Pikipiki ya miguu mitatu( Bajaj) iliyotolewa kwa kikundi jijini Dar es Salaam na Plan International
Mashine kutoka kwa Plan Kwenda kwa wadua nchini Tanzania.
Monday, September 26, 2011
UJASILIAMALI NA PLAN KISARAWE.
Pikipiki ya miguu mitatu( Bajaj) iliyotolewa kwa kikundi jijini Dar es Salaam na Plan International
Mashine kutoka kwa Plan Kwenda kwa wadua nchini Tanzania.
PLAN WAENDELEA KUSAIDIA
MAMA akipata maziwa mengi n abora kutokana na pesa aliyopata kutoka katika shirika la Plan international, Picha kwa hisan yao.
PLAN INTENATIONAL YASAIDIA WAJASILIAMALI
MWANZA.
Wanachama kutoka nchi mbalimbali za Afrika na Amerika wanakutana leo katika semina ya majadiliano juu ya maendeleo ya Tanzania na wajasiliamali mbalimbali kwa lengo la kujifunza nini Tanzania inafanya hususani katika Miji ya Mwanza,Mkoa Mpya wa Geita na Kisarawe yanayofanyika katika ukumbi wa hoteli ya Malaika Beach Resort ya Jijini Mwanza.
Akifungua semina hiyo, Mkurugenzi Mkazi nchini ( Country Coordinator), David Muthungu alisema semina hiyo ya siku tatu ina lenga kuwaelemisha wanachama hao mbinu iliyotumika ya shirika hilo kuwasaidia wafanyabiashara ndogo ndogo jinsi ya kutunza fedha na kuzitumia vyema.
Akizungumza na waandishi wa habari mara baada ya ufunguzi wa semina hiyo, Muthungu alisema mafunzo hayo yanashirikisha washirika kutoka nchi za Tanzania ambao ndio wenyeji, Kenya, Uganda, Malawi, Ethiopia, Misri, Senegal, Zambia, Ghana, Malawi an Amerika.
"Tuko hapa kwa lengo la kujifunza jinzi gani shirila la PlanTanzania limeweza kupanua mtandao wake na kusaidia wajasirimali nakubadilishana mawazo ya kazi za nchi na nchi ili kuweza kusadiana kiuchumi na kuwaletea waafirika wote kipato bora kwa wnanchi hao na kutunisha mitaji yao na kuwafundisha jinsi ya kutunza fedha na kujisaidia wao wenyewe'; Alisema Muthungu.
Shirika hilo lisilo la kiserikali linalojihusisha na huduma za kijamii limeanza miradi yake kwa mara nyingine tena ili kuiwesha jamii kupata maisha bora kwa kushirikiana kwa kutoa huduma ambayo ni jnjai abora kwa maendeleo ya wananchi kuwasidia katika miradi yao mbalimbali ambapo tayari wametoa vyereani,pikipiki za miguu mitatu( Bajaj), ufugaji wenye kuleta tija, wnajifunza juu ya yan kujifunza juu ya masuala inayofanywa na ufahulu wao katika kusaidia wajasiliamli nchini Tanzania.
Alisema zaidi ya vikundi 1500 vimepata mikopo ya zaidi ya Dola za kimarekani 530,000 ili kuleta uwezo wa wananchi kwa baadae kujiendeleza kuwafundisha na kujiendeleza wenyewe kwa kubuni mradi wanaoupenda wenyewe na ambao wanaweza kuona utawapatia kipato cha haraka.
Wanachama hao kesho watakuwa katika ziara kuangalia miradi mbalimbali ya wajasiliamali jinsi gani vikundi hivyo wanajishughulisha.
MWISHO.
Wanachama kutoka nchi mbalimbali za Afrika na Amerika wanakutana leo katika semina ya majadiliano juu ya maendeleo ya Tanzania na wajasiliamali mbalimbali kwa lengo la kujifunza nini Tanzania inafanya hususani katika Miji ya Mwanza,Mkoa Mpya wa Geita na Kisarawe yanayofanyika katika ukumbi wa hoteli ya Malaika Beach Resort ya Jijini Mwanza.
Akifungua semina hiyo, Mkurugenzi Mkazi nchini ( Country Coordinator), David Muthungu alisema semina hiyo ya siku tatu ina lenga kuwaelemisha wanachama hao mbinu iliyotumika ya shirika hilo kuwasaidia wafanyabiashara ndogo ndogo jinsi ya kutunza fedha na kuzitumia vyema.
Akizungumza na waandishi wa habari mara baada ya ufunguzi wa semina hiyo, Muthungu alisema mafunzo hayo yanashirikisha washirika kutoka nchi za Tanzania ambao ndio wenyeji, Kenya, Uganda, Malawi, Ethiopia, Misri, Senegal, Zambia, Ghana, Malawi an Amerika.
"Tuko hapa kwa lengo la kujifunza jinzi gani shirila la PlanTanzania limeweza kupanua mtandao wake na kusaidia wajasirimali nakubadilishana mawazo ya kazi za nchi na nchi ili kuweza kusadiana kiuchumi na kuwaletea waafirika wote kipato bora kwa wnanchi hao na kutunisha mitaji yao na kuwafundisha jinsi ya kutunza fedha na kujisaidia wao wenyewe'; Alisema Muthungu.
Shirika hilo lisilo la kiserikali linalojihusisha na huduma za kijamii limeanza miradi yake kwa mara nyingine tena ili kuiwesha jamii kupata maisha bora kwa kushirikiana kwa kutoa huduma ambayo ni jnjai abora kwa maendeleo ya wananchi kuwasidia katika miradi yao mbalimbali ambapo tayari wametoa vyereani,pikipiki za miguu mitatu( Bajaj), ufugaji wenye kuleta tija, wnajifunza juu ya yan kujifunza juu ya masuala inayofanywa na ufahulu wao katika kusaidia wajasiliamli nchini Tanzania.
