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
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.
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
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.
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 $
The
office has been organised in the centre of
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
1.
Investment Expenses
Item
|
Expenses to August 31 |
|
Tools for Associations |
USD 3127.0 |
|
Tools for agronomists |
USD 674.0 |
|
Seeds |
USD11,203.4 |
|
Granary |
USD 2845.0 |
Total
|
USD 17,849.4
|
2. Recurrent expenses
|
Item |
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 |
Total
|
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 |
Quantity |
Unit price |
Total
|
|
Machetes |
530 |
USD 45 for 48 |
USD 497 |
|
Hoes |
2500 |
USD 1,05 |
USD 2625 |
|
Rakes |
2 |
USD 2.5 |
USD 5 |
|
Files |
400 |
USD 1 |
USD 400 |
Total |
|
|
USD 3127
|
2. Tools for the Agronomist Team
|
Tools/ Equipment |
Quantity |
Unit price |
Total |
|
Boots |
USD 10 |
USD 40 |
|
|
Register |
20 |
USD 80 |
|
|
Ballpoints |
200 |
USD O.125 |
USD 25 |
|
Pencils |
40 |
USD 0.20 |
USD 8 |
|
Raincoats |
1 |
USD 5 |
USD 5 |
|
Bicycles |
3 |
USD 100 |
USD 300 |
|
Measuring tapes _(100m) |
3 |
USD 30 |
USD 90 |
|
String ( 100m) |
3 |
USD 30 |
USD 90 |
|
Bucket |
1 |
USD 10 |
USD 10 |
|
Watering can |
1 |
USD 25 |
USD 25 |
|
total |
|
|
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
|
Items |
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
|
Seeds |
Per ha |
Total bought |
unit cost |
Total cost |
Estimated surface served |
|
Peanuts |
70kg |
6020kg |
FC[1]
680 per kg |
USD 9798.4 |
150 ha |
|
Beans |
40kg |
1325kg |
FC 480 per kg |
USD 1325 |
33 ha |
|
pistachios |
60kg |
120 kg |
FC 680 per kg |
USD 180 |
2 ha |
|
Total |
|
|
|
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
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.