Why this meeting is held
After the first six months, the five women meet once every three months. Together they answer this checklist honestly. The local project liaison helps them understand the questions, checks the records and may ask for reasonable evidence. The purpose is to protect the goats, strengthen cooperation and help the women remember every shared responsibility.
The quarterly group contribution
When every applicable condition has been met, the current planned contribution of GMD 1,250 is paid into the Care and Reward Fund. It is never paid to or divided among the women. It may only be used for the permitted purposes of that Fund.
How to answer: mark Yes, No or N/A (not applicable during this quarter). A “No” must be explained. A “Yes” may be checked against the Goat Register, event reports, tags, photographs, receipts, witness information or another reasonable form of evidence.
Important: illness, death, drought, loss or another genuine difficulty does not automatically mean failure. What matters is that the event was reported honestly, help was sought when needed and the agreed action was followed.
1Meeting and cooperation
| Question | Answer | Evidence, explanation or action |
|---|
| Did the five women take part in this quarterly review, unless an absence had a reasonable explanation? | ☐ Yes ☐ No ☐ N/A | |
| Did the women meet or communicate when a shared decision or problem arose during the quarter? | ☐ Yes ☐ No ☐ N/A | |
| Did the women help one another when one woman was ill, absent or temporarily unable to care for her goats? | ☐ Yes ☐ No ☐ N/A | |
| Were disagreements discussed respectfully and without threats, exclusion or pressure? | ☐ Yes ☐ No ☐ N/A | |
| Did every woman continue to participate and fulfil her agreed responsibilities? | ☐ Yes ☐ No ☐ N/A | |
2Daily care of every goat
| Question | Answer | Evidence, explanation or action |
|---|
| Did every goat receive clean drinking water every day? | ☐ Yes ☐ No ☐ N/A | |
| Did every goat receive enough suitable food, including additional feed when grazing was insufficient? | ☐ Yes ☐ No ☐ N/A | |
| Was mineral salt or another agreed mineral supplement available when required? | ☐ Yes ☐ No ☐ N/A | |
| Were the goats protected from rain, strong sun, dogs, theft, unsafe tethering and other known dangers? | ☐ Yes ☐ No ☐ N/A | |
| Was the sleeping area kept dry and reasonably clean? | ☐ Yes ☐ No ☐ N/A | |
| Were hooves checked and trimmed when needed? | ☐ Yes ☐ No ☐ N/A | |
| Did each woman observe her goats regularly for changes in appetite, movement, droppings, breathing, coat or behaviour? | ☐ Yes ☐ No ☐ N/A | |
Condition of the goats on the review date
| Woman | Number of female goats | Healthy | Concern observed | Action needed |
|---|
| Woman 1 | | ☐ | | |
| Woman 2 | | ☐ | | |
| Woman 3 | | ☐ | | |
| Woman 4 | | ☐ | | |
| Woman 5 | | ☐ | | |
3Illness, prevention and animal welfare
| Question | Answer | Evidence, explanation or action |
|---|
| Was every illness, injury, disappearance or death reported promptly to the local project liaison? | ☐ Yes ☐ No ☐ N/A | |
| When a goat became ill or injured, was suitable advice or treatment sought without unnecessary delay? | ☐ Yes ☐ No ☐ N/A | |
| Were medicines used according to appropriate advice and not given carelessly? | ☐ Yes ☐ No ☐ N/A | |
| Were sick goats separated when this was necessary to protect them or the other goats? | ☐ Yes ☐ No ☐ N/A | |
| Were all goats dewormed when due under the locally agreed health plan? | ☐ Yes ☐ No ☐ N/A | Date(s): |
| Were all vaccinations or other agreed preventive treatments given when due? | ☐ Yes ☐ No ☐ N/A | Date(s): |
| Was every treatment, illness and death entered correctly in the Community Goat Register? | ☐ Yes ☐ No ☐ N/A | |
| Is there no indication that a goat was neglected, deliberately harmed or left without essential care? | ☐ Yes ☐ No ☐ N/A | |
4Pregnancy, birth and newborn kids
| Question | Answer | Evidence, explanation or action |
|---|
| Was every known or suspected pregnancy reported and followed responsibly? | ☐ Yes ☐ No ☐ N/A | |
| Did pregnant goats receive appropriate food, water, shelter and observation? | ☐ Yes ☐ No ☐ N/A | |
