Hand-note for scripting CBO Owned and Managed Business … · 2015. 9. 28. · Page 1 of 15 CBO...

Hand-note for scripting CBO Owned and Managed Business related to Fisheries (Inland & Marine) and

it’s Associated Occupations in Sagar Block, Template for Assessment on Thematic Area – Dry

Fish Business under ICZMP’s Livelihood Component &

Framework & Guidelines for release of fund (tranches) related to IGA from SPMU

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CBO Owned and Managed Business related to Fisheries (Inland & Marine) and

it’s Associated Occupations in Sagar Block – Template for Assessment on

Thematic Area – Dry Fish Business under ICZMP’s Livelihood Component

Livelihood development in Sagar Block has started rolling out through community

contracting approach and in order to have an understanding to the extent how the

investment has been utilized and the improvement’s that were registered the

following is needed to be documented:

A> Background Information

Serial No: Description of the information solicited Information to be

filled in

1 Name of the GP

2 Name of the revenue villages attached with

fisheries(Inland & Marine) and it’s associated

occupations

3 No. of fishermen/ fisherwomen households in the GP

4 No. of CBOs (mentored by the consultant NGO)

whose members either collectively or in individual

terms were linked with business related to fisheries

and it’s associated occupations in the GP

5 No. of mentored CBO members engaged with

business related to fisheries and it’s associated

occupations in the GP

6 Type of fishing activity- inland or marine/ offshore

or both etc. happened in the GP

7 No. of mentored CBO members engaged in inland

and/or marine or both types of fishing and allied

activities in the GP.

8 Fish landing center in the GP(specify location)

9 No. of Khotis in the GP and name of the place where

it is actually established

9 Total no. of members associated with Khotis located

in the GP (includes mentored CBO members, non –

mentored CBO members and others)

10 Important fish markets within the GP and outside (

Sagar Block and other important markets outside

Sagar)

11 No. and type of capacity building programmes on

fisheries and it’s associated trade conducted by the

consultant NGO under ICZMP. State in detail the no.

and name of the CBOs along with the number of

members who have attended the aforesaid

programmes. Delineate briefly the course content of

the programmes.

12 Behavioural changes observed on the capacitated

CBOs (1) immediately after the programme and

(2)before and after a business cycle/ season

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B> Briefly elucidate the spate of fishing related activities in general and the

work components that were executed by the contracted CBOs in the GP. State

the main stakeholders i.e. the fishermen/fisherwomen, wholesalers, retailers,

beparis aratdars etc. Specify the role played by the functionaries from GP, Block

and Fisheries Dept. and etc.

C> Snapshot of the contracted CBO informatics as on ……..

Serial No. Description of the information solicited Information to be filled in

1 Name of the CBO

2 Name of the Gram Panchayat

3 Name of Consultant NGO

4 Area where the said IGA was implemented

5 Date of formation of CBO

6 CBO’s Member details ( gender and caste;

specify if the CBO includes members from

the minority community)

7 Economic condition of the members of the

CBO

8 Last grade achieved – based on NGO’s

assessment also state the parameters used

9 Main signatories of the CBO

10 Occupational pattern of the CBO members

11 Whether the CBO has ventured into

common group activity which are either

social or economic in nature

12 Monthly subscription rate of the members

13 Interest rate for the members with respect

to inter-lending of the corpus fund

14 Aggregate amount of the corpus fund

(internal savings+ externally sourced fund)-

at least 3 financial years data needs to be

jotted

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15 Aggregate amount of internal savings/

subscription till date-at least 3 financial

years data needs to be jotted

16 Aggregate amount of loan disbursed within

its members till date-at least 3 financial

years data needs to be jotted

17 Aggregate amount of external loan taken by

the CBO from Bank/ MFI till date-at least 3

financial years data needs to be jotted

18 Aggregate amount of revolving fund/ capital

subsidy/ interest subsidy received by the

CBO from other line departments till date-

(mention source of fund along with

quantum) - at least 3 financial years data

needs to be jotted

19 Aggregate amount of interest income

earned by the CBO till date- at least 3

financial years data needs to be jotted

20 Aggregate amount of principal and interest

payment on account of external loan till

date- at least 3 financial years data needs

to be jotted

21 Involvement of the ICZMP with the CBO

with respect of EPA, IGA and Capacity

Building

22 State briefly the process of need

identification and selection of the CBO.

