Lutheran Mission Cooperation Tan

							                            4th LMC RT 14-18 October 2007



                 Lutheran Mission Cooperation Tanzania
                 MINUTES OF THE 4th ROUND TABLE
                         14th-18th October 2007
                          SEKUCo - Lushoto

1.0 INTRODUCTION

1.1 Worship, Bible Studies and Key Note Addresses

1.1.1 Worship Sunday 14th October
On Sunday 14th October all participants who had arrived were taken to over 40
congregations in the North-Eastern Diocese for worship services, preaching and giving
greetings. This is an important activity to make LMC visible to local congregations in the
ELCT.

1.1.2 Opening Worship
The opening worship was conducted in the meeting hall at SEKUCo on Monday morning
15th October. The service was led by the North-Eastern Diocese which was the host
diocese. The host diocese also had a reception in honour of the RT delegates on
Wednesday evening.

1.1.3 Bible Studies
On Tuesday, Wednesday and Thursday mornings, Dr Fidon Mwombeki, General
Secretary of the United Evangelical Mission, led bible studies on the theme of the RT
(Exhibit 1.1.3). The bible studies were very challenging and thought provoking and much
appreciated.

1.1.4 Key Note Addresses
Prof Mark Mwandosya, Minister of State (Environment), held his key note address on
Monday morning. It was called Religion, Society and the Environment (exhibit 1.1.4a).
In the afternoon Dr Yasinta Muzanila of SUA (Sokoine University of Agriculture) gave
her presentation, Addressing Environmental Challenges in Tanzania (exhibit 1.1.4b).
After both presentations questions and comments were allowed. Mr A Mungure gave an
overview of what ELCT is doing to preserve environment (exhibit 1.1.4c). Discussions
were held in six small groups and proposals were submitted to the Planning Committee
for deliberations.

1.1.5 Evening Devotions
Evening devotions were held Monday – Wednesday organised by the North-Eastern
Diocese.




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                            4th LMC RT 14-18 October 2007


1.2 Welcome Address
1.2.1 Presiding Bishop Elect
The ELCT Presiding Bishop Elect, Rt. Rev. Alex Malasusa, delivered an address
welcoming the delegates. (Exhibit 1.2)

1.3 Roll Call and Other Participants
The LMC Secretary introduced all voting members, other representatives from members,
LMC staff, representatives of related agencies, speakers and other guests. (Exhibit 1.3)

1.4 Acceptance of Agenda and Time Schedule
The RT accepted the agenda and time schedule as proposed by the board.

1.5 Chairperson’s Address
The chairperson, Bp Dr S. Munga delivered his address, which mostly focussed on the
theme of the RT and future challenges for LMC. (Exhibit 1.5)

1.6 Approval of 3rd RT Minutes
The RT went through the minutes of the 3rd RT in Moshi in 2006.

It was resolved:
- That the printed minutes are a correct record of the decisions and proceedings of the 3rd
Round Table held in October 2006.

1.7 Matters Arising
The LMC Secretary explained that the matters arising are mentioned in the Secretary’s
report and in the agenda for this RT.

1.8 Greetings and Updates
1.8.1 WEM
The director of WEM, Hamburg, Mr Claus Ullrich, presented the work of this
organisation.

1.8.2 CCT WAMA
The director of CCT WAMA Mr Fellowes Mwaisela presented an overview of CCT
WAMA activities.

1.8.3 TCRS
TCRS director Mr Mark Leveri presented an overview of the activities of TCRS.

1.9 Members in Planning and Finance Committees
The Secretary presented the proposal made by the ELCT and LMC managements for
dividing the voting members and CW representatives into the planning and finance
committees. The distribution according to the roll call (Exhibit 1.3) was accepted.




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                             4th LMC RT 14-18 October 2007



2.0 REPORTS

2.1 LMC Secretary’s Report
The LMC Secretary reported that the LMC driver/store keeper Mr Baraka Amani had
passed away the week before the RT after a rather long illness. A special prayer was said
in this regard. After that, he read his report (Exhibit 2.1). It was received with
appreciation. Most of items mentioned were to be discussed in the FC and PC.

