first steps towards a fair-trade inspired management system steps... · project and its...

First steps towards a

fair-trade inspired management system

Technical assistance to DBM-project ‘Jatropha project in Macha, Zambia’

Technical assistance to DBM-project ‘Jatropha project in Macha, Zambia’| September 2012

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Colofon

Date 13th September 2012

Status final

This study was carried out in the framework of the Netherlands Programmes

Sustainable Biomass by

Name organisation Partners for Innovation BV

Contact persons

With input from

Peter Vissers, Saskia de Lint

Renos Siachaya, BEM Zambia

Although this report has been put together with the greatest possible care, NL Agency does

not accept liability for possible errors.

(Clockwise: bigger Jatropha plants at BEM, Jatropha fruits produced at BEM, BEM’s manager

with farmer family in front of Jatropha hedges of the outreach programme, offices of Macha

Works and BEM)


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Contact

Netherlands Programmes Sustainable Biomass

Sietske Boschma, Ella Lammers

NL Agency

NL Energy and Climate Change

Croeselaan 15, 3521 BJ Utrecht

P.O. Box 8242, 3503 RE Utrecht

The Netherlands

Email: [email protected], [email protected]

Phone: +31.88.6022569

www.agentschapNL.nl/biomass

Partners for Innovation BV

Peter Vissers, Saskia de Lint

Partners for Innovation BV

Cruquiusweg 20

1019 AT Amsterdam

The Netherlands

Email: [email protected], [email protected]

Phone: +31.20.6200511

www.partnersforinnovation.com

mailto:[email protected]


http://www.agentschapnl.nl/biomass


http://www.partnersforinnovation.com/


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Preface

This report documents the results of the technical assistance to DBM-project ‘Jatropha project in Macha, Zambia’. The technical assistance concentrated on helping the team of the Bio-Energy Macha (BEM) farm to develop and set up a fair-trade inspired system for their farm activities. The main part of the work was done upfront, during and after the mission to Macha which took place between 7 and 16 January 2012. The report describes the main results of the work and annexes the deliverables produced in relation to the technical assistance.

Acknowledgements

The preparation of this report would not have been possible without the support and efforts of a number of individuals and institutions. We would like to thank everyone involved for his or her cooperation. We are particularly grateful to the team of BEM and Macha Works for the very valuable discussions about the BEM project and its sustainability aspects: Otzbert Kasokola, Clare Kakusulo, Renos Siachaya, Yasa Luo Chisanga and Dick Uyttewaal. We wish to thank in addition Maartje op den Coul and Sietske Boschma of NL Agency as well as Arjen Brinkmann of Brinkmann Consultancy who guided the works on behalf of the Dutch Global Sustainable Biomass Fund.

List of abbreviations

AGNL Agentschap NL (NL Agency)

BEM Bio-Energy Macha

DBI Duurzame Biomassa Import (sustainable biomass import)

DBM Duurzame Biomassa Mondiaal (global sustainable biomass)

Q Quarter

SPO Small Producer Organisations


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Index

Colofon—2 Contact—3 Preface—4 Executive summary—7

1 Introduction—9 1.1 Background—9 1.2 Aim—9 1.3 Approach—9 1.4 This report—9

2 Results—10 2.1 Overall result—10 2.2 BEM’s fair-trad e inspired system—11 2.3 The roadmap towards BEM's fair-trade inspired system—12 2.4 The structure for the BEM business plan—13 2.5 The BEM direct effect questionnaire—13

3 Appendices—15 A1 Site visit programme—16 A2 BEM fair-trade inspired system set-up—17 A3 BEM fair-trade inspired system roadmap—36 A4 Drafts for the BEM farmer deal and the BEM farmer logbook—38 A5 Structure for a BEM business plan—40 A6 BEM direct effects questionnaire—46


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Executive summary

First steps towards a fair-trade inspired management system

This report documents the results of the technical assistance to DBM-project

‘Jatropha project in Macha, Zambia’. The technical assistance concentrated on

helping the team of Bio-Energy Macha (BEM) to develop and set up a fair-trade

inspired system for their farm activities.

The main part of the work was done upfront, during and after the mission to

Macha which took place between 7 and 16 January 2012. The work was done by a

mixed African-European team (agroforestry graduate Renos Siachaya,

agroforestry student Yasa Luo Chisanga, and sustainability certification specialist

Peter Vissers) that reported to the management of BEM (Otzbert Kasokola and

Clare Kakusulo) and to Macha Works NL representative Dick Uyttewaal.

The main result is that the BEM management and BEM team have developed a

clearer view on how sustainability certification principles can help the BEM

business to move forward. This result was achieved by individual and group

discussions with the members of the BEM management and the BEM team.

Inspiration was taken from ‘IT'S WILD!’ which is a Zambian brand of organic,

value-added processed products that come from small-scale farmers who live with

wildlife. The ‘IT’S WILD’ products are available throughout Zambia including in the

Macha Works restaurant in Macha.

BEM decided to strive towards a fair-trade inspired system to deal with the

environmental, social and financial challenges of their activities. The fair-trade

standard was chosen because it is (i) internationally accepted, (ii) appropriate for

the local context with small scale farmers and organisations with limited

management capacity and (iii) opportunity driven with a mix of social, economic

and environmental requirements. BEM considered that striving towards fair-trade

certification was not realistic as the BEM is a bottom-up initiative which is still far

from being in compliance with fair-trade rules.

During the technical assignment, the outline for the fair-trade inspired BEM system

was developed. For each requirement of the fair-trade standard, it was determined

whether this requirement is necessary in the specific situation of BEM, and, if so,

how this requirement can be implemented in an effective way with the lowest

administrative burden possible. The implementation of the system was designed

through 14 hands-on instruments that form the backbone of the fair-trade inspired

system. Some of these instruments are already in place (such as farmer visits and

farmer videos) and require a limited extension. Others are new and require a

limited effort of the BEM management and BEM team.

A roadmap towards implementation of the system was also developed. In the first

weeks after the site visit, drafts were produced for the farmer deal and the farmer

logbook. Afterwards, however, it appeared difficult to move forward because of the

important reorganisation of Macha Works that was taking place and that brought

the organisation in turbulent waters. In June 2012 it was decided in consultation


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with NL Agency to document the work done and to finalise the assignment for the

time being, in the hope that the work can be used at a later stage.