State the PRA tools applied.

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D> Snapshot of CBO’s contract and fund transfer to CBO’s account

Serial

No.

Description of the information solicited Information to

be filled in

1 Contract No

2 Contract Value

3 Contribution of SPMU -ICZMP

4 Community Contribution ( CBO/ CBO members)

5 Description of Work Component & Place of execution of

the IGA

6 Date of signing of contract

7 Contact number of the important functionaries of the CBO

8 Whether the CBO will utilize the grant from SPMU in CIG

mode or in individualistic mode. If it is in individualistic

mode then specify the name of the beneficiaries in whose

favour the allocations to be made in the form of loan by the

CBO as per the contact document

9 Amount transferred to CBO’s account along with the date of

receiving the tranches from SPMU

10 Quantum and date of redistributing the fund amongst the

contracted members by the CBO- provided the approved

business proposal and contract document endorses the

same-mode of transfer of fund

11 Repayment done( principal+interest) vis a vis the

repayment schedule of the contracted CBO members in

aggregate terms

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E> Income Generation Activity & Execution of contract

E.1> Delineate the MIP (micro investment plan) along with the repayment

schedule as proposed. State the specifications of the items to be brought,

involvement of manpower and etc.

E. 2> Statement on actual investment done for dry fish business and

consequent mobilization of own resources or loan from CBO/ Bank/

MFI/Private lenders

Assets/Equipment employed ( tangible)

Amount(in Rs) paid as rental or the Approximate Value Assets/Equipment employed that was employed

State whether its owned by the CBO member or loaned from external sources or NA

Consumables (specify the Items)/inventory

Approximate Value/Amount(in Rs) paid/ to be paid


Labour( include notional /Irrigation/ local cess/ electricity/miscellaneous charges

Approximate Value/Amount(in Rs) paid/ to be paid


Total investment outlay

Note: Assets or consumables stated above may be with the CBOs/CBO members even

before SPMU’s intervention but the concerned CBOs/CBO members have utilized in the

business cycles where the fund infusion from SPMU’s end had taken place

or The same may be mobilized by the CBOs/CBO members once the fund is being injected

from SPMU’s end.

E. 3> Source of fund in the business cycles that ensue after infusion of fund

from SPMU:

SPMU’s contribution

(in the form of loan to the member through the contracted CBO) ………

CBO members’ own contribution/ Own Equity……..

Loan from CBO’s own internal savings other than SPMU’s contribution…….

External Loan accessed by the CBO/ CBO members’ as the case may be …………….

from Banks/MFIs/Private bodies

_________________________________________________________________

Total

________________________________________________________________________________

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F> Procurement

Whether the CBO followed the community procurement manual?

If yes, state the date of publication of tender, opening of tender and issue of

work/purchase order. If not specify the reason.

If not, state the reasons for deviations and also state how it was done?

Statement on procurement related expenditure as part of the MIP

Material/Item

Name including

Specification

Vendor Name Rate Quantity Amount(in Rs)

(A)

Labour

(skilled/ unskilled/

any other)-include

own and family

members too

apart from hired

ones- even it may

be a notional cost

No. of persons

engaged

Rate No: of days Amount(in Rs)

(B)

Input Cost [A+B+ Overhead (transportation, marketing& others)]:

Average input cost per kg of output generated

Statement on utilization of 1st/2nd/3rd instalment from SPMU

Specify the items/materials procured Amount(in Rs)

Labour Payment (if any) include own and

family members too apart from hired ones

even it may be a notional cost

Amount(in Rs)

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G> Physical execution of the work component & computation of financial

returns.

Period of fishing including tentative duration of time spend on the

sea/estuary/rivulets creeks/ponds/reservoir as the case may be

Man-days generated for fishing (include own and family members contribution in the

labour component)

Area of operation(Specify the zone of fishing along with the area of drying the catch)

Volume of catch (in kgs) in a business cycle

Type of catch (species) with quantum of catch per species (approx.)

Sate whether the CBO/ CBO member as case may be sells raw fish or dry fish or

both.

