this information to all our big brothers and big sisters to attend the conference. Here when I refer to big sisters I mean all our sisters who got married within or to other tribes rather than Kongor and big brothers as those who think that they are non youth members but their age denies them from being assimilated into the elders group.
However I have to inform you that our possibilities to pick up people from the airport are a little limited. So if it is possible, could a groups coming from the same state coordinate their travel to arrive at Melbourne at the same time? This would help us with transport to take you to your accommodation. For instance you could all book on one plane as a group in order to facilitate easy collection of members from the airport. We see that if you come one by one, it would really be difficult for us because it will consume much of our time if we pick up each person individually.
On the other hand, the issue of accommodation is little bit confusing us here. It’s one of the major problems that have been affecting our members annually. We have secured the accommodation but we are really confused of what to do, we have been asked by the accommodations manager, “how many rooms we would like to book for?”
We have not answered this question until now because we don’t know the number of people who are coming for accommodations. Should we book 100 rooms now, may be less or more than that number may come, and therefore, we are likely to lose the money.
What do we do about this issue guys? I just want to get an indication of numbers attending the conference from you in order to finalise and settle this problem. Above all, the last thing to note is this: when you come, please fill your pocket with cash because the accommodation fees are on one neck as it has been recommended earlier. But it’s just small money!
Lastly, we want you to know that we have organised a number of activities to be conducted on the last day of the conference. These activities include the following:
•Firstly- We will have a netball match to be played by our girls coming from different states including our girls from Victoria.
Secondly- Our little kids or KSA young stars will sing and present their poem in English.
• Thirdly our girls from Victoria will perform their designed act regarding current marrying situation among the youth of today
• Finally- We have also proposed to have a party but it’s not yet fully confirmed.
Please come all, do not miss this conference, it’s good for you!
Notice: The conference start dates would be on 28th to 30th December 2009, This is due to the circumstance surrounding Hall and Accommodations on our previous well known days of 27th to 29th. I hope it’s very clear now to every one. Have a safe journey then !
The nature of sub KSA office in Victoria.
Chairman
Deputy Chairman
Secretary
Deputy secretary
Treasurer
Deputy treasurer
Information officer
Deputy
Welfare officer
Deputy
Adviser
To be very sure that we are more than ready for the conference, I would advise you to have a quick look at the information below; we have created these positions in order for us to run the conference very smoothly to the like of our members.
These positions and responsibilities that were currently created to run the KSA 2009 conference include the followings;
Head of the financial committee
Deputy
Two members
Head of organising committee
Deputy
Four members
Head of drivers
Deputy
Four members
Head of accommodation
Deputy
Two members
Head of kitchen hand
Deputy
Ten members or open to all women
Security officer
Responsibilities
The Financial committee shall be responsible for:
Finance
harambee (fund raising in the hall)
Handle the approved budget for the day
Hand over the money to the kitchen hand
Report any things requiring money to the treasurer
Work very closely with the kitchen hand or cook
File report to the main office at the end of the conference
The organising committee shall be responsible for:
• Hall
• Opening and closing the hall
• Arranging the chairs and tables
• Welcoming the guests
• Collecting the rubbish
• Organising the guests
• Advise guests of meal readiness
• Take guests to the meal area
• Reports any broken facilities to the financial committee
• Maintenance of respect and dignity in the hall
• File report to the main at the end of the conference
The drivers committee shall be responsible for:
Driving
• Receiving and taking guests back to the airport
• Taking extra care of the hired buses
• Reporting shortage of fuel to finance committee
• Clean the hired cars regularly
• Be sure guests do not miss their departure times
• Drivers must not switch off their mobile phones at all times.
• Keep respect and dignity when carrying out duties
• File report to the main office at the end of the conference
The accommodation committee shall be responsible for;
Accommodations
• Receiving guests and accommodating them
• Knowing number of rooms including occupied and empty
• Be sure that girls and boys have separate rooms
• Collecting and reporting the rental money
• Advising the guests to keep their rooms clean and tidy
• identify room numbers and name of who to pays the rent
• respecting one another in carrying out all the duties
• reporting anything broken in the accommodations
• file reports at the end of the conference
The kitchen hand or cook committee shall be responsible for;
Cooking in a good mood
Receive the daily budget from finance committee
Do all the necessary shopping of the day
Prepare and look after all the cooking utensils
Respect the time set for lunch or dinner
Clean up the kitchen area
Wash all the utensils and return them to their owners
Respect one another in carrying out all the duties
File report to the main office at the end of the conference
The security officer shall be responsible for the following;
Secure the hall and the guests
Handle misbehaviours and advise them
Identify the trouble makers or misbehave by names
Eye by details
File report to the main office at the end of the conference
On the last day of the conference, all the above committees shall file their reports to the sub office of KSA in Victoria and then if there is anything requiring further reports, it would be done accordingly. .
Lists of Accommodations
S/N Names State Room No. Accom. Fee Ph.No
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
Check list of Drivers
S/N Names Car No. No. of littres Cash Ph. No.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
John Chol Dau Chawuoc,
On behave of KSA in Victoria
End of the infomations