Deliverables produced:

1. BEM fair-trade inspired system set-up

2. BEM fair-trade inspired system roadmap

3. Drafts for the BEM farmer deal and the BEM farmer logbook

4. Structure for a BEM business plan

5. BEM direct effects questionnaire


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1 Introduction

1.1 Background

NL Agency manages the DBM and DBI programmes. More than 40 biomass

projects have received financial support through these programmes. NL Agency

has put in place a technical assistance facility for these projects to assist them

with direct effect assessments and certification processes. The DBM-project

‘Jatropha project in Macha, Zambia’ was selected for support under this facility.

Bio-Energy Macha (BEM) started their Jatropha project in 2009. BEM was set up

under the Macha Works Foundation that empowers local individuals since 2003,

and that has gained international recognition with its empowerment approach.

BEM created a Jatropha nursery and planted a 2.5 km2 Jatropha field. BEM also

started an outgrower programme with local farmers. Soya bean and groundnut

plots were planted to increase agricultural diversity and broaden income sources.

BEM’s aim is to experiment with agricultural and bio-energy crops in order to

develop into a local hub for agricultural production and research.

NL Agency selected Partners for Innovation for technical assistance to BEM.

Partners for Innovation is a consultancy involved in the development of renewable

energy in emerging and developing countries, with an extensive track record in

sustainability assessments, carbon footprints and pre-certification services

1.2 Aim

The aim of the technical assistance was as follows:

1. Prepare BEM for sustainability certification ;

2. Collect data on direct and indirect effects of the project.

1.3 Approach

The technical assistance was planned to include two site visits with limited

activities upfront, in-between and after the visits. The first site visit took place in

January 2012. Focus was on getting acquainted with the local team and their

project needs, defining ambitions regarding sustainability certification, setting out

strategies, and starting implementing these strategies. The work was done by a

mixed African-European team (agroforestry graduate Renos Siachaya,

agroforestry student Yasa Luo Chisanga, and sustainability certification specialist

Peter Vissers) that reported to the management of BEM (Otzbert Kasokola and

Clare Kakusulo) and to Macha Works NL representative Dick Uyttewaal. The

outcomes of this visit were wrapped up in February and March 2012. The detailed

site visit programme is included as Appendix A1.

A second visit should have taken place end of March 2012. However, this visit was

first postponed and then cancelled because of the turbulent reorganisation of

Macha Works, going on in this period.

1.4 This report

This report documents the work undertaken. The main results are described in

chapter 2 while the deliverables produced are included in appendices A2 to A6.


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2 Results

2.1 Overall result

The main result is that the BEM management and BEM team have developed a

clearer view on how sustainability certification principles can help the BEM

business to move forward.

This result was achieved by individual and group discussions with the members of

the BEM management and the BEM team. Inspiration was taken from COMACO, a

non-profit company that produces ‘IT'S WILD!’, a Zambian brand of organic,

value-added processed products that come from small-scale farmers who live with

wildlife. The ‘IT’S WILD’ products are available throughout Zambia including in the

Macha Works restaurant in Macha.

Text box 1: the story of IT’S WILD! products

“Good for Zambia! Good for you!” The IT'S WILD! food products are produced locally in

Zambia, and benefit rural farm families in Luangwa Valley and other COMACO areas. Sales of

IT'S WILD! foods go into supporting conservation farming and provides the financial support

for the payment of conservation dividends to participating, compliant farmers. In the remote

area called the Luangwa Valley, this new COMACO model was initiated to save wildlife and

habitat and to reduce poverty and hunger among the thousands of poor farmers who share

this valley with elephants and other wildlife. The model is now expanding to other selected

areas in Zambia (www.itswild.org).

In contacts with COMACO it appeared, however, that Macha was beyond the

geographic area for which COMACO ensured funding. BEM therefore decided to use

the ‘Fair-trade Standard for Small Producer Organisations’ (SPO) of Fairtrade

International as a model to learn from and to adapt it to the Macha Works context

in order to deal with the environmental, social and financial challenges of BEM’s

activities. The fair-trade standard was chosen because it is:

1. internationally accepted;

2. appropriate for the local context with small scale farmers and organisations with

limited management capacity;

3. opportunity driven with a mix of social, economic and environmental

requirements.

BEM also concluded that being ‘fair-trade inspired’ is a realistic aim while being

‘fair-trade certified’ is not, for two reasons:

1. BEM does not aim to enter international markets, so a fair-trade certificate does

not add value and does not give access to fair-trade premium prices;

2. BEM is a bottom-up initiative which is still far from being in compliance with

fair-trade rules.

http://www.itswild.org/


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2.2 BEM’s fair-trade inspired system

During the technical assignment, the outline for the fair-trade inspired BEM system

was developed. For each requirement of the fair-trade standard, it was determined

whether this requirement is necessary in the specific situation of BEM, and if so,

how this requirement can be implemented in an effective way with the lowest

administrative burden possible (see appendix A2 for the system layout).

The system, as designed, covers most of the environmental, social and economic

aspects that are addressed in the fair-trade SPO standard. The implementation of

the system was designed through 14 hands-on instruments that together form the

backbone of the fair-trade inspired system (see Table with instruments A to N).

Some of these are connected to instruments that were already in place (such as

farmer visits and farmer videos) and require a limited extension. Others are new

and require a limited effort of the BEM management and BEM team.

Table 2: instruments for the implementation of the BEM fair-trade inspired system

Instrument Explanation

A. Deal BEM-farmer Stipulates the main rights and obligations of

farmers and BEM. Includes requirements regarding

BEM-farmer cooperation, nature conservation,

school attendance of farmer children, etc etc.

B. Farmer annual meetings Exchange of best practices between farmers and

BEM

C. Farmer visits On-site support and best practice training

D. Farmer videos Visual support on best practices, also available on

the Internet

E. Farmer radio programme Promotion of the system (‘being proud of it’).

Continuous discussion on its implementation.

F. BEM farmer logbook Simple tool to keep track of events and quantities

at farmer level

G. 3-page description of

BEM’s fair-trade inspired

system

Description of how the system works. Description of

the roles and responsibilities of the different actors

of the system

H. 10-points BEM’s fair-

trade inspired system

Summary of the main features of the system, ready

for broad communication among the actors and

stakeholders of the system.

I. List of BEM chemicals List of chemicals authorised to use with the BEM

system and for which health & safety data sheets

are available.

J. BEM system risk

assessment

Ex-ante assessment of the effectiveness of the

requirements. Identification of implementation risks

and appropriate mitigation measures.