Specify the process of preparatory activities for fishing, fishing, sorting, grading,

drying, marketing and selling catch by the …………………… CBO/CBO member. Specify

the period of the activity along with no. of persons engaged and man-days generated

for carrying out the aforementioned activity in real terms.

Volume of output generated from the catch (tentative estimate on the basis of the

catch) species wise. Specify the weight loss of fishes due to drying on the basis of

species

Sub classify the volume of output species wise in terms of

Dry fish for human consumption

Fishmeal

Any other ( specify)

Involvement of Labour component -actual

Labour

categories

Engagement (%) Labour cost Man-days

generated Fishermen

/fisherwo

men with

the

members

of the

family

Hired

labour

Total

Huma

n

Labour

Used

Fishermen

/fisherwo

men along

with the

members

of the

family

Hired

Preparatory

activities for

fishing

Fishing

Sorting

Processing the raw

catch

Drying

Grading and

sorting of the

output

Pesticides use (if

any)

Harvesting

packaging,

labelling, etc.

Loading and

unloading charge

Transportation

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Labour

categories

Engagement (%) Labour cost Man-days

generated Fishermen

/fisherwo

men with

the

members

of the

family

Hired

labour

Total

Huma

n

Labour

Used

Fishermen

/fisherwo

men along

with the

members

of the

family

Hired

charge

Marketing & Selling

Total

Income Generation

Statement on volume of trade

Type of Species Rate per kg(in Rs) Quantity sold Amount received

No. of species

traded:

Average rate per

Kg:

Total : Total :

Specify the nutrition value of the dried fish for human consumption

Explain the types along with the tentative value of community contribution

Specify the name of the important buyers and market where the produce (dry

fish and/ or fishmeal) is being offloaded. Corroborative evidence of sale

transactions may be enclosed herewith.

Revenue yield per kg of dry fish sold

Average price that the end consumer has to pay per kg/ or any

other unit of betel leaves that was sold by the grower/ cultivator

Name of the CBO/ CBO

member

Family labour

income

Farm business

income

Farm

investment

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Loan Repayment Schedule

Name of the

CBO member

Period(Date) No. of instalment

paid back to the CBO

Principal

amount(in aggregate

terms)

Interest

amount(in aggregate

terms)

Total

Loan Collection Performance (CBO member wise):

Total principal payments made on loans due during the period

Total loan principal due

Pictures of the different phases of the activity/ work component as far as

possible showcasing the entire business cycle

Statement of Profit earned/ Loss incurred in a business cycle

Revenue earned / sale proceeds:……..

Less:

Procurement Expenditure: ………………………………….

Overhead expenditure ( marketing+transport): ….

[Not related with production process directly]

Loan repayments (including interest factor:………..

Obsolescence of capital items ( approx.):……………..

Others if any (specify)

_____________________________________________________

Profit earned/ Loss incurred:

___________________________________________________________

While computing the expenditure side the following to be included

Labour(hired and own contribution)

Hired machinery/boat charges including rent

Cost of insecticides

Cost of materials for construction/repair of “Khoti” and etc.

Land revenue, and other local taxes

Depreciation on farm implements/machinery and etc

Interest on capital, miscellaneous expenses (repairs to farm implements and

artisans)

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Grading & Packing charge

Loading and unloading charge

Transportation charge

Storage charge

Spoilage charge

H> Explain briefly the challenges faced by the contracted CBO/ CBO members

in implementing the work component with respect to the following:-

S.

No

Constraints Fishermen/fisherwomen

response

(in a scale of 0-10) *

Fishermen/fisherwomen

response

(ranking)**

Remark

A. Agro-

Biological &

Environmental

1. Wind/ cyclonic

thunderstorms

2. Availability of

catch

3. Perishability

4. Storm surge/

tidal surge

5. Lack of varietal

improvement

6. Pests

B. Inputs and

other related

aspects

1. Capital Flow/

credit

2. Interest on

capital

3. Institutional

finance

4. Labour

5 Procurement

centre for

supply of inputs

6. “Khoti”

construction

7. Supply of water

8. Presence of big

trawlers

9. Insecticide/

Pesticide

10. Storage/

Warehousing

facilities

11. Marketing

facilities

12. Transport

facilities

13. Price volatility

14. Technical know-

how

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S.

