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Narrative and Financial Report, May – August 2005

Food Security and Nutrition Program - Main season 2005


Fund raising during the months of June and July 2005 provided the critical resources to continue Butoke’s food security program in Western Kasai. Indeed, we received a grant through ADRA Canada of CAD 34,000 (= about USD 27,200. To date, we have received two transfers of ADRA Canadian funds, for a total of USD 24,314 (US$ 7,950+ US$ 16,364) and also a variety of contributions. With the smaller contributions, we bought two light motorcycles, among other things, that are useful for all of Butoke’s programs. These have permitted much more supervisory field visits.

The fieldwork started in May, and 88 associations were registered at that time. But given the doubts about the viability of our program, some associations did not do the fieldwork in time. On the other hand, other associations encouraged by the success of last year, did the fieldwork first, and came to register at the last minute. In fact, Butoke is now supporting 185 associations, all with fields already worked, and the sowing has either been done, especially for the peanuts, or is being undertaken now, mostly for the beans.

In the same villages, we now have the tragedy of Caritas, which had encouraged big fields but changed their policy and demanded that people purchase the fertiliser themselves. Fertiliser costs about US$ 200 per hectare. We regret to be unable to help them, because of lack of resources and fear of conflict between agencies.

The total surface sown with the assistance of Butoke has been estimated at 180 ha, but during the month of September, we plan to actually measure the fields after sowing, as well as the fields of all members, in three sentinel communities to estimate whether our contribution has actually created a surplus production.

We had originally planned for only 88 ha, so if our estimates are correct we will have more than doubled the surface covered, by concentrating on less expensive seeds of high nutritional value.

The number of active members in the associations is estimated at 3,000, who, with their family members, constitute a population of 21,000. Moreover, over 700 persons received seeds for their family plots, which means the total number of people directly affected is probably about 26,000. The individuals covered were mostly widows and other elderly indigents. The population covered would thus be slightly less than what we had anticipated. The combination of more surface and less people than anticipated means that we will achieve a more important contribution for each family. All these estimates will be verified during the next month by a survey of the membership by the agronomists.


In June-July, the agronomists went to all sites to visit the chiefs and villagers for a second time. They visited 185 associations that were already organised and were already doing the field work. These associations have been regrouped around three poles: Tshikaji (60 asociations), Ntambue (67 associations), and Tshikula (58 associations). Each pole has a resident agronomist, equipped among other things with a bicycle to be able to visit the associations.

Activities of the Agronomists

Since July, the agronomists have intensified their contacts with the associations to assure that they would not get discouraged and would continue to clear and plough the fields. The agronomists have explained the convention between the associations and Butoke, which binds them to return the same amount of seeds as received and to keep at least an equal amount as seeds for themselves.

They also explained how they would accompany the farmers during the agricultural cycle; and in August, they started the distribution of the seeds to the associations and to the occasional widow or handicapped, who had worked a small surface but had no means to buy the necessary seeds. Indeed, the agronomists point out that older individuals and handicapped tend not to join the associations because they cannot provide the same amount of work as younger villagers. It is mostly these older people we tried to cover besides the associations.


Given the high level of legitimate demand, we decided to concentrate on two varieties of seeds that are economical but of high nutritional value (for proteins and calories).

We bought peanut seeds in Kananga, in the general market, and we chose one single local variety of upright peanuts, which is most productive under the local conditions. To avoid influencing the market price we bought no more than 1,000 kg on any particular day. In total, we bought 6,020 kg. This can cover 150 hectares.

For the beans, we sent messages all around that we were looking for the local variety of niebe, resembling dahl. This is how we were able to buy 1,325 kg of beans, We hope to find more. This can cover another 33 hectares.

Central Office and granary

The central granary in Tshikaji was roofed on August 25, and will thus be able to serve as principal granary at the time of the harvest. During August, we were able to use one room as storage for the Tshikaji pole of our operations. We used a watchman as security, at a cost of $US 50 per month.

The office has been organised in the centre of Kananga town, under the Grand Hotel in an unused shop. This offers us a space where we have access to electricity and Internet services, where the associations and the authorities can easily contact us. We have enough space that we were able to use part of it to store seeds and tools. Here too, we hired two watchmen /messengers who are also involved in the necessary logistics.


Before the beginning of the activities, diverse contributions permitted us to buy two light motorcycles, which very much facilitated the supervisory visits. At the receipt of the ADRA funds we knew already that the number of associations had increased and that this would require greater logistical inputs than anticipated.

That is why we decided not to buy the cross country motorcycle foreseen in the ADRA budget, to be able to concentrate the expenses on the seeds and their distribution. This was done by renting a station wagon, but ideally the program should have its own station wagon or SUV.

We wish to express our gratitude to ADRA and all the individuals of good will that contributed money, ideas and hard work in the villages.