K. Spray team instruction Instruction for spray team on how to use chemicals

L. Surveys (agronomy,

biology/species)

Surveys undertaken by university students that

help BEM to generate knowledge on specific fair-

trade aspects and on the system’s effectiveness.

M. Business plan Plan of the BEM and its farmers on how the BEM


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Instrument Explanation

business should develop. Yearly update and

discussion on how it actually develops.

N. System update Yearly review of the system and its instruments

with the aim to strengthen what works and get rid

of what not works.

2.3 The roadmap towards BEM's fair-trade inspired system

A roadmap towards implementation of the system was developed. The main idea

was that Renos would work with Peter to produce the most important additional

instruments in Q1 2012 and that these instruments would be presented for

discussion and finalisation to Otzbert and Clare during the second visit, at the end

of Q1 2012. Start of the implementation was foreseen in Q2 2012. This roadmap is

included in appendix A3.

In the first weeks after the visit drafts were produced for the farmer deal (A) and

the farmer logbook (F). These drafts are included in appendix A4. Afterwards,

however, it appeared difficult to move forward because of the important

reorganisation of Macha Works that was taking place and that brought the

organisation in turbulent waters. In June 2012 it was decided in consultation with

NL Agency to document the work done and to finalise the assignment for the time

being, in the hope that the work can be used at a later stage.

How and when the work will be used in future, depends on a number of factors.

Two of these factors are in our view:

1. Agronomic and financial success. BEM is still in its infancy while Macha Works is

crossing a turbulent stage. Jatropha has not given the expected yields; cash crops

such as groundnuts and soya beans may help to generate additional income. The

fair-trade system can help the BEM to be successful, since it is based upon proven

models to generate business success in consultation with communities and

farmers. A precondition, however, for a sound fair-trade inspired system is

business success. BEM is working on this and considers that becoming an

agricultural and bio-energy hub working with and for farmers may be such a

model. BEM aims to develop this in a bottom-up process just as other Macha

Works activities.

2. Knowledge and long-term motivation. BEM has developed an outline for a fair-

trade inspired system and is building up knowledge by doing so. The system must

be extremely light because of the limited resources of the BEM and scalable for

future situations. The system as designed allows doing so. Long-term motivation is

vital for a successful system. In the beginning, motivation should come from

visionary people inside BEM and Macha Works (‘we want a fair-trade inspired

system because it helps us being successful’), from their key stakeholders (chiefs,

church, communities etc) as well as from donor and funders investing in the

community development. In the long run, the motivation should come from people

inside the BEM (‘we have a fair-trade inspired system that has helped us being

successful, we are proud of this system, it continues to help us to be successful’).


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2.4 The structure for the BEM business plan

One of the needs expressed by the BEM management and the BEM team was to

better define the economic vision on how BEM could move from a subsidised start-

up business towards a self-sufficient hub for agronomic and bio-energy products

and services.

Renos and Peter developed an outline for a business plan as well as an

introduction to this business plan (see appendix A5). Outline and introduction were

presented to the BEM management. It was decided that the work done was

enough as input for further work on business plan development, planned for Q2

2012 as part of the roadmap.

2.5 The BEM direct effect questionnaire

NL Agency requested information on direct and indirect effects of BEM activities.

Renos and Peter filled in the questionnaire and submitted it to NL Agency. Direct

effects of the BEM farm and its farmers are anticipated to have a positive social, a

positive economic and a low environmental impact, to be confirmed when BEM

comes to speed. Indirect effects of the BEM farm are considered to be low because

the BEM farm land was uncultivated before transformation and because the BEM

farm aims to grow food crops next to bio-energy crops. Indirect effects of the BEM

outreach programme with small farmers are unknown yet, because this

programme is still in its infancy and because there is no information available

about the former use of the small plots that farmers used for the BEM activities.

The conclusions is also that BEM addressed, or plans to address, 14 of the 15

economic, social and environmental impact aspects defined by NL Agency. Only

one of the 15 aspects – undertaking a detailed greenhouse gas balance – was

considered a bridge too far for BEM. Table 3 summarises and explains the answers

of the direct and indirect effect assessment. The full questionnaire is included in

Appendix A6.

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Table 3: summary of the answers to the direct and indirect effects questionnaire for the BEM farm and BEM farmers

Aspects Addressed Planned or

ongoing

Not addressed

and not planned

Explanation

1. Greenhouse gas balance Making a full GHG balance for the BEM does not add value, and is hence not foreseen.

2. Carbon stock change Carbon stock change was addressed: the land converted for the BEM farm was low in

carbon. It will be further addressed in instructions to the BEM farmers.

3. Biodiversity The BEM farm is not located in a known biodiversity sensitive area. Biodiversity will be

addressed in instructions to the BEM farmers. A biodiversity survey is foreseen but has

low priority since high conservation values are not expected.

4. Soil quality Instructions for farmers are foreseen, as well as a soil characterisation at the 250ha of

the BEM farm.

5. Water quality No irrigation used. Further actions are deemed unnecessary in the local context.

6. Air quality There will be instructions for local farmers in order to encourage re-use of residues

instead of burning them

7. Land rights A lease contract was signed for the land of the BEM farm. No other measures are

required in the local context.

8. Impact on local economy So far BEM had a limited positive local impact. This impact will grow if BEM develops

into a successful business. A formal impact assessment is not foreseen.

9. Well-being of local

population and employees

Capacity building and well-being of local communities are core values of BEM. BEM aims

to implement a health & safety package focussing on chemicals.

10. Long-term financial

viability

Elaborating a strategic business plan is planned, as one of the requirements of BEM’s

fair-trade inspired programme.

11. quantities of biomass

produced

BEM is monitoring the quantities produced.

12. classification of biomass

as waste / residues

The main activity of BEM is producing agricultural crops. BEM has plans to use

agricultural residues for biogas production.

13. indirect effects of the

project

BEM produces food crops and foresees positive effects on food security. Other indirect

effects are anticipated small. Documenting this is not in BEM’s priorities.

14. stakeholder consultation

processes

Stakeholder consultation is done on a quarterly basis in the board of Macha Works in

which key stakeholders have their representatives.

15. certification BEM aims to implement a fair-trade inspired management system in order to deal well

with its economic, environmental and social challenges.