No

Constraints Fishermen/fisherwomen

response

(in a scale of 0-10) *

Fishermen/fisherwomen

response

(ranking)**

Remark

15. Presence of

intermediaries

*Note: If the magnitude of the problem is severe or higher then the no. allotted should

tends to 10 and vice versa

** Note: The ranking should be done in an increasing order

I> Benefit accrued both in tangible and intangible terms by the contracted

CBO/ CBO members (in individual and collective terms)

J> Involvement of the mentor NGO in terms of social capital (Social capital

basically comprises the value of social relationships and networks that

complement the economic capital for economic growth of an organization)

development for providing support services like inputs, technology, extension,

market information, marketing facilitation, etc. The role of NGO should also

specify its facilitation in terms of procurement, documentation of the chain of

events, maintenance of CBOs financial records and providing input to the CBO

in the form of business process analysis and cost benefit analysis respectively.

1. The above noted points required to be documented in every business cycle in order to

capture the cumulative growth and multiplier impact that happens due to infusion of the

grant money to the CBO.

2. a. ICZMP finances multiple MIPs of the members of the contracted CBOs embedded in

a single investment outlay where the said members receive the grant money as loan

from the CBO to take up a set of heterogeneous or homogenous activities separately.

The members (loanees) will repay back the loan with interest to the contracted CBO as

noted in the approved business proposals. In this process CBO will earn the interest

amount and share the same with its members as interest income accrued from revolving

fund.

b. ICZMP also finances collective business models where a CBO on its own ventures into

a single activity from grant money and recapitalizes its revolving fund with the profit

generated from the said activity. The profit generated may be distributed as dividend to

its members if the CBO desires such.

Depending upon the propositions as stated above (point a and b) the template should be

filled in both separate and aggregative manner as the case may be.

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Framework & Guidelines for release of fund (tranches) related to IGA

from SPMU

(to be filled up by CBO )

1. Whether CBO received, read and understood the following :

(i) Proposal, (What to be done)

Yes/No

(ii) Agreement Document (role and responsibilities for

implementation and follow-up),

Yes/No

(iii) Community Procurement Manual(how to purchase

materials, services etc)

Yes/No

(iv) Community Financial Manual (how to keep accounts for

expenditure related to IGA, how to make payments, what and how

documents to be submitted to SPMU etc).

Yes/No

2 Whether CBO received the cheque book from their Bank

Yes/No

3 Write name of Bank, Branch, branch code IFSC Code for RTGS and account

number of CBO

Bank : Branch :

Branch Code : IFSC Code :

Account Number :

4 Whether Purchase Committee has been formed? if yes, provide the

list of members.

Yes / No

Name of the Member :

Each

member

understood

their role

1.

Yes/No

2.

Yes/No

3.

Yes/No

4.

Yes/No

5.

Yes/No

6.

Yes/No

5 Whether Social Audit Committee IGA has been formed? If yes, (1)

Provide list of members with position and (ii) role and

responsibilities of this committee :

Each

member of

the

committee

understand

their role.

Name

Position/background

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1. Yes/No

2. Yes/No

3. Yes/No

4. Yes/No

5. Yes/No

6. Yes/No

7. Yes/No

8.

Yes/No

(ii) Role & Responsibilities of Social Audit Committee

6 Any meeting/orientation of members (Social Audit Committee) was

held / done?

Yes/No

7 Present BookKeeping system of CBO is up-to-date?

Yes/No

8 Preparation and submission of simple operational plan (provide

number of days) of IGA

Step I

Step 2

Step 3

Step 4

Step 5

Sub Activity

No of

days

9 When the work will start?

10 When the work will complete?

11 On which sub-activities community contribution will be utilized?

12 Formulation of sustainability/business continuity plan along with a

statement on social capital formation, investment cycle and

consequent enhancement of CBO’s corpus :

_______________________________________________

Signature with date of CBO functionaries (at least two)

--------------------------------------------------------------------------------------

Comments / observation of consultant NGOs (if any)

Name & Signature of NGO Coordinator with date

--------------------------------------------------------------------------------------

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Procedure to be followed for Income Generation Activities (EPA) :

1. Adherence to community procurement manual and community financial manual

respectively are mandatory for the contracted /CBOs

2. In case of purchase beyond Rs.5000/-, procurement of goods and services to be done

using National Shopping Procedures.