Alisema zaidi ya vikundi 1500 vimepata mikopo ya zaidi ya Dola za kimarekani 530,000 ili kuleta uwezo wa wananchi kwa baadae kujiendeleza kuwafundisha na kujiendeleza wenyewe kwa kubuni mradi wanaoupenda wenyewe na ambao wanaweza kuona utawapatia kipato cha haraka.
Wanachama hao kesho watakuwa katika ziara kuangalia miradi mbalimbali ya wajasiliamali jinsi gani vikundi hivyo wanajishughulisha.
MWISHO.
TRAINING OF IMA FROM PLAN INTERNATIONAL
Sponsored by Plan Tanzania
CODERT Tanzania
TRAINING GUIDE FOR FIELD OFFICERS & DEVELOPMENT WORKERS
SEPTEMBER 2011
David Lusenga, Edward S. Santos and CODERT Program staff
Table of Contents: Page
Preface............................................................................................................ 4, 5
. List of Acronyms................................................................................... .. 6
1.0. Introduction .................................................................................... 7
2.0.MODULE 1: The Essence of IMA establishment ......................... 7,8,9
2.1. The rationale and benefits of the VSLA umbrella organization [IMA]
2.2.IMA Functions
3.0. MODULE 2. IMA Formation .......................................................... 9,10
4.0.MODULE 3. IMA Organization Structure .................................... 10,11
4.1. The administration committee.
4.2.Economic and Planning committee
4.3. Agricultural technology transfer committee
4.4.Gender, children and HIV Committee
5.0.MODULE 4. IMA Leadership [The Management Committee] .... 11,12
5.1. The IMA Chairperson
5.2.The IMA secretary
5.3. The IMA Treasurer
5.4.Other leaders are the chairpersons to the Agricultural and Input Committee and the Chairperson to the Gender, Women, Children and HIV Committee
5.4.1. The IMA General Assembly
5.4.2. The IMA launch
5.4.3. Elections
5.4.4. The delegates
6.0.MODULE 5. The IMA constitution ............................................................. 13,14
6.1. Policies for Social Fund, share purchase and loans disbursement
6.2.The Insurance Fund
6.3. The Training fund
6.4.The Investment and Development Fund
6.5.Children’s Fund
6.6.Agricultural and In-put fund
6.7. Share purchase rules
6.8.Lending rules
6.9.The IMA kit
7.0. MODULE 7. First share purchase meeting and first loan disbursement meeting 14,15
7.1. Loan repayment and share purchase meeting
7.2. IMA Share-out
7.3. The role of the village agent
7.3.1. VA Payment
7.3.2. Trainings
7.4. IMA institutions of sustainability
Annex 1. Constitution.................................................................................... 16 -23
Annex 2. IMA loan request form ................................................................ 24
Annex 3. IMA report form............................................................................ 25
Annex 4. IMA Data collection sheet ......................................................... .. 26
Annex 5. Criteria for an effective IMA ............................................................ 27
Annex 6. Table of individual..................................................................... i
Annex 7. Organization structure.............................................................. ii
“IMASAFI? JENGA UWEZO NA UHAI!”
BUILDING CAPACITY AND SUSTAINABILITY
Preface
The IMA training guide has been ostensibly designed to provide guidance to both the FO’s and VA’s who in the work projects will be required to facilitate the establishment of IMA’s.
Establishing of IMA is quite fascinating and challenging as it involves a lot of advocacy on the issue. IMA establishment involves the merging of people’s resources for a common cause.
IMA calls for a joint effort and willingness by professionals, technicians and experts within different VSLA to bring their act together in order to achieve realistic development.
The training of IMA will squarely be the role of the VA after the facilitating agency and the partner organization have phased out. It is imperative for the FO to thoroughly groom the VA in every aspect of IMA development stages.
As you will notice, most of the VSLA’s in village level would have matured by the time they join. The procedures for share purchases, social fund and other funds contribution and loan repayment in both the VSLA and IMA are similar. The same procedures will be applied in the IMA case. It is perceived that the FO, VA and VSLA group leaders are well conversant with these procedures.
Unlike VSLA’s which mostly meet on weekly basis and mostly in VSLA member homes or under tree, the IMA delegates gather in a community or school hall due to their large numbers.
IMA is a collection of groups in a village or a ward who will be represented by delegates during IMA functions. The delegates from the VSLA’s are the chairperson, secretary, treasurer and one ordinary member on rotating basis.
The IMA should consist of a minimum of 5 VSLA groups and a maximum of 30 VSLA groups at village or ward level. IMA play much bigger roles than VSLA’s since they dwell much on joint projects and investment. In rural areas IMA tends to invest in agri-projects such as food processing, honey and milk processing, crop farming, forestry, livestock keeping, poultry keeping and others. More importantly IMA provides VSLAs with an additional investment opportunity through buying of share that are invested in lending activities which is very yielding in terms of profits to both IMA and VSLA.
In urban based IMA the core activities are lending which has very high returns. Rural IMAs have a sense of community responsibility and have initiated OVC funds to assist the most vulnerable children.
Unlike the VSLA’s where the focus is more on outputs and procedures, the IMA case is more focused on training.
The FO and the VA put more emphasis on training in order to achieve IMA targets and objectives. The FO and VA should arm themselves with training manuals on leadership management skills, business management skills which have been provided by the facilitating agency.
Mostly, IMA provides its own funds for training therefore the facilitating agency should not be wary of training budget.
The facilitating agency should identify training needs for these IMA and develop relevant training manuals.
Since IMA is an enormous body. It may be necessary to have an office.