16. other issues Not applicable

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3 Appendices

A1 Site visit programme

A2 BEM fair-trade inspired system set-up

A3 BEM fair-trade inspired system roadmap

A4 Drafts for the BEM farmer deal and the BEM farmer logbook

A5 Structure for a BEM business plan

A6 BEM direct effects questionnaire


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A1 Site visit programme

Saturday 7 January 2012

Arrival

Sunday 8 January 2012

Getting acquainted with Macha and Macha Works

Monday 9 January 2012

Interviews with BEM workers and BEM management to gain insight into where the

BEM farm stands in terms of sustainability aspects, to better define the

assignment, and to align the needs of BEM and NL Agency. Visit of the BEM

plantation.

Tuesday 10 January 2012

Continued interviews. End of the day: group discussion with the BEM team and the

BEM management. It appears that there are two needs which are vital: support for

the establishment of a quantitative business plan (main orientation: profit) and

support for the establishment of a sustainability certification inspired system (main

orientation: balancing people planet and profit aspects).

Wednesday 11 January 2012

Setting up a structure for the business plan.

Thursday 12 January 2012

Visit of 3 farmers in the outreach program of the BEM, with the BEM team.

Friday 13 January 2012

Morning: discussion of the structure for the business plan with the BEM

management. It was agreed that this structure was sufficient for BEM to pick this

up themselves. It was also decided to focus on the roadmap towards a

sustainability certification inspired system. Works then started to define this

sustainability certification inspired system and to develop the roadmap towards

this system.

Saturday 14 January 2012

Continued work on the system and its roadmap. A fair-trade inspired system was

designed, and a roadmap towards this system developed. In the evening system

and roadmap were presented to the BEM managers Otzbert and Clare, who agreed

with the overall set up. It was decided that Renos would work out the fair-trade

inspired system, with help of Peter, and that this system would be discussed and

finalised during the next visit scheduled for late March.

Sunday 15 January 2012

Private activities

Monday 16 January 2012

Departure


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A2 BEM fair-trade inspired system set-up

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Fairtrade requirements and their need for the BEM farm and farmer programme: DRAFT BEM

Fairtrade standard requirement Fairtrade standard guidance Needed Justification Way to implement

3. Production

3.1 Management of Production Practices

3.1.1 You must inform and explain to your members the environmental and

labour requirements in the Production chapter.

You could keep a list of members that grow Fairtrade products, and identify the

activities that have been implemented to raise awareness about the intention and

the meaning of the requirements in this chapter.

Yes Info to farmers and workers is

crucial for the success of the

outreach programme

This will be addressed in:

B. farmer annual meetings,

C. farmer visits,

D. farmer videos,

E. farmer radio programme

3.1.2 You must identify which requirements in the Production chapter your

members may be at risk of not complying with.

Risks refer to the probability of members not being able to comply with the

requirements. The information needed to determine risks would most probably

come from knowledge within the community, from your and your members'

experiences or from discussions at the general assembly.

Yes This is a useful exercise because it

provides info on how realistic

requirements are. We'll hence do

so during the design of the

system.

This will be adressed in:

J. BEM system risk assessment

3.1.3 Your identification of risks must be repeated periodically, at a minimum

every 3 years.

The identification could be repeated more frequently if needed. No Not for BEM at present: BEM's

focus is on a system that is

effective but as simple as possible

NA

3.1.4 You must define and implement a procedure to monitor and evaluate the

performance of your members in relation to the requirements in the Production

chapter.

You could obtain performance results by evaluating your members directly or by

encouraging members to evaluate themselves and to provide feedback to you

based on their knowledge of their own situation.

Yes Performance monitoring is

important as it allows to evaluate

the success of the programme

This is coverd by:

F. BEM farmer logbook

3.2 Environmental Protection This section intends to ensure that you and the members of your organization

have agricultural and environmental practices that are safe and sustainable and

that biodiversity is protected and enhanced.

Environmental management This section intends to ensure coordinated action and capacity building among

you and your members to achieve the goal of a sustainable production system.

3.2.1 One person in your organization must be given responsibility to lead the

operational steps required for your organization to comply with the

requirements in section 3.2 Environmental Protection.

The chosen person does not need to have a formal education in subjects such as

the environment or agronomy. This person should be in a position that can

influence decision making at the organizational level.

Yes Clarity on who is responsible for

the compliance with the system is

key for a successful

implementation. This

responsibility lays with Clare, the

manager of the BEM farm and

programme.

This is described in:

G. 3-page description of BEM's

fairtrade inspired system

Pest management This section intends to ensure the safe handling of pesticides, the use of

integrated pest management tools, and aims at reducing the amounts of

pesticides used as much as possible. When pesticide use is necessary, you and

the members of your organization are encouraged to use pesticides that are the

least toxic as economically and technically feasible.

Integrated pest management

3.2.2 You must provide training to your members on the subject of integrated

pest management. Training must include: the monitoring of pests and diseases·

alternative ways to control pests and diseases· preventive measures against

pests and diseases· measures to avoid that pests and diseases build up

resistance to pesticides

Alternative controls refer to methods other than the use of chemical pesticides.

These can include biological controls such as the introduction of natural enemies

or physical controls such as sticky traps to capture pests, as well as other means

that serve to reduce and/or control the population of the pest. Preventive

measures refer to cultivation techniques that may reduce the presence or the

effects of pests. Your members are free to choose suitable measures. These can

include crop rotation, ground covers, mixing compost with the soil, removing pest

infested plants and plant parts and intercropping.

Yes Training on production methods

and pest management is part of

the BEM programme as it helps

farmers to be as productive as

possible.

This is addressed in the farmer

training programme:

C. Farmer visits

D. Farmer videos

3.2.3 Your members must be able to demonstrate that pesticides are applied

based on knowledge of pests and diseases.

Pesticide application decisions based on monitoring can best happen when you

and your members understand which pests and diseases affect your Fairtrade

crop and under which conditions they may put the crop at risk. Monitoring can

include diagrams or sketches showing the distribution of pests and diseases in the

field which could lead to spot pesticide applications.

Yes It is key for farmers to be able to

identify pests and diseases, and

hence be able to fight them.


training programme:

C. Farmer visits

D. Farmer videos

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Safe use and handling of pesticides and other hazardous chemicals

3.2.4 You must provide training to members and workers who handle pesticides

and other hazardous chemicals on the risks of handling these materials and on

how to handle them properly. Training must address: (i) how to store safely,

especially so materials cannot be reached by children (ii) how to understand the

product label and other safety instructions made available by the manufacturer.