3.0 MOU MATTERS
3.1 EAWM
A discussion was held regarding the associate membership of EAWM. In view of the
correspondence that has taken place it was resolved:
- That the associate membership of EAWM in LMC is terminated.

4.0 PLANNING COMMITTEE

4.1 Terms of Reference for PC Meetings
The proposal is received by the PC with appreciation and agreed upon (exhibit 4.1).

4.2 Projects and Programme Subsidies
4.2.1 Project plans 2007-2009 (Exhibit 4.2.1)
LMC provides monthly up-dated information on the website regarding projects that have
received funding.

4.2.2 Ongoing and Pending Projects (Exhibit 4.2.2)
In many units planning and implementation capacity for projects is weak. Only a few
staff members are familiar with LMC procedures.
- The DAF is being revisited, a two week seminar is being planned for planners in 2008.
- One partner has experienced that communication on projects is easier in bilateral
contacts with dioceses rather than through LMC/ELCT. Others stress however, that the
coordination through LMC was and still is intended to ensure a balanced support to all
dioceses. The need to continue this is underlined.
- In order to prevent information gaps all relevant information should be sent to LMC,
ELCT, the partner and the unit concerned.

4.2.3 Operations and Programme Subsidies
The status of 2007 payments was explained.

4.3 Human resource programmes (Exhibit 4.3.1, 4.3.2)
The three-party-agreement/South-North was discussed in the PC and the RT resolved:
- To recommend that this agreement to be used by the LMC members.
- To add a clause that the receiving partner look carefully into all possibilities for spouses
of missionaries/coworkers to the North to get employment/voluntary work/study or
training when abroad depending on the respective labour laws.



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                             4th LMC RT 14-18 October 2007


4.4 Scholarships
4.4.1 ELCT Scholarship Committee
The planning committee resolved to approve the following recommendations of the
ELCT scholarship Committee and they were accepted by the RT:
- CBF Scholarship Agreement with amendments as in exhibit 4.4.1 be accepted.
- This agreement can also be used for other types of scholarships.
- The PC was informed that corrective action had been taken as regards overpayments
reported last year.

4.4.2 Capacity Building Fund (Exhibit 4.4.2a/b)
The list of students in the CBF was received as information.

4.4.3 International scholarships (Exhibit 4.4.3)
The list of students on international scholarships was received as information.

4.4.4 Scholarship Fund for General Studies (Exhibit 4.4.4a/b)
The list of students in the SFGS was received as information.

4.5 ELCT Medical Work and Advocacy
Dr G Sigalla, Acting Medical Director of ELCT, had presented a paper in the PC
describing the crisis affecting the ELCT (and other FBOs) health services, especially
regarding health personnel who leave the church hospitals since they get much higher pay
at government institutions (Exhibit 4.5). International assistance to social services in
Tanzania has made this possible, but the conditions stated by the donors that these funds
should benefit all Tanzanians, also those that are treated at church hospitals have not been
met by the government. The PC recommended and the RT resolved:
- All members of the LMC are encouraged to study the issue.
- Northern members of the LMC are called to advocate to their governments on behalf of
Tanzanian FBOs.
- The ELCT is encouraged to establish a multifaceted advocacy approach.
- The ELCT is called to plan for an approach of the church leadership to the highest level
of government.
- The LMC RT 2007 shall send a statement to the Tanzanian government and northern
governments via their embassies to express the concern on the government’s one-sided
approach that has led to a crisis in the ELCT´s health services. This is threatening to
undermine the Tanzanian efforts to reach the 2015 goals.