The FO, VA and IMA central committees should make sure that all the four IMA committees are functional for they are the core pillars of IMA without which IMA functions will be rendered useless. However committee set up will vary from one IMA to another due to geographical variations and differing needs, with urban IMA preferring three committees (no agricultural activities). The management, economic and planning and gender, children and HIV committees only whereas rural based IMA will include the Agricultural and input committee making them four (4). The FO and the VA should focus their training to these committees to make sure that they are functional.
IMA is a unique VSLA component which requires the Leaders and the CRPs to possess leadership skills. This annex will help the FO and the CRPs to impart the IMA Management Committee with these skills
Writers:
David Lusenga - Project Manager CODERT – GEITA
Edward S.Saramba - Field Supervisor CODERT - GEITA
FO’s - CODERT – GEITA 2011
List of Acronyms:
AMCOS………………….Agricultural Marketing Cooperative Society
BDS……………………….Business Development Services
CBOs …………………….Community Based Organizations
CODERT ……………….Community Development and Relief Trust
CRPs………………………Community Resource Persons
FAAB …………………….Farming as a Business
FO ………………………...Field Officer
GA ………………………..Government Authorities
IGAs ………………………Income Generating Activities
IMAs ……………………..Input marketing Associations
MVCs …………………….Most Vulnerable Children
NGOs ……………………Non Governmental Organizations
SACCOS…………………Savings and Credit Cooperative Society
SPM ……………………..Selecting Planning and Management of IGAs
VA ………………………. Village Agent
VSLAs …………………. Village savings and Loan Associations
MIS ...........................Management Information System
1.0. INTRODUCTION
The Input Marketing Association (IMA) approach strength lies in “unity”, there are many examples of how social institutions have worked together to achieve collective objectives. The strategies which pivot on unity have been adopted by even business entrepreneurs that may be competitors of each other.
IMA is a powerful means of achieving social change through collective action by changing the balance of power. The tactics and strategies employed by the CODERT and Plan field staff are similar to the processes of leadership including timing the issue, deliberate planning, getting the attention of the populace, framing the issue in terms of the desired solution, and shaping the terms of the decision-making process.
The IMA model helps to bring out many voices to add collective power and strength to an issue. It is a key part of an overall strategy to make VSL group sustainability as well as sustainable changes in a community that are widely felt, and that reflect the wishes of the people who are directly affected by various social problems including poverty, hunger, discrimination and ill health. This requires the facilitator to not only listen and be responsive to the community, but also to help community residents develop the skills necessary to address their own issues in a collective manner and in an ongoing way. Collective community self assessment, planning, marketing, agricultural technology transfer, rising of insurance funds and social capital are some of such focused areas of the IMAs establishment. For example, embarking on collective marketing minimizes operational cost, enhancing deeper research into the marketing and apart from ensuring desirable exchange of information, technology and management skills boosts expertise leading to conducive atmosphere for the consolidation of solidarity.
This IMA training and establishment guide provides a wider picture on how IMA is formed and established as a sustainable community based institutions to leverage the development and other social related responsibilities which is not covered at VSL group levels. The FOs or development practitioners can step by step synthesize a logical order to be applied to establish the IMA and make a follow-up the beneficial functions and roles of IMA at a given community.
Therefore, IMA fits in other development program sectors such as education, health as well as social obligations like care and support to MVCs. which create synergy to other development interventions.
2.0. MODULE 1: The Essence of IMA establishment
After having successfully established VSLA’s, the FO is tasked to create an Apex commonly known as the Input Marketing Association [IMA] at village or ward level. The IMA will be made up of 5 to 30 successful VSL groups which are past the first cycle and are now independent. The FO will be responsible for both training and supervision and he/she reports to the Supervisor concerning IMA progress.
The FO will provide expertise training to the IMA committees and the Village Agent to ensure that each department performs its roles for the well being of the members. IMA being an apex, it will be very much important for the FO to cooperate with government officials who are very helpful in contributing to IMA growth, competence and sustainability in service provision. The government’s officers comprise of local admistrators, Agricultural Extension Officer, Fisheries, Health, forest Extension Officers and the community Development Officer. The FO will on more than one occasion ask these officials to extend technical training and knowledge to the IMA especially during trainings, workshops and seminars.
After a year of training and supervision, the FO will make sure that the IMA is registered and in full scale position to initiate and operate income generating activities and also render community services like child care and also in addressing environmental concerns and financial remittance to VSLA’s and linkages to other financial institutions to extend and leverage the financial services to members.
2.1. The rationale and benefits of the VSLA umbrella organization [IMA]
· There are greater chances of collective marketing throwing up desired results in the context of community organizing
· The community members through IMA have collective targets and objectives something which also boosts up the experience of sharing resources among them by embarking on collective marketing
· The objective of all IMA development in plan endeavors is poverty reduction
· It is cost effective and convenient to train the VSLA’s leaders since they have a common meeting date and venue, rather than rotating in individual VSLAs.
· It is easy to provide linkage mechanisms and monitoring the methodologies of the linkage
The apex [IMA] has the following benefits to the project and the communities:
· It provides synergy to other Plan’s program sectors like livelihood-sector i.e. agricultural development and income through promotion of Business Development Services [BDS] and crop marketing
· The IMA stands as an entry point/conduit for other interventions
· It enhances a sense of unity and cooperation among VSLA’s group members
· The IMA is an important community tool for networking, external and internal linkages for the purpose of learning, innovation and creativity for the betterment of the VSLA group members
2.2. IMA Functions
IMA will demonstrate a bigger role in providing sustainability for the VSLAs. However this will depend on the creative ability of the FO, VA and the management committee.