Containers should be labelled indicating contents, warnings, and intended uses

(preferably in the original container when possible) (iii) how to handle accidents

and spills when preparing and applying (iv) how to handle and safely dispose of

empty containers, including triple rinsing and puncturing containers (v) intervals

of time when people are not allowed to enter a sprayed area or field without

any personal protection equipment.

Yes Safe use and handling of

hazardous chemicals is important

for farmers and for BEM's spray

team, in order to avoid health and

environmental problems, and a

bad reputation of the BEM farm.


training programme:

C. Farmer visits

D. Farmer videos

3.2.5 You must implement measures to ensure that all people, including

members and workers, wear appropriate personal protective equipment (PPE)

when handling pesticides or hazardous chemicals.

PPE is protective clothing that effectively limits exposure to hazardous chemicals.

PPE includes garments or equipment which cover the arms and legs, footwear

(shoes or boots), a mask when applicable and, if spraying crops above your head,

a hat. Specific garments will vary according to local context. The product labels

may provide further guidance on the type of PPE that should be used when

mixing and applying. Exposure may also be reduced by choosing certain

formulations and modes of application. You can seek advice from the supplier or

manufacturer.

Yes Appropriate PPE is said to be

available for BEM's spray team.

This is in place. The use of PPE will

be addressed in the farmer

training programme:

C. Farmer visits

D. Farmer videos

3.2.6 You must raise awareness amongst all members and workers of the

hazards and risks related to pesticides and other hazardous chemicals, even if

they are not directly handling these materials.

Yes Awareness is key for application

of appropriate measures and

social control on this application.

Awareness raising is part of:

D. farmer video programme

E. farmer radio programme

3.2.7 You and the members of your organization must not apply pesticides and

other hazardous chemicals within 10 meters from ongoing human activity

(housing, canteens, offices, warehouses or the like). A buffer zone of at least 10

meters must be kept unless there is a barrier that effectively reduces pesticide

drift.

The size of a reduced buffer zone may depend on the density of the barrier and

on the spraying or application methods.

Yes A buffer zone for spraying is

important to avoid health and

environmental problems, and to

keep the good reputation of the

BEM farm and farmers.


training programme:

C. Farmer visits

D. Farmer videos

3.2.8 If you and the members of your organization spray pesticides or other

hazardous chemicals from the air, you and the members of your organization

must not spray above and around places with ongoing human activity or above

and around water sources. If spraying is outsourced to subcontractors, you and

the members of your organization must make sure that this requirement is met.

When spraying is done from the air, buffer zones need to be larger than when

spraying from the ground. To guarantee that buffer zones are respected, you

could identify places with human activity, rivers and other water sources on maps

for pilots responsible for the spraying. If it is not possible to avoid spraying over

small rivers or irrigation channels that flow within fields, you can protect them by

planting protective vegetation.

No Not applicable: there is no air

spraying at the BEM farm and

BEM farmers

NA

3.2.9 You must maintain a safe central storage area for pesticides and other

hazardous chemicals. The safe storage area must: (i) be locked and accessible

only to trained and authorised personnel (ii) be ventilated to avoid a

concentration of toxic vapours (iii) have equipment, such as absorbent materials,

to handle accidents and spills (iv) not contain food· contain hazardous materials

clearly labelled and indicating contents, warnings, and intended uses, preferably

in the original container when possible, and (v) contain information on safe

handling (safety sheets)

To further reduce risks you are encouraged to store the least amount of stock as

possible and practical for you, depending on need, season, and distance to

suppliers. It is good practice to keep obsolete materials in your safe storage area

until they can be disposed of safely.

Yes Safe storage is important to avoid

health and environmental

problems, and to keep the good

reputation of the BEM farm and

farmers.

This is partly in place: the door of

BEM farm storage is locked; the

area is ventilated. Partly not: no

information on safe handling of

chemicals in the area. This will be

dealt with in:

K. Spray team instruction.

Safe storage will also be

addressed in:

C. Farmer visits

D. Farmer videos

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3.2.10 Your members must store pesticides and other hazardous chemicals

safely, especially so they cannot be reached by children.

Yes Safe storage is important to avoid

health and environmental

problems, and to keep the good

reputation of the BEM farm and

farmers.

This is in place in the BEM farm:

the door is locked.

3.2.11 Your members must have all pesticides and hazardous chemicals clearly

labelled.

Containers should be labelled indicating contents, warnings, and intended uses

(preferably in the original container when possible).

Yes Safe labelling is key. Use of original containers

addressed in:


3.2.12 Your members must have equipment to handle accidents and spills in the

areas where they prepare or mix pesticides and other hazardous chemicals, so

these do not seep into soil or water. Members must plan spraying in such a way

as to have no or very little spray solution left.

The equipment can be very simple, such as absorbent material. Yes Important to avoid soil pollution Absorbent material to be bought

and used. Addressed in:


3.2.13 You and the members of your organization must not reuse pesticide and

other hazardous chemical containers to store or transport food or water.

Yes Important to avoid accidents with

health

Addressed in:

K. Spray team instruction

3.2.14 You and the members of your organization must triple rinse, puncture

and safely store empty containers. All equipment that has been in contact with

hazardous materials must be cleaned and stored safely.

Store safely means to reduce risk of hazards by keeping away from people,

animals and water sources. Equipment refers to other material that has been in

contact with pesticides, such as personal protection equipment (PPE), filters,

measuring and application equipment. You are encouraged to contact chemical

suppliers and/or local authorities for disposing of these materials. Pesticide and

other hazardous material remnants are covered under requirements related to

storage (see 3.2.9 and 3.2.10).


health

Addressed in:


Choice of pesticides used

3.2.15 You must compile a list of the pesticides that are used on Fairtrade crops

and keep it updated, at a minimum every 3 years. You must indicate which of

those materials are in the Fairtrade International Prohibited Materials List (PML),

part 1, Red List and part 2, Amber List (see Annex 2).

Guidance: You can decide how you gather this information. You are encouraged

to update the list often. The list can be compiled through interviews and informal

communication with groups of members, or by collecting records of use kept by

members. The Fairtrade International PML has two parts, Part 1, the Red List,

which includes a list of prohibited materials and Part 2, the Amber List, which

includes a list of materials which will be monitored and by 2014 decided whether

or not they will be included in the Red List. You are encouraged to abandon the

use of materials in the Amber List.


health and environment

Addressed during system design

in:

I. List of BEM chemicals

3.2.16 You and the members of your organization must not use any of the

materials on the Fairtrade International PML part 1 (Red List) on Fairtrade crops

(see Annex 2). Prohibited materials must be clearly marked not for use on

Fairtrade crops.