| Was a clean and safe place available for every birth? | ☐ Yes ☐ No ☐ N/A | |
| Was every birth reported to the local project liaison within the agreed period? | ☐ Yes ☐ No ☐ N/A | Date(s): |
| Were the mother and newborn kids checked and given appropriate care after birth? | ☐ Yes ☐ No ☐ N/A | |
| Did every newborn kid receive the agreed deworming, vaccination or other first health care when due? | ☐ Yes ☐ No ☐ N/A | |
| Was the sex of every kid correctly recorded? | ☐ Yes ☐ No ☐ N/A | |
5Identification and the Community Goat Register
| Question | Answer | Evidence, explanation or action |
|---|
| Does every living Ubuntu goat have the correct identification tag, unless a temporary and recorded health reason prevents tagging? | ☐ Yes ☐ No ☐ N/A | |
| Did the local project liaison apply or record every new tag? | ☐ Yes ☐ No ☐ N/A | |
| Is every female kid registered in the name of the woman who owns her mother? | ☐ Yes ☐ No ☐ N/A | |
| Is every male kid registered as an Ubuntu Community animal and linked to his mother and caregiver? | ☐ Yes ☐ No ☐ N/A | |
| Are all births, deaths, illnesses, treatments, transfers, sales and purchases entered completely and correctly? | ☐ Yes ☐ No ☐ N/A | |
| Do the number and identity of goats physically present agree with the Register? | ☐ Yes ☐ No ☐ N/A | |
| Were missing or damaged tags reported and replaced or recorded correctly? | ☐ Yes ☐ No ☐ N/A | |
6Female goats and personal ownership
| Question | Answer | Evidence, explanation or action |
|---|
| Do all original female goats and their female descendants remain with their registered owners, except for a properly approved change? | ☐ Yes ☐ No ☐ N/A | |
| Was no female goat sold, exchanged, pledged, hidden or given away for short-term personal benefit? | ☐ Yes ☐ No ☐ N/A | |
| Has every woman continued to care responsibly for all female goats registered in her name? | ☐ Yes ☐ No ☐ N/A | |
7Male kids and the Community Growth Fund
| Question | Answer | Evidence, explanation or action |
|---|
| Were all male kids cared for properly until the agreed sale time? | ☐ Yes ☐ No ☐ N/A | |
| Was every proposed sale discussed and organised through the agreed procedure? | ☐ Yes ☐ No ☐ N/A | |
| Was each male kid sold openly at a reasonable local price? | ☐ Yes ☐ No ☐ N/A | Sale record/price: |
| Were the sale price and all permitted sale costs recorded with reasonable evidence? | ☐ Yes ☐ No ☐ N/A | |
| Were the full net proceeds placed in the Community Growth Fund? | ☐ Yes ☐ No ☐ N/A | Amount: |
| Was no Growth Fund money used for personal needs, ordinary care costs or another unapproved purpose? | ☐ Yes ☐ No ☐ N/A | |
| Was no promise made to buy a new female goat before the complete new start was affordable and finally approved? | ☐ Yes ☐ No ☐ N/A | |
8Care and Reward Fund
| Question | Answer | Evidence, explanation or action |
|---|
| Is the current Care and Reward Fund balance known and recorded? | ☐ Yes ☐ No ☐ N/A | Balance: GMD |
| Was every proposed expense discussed by the five women? | ☐ Yes ☐ No ☐ N/A | |
| Was every permitted expense approved by a majority of at least three of the five women? | ☐ Yes ☐ No ☐ N/A | |
| Did the liaison check the purpose, available balance and required record before payment? | ☐ Yes ☐ No ☐ N/A | |
| Was every payment used only for permitted care of the existing female herd, shared shelter, shared equipment or another agreed purpose? | ☐ Yes ☐ No ☐ N/A | |
| Are the amount, purpose, date, recipient and evidence for every transaction recorded? | ☐ Yes ☐ No ☐ N/A | |
| Did the women consider carefully that the Fund is limited and is not automatically refilled after spending? | ☐ Yes ☐ No ☐ N/A | |
| Was no Fund money divided among the women or used as a personal cash payment? | ☐ Yes ☐ No ☐ N/A | |
9Shared shelter and equipment
| Question | Answer | Evidence, explanation or action |
|---|
| Is the communal shelter safe, dry, ventilated and large enough for the goats using it? | ☐ Yes ☐ No ☐ N/A | |
| Were damage, unsafe conditions or necessary repairs reported promptly? | ☐ Yes ☐ No ☐ N/A | |