The PC also discussed a proposal for a loan revolving fund to be made available to ELCT
medical institutions for credit to staff. This should be an incentive for them to stay in the
ELCT medical institutions. A long discussion had also taken place in the FC and then
even in the plenary. Different and opposing views were aired on the merits and
advantages and disadvantages of such a system. Some participants saw this as a good
short term measure, other saw this as not adequate to address the issue in question. The
RT thought that this proposal had not had time to be properly prepared and many
question marks remained to be cleared up. After a long discussion it was resolved:



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                            4th LMC RT 14-18 October 2007



- A decision is made in principle, that TZS 210 mi could be made available from LMC
Working Capital for credit facilities for staff in ELCT health institutions (one vote
against, one abstention).
- The Medical Department together with the Finance Department and the LMC secretariat
should work out the modalities that could make such a scheme to work. When a proposal
is ready, it should be sent to the LMC Board members for comments. A mail vote could
be held if the members are ready to do this, otherwise the decision should wait for the
next board meeting in February 2008.

4.6 Care for Creation
The discussion groups had brought proposals to the PC for deliberations. The theme was
regarded by all as having a high priority. The following was proposed by the PC and
accepted by the RT:
- Criteria shall be developed for new and innovative approaches to address environmental
management and conservation.
- These criteria should be used in projects submitted for LMC funding.
- For the coming planning period 2010-2012, it is proposed that one project in the first
category (first three) should address environmental issues.
- When the board is planning the 2008 RT, it should consider the possibility of a follow-
up of this theme to allow more experience sharing and mutual learning.


5.0 FINANCE COMMITTEE

5.1 LMC Audit Report 2006
The FC reported on their scrutiny of the LMC audit report for 2006. Following the
proposals from the FC the RT resolved:
- To accept the Income and Expenditure Statement for 2006 and the Balance Sheet of
December 31, 2006. (Exhibit 5.1)
- To Discharge the LMC Secretariat and the LMC Board of the responsibilities for the
period of 1st January to 31st December 2006.
- To express thanks to the Secretary and staff for good solid work done and being cost
efficient in operation of LMC.
- To express thanks to the auditors for the audit for the period of 1st January to 31st
December 2006.

Regarding the distribution of the 2006 surplus of TZS 362 813 000, the FC followed the
board recommendation and the RT resolved:
- 40 mi to ODF
- 52 mi (51 687 540) to cover an advance paid to ELCT for crisis management
- up to 32 mi for bishops’ retreat
- the remaining amount to working capital fund (app. 239 mi)




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                            4th LMC RT 14-18 October 2007


5.2 New Safari Hotel/Kunduchi
5.2.1 NSH Operations 2006 and 2007
Operations are going well and a profit is shown so far. Received as information.
(Exhibit 5.2.1)

5.2.2 NSH Investigative Audit and Business Review
The final report by the auditors was discussed and decisions were taken at the ELCT
Executive Council in April 2007. The decisions were shared with all LMC members and
the LMC Board discussed them in May. Some decisions remain to be followed up and the
RT found that there was nothing new to discuss at this meeting. ELCT gave the
information that the financial regulations are being reviewed by the Finance Board.
Received as information.

5.2.3 Report on Kunduchi Beach Property
Information was given that the ELCT Executive Council visited the property in April
2007. Discussions are continuing concerning possible options to develop the property.
Received as information.


5.3 ELCT Audit Division
The RT received as information and with great appreciation the report on the status of
audits in ELCT Units. (Exhibit 5.3)

It is noted that the Auditor General points out that most ELCT units and institutions do
not have qualified personnel. The RT expresses its concern and sees an urgent need for
adjusted salary scales to attract and retain key professionals working in the units of
ELCT. ELCT was asked to document and analyse problems of capacity and retention in
different units and to make a proposal for interventions.