Guidance: You may use materials listed on the PML on crops that are not

Fairtrade crops, but you will be asked by auditors for which crops and pests you

are using them. You are encouraged not to use these materials on any of your

crops as they are dangerous for you and the environment.


health and environment

Addressed during system design

in:

I. List of BEM chemicals

3.2.17 By derogation from 3.2.16, you and your members may apply certain

materials from the Fairtrade International PML Part 1 (Red List). You may use

materials only if you have previously requested the use to the certification body

and received permission. This requirement only applies when the certification

body allows the use of a material specified in the Fairtrade International Red List

of Materials by derogation. The certification body may only grant permission for

materials and their scope in the Fairtrade International PML Part 1 (Red List). You

must demonstrate that the use of these materials is minimized and undertaken

only in case of definite need, used under appropriate health and safety

conditions and using advanced techniques. An appropriate plan and record to

substitute these materials must be developed and operated. Evidence of need

must be demonstrated by the producer.

No Not applicable for BEM: only

relevant for operations that aim

to be certified

NA

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3.2.18 You must develop a procedure to ensure that members do not use any

materials on their Fairtrade crops that appear on the Fairtrade International PML

Part 1 (Red List). The procedure must at least include activities that raise your

members’ awareness of the PML.

Guidance: The procedure can describe any series of measures that are effective

for your members. It may also include activities such as keeping and

communicating an updated list of the commercial names of the materials on the

PML Part 1 (Red List), identifying those materials that may be critical to your

members, as well as activities that aim at an exchange of best practices based on

your members’ experiences.

No Not required for BEM: farmers

will only receive and use products

provided by the BEM

NA

3.2.19 You must work toward all members who use herbicides minimizing the

amount they use by implementing other weed prevention and control strategies.

Guidance: Strategies may include activities to avoid favourable growing conditions

for weeds, to bring competition to weeds or to promote alternative control

measures such as mechanical weeding, manual weeding, using herbivores or

biological control.

Yes This is important to avoid high

costs and reduce the

environmental risks.

Addressed in:

C. Farmer visits

D. Farmer videos


Soil and water Soil and water are non renewable resources. Fertile soils and clean and available

water are important for the sustainability of the production system. Soil and

water requirements are applicable to the Fairtrade crops and fields where they

are grown.

Soil erosion

3.2.20 You must identify land at risk of soil erosion and land that is already

eroded in fields where your members plant Fairtrade crops.

No Identification is not needed: the

risk of erosion is the same for all

farmers

NA

3.2.21 You must provide training on practices that reduce and/or prevent soil

erosion to those members of your organization where risk of soil erosion or

already eroded land has been identified.

Guidance: The training may include information on preventive measures to avoid

erosive conditions, remedial actions, establishing groundcovers or other kinds of

vegetation.

Yes Training and awareness is

important to avoid soil erosion.

Land preparation and

groundcovers are addressed in:

C. Farmer visits

D. Farmer videos

Handling fertilizers

3.2.22 You must provide training to the members of your organization on the

appropriate use of fertilizers. This training must include: (i) measures to ensure

that fertilizers (organic and inorganic) are applied in amounts that respond to

the nutrient need of the crop, (ii) measures to safely store fertilizers separately

from pesticides in a way that minimizes risks of polluting water.

Guidance: Nutrient content of soil may be determined by producers based on

their knowledge. If soil samples are sent to laboratories for analysis, the samples

shall represent all cultivated land and be analyzed as often as possible. Cross

contamination between fertilizers and pesticides can lead to crop damage.

However, if the label or the instructions allows mixing, they can be stored

together.

Yes Appropriate use of fertilisers is

important for crop productivity

Fertilizer use is addressed in:

C. Farmer visits

D. Farmer videos

Soil fertility

3.2.23 You must report on measures that you as an organization and your

members have implemented to improve soil fertility.

Guidance: You are free to choose how you report the activities. Measures can

include practices such as crop rotation, intercropping, agroforestry, the use of

ground covers, or incorporating compost or green manures into the soil.

Yes For BEM taking measures on soil

fertility is important, not

reporting.

Maintaining soil fertility is

addressed in:

C. Farmer visits

D. Farmer videos

Sustainable water sources

3.2.24 You must list sources of water used for irrigating and processing Fairtrade

crops.

Guidance: Maps or schemes that show the location of the water sources are

acceptable.

No No need since no irrigation NA

3.2.25 You must keep informed about the situation of the water sources in your

area. In case local environmental authorities or other entities consider that your

water sources are being depleted, or are in a critical situation, or under excessive

pressure, you must engage in a dialogue with the authorities or local existing

initiatives in order to identify possible ways to be involved in research or solution

finding.

Guidance: You may find it difficult to know if a water source is sustainable or if it

has replenishing capacity, but you may monitor the existing knowledge about the

sustainability of the water sources for related information and/or claims with

local authorities, universities or organizations that are working in your region.


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Soil and water Soil and water are non renewable resources. Fertile soils and clean and available

water are important for the sustainability of the production system. Soil and

water requirements are applicable to the Fairtrade crops and fields where they

are grown.

Sustainable water use

3.2.26 You must provide training to the members of your organization on

measures to use water efficiently. This training must include: (i) estimating how

much water is needed to irrigate and/or process Fairtrade crops, (ii) measuring

(or estimating) how much water is extracted from the source, (iii) measuring

how much water is used for irrigation and/or processing, (iv) providing

maintenance to the water distribution system, (v) adopting as applicable,

methods to recirculate, reuse and/or recycle water.


3.2.27 You must handle waste water from central processing facilities in a

manner that does not have a negative impact on water quality, soil fertility or

food safety.

Guidance: Waste water from processing facilities includes water contaminated by

the processing itself and waste water from sanitary facilities. You may define a

plan to monitor the water quality of the waste water discharged from processing

facilities. Such a plan may include: baseline levels of acceptability for waste water

quality, method(s) of analysis of water quality and a specified frequency of

monitoring and means to correct any incidence of contaminants down to

adequate levels. You may install water filtration or other treatment systems in the

processing facilities.

No No need for now since it is not

known yet which processes the

BEM will contain. Will be

adressed with the design of the

BEM processing shed.