3. Any payment beyond Rs.5000 is required to be paid in cheque.

4. The CBO is required to put up a Sign Board at the worksite.

5. NGO is required to assist respective CBOs to maintain the detail accounts of IGA

along with bills, vouchers, tender documents, quotations, muster roll and etc. as per

normal accounting norms

6. In case of release of first instalment the CBO is supposed to submit the following to

SPMU:-

a. Photocopy of the front page of the bank pass book as well as the last

transaction page, cancelled blank cheque. Photocopies should depict clearly bank

name, branch name, IFSC code, account holders name, account no.

b. Photocopy of the resolution of CBO to undertake the activity

c. CBO’s application stating clearly its own name, bank name, bank account no.,

contact details of CBO, request for amount to be released

d. NGOs forwarding letter in endorsement of CBO’s application

7. Release of successive tranches may be taken up once the following documents were

submitted:

o CBO application to SPMU where it should mention that it had completed the work as

per business plan and terms of contract - duly certified by consultant NGO

o Note on clear ownership of SPMU financed items procured or infrastructure created

coupled with sustainability and obsolescence factors by the CBO.

o Resolution of the Purchase Committee

o Certificate of Social Audit Committee that the grant was utilized as per terms of

contract and approved business proposal.

o Photographs with ICZMP’s signature at the place of execution of IGAs - as far as

possible (the same should be done in line with EPA).

o Photocopies of all tender documents, quotations resolutions, comparative statement,

purchase/ work order, bills, vouchers, CBO’s bank pass book and cash book

highlighting the transactions that were actuated to the SPMU.

o Bank reconciliation statement, receipts payments account and income expenditure

account

o Filled in Template for Assessment on Thematic Area – Dry Fish Business

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All the aforementioned documents originating from CBO should be signed and stamped

by the signatories of the tripartite contract from concerned CBO’s and NGO’s end. In

case those signatories are not available then senior functionaries from the concerned

CBO’s and NGO’s end may act accordingly as a special case.

8 Unspent amount if any should be refunded to SPMU immediately by cheque after

completion or non- completion of specified work. The grant money can’t be

utilized other than the contracted work component.

9. CBO and the consultant NGO are required to cooperate and with the visiting

teams from NPMU, SPMU, the World Bank, Internal Auditor and Procurement

Auditor of SPMU during field visit as well as in submission of documents and

consequent verification of the same.

10 Work Certification to be done based on the following:-

Validation of the financial documents by the financial wing of SPMU

Social Audit Committee Report

Report from Gram Panchayat Pradhan or Sansad member that the activity has

been done

Comments of the Livelihood Advisor

Consultant NGOs report and authentication of the aforesaid documents

Report from persons of repute attached as community resource person or

otherwise in the office of fisheries extension officer or fish farmer’s development

agency or otherwise or report from higher tier of collectives/ federated bodies

Environmental factors that needs to be adhered to by the contracted CBO/ CBO

members:

Solid wastes generated should be disposed in landfill if not used for biogas

production or combustion.

Improve the process lay out to facilitate cleaning and eliminate wet transport of

wastes, thereby minimizing water consumption

Reduce the stock of by-products for short periods of time only in closed and well-

ventilated place

Keep all working and storage areas clean and hygienic through removal of waste

products immediately from the production line;

Place of drying should be hygienic to the extent possible

Insecticides having adverse impact on health of living being should be avoided.

Cover / shelter even temporary in nature may be provided to the processed fish

meant for drying in order to avoid fecal contamination from insects and birds

Adherence to Environmental, Health, and Safety (EHS) Guidelines of the World

Bank as far as possible and practicable

Stocking or usage of petroleum products, inflammable fuels or other combustible

materials if it necessitates should be done in adherence to the safety norms as

specified within the legal framework that is intertwined with the law of the land.

Hand-note for scripting CBO Owned and Managed Business … · 2015. 9. 28. · Page 1 of 15 CBO...

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Transcript of Hand-note for scripting CBO Owned and Managed Business … · 2015. 9. 28. · Page 1 of 15 CBO...