The functions of the IMA are as follows:
1. To provide hassle free loans to VSLAs. The loans can be from external or internal sources. The loans should not be tied to many obstacles. The IMA should strive to reach external financial linkages like banks, SACCOS, local authorities and NGOs
2. To support VSLA’s development programs and projects.
Since IMA is a VSLA component, it is imperative for it to encourage VSLA’s to initiate investments. Not only is the IMA required to provide loans, but through advocacy and capacity building seminars, workshops and trainings. The IMA should make use of the availability of Agricultural extension officers to give technical help to the VSLA members who have invested in agriculture.
The IMA should see into it that VSLA’s have work plans and development road maps.
3. To look for Affiliations which will help the IMA realize its objectives.
4. To initiate community based efforts to assist vulnerable groups like children, youth women and the aged people who are poor. The members of the community should not just sit and wait for donors.
5. To offer technical support to VSLAs on matters concerning trade, agriculture and hands on skills.
6. To provide funds for trainings and seminars .IMA is a unique platform for running advocacy and capacity building campaigns, seminars, trainings and workshops without much financial burden on the donors since the IMA provides its own funds.
7. To enhance good governance and leadership skills, business management skills to VSLA members through trainings.
8. To explore and utilize all the available economic opportunities within its disposal especially natural capital like land, minerals, livestock and water.
9. To provide an avenue for raising HIV awareness campaign among VSLA members and advocate for behavior change.
10. To provide financial services to VSLA’s.
3.0. MODULE 2. IMA Formation
The Input and Marketing Association [IMA] an apex organization to VSLA’s made up of 5-30 VSLAs at village or ward level which save together and take loans from the savings or from external linkages and to innovate, initiate and promote joint economic projects.
IMA is trained by the FO in its formative stages which takes a consecutive 6 weeks of close follow-up, and thereafter by the Village Agent after being groomed by the FO.
After having formed successful VSLAs, the FO invites the VSLA group leaders to introduce and orient the IMA concept and how the methodology works. The FO tasks the group leaders to tell their members about the intended formation of IMA. The FO and the VA will hence forth move from one group to another and advocate for the establishment of the IMA. The FO and the VA should clearly explain and orient the motives of IMA establishment and what they intend to gain from the IMA and significant of the project.
The FO and the VA will organize for a venue, date, place and invite all VSLA members and the local administrators for the launch.
Just like the formation of VSLAs, the IMA management and subsequent committees are trained their roles and functions on a practical basis, bearing the curriculum and guidelines of the IMA training guide.
4.0. MODULE 3. IMA Organisation Structure
The IMA consists of 4 committees. Each committee consists of 5 members including the Chairperson, Secretary, Treasure and two ordinary members with various closely related functions. The VSLA’s leaders are the representative to the Organization board and the committee of the IMA.
The IMA is comprised of the following functional committees which offer the services to the VSLA’s and the community at large.
4.3. The administration committee.
This is comprised of all the VSLA’s Chair persons, the VA and the Secretaries. The committee’s main function is to oversee the administrative functions of the IMA and is charged with the supervision of the share purchase meetings, other meetings and conflict management in both IMA and VSLAs. The committee is chaired by the IMA Chairperson who by virtue of election becomes the first among equals.
The committee is trained in leadership skills and good governance and on behalf of members search for external linkages, enters into contracts, approves or disapproves projects and is the main custodian of the IMA assets and upholds the constitution. Other function is to identify training needs and authorize the use of IMA funds for seminars, trainings, and allowances and entertainment.
The committee is also responsible for receiving and replying correspondences.
4.4. Economic and Planning committee
The main function of the committee is providing business development services, technical assistance to VSLA’s. Supervise the loans disbursement; loan repayment .The committee members are trained and skilled in selecting planning and management of income generating activities .The committee is comprised of all the VSLA’s treasurers. The committee’s chairperson is the IMA treasurer. The committee is also charged with budget preparation.
The committee is the IMA think tank in innovating suitable ideas that can lead to the economic growth of the IMA for the benefits of its members and sustainable services to the community members at village or ward level.
4.5. Agricultural technology transfer committee
The committee main function is to acquire proper farming methods and farm input availability. This committee will only suit village based IMA because it is where agriculture activities are carried out. In urban based IMA the committee functions suits the requirement of the members in relation to technological requirement which is likely to uplift the productivity of the members.
The committee’s chairperson is a VSLA member with wide experience in agricultural extension services
4.6. Gender, children and HIV Committee
This committee plays the role of providing education and awareness on the 7 cross-cutting issues of Gender education and HIV awareness raising and prevention and is also charged with women and children welfare.
The committee is chaired by a VSLA member who is an expert in gender and children’s issues and health issues among others.
5.0. MODULE 4. IMA Leadership [The Management Committee]
IMA is managed by the management committee which is comprised of the following:
5.7. The IMA Chairperson
The chairperson is elected by the members from among the VSLA’s chairpersons and the second winner automatically becomes the vice chairperson
5.8. The IMA secretary
The IMA secretary is elected by the members from among the the VSLA’s secretaries and the second winner automatically becomes the Assistant Secretary. The secretary and the Assistant are also secretaries to the Administration Committee.
5.9. The IMA Treasurer
The IMA Treasure is elected by the members from among the VSLA’s treasurers
5.10. Other leaders are the chairpersons to the Agricultural and Input Committee and the Chairperson to the Gender, Women, Children and HIV Committee
5.10.1. The IMA General Assembly
The IMA General Assembly is the highest decision making organ of the IMA. The GA is comprised of all VSLA members who are IMA members. The GA is responsible for the election of office bearers and their removal in case there is dissatisfaction with their performance. The GA determines the value of the share, the percentage of the interest to be charged and also in the writing of the IMA constitution, its endorsement and adoption.
5.10.2. The IMA launch
The GA will elect the office bearers in elections supervised by the FO and the VA .The local administrators will be the numerical officers. The GA will also set the share value and percentage rate of the interest to be charged.