NA

3.2.28 You must provide training to your members about waste water and the

health risks it bears as well as on the prevention of risks and treatment methods

of waste water and their implementation.

Guidance: Plans to improve the sanitary conditions at member level could

complement the training.

No As 3.2.27 NA

Waste Reducing, reusing, handling and recycling waste in a manner that is appropriate to

the respective materials reduces risks from hazardous waste and leads to an

improvedenvironment and work place. The waste management requirements in

this Standard are applicable to the fields where Fairtrade crops are grown.

3.2.29 You must ensure that your members keep their farms free of hazardous

waste.

Guidance: You may explain to your members which waste is hazardous, in which

operations hazardous waste is involved and ways to handle and store hazardous

waste safely.

No No hazardous waste other than

related to pesticides which is

adressed above

NA

3.2.30 You and the members of your organization must have designated areas

for the storage and disposal of hazardous waste. In the absence of appropriate

disposal facilities, small amounts of hazardous farm waste can be burned in a

well-ventilated area away from people, animals or crops. You and the members

of your organization may only burn hazardous waste if it is allowed by local

regulation and all safety recommendations are followed.

Guidance: You may provide central areas for disposal and storage of hazardous

waste so that your members may avoid disposing of them unsafely or store them

indefinitely. You may also contact suppliers and local authorities to help you

identify hazardous materials and better practices to handle and dispose of them.

No AS 3.2.29 NA

3.2.31 You must raise awareness among your members about re-using organic

waste through the implementation of practices that allow nutrients to be

recycled. You and your members may only burn organic waste if it is required by

applicable legislation for sanitary purposes, or it is clearly a more sustainable

practice.

Guidance: Examples of good practices are composting, mulching and using green

manures. Feeding animals with organic waste contaminated with pesticides and

burning organic waste are not sustainable practices. If burning organic waste for

sanitary reasons is undertaken, it should be done in a strictly controlled manner

to minimize risk of wildfires and smoke production. Using organic waste as fuel

could be considered a more sustainable practice.

Yes Using organic waste can be

important to increase productivity

and reduce costs. Burning of

organic waste may lead to

important smokes and wildfires

Appropriate handling of organic

waste is addressed in:

C. Farmer visits

D. Farmer videos

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Genetically Modified Organisms (GMO) Genetically Modified (GM) crops do not contribute to sustainability in the long

run. GM crops increase dependencies on external inputs and discourage an

integrated approach in the production system thus inhibiting resiliency. GM crops

may also have potential negative impacts on human health and to the

environment. GMO requirements in this Standard are applicable to the fields

where Fairtrade crops are grown.

3.2.32 You and your members must not intentionally use genetically engineered

seed or planting stock for Fairtrade crop(s). You must implement practices to

avoid GM contamination in seed stocks.

Guidance: You may evaluate the potential risk of your members to use genetically

modified seed stock and/or planting material. You may establish a program to

raise awareness about the GM species and varieties which are registered in the

country or region and are to be sold as Fairtrade. For species identified as at risk,

you may establish additional measures to avoid use of these seed lots. You may

make a list of GMOs being marketed in the country, by species, trait, and brand

names. You may monitor publicly available lists to know what products are

available on the market as GMOs. For any crops that your members grow that are

of known GMO species you may have a standardized procedure for requiring

documentation, analysis and other non-GMO verification for the seed in

question. In cases where there is a risk of GMO contamination of the FT crop, you

may (i) have a plan to actively seek out and request non-GMO seed, (ii) keep

records that show the distribution of the seed – by farmer name, quantity, lot

number(s) of the seed, brand/source, (iii) check if amount of seed distributed to

the farmer matches theoretical planting density for the stated planted acreage. If

No BEM uses local seeds. There are

no GMO seeds in Zambia

NA

Biodiversity The loss of natural ecosystems is a threat to the sustainability of the production

system because the benefits provided by biodiversity can be lost. These benefits

include enhanced water conservation, soil fertility, potential alternative crops,

hosting of natural enemies, and a reserve of products important to local

communities. Biodiversity and natural habitats can also provide a buffer to

mitigate and adapt to the effects of climate change. Biodiversity requirements in

this Standard are applicable to the whole farm where a Fairtrade crop is grown.

3.2.33 Your members must avoid negative impacts on protected areas and in

areas with high conservation value within or outside the farm or production

areas from the date of application for certification. The areas that are used or

converted to production of the Fairtrade crop must comply with national

legislation in relation to agricultural land use.

Guidance: “Protected areas” refer to areas of land or sea especially dedicated to

the protection and maintenance of biological diversity, and of natural and

associated cultural resources, and managed through legal or other effective

means (IUCN 1994). Protected areas can be public or private biological

conservation areas. You may identify protected areas with the help of local,

regional or national authorities. “Areas with high conservation value” refer to

areas that are worth conserving because they are important on a local, regional

or global scale and which may include social value such as the benefits that an

area provides to a community in terms of its cultural importance or economic

resource. Biological value includes ecosystems or habitats of an endangered

species. These areas can usually be identified through natural vegetation with low

disturbance from agriculture, forestry, industry, urbanism or other. You may

initially identify areas with high conservation value based on available knowledge

within your organization and neighbouring community. You may wish to consult

with elders and people in the community who may have knowledge of the

No There are no national parks near

the BEM farm or near the BEM

farmers; these parks are

hunderds of kms away

NA

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3.2.34 You must report on activities that you or your members carry out to

protect and enhance biodiversity.

Guidance: Members are free to choose how they report their activities to you.

Activities can include: (i) identification of key biodiversity issues in the region and

actions that your members have implemented in order to improve the situation,

(ii) training that you have provided to your members, (iii) agro-forestry systems,

(iv) maintaining and restoring natural ecosystems in areas that are not suitable

for cultivation, and in buffer zones around bodies of water and watershed

recharge areas and between production and areas of high conservation value,

either protected or not, (v) activities to increase ecosystem connectivity by

identifying unproductive sites and buffer zones. You may find valuable knowledge

within your local community regarding further activities. With time you may

benefit from advice by local experts such as authorities, universities or NGOs.

Restoration of ecosystems can take place by actively introducing vegetation or by

passively protecting it to allow regeneration of native vegetation.

Yes BEM farmers are far from

national parks but the

conservation value of the habitats

at the farms and their direct

surroundings are not known. This

info would help to identify the

biodiversity footprint of the BEM

farmers.