Financial Report to ADRA – July – August, 2005

Food Security and Nutrition Project

Summary of expenses

1.      Investment Expenses


Expenses to August 31

Tools for Associations

USD  3127.0

Tools for agronomists

USD    674.0




USD  2845.0


USD 17,849.4


2.     Recurrent expenses


Expenses to August 31

Coordinating Office

USD 2636

Travel of agronomists

USD 1506

Planning meetings

USD   295

Support agronomists

USD   920

Logistics seeds

USD 2644

Granary security

USD 100


USD 8101


The grand total of investment and recurrent expenses to date comes to USD 25,953.4, which means we borrowed from general funds USD 1.639,40.


Detailed Expenses

1. Tools and materials bought

1. Tools needed for the associations for fieldwork (185 associations, approximately 3000 members)

Given the urgent high demand for hoes and machete and files, we concentrated our expenses on these and forewent some other more expensive tools.

Agri tools


Unit price




USD 45 for 48

USD   497



USD 1,05

USD 2625



USD 2.5

USD      5




USD  400




USD 3127  


2. Tools for the Agronomist Team  

Tools/ Equipment


Unit price




USD 10

USD 40




USD 80



USD O.125

USD 25



USD 0.20








USD 100

USD 300

Measuring tapes _(100m)


USD 30

USD 90

String ( 100m)


USD 30

USD 90



USD 10

USD 10

Watering can


USD 25

USD 25




USD 674


3. Recurrent costs for the agronomist team

The recurrent costs of the food security team of 6 (3 agronomists attached to field sites, one supervisor, one coordinator, and one consultant) are mostly in relation to their supervision of the sites, their training, meetings for planning and supervision, as well their facilitation of the life of the associations. The visits to sites and associations are done mostly by bicycle by the agronomists, by motorcycle by the coordinator and supervisor and when combined with distribution of tools or seeds also by hired car. Butoke had outside of this budget acquired two light motorcycles USD 1750).

3.1. Recurrent costs for travel of the agronomists


Unit cost

Insurance of 2 motos

USD 150

Offical documents for motos

USD 200

Drivers license for 2 people

USD 25

Repairs and spares motos

USD 450

Repairs of bicycles 

USD 140

Fuel for moto  3l /day /moto

USD 413

oil  for each moto 2 l/ week USD 4 per l

USD 128

Subtotal travel

USD 1506


3.2. Recurrent expenses for the planning meetings, training and follow-up during each season.

We have had 3 meetings so far, for a cost of USD 290.

3.3. Recurrent expenses for support of the agronomists.

We pay the agronomists a subsidy of USD 75 per month, the supervisor USD 85 per month and the coordinator USD 150. The consultant also full time active on both aspects of food security and nutrition works entirely for free.

For the whole team, USD 460 per month for two months USD 920

Expenses for Seeds procured Locally


Per ha

Total bought

 unit cost

Total cost

Estimated surface served




FC[1] 680 per kg

USD 9798.4

150 ha




FC 480 per kg

USD 1325

33 ha



120 kg

FC 680 per kg

USD 180

2 ha





USD 11.203.4

185 ha


Logistics of seed purchase and distribution

Our original budget woefully underestimated logistic costs for seed purchase and distribution: so far a total of $2688 has been spent with following breakdown:

·          Bagging and transporting from market to depot= $400

·          Bags for distribution of 10-25kg at O.5$ per bag for 500 bags = $250

·          Plastic bags for smaller amounts 0.10S per bag, for 2900 bags= $290

·          Hiring a station wagon and driver, cost $ 32  for 45 days work= $1440

·         Fuel 5 liter per day for 45days, 225 liter=  $308

Cost of Granary

The central granary is constructed in Tshikaji , 150m square, and 3.5 m height. It now has four well ventilated secure rooms in baked bricks,. The foundation and walls already existed before.

The building is almost ready to be used as central granary. So far, we have spent $2945 broken down as follows:

·          bricks $245

·          roofing $500

·          rafters $400

·          cement $600

·          nails 245

·          iron rods $350

·          salaries $300.

·          We also had to hire two sentinels for the granary @ USD 50 per month for one month (August)

We need to spend more on doors and windows: 9 indoor doors for USD 630, three outside doors for USD 900, and 11 windows ($500). We propose that these future costs be covered from sources outside the ADRA budget.

Coordinating Office

For ease of communication, we needed a central office. We used the office both as temporary depot and distribution point.

The rent is $ 100 per month, the cost of electricity another $100, the cost of Internet services. $ 200 per month as of 1st August; in July it was USD 350. So total for office and facilities is $ 950 for two months.

The cost of telephone communications is very high. We bought two mobile telephones for a cost of USD 336 total. Per day, the office and the coordinator use together USD 20 in units (2000 units good for total 80 minutes of communications) during the last 60 days this means USD 1200. Total expense for telephone communication is USD 1536.

We have needed two messengers/security @ USD 50 a person per month.

The consultant temporarily also functioned with the help of an office based generalist who can assure reception, communication and follow up of movements.

This gives a total of USD 2350 for the Coordinating Office.

[1] 1$ exchanged for 480 FC