| Is all shared equipment present, usable, clean where necessary and safely stored? | ☐ Yes ☐ No ☐ N/A | |
| Was no shared item sold, divided, taken for private use or used for an unrelated purpose? | ☐ Yes ☐ No ☐ N/A | |
| Was the shelter and equipment made reasonably available to all five women? | ☐ Yes ☐ No ☐ N/A | |
10Selection and admission of a new woman
| Question | Answer | Evidence, explanation or action |
|---|
| If a new participant was considered, was the opportunity discussed openly among all five women? | ☐ Yes ☐ No ☐ N/A | |
| Did the candidate meet the agreed criteria: genuine need, ability and willingness to care for goats, reliability, cooperation, suitable local conditions and acceptance of all Ubuntu Goats rules? | ☐ Yes ☐ No ☐ N/A | |
| Was she considered fairly, without automatic priority for a relative, friend, influential family or person offering a private benefit? | ☐ Yes ☐ No ☐ N/A | |
| Was the candidate supported by a majority of at least three of the five women? | ☐ Yes ☐ No ☐ N/A | Votes: |
| If the women could not reach a majority, did they refer the choice to the local project liaison instead of making an informal arrangement? | ☐ Yes ☐ No ☐ N/A | |
| Did the liaison verify the candidate and record the selection in the New Participant Selection and Admission Record? | ☐ Yes ☐ No ☐ N/A | |
| Was final approval obtained before any Community Growth Fund money was released? | ☐ Yes ☐ No ☐ N/A | |
| Did the new woman receive a registered female goat, first health care, identification and the agreed GMD 2,000 individual care package? | ☐ Yes ☐ No ☐ N/A | |
11Honest reporting and contact
| Question | Answer | Evidence, explanation or action |
|---|
| Were important events and problems reported promptly and honestly, including facts that might delay a contribution or approval? | ☐ Yes ☐ No ☐ N/A | |
| Did the women give the liaison reasonable access to the goats, shelter, shared equipment and relevant records? | ☐ Yes ☐ No ☐ N/A | |
| Did the liaison send the required information and updates to Ubuntu Goats or its appointed oversight body? | ☐ Yes ☐ No ☐ N/A | |
| Are there no known unreported births, goats, deaths, sales, purchases, expenses or Fund movements? | ☐ Yes ☐ No ☐ N/A | |
| Did each woman have an opportunity to raise a concern privately if she wished? | ☐ Yes ☐ No ☐ N/A | |
12Problems to correct
Every “No” must be listed below. A correctable problem normally leads to a clear correction period. The contribution is held during that period; it is not refused immediately.
| Question number | Problem | What must be done? | Who will do it? | Deadline | Checked |
|---|
| | | | | ☐ |
| | | | | ☐ |
| | | | | ☐ |
| | | | | ☐ |
A serious breach may lead to refusal without a correction period.
Examples include deliberately hiding a birth or sale, taking Fund money, knowingly falsifying a record, privately selling or giving away a protected goat, serious deliberate neglect, or refusing reasonable verification. The decision must state the facts and may not be based only on suspicion.
13Quarterly decision
| Result | ☐ All applicable conditions met — approve GMD 1,250
☐ Contribution held pending correction
☐ Contribution refused for this quarter
☐ Further information required |
|---|
| Reason | |
|---|
| Correction deadline, if applicable | |
|---|
| Date corrected and verified | |
|---|
| Final amount approved | GMD ____________________ |
|---|
| Date paid into Care and Reward Fund | |
|---|
| Care and Reward Fund balance after payment | GMD ____________________ |
|---|
No retroactive accumulation: if the contribution is finally refused for one quarter, it is not added to a later quarter. The next review gives the group a new opportunity to qualify.
14Confirmation
By signing below, the women confirm that the questions and decision were explained in a language they understand, that they could give their own information and that the recorded answers are honest to the best of their knowledge.
| Name and role | Signature or thumbprint | Date |
|---|
| Woman 1: | | |
| Woman 2: | | |
| Woman 3: | | |
| Woman 4: | | |
| Woman 5: | | |
| Local project liaison: | | |
| Final approval: | | |