The GA will also identify the meeting venue and set the date for monthly or bi-monthly meeting
5.10.3. Elections
The FO will explain the purpose of establishing the IMA to the GA and the invited guests. There after the FO will give the invited Local leaders a few minutes to address the GA. The FO will review the qualities needed for each position and the work that each person is chosen needs to do. The qualities and functions are similar to those which are applicable to VSLA’s management committees. The GA will agree on the voting pattern to adopt during the election.
After the elections, the new office bearers will be officially introduced to the Local administrators and each one of them given a few minutes to thank the GA and the invited guests.
The FO will then hand over the meeting procedures to Chairperson who will give a vote of thanks and postpone the meeting .The Chairperson will announce the date, venue and time for the next months share purchase and loan disbursement meeting.
5.10.4. The delegates
The FO will then inform the GA that it will convene again in the next annual meeting where it will hold new elections at the beginning of the second cycle. Until then their interests will be represented by the delegates.
Each group will be represented by the Chairperson, Secretary, Treasurer and one member who is not a member of the groups Management Committee selected by the members on rotational basis. The Chairperson, Secretary, Treasurer are automatic representatives due to their positions.
The delegates will on every share purchase meeting, remit their group’s shares, interests, loan repayments, social fund contribution, fines and any other contributions to IMA. The delegates will also borrow on behalf of the group and they will be the group’s guarantors and be held responsible for failure to remit loans repayment, interests, social fund contribution and any other contribution on time.
The delegates meeting can choose to meet every month or bi-monthly. Therefore each group will have 4 representatives in every meeting
6.0. MODULE 5. The IMA constitution
The FO, the VA and the Management Committee will meet before the next delegates meeting to develop the constitution draft. The draft will then be presented to the delegates for deliberation and amendments. Each group will take a copy of the draft to the members who will study the draft. Each group will add its own views on the draft. In the next delegates meeting, the member’s views will be taken for consideration by the management committee.
The management committee will then prepare a final draft which it will take to the delegates for adoption on behalf of the VSLA’s.
6.11. Policies for Social Fund, share purchase and loans disbursement
The FO, VA and The Management committee will meet for the purpose of developing a set of rules outlining the modalities to be adopted by the IMA concerning how the VSLA’s will save by buying shares, manner of borrowing, repayment ,social fund contributions and other funds.
6.12. The Insurance Fund
The IMA insurance fund pays for the dues of the loan left behind by a deceased member.
6.13. The Training fund
The Training fund carters for the training needs of the IMA and the fund pays for the VA allowance, facilitators allowance ,purchase of training materials, venue hiring, travel allowance for study trips etc.
6.14. The Investment and Development Fund
The IDF will carter for identified projects earmarked for investment purposes like poultry keeping, food processing, farming, grain and livestock purchase etc
The IDF will also carter for IMA development like office renting or construction, furnisher purchase and others. The fund will also carter for administrative purposes
6.15. Children’s Fund
The IMA will have a special fund to carter for the needs of the vulnerable child like purchasing for them uniforms and assisting in school fee payment.
6.16.Agricultural and In-put fund
If the IMA is rural based and would like to incorporate agriculture among its investment, then it will create the fund to carter for seeds, insecticides, fertilizers and farm labor.
The amount of contribution to these funds will be proposed by the Managing Committee and approved by the delegates on behalf of members. Each individual VSLA member will contribute a certain amount to the funds.
6.17. Share purchase rules
A VSLA can only buy 1-5 shares per meeting. By purchasing shares the VSLA saves in the IMA. Each individual VSLA group will decide the number of shares it wants to buy. Then every member will contribute equal amount of money.
6.18.Lending rules
Unlike group’s shares which are kept for some weeks, IMA shares are immediately issued as loans after the purchase meeting. The lending rules are similar to those of the VSLA’s .That is 3 times of each groups shares and each loan will have a service charge. However in IMA, the repayment period lasts 6 months.
6.19.The IMA kit
Just like a VSLA, the IMA possesses a lockable box containing all necessary accessories for share purchase.
These policies and rules will be incorporated in the constitution.
7.0. MODULE 7. First share purchase meeting and first loan disbursement meeting
At this meeting, every group is represented by their delegates who will remit the group’s shares. The delegates will also submit minutes from the group authorizing them to borrow on behalf of the group. The minutes will have to bear more than half of the member’s signatures. The minute will also show the amount to be borrowed and the names of esteemed borrowers and indicate the amount of loan each will take.
The delegates will also be accompanied by special IMA form detailing the loan request and containing the names of esteemed borrowers and their signatures also included is a clause stating that the guarantors of the will be the group officials
The meeting procedures are just similar to those outlined earlier for the VSL by the FO and the VA. The sitting arrangement is also similar.
7.20. Loan repayment and share purchase meeting
This meeting will not be different from the previous meetings; apart from that the delegates will be remitting the loans and the last service charge. The procedures will just be the usually ones. The groups will now be free to borrow fresh loans.
7.21. IMA Share-out
The procedures for IMA pay-out are similar to those practiced in the VSLA. Only the shares are paid out .The other funds will remain IMA property and are never refunded to a member who wishes to leave the apex.
Each individual VSLA through the delegates will take their shares for a replication of the exercise in their own groups. The new cycle will begin again and new members can be registered and any member who wishes to leave can do so.
7.22. The role of the village agent
The FO will groom the VA to supervise the IMA activities even after the program will have phased out. From the first VSLA group formation, the FO will have imparted the VA with ability, skills and wealth of experience to run the IMA. The FO will reduce the training load and spend much of his/her time supervising the VA.
7.22.1. VA Payment
In a similar manner the VSLA’s do on the VA payment, the IMA will be responsible to pay the VA fee for training and auditing fee at the end of the cycle. Since IMA’s require a lot of training the VA engagement with IMA will be of permanent basis.