5.4 Review of Operations and Programme Subsidies 2007
Received as information.

5.5 Bilateral Projects
The prepared lists are received as information. All members of LMC, including ELCT
Units, are urged to provide improved and more complete reporting of all bilateral
donations for better transparency. (Exhibit 5.5)

5.6 ODF Activities
The written narrative and financial reports are received as information. It is
recommended that in the budget process for 2009 resources be sought for this or similar
activities. The continued staff turnover is bringing forth need for ODF activities in some
dioceses that are not part of the accompaniment programme. (Exhibit 5.6)




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                            4th LMC RT 14-18 October 2007


5.7 ELCT Vehicle Fund
The written report is received as information. (Exhibit 5.7)

The fund is appreciated by all LMC members and is very helpful. The ELCT Executive
Council has proposed that the Vehicle Fund be continued after 2008. A schedule was
presented. The RT expressed thanks to the contributors to this fund (MEW, NMZ, KPS,
FELM, ELCT) and resolved:
- To accept the purchase schedule as presented by ELCT and to follow it as long as funds
are available. If tax exemption laws are being changed in Tanzania, the scheme will have
to be rethought.

All partners are encouraged to add their orders of vehicles with the LMC order to obtain a
larger discount on each vehicle purchased.

5.8 ELCT Pension Scheme
The RT is pleased that further steps have been taken to establish a new pension scheme.
Received as information. (Exhibit 5.8)

5.9 ELCT Bishops’ Retreat Budget
The FC recommended and the RT resolved:
-To approve a grant of TZS 32 mi to this retreat. (Exhibit 5.9)

5.10 Missionary House Rents
The FC recommended and the RT resolved:
- To accept the proposed new house rents for missionaries. (Exhibit 5.10)

5.11 LMC Budget 2008
Following the recommendation of the FC, the RT resolved:
- To accept the LMC 2008 budget as proposed. (Exhibit 5.11)
- To express its appreciation to all members, including ELCT, for their support to the
LMC budget.

5.12 Auditors of LMC 2007 accounts
Following the recommendation from the FC, the RT resolved:
- To appoint PriceWaterhouseCoopers to conduct the 2007 audit of LMC.


6.0 ELECTIONS AND APPOINTMENTS

6.1 LMC Associate Chairperson
The term of Rev. Manfred Scheckenbach as LMC Associate Chairperson came to an end
by the closing of the 2007 RT. Northern Members proposed to the RT that Rev
Scheckenbach be re-elected as LMC Associate Chairperson.
- The LMC RT voted unanimously to re-elect Rev. Manfred Scheckenbach as LMC
Associate Chairperson for a three-year-term ending at the RT in 2010.


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                            4th LMC RT 14-18 October 2007



6.2 Board Member
The term of Ms Krista Rosenlund Bellows of DANMISSION came to an end by the
closing of the 2007 RT. The Northern Members proposed that Ms Bellows be re-elected.
- The LMC RT voted unanimously to re-elect Ms Krista Rosenlund Bellows for a new
three-year-term ending at the RT in 2010.

6.3 Board Member
The term of Ms Rachel Ramadhani of ELCT came to an end by the closing of the 2007
RT. ELCT proposed that Ms Ramadhani be re-elected.
- The LMC RT voted unanimously to re-elect Ms Rachel Ramadhani for a new three-
year-term ending at the RT in 2010.


7.0 TIMETABLE 2008

7.1 5th ROUND TABLE 2008
The RT resolved:
-To hold the 5th RT on 12-16 October 2008. ELCT will propose a venue in time for the
next board meeting.
- The PC had proposed that the structure of future RTs be adjusted and that more small
committees be formed. The Board was asked to look further into this.

8.0 Maji-Maji 100 years
Six German mission organisations and church departments have prepared a declaration in
remembrance of the Maji Maji war 100 years ago. It was presented by Rev Schauer,
NMZ.
Received as information. (Exhibit 8.0)

9.0 CLOSING

9.1 Closing of RT 2007
The Ass Chairperson thanked Bishop Munga as representative for the host diocese for the
excellent arrangements at SEKUCo. Everything had functioned well and contributed to a
successful RT.

7.2 Closing Worship
A closing service was held officiated by the Presiding Bishop Elect.

Then the meeting was declared closed.




Bp. Dr. S Munga               Rev. Manfred Scheckenbach            Lars Hofgren
LMC Chairperson               LMC Associate Chairperson            LMC Secretary


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