7.22.2. Trainings
Since much of the meeting procedures are similar to those of the VSLA’s, the FO and the VA will spend much of their time and concentrate on training the IMA on Leadership and management roles and conflict resolution. Other training will base on general business management skills covering topics such as selecting, planning and managing of income generating activities [SPM], farming as a business [FAAB]
It is only through constant training that the FO and the VA will create a strong, organized and a motivated IMA leadership
7.23. IMA institutions for sustainability
Some of the institutions IMA can establish for sustainability and reliable sources of loans
With the assistance of the local leaders, the FO, VA and the Management Committee, the IMA can establish a CBO or AMCOS.
Annex 1. Constitution
Part 1: How the Group will govern itself
1. BASIC INFORMATION ON THE IMA Constitution formulation
Name of the IMA…………………………………………………………
Address…………………………………………………………………....
Date and year of formation………………………………………………
Date and year of official registration………………………………………………………………
11. OBJECTIVEOF THE GROUP …..……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..
111. MEMBERSHIP REQUIREMENTS
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
1V.WITHDRAWAL PROCEDURE
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
V.LENDING PROCEDURES TO MEMBERS [GROUPS]
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
VI.MEMBERS [GROUPS] RIGHTS
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
VII.GROUPS COMMITMENT TO IMA
How the members will dedicate there commitment towards realizing the IMA objective
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
Part 2 Leadership [who will be the group leaders, what will be their roles and responsibilities]
1. QUALITIES OF THE IMA CHAIRPERSON
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
11. CHAIRPERSONS RESPONSIBILITIES
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
111. QUALITIES OF THE IMA SECRETARY
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
1V. RESPONSIBILITIES OF THE IMA SECRETARY
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
V. QUALITIES OF THE IMA TREASURER
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
V1. RESPONSIBILITIES OF THE IMA TREASURER
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
V11. QUALITIES OF THE CHAIRPERSON TO THE AGRICULTURE AND INPUT COMMITTEE
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
VIII. RESPONSIBILITIES
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
1X. QUALITIES OF THE CHAIRPERSON TO THE GENDER, CHILDREN AND HIV COMMITTEE
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
Part 3.Roles and functions of the IMA Committees
i. THE ADMINISTRATION COMMITTEE
Composition of the committee [leaders]
1…………………………………………………………………………………………….
2…………………………………………………………………………………………….
3……………………………………………………………………………………………..
Roles and functions of the committee
1……………………………………………………………………………………………
2……………………………………………………………………………………………
3……………………………………………………………………………………………..
4……………………………………………………………………………………………..
ii. THE ECONOMIC AND PLANNING COMMITTEE
Composition of the committee [leaders]
1………………………………………………………………………………………….....
2……………………………………………………………………………………………..
Roles and functions of the committee
1……………………………………………………………………………………………
2……………………………………………………………………………………………
3…………………………………………………………………………………………….
iii. AGRICULTURE AND INPUT COMMITTEE
Composition of the committee
1………………………………………………………………………………………………
2……………………………………………………………………………………………….
3……………………………………………………………………………………………….
Roles and function of the committee
1……………………………………………………………………………………………..
2……………………………………………………………………………………………..
3……………………………………………………………………………………………..
Vi .THE GENDER, CHILDREN AND HIV COMMITTEE
Composition of the committee
1……………………………………………………………………………………………….
2……………………………………………………………………………………………….
3……………………………………………………………………………………………….
Roles and functions of the committee
1……………………………………………………………………………………………..
2……………………………………………………………………………………………..
3……………………………………………………………………………………………..
V. COMPOSITION OF THE MANAGEMENT COMMITTEE
1………………………………………………………………………………………………
2………………………………………………………………………………………………
3………………………………………………………………………………………………
4……………………………………………………………………………………………….
5……………………………………………………………………………………………….
6……………………………………………………………………………………………….
Roles and functions of the committee
1………………………………………………………………………………………………
2……………………………………………………………………………………………….
3……………………………………………………………………………………………….
4…………………………………………………………………………………………….....
Part 4. ELECTION PROCEDURE
1………………………………………………………………………………………………
2……………………………………………………………………………………………….
3………………………………………………………………………………………………
4……………………………………………………………………………………………….
11. REMOVAL OF OFFICERS FROM THEIR POSITIONS BETWEEN ELECTIONS
Reasons and the procedure for removal
1……………………………………………………………………………………………….
2……………………………………………………………………………………………….
3……………………………………………………………………………………………….
4……………………………………………………………………………………………….
111. MEETINGS
List down the name of meeting and the quorum required
1……………………………………………………………………………………………….
2……………………………………………………………………………………………….
3……………………………………………………………………………………………….
1V.MEMBERS LEAVING THE IMA
Manner of leaving
1………………………………………………………………………………………………
2……………………………………………………………………………………………….
3……………………………………………………………………………………………….
V. EXPULSION FROM IMA
Reasons for expulsion
1……………………………………………………………………………………………….
2……………………………………………………………………………………………….
3……………………………………………………………………………………………….
V1. FINES
List down the offences and the amount to be charged for each offence
1……………………………………………………………………………………………...
2……………………………………………………………………………………………….
3……………………………………………………………………………………………….
4……………………………………………………………………………………………….
Etc
V11.AMENDMENT TO THE CONSTITUTION
List down the number of delegate required for amendment to the constitution and how the amendment will be proposed
1……………………………………………………………………………………………….
2……………………………………………………………………………………………….
3……………………………………………………………………………………………….
Part 5. EXTERNAL LINKAGES [FINANCIAL LINKAGES]
List down the manner to which the IMA will be linked to external financial lenders like banks, Saccos, NGO’s, Local Councils etc
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
11. WAYS VSLA’s WILL ACCESS THESE LOANS
List down the procedure through which the VSLA’s will follow to borrow this money and the interest to be charged
1…………………………………………………………………………………………….
2……………………………………………………………………………………………..
3……………………………………………………………………………………………
4………………………………………………………………………………………….....
111. INTERNAL LOANS
These are loans whose origin is the loan fund through share purchases and service charge and other IMA income but not from the social fund and other funds. List down the procedure of accessing this loan by the VSLA’s
1…………………………………………………………………………………………
2…………………………………………………………………………………………..
3…………………………………………………………………………………………….
4……………………………………………………………………………………………
1V. LOANS REPAYMENT PROCEDURE
List down the names of positions of VSLA’s leaders responsible for remitting the loan repayments to IMA both internal and external loans
1………………………………………………………………………………………..
2………………………………………………………………………………………….
3……………………………………………………………………………………………..
4……………………………………………………………………………………………
5………………………………………………………………………………………….
V. BANK ACCOUNTS
List down the names of bank accounts the IMA will operate and the signatories to these accounts
1……………………………………………………………………………………………..
2……………………………………………………………………………………………
3……………………………………………………………………………………………
4……………………………………………………………………………………………..
V1.PROCEDURE FOR MONEY WITHDRAWAL
Explain whether there will be any minutes and the number of delegates required to legalize the transaction
Part 6. Services offered by the IMA to VSLA’s.
1. SAVINGS
List down the number of shares to be purchased and the purchase price
1……………………………………………………………………………………………
2…………………………………………………………………………………………….
3………………………………………………………………………………………….....
11. LENDING
List down the maximum amount a VSLA can borrow, the length of the loan and the service charge
1……………………………………………………………………………………………
2…………………………………………………………………………………………….
3……………………………………………………………………………………………
4……………………………………………………………………………………………
111. THE SOCIAL FUND
List down the amount of contribution to the social fund for each group [mark you the IMA social fund acts like an insurance fund for the VSLA’s incase a member dies with an IMA loan]
1……………………………………………………………………………………………..
2……………………………………………………………………………………………
3……………………………………………………………………………………………
4……………………………………………………………………………………………..
VI..IMA DEVELOPMENT FUND
List down the amount of contribution for each VSLA
1……………………………………………………………………………………………
Functions of the loan
1……………………………………………………………………………………………..
2……………………………………………………………………………………………..
3……………………………………………………..4………………………………..
V11. AGRICULTURAL INPUT FUND
List down the amount of contribution for each VSLA
1…………………………………………………………………………………………
Functions of the fund
1……………………………………………………………………………………………
2……………………………………………………………………………………………
3……………………………………………………………………………………………
4…………………………………………………………………………………………….
V111.EDUCATION FUND
List down the amount of contribution for each VSLA
1……………………………………………………………………………………………
Functions of the fund
1……………………………………………………………………………………………
2……………………………………………………………………………………………
3…………………………………………………………………………………………….
4……………………………………………………………………………………………
1X. CHILDREN ‘S FUND
List down the amount of contribution for each VSLA
1……………………………………………………………………………………………
Functions of the fund
1…………………………………………………………………………………………
2…………………………………………………………………………………………..
3…………………………………………………………………………………………….
Part 7. IMA ASETS
List down how the IMA assets will be shared among the VSLA’s upon dissolution of the IMA [including debts]
1…………………………………………………………………………………………….
2……………………………………………………………………………………………..
3……………………………………………………………………………………………..
4………………………………………………………………………………………….....
BOARD OF TRUSTEES
List down the composition of the Board of trustees, their roles and functions to the IMA
1…………………………………………………………………………………………….
2……………………………………………………………………………………………..
3……………………………………………………………………………………………..
4……………………………………………………………………………………………..
5……………………………………………………………………………………………..
6……………………………………………………………………………………………
AFFLIATIONS
List down if the IMA will be affiliated to external organization and the objectives of affiliation
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
Members’ signatures (VSLAs’ representatives)
1. Name…………………………………………………….. Signature …………………….
2. Name …………………………………………………… Signature ……………………
3. Name …………………………………………………… Signature ……………………
4. Name …………………………………………………… Signature ……………………
5. Name …………………………………………………… Signature ……………………
6. Name …………………………………………………… Signature ……………………
7. Name …………………………………………………… Signature ……………………
8. Name …………………………………………………… Signature ……………………
9. Name …………………………………………………… Signature ……………………
10. Name …………………………………………………… Signature ……………………
11. Name …………………………………………………… Signature ……………………
12. Name …………………………………………………… Signature ……………………
13. Name …………………………………………………… Signature ……………………
14. Name …………………………………………………… Signature ……………………
15. Name …………………………………………………… Signature ……………………
Leadership skills:
IMA is a unique VSLA component which requires the Leaders and the CRPs to possess leadership skills. CODERT has developed training manuals to help the FO and the CRPs to impart the IMA Management Committee with these skills. These training manuals are part of this training guide and should be in the FO or CRP briefcase.
Annex 2.
IMA LOAN REQUEST FORM FOR VSLAs
Name of VSLA …………………………………
Postal address ………………………………..
Date ……………………………………………..
To
The IMA Secretary
Name of IMA ...………………………Village………………………Ward………………….
REF: LOAN REQUEST OF TSHS..............................................................
The above named VSLA is requesting a loan of Tshs.................................
for the following VSLA members
| Name of the borrower | Activities for which the loan is being requested for | Amount | signature |
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The VSLA has stood as guarantors for the above mentioned borrowers and will be responsible for defaults in accordance with IMA regulations and the laws of the land.
Names and signature of the group leaders and VSLAs members who are the guarantors to the above
| Names of guarantors | Designation | Signature |
| 1. |
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Annex 3.
IMA REPORT FORM
NAME OF IMA ……………………………………………………………………………………………..
VILLAGE ……………………………………………………………………………………………………..
WARD …………………………………………………………………………………………………………
DISTRICT/COUNTY OR SUB-COUNTY ……………………………………………………………….
DATE ………………………………………………………………………………………………………………
VALUE OF SHARES (ONE SHARE) ………………………………………………………………………
TOTAL VALUE OF SHARES TO DATE …………………………………………………………………...
VALUE OF INSURANCE FUND (SOCIAL FUND) …………………………………………………….
TOTAL VALUE OF THE INSURANCE FUND (SOCIAL FUND) ………………………………………
TOTAL VALUE OF OTHER FUNDS …………………………………………………………………………..
TOTAL VALUE OF ALL COLLECTIONS …………………………………………………………………….
NAMES OF VSLA IMA MEMBERS
| NO. | NAME OF GROUP | NUMBER OF MEMBERS | M | F | FHH | NUMBER OF SHARES | VALUE OF SHARES | INSURANCE SOCIAL FUND |
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Prepared by …………………………………………………………… signature ………………………………
Designation ……………………………………………………………………………….
FO/VA whenever applicable
Annex 4.
IMA DATA COLLECTION SHEET
Prepared by: …………………………………………………………………………………
Name of IMA ……………………………………………………………………………………
Village …………………………………………………………………………………………….
Ward/Location …………………………………………………………………………………
District /County ……………………………………………………………………………….
Date of collection data …………………………………………………………………….
| No. | Information | Amount |
| 1. | Date for cycle beginning |
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| 2. | Number of VSLAs at the start this cycle |
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| 3. | Date of visit |
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| 4. | Number of VSLAs on day of visitation |
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| 5. | Number of months this cycle |
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| 6. | Number of VSLAs to date |
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| 7. | Mixed groups |
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| 8. | Number of Women in the VSLAs |
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| 9. | Number of men in the VSLAs |
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| 10. | Value of share to date |
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| 11. | Number of borrowers |
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| 12. | Number of present borrowers |
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| 13. | Value of loans to date |
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| 14. | Value of un-repaid loans whose time has elapsed |
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| 15. | Value of present loans |
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| 16. | Saving in Banks, Sacco’s |
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| 17. | Total value of savings in the social fund and other funds |
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| 18. | Value of IMA assets |
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| 19. | Value of IMA assets at visitation |
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| 20. | Value of IMA debts |
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| 21. | Percentage rate of interest |
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| 22. | Number of VSLAs assisting most vulnerable children |
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| 23. | Number of vulnerable children assisted by VSLAs |
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| 24. | Value of loans IMA has borrowed from its investments |
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| 25. | Value of loans from external linkages |
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| 26. | Value of loans (which IVSLAs borrowed) that have not been cleared to the day of share-out |
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| 27. | Date of share-out |
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| 28. | Value of all IMA shares |
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| 29. | Price per share |
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Annex 5:
CRITERIA FOR EFFECTIVE AND SUSTAINABLE IMA
| No | CRITERIA | ACTUAL SCORES | SECURED SCORES |
| 1. | It should have a constitution | 5 |
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| 2. | It should have 4 committees | 5 |
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| 3. | The roles and functions of the committees well understood by the IMA members. | 5 |
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| 4. | It should possess Education fund, insurance and IMA development fund | 5 |
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| 5. | It should adhere to the constitutional meeting timetable | 5 |
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| 6. | 50% of leaders should be women | 5 |
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| 7. | Members should purchase shares | 5 |
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| 8. | It should have Income Generating Activities (IGAs) | 5 |
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| 9. | It should have a work plan and budget for each planned activity | 5 |
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| 10. | It should have a secretariat e (office) | 5 |
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| 11. | It should maintain good relations with its member VSLA, government officials and the facilitating agency | 5 |
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| 12. | It should have a training fund | 5 |
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| 13. | It should have a memorandum of understanding with every stakeholder | 5 |
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| 14. | It should adhere to the principles of good governance | 5 |
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| 15. | It should cooperate with other IMAs | 5 |
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| 16. | It should have a demonstrative farm | 5 |
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| 17. | It should be officially registered and possess a bank account | 5 |
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| 18. | It should have community-based social responsibilities like taking care of vulnerable children | 5 |
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| 19. | It should be affiliated to the facilitating agency | 5 |
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| 20. | It should have proper record management system | 5 |
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| 100% |
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i. Annex 6.
TABLE OF INDIVIDUAL VSLA IMA MEMBERS AS AT: …………………………………………………
NAME OF IMA …………………………… WARD: ………………………… DATE OF MEETING: ……………………… TIME: ………….…
| NO. | NAME OF VSLA | NO. OF SHARES | TOTAL SAVINGS | INTEREST EARNED TO DATE | GROSS SAVINGS | LOAN | OTHER FUNDS | NET EARNINGS |
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| 16. |
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BEGINNING DATE AT THIS CYCLE …………………………… INSURANCE FUND ……………………………..
(SOCIAL FUND)
PRICE PER SHARE ………………………………......... EDUCATION FUND ……………………………….
OTHER FUNDS ………………………………….. AGRICULTURAL INPUT FUND …………………
Note: Annex 3, 4 and 5 are always attached as single forms during data collection and handed over for MIS reporting
ii. Annex. 7
OGANIZATION STRUCTURE OF IMA
Ward/Village advisory team of technical people A groups chairpersons and Secretaries Secretary Committee for Technology and Agricultural input Accountant Agricultural Specialist Marketing committee Administration Management Committee Planning and Economic Committee Farmers and economic groups’ leaders Groups’ Accountants Resource persons and innovative people in the community Community Agriculture trainers
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