This is adressed in:

L. Surveys (agronomy,

biology/species)

3.2.35 You and the members of your organization must maintain buffer zones

around bodies of water and watershed recharge areas and between production

and areas of high conservation value, either protected or not. Pesticides, other

hazardous chemicals and fertilizers must not be applied in buffer zones.

Guidance: Buffer zones in this requirement are intended to protect biodiversity.

Clusters of small farms can be considered a single production site, with buffer

zones at its perimeters only. It is recommended that total use of land for crop

production be avoided. It is also recommended that buffer zones, where feasible,

are connected in order to create ecological corridors. Restoration of ecological

corridors may take place by actively introducing vegetation or by passively

protecting it to allow regeneration of native vegetation. No requirement is made

on minimum distance.

Yes Some of the BEM farmers are

located near water bodies; buffer

zones can then help to protect the

water body habitats.

Creating buffer zones around

water bodies is addressed in:

C. Farmer visits

D. Farmer videos

3.2.36 You and the members of your organization that carry out wild harvesting

of Fairtrade products from uncultivated areas must assure the sustainability and

survivability of the collected species in its native habitat.

Guidance: Wild harvesting implies that the only productive activity in the

uncultivated area is the harvest itself. Any other activities (e.g. clearing paths,

maintaining camps) should be done in a way that minimizes human impact.

Assuring sustainability refers to harvesting in such a way to maintain the species,

maintain availability to other species in the ecosystem that depend on it, and

ensure that the subsequent harvest cycle will provide a comparable quantity.

No Not applicable for BEM: there is

no wild harvesting at present

NA

3.2.37 You must raise awareness among your members so that no collecting or

hunting of rare or endangered species takes place.

Guidance: Initial classification of rare and endangered species may be made by

your members based on their own knowledge. You may want to contact a local

expert on biodiversity who would provide support in identifying rare and

endangered species and in adjusting the initial classification.

Yes The presence of rare or

endangered species at BEM

farmers will be the exception. It is

considered important however to

raise awareness on this point.


A. Deal BEM - farmer

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3.2.38 You must raise awareness among your members so that alien invasive

species are not introduced.

Guidance: Initial classification of alien species may be made by your members

based on their own knowledge. You may want to contact a local expert who could

provide support in identifying alien species and ways in which their introduction

and propagation may be avoided.

No BEM does not use invasive

species: Jatropha, groundnuts,

soya beans

NA

Energy and greenhouse gas (GHG) emissions Agriculture is vulnerable to climate change. It also has the potential to reduce

climate change by reducing emissions, increasing carbon sinks, enhancing

biodiversity and maintaining natural habitats. Strengthening the sustainability of

local production systems by lowering dependencies on external inputs may be an

important way of adapting to climate change. Energy and greenhouse gas (GHG)

emission requirements in this Standard are applicable to the whole farm where a

Fairtrade crop is grown.

3.2.39 In central processing facilities where non-renewable energy is used you

must keep records of energy consumption, take measures to use energy more

efficiently and replace non-renewable sources by renewable ones as far as

possible.

Guidance: Records are intended to help to identify measures and make informed

decisions on how to reduce energy consumption. An example of more efficient

energy use is the adequate maintenance of processing equipment.

No No need for now since it is not

known yet which processes the

BEM will contain. Will be

adressed with the design of the

BEM processing shed.

NA

3.2.40 You must report on practices that you or the members of your

organization carry out to reduce GHG emissions and increase carbon

sequestration.

Guidance: Incorporating green manure in the fields and increasing organic matter

in the soil contribute to the increase in carbon sequestration.

Yes Instructing on practices that

reduce GHG emission is

considered important for the

environmental footprint of the

BEM programme and its

reputation.

Measures such as not choping

down forests, keeping trees in

place, and using green manure

will be addressed in:

C. Farmer visits

D. Farmer videos

3.3 Labour Conditions This section intends to ensure good working conditions for workers. Fairtrade

International regards the core ILO conventions as the main reference for good

working conditions. Workers are waged employees, whether they are permanent

or temporary, migrant or local, subcontracted or directly employed. Workers

include all hired personnel whether they work in the field, in processing sites, or

in administration. Senior managers and other professionals are not considered

workers. If you or one of your members have a completely separate business

unrelated to Fairtrade production, or if you have members that produce only a

non-Fairtrade crop, then the requirements in this section do not apply to that

business or to those members. If you or one of your members own less than 75%

of a production facility then the requirements in this section do not apply. For

technical reasons the certification body may focus on permanent workers during

audits.

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Freedom from discrimination This section intends to prevent discrimination against workers based on the

content of ILO Convention 111 on Discrimination. The Convention defines

discrimination as “any distinction, exclusion or preference made on the basis of

race, colour, sex, religion, political opinion, national extraction or social origin,

which has the effect of nullifying or impairing equality of opportunity or

treatment in employment or occupation” (Article 1). Discrimination is making an

unfair distinction in the treatment of one person over another on grounds that

are not related to ability or merit. This section is applicable to all workers

employed by you and by the members of your organization.

3.3.1 You and the members of your organization must not discriminate on the

basis of race, colour, sex, sexual orientation, disability, marital status, age,

religion, political opinion, membership of unions or other workers’

representative bodies, national extraction or social origin in recruitment,

promotion, access to training, remuneration, allocation of work, termination of

employment, retirement or other activities.

Guidance: Where discrimination is endemic within a sector or region you are

encouraged to address this within the framework of your Fairtrade Development

Plan.

Yes This is considered an important

value at Macha Works and is in

place. It is hence important that

this is also in place at the farmers.



3.3.2 During the recruitment of workers you and the members of your

organization must not test for pregnancy, HIV or genetic disorders.

No This is not done in Zambia NA

3.3.3 You and the members of your organization must not engage in, support, or

tolerate the use of corporal punishment, or mental or physical coercion or verbal

abuse.

Guidance: Where such practices are endemic within a sector or region you are


Plan, for example by developing a written policy and a system to prevent

improper disciplinary practice.

No This is not allowed in Zambia NA

3.3.4 You and the members of your organization must not engage in, support, or

tolerate behaviour, including gestures, language, and physical contact, that is

sexually intimidating, abusive or exploitative.

Guidance: Where such practices are endemic within a sector or region you are


Plan, for example by developing a written policy and a system that clearly

prohibits sexually intimidating behaviour.

Yes It is considered important that

women feel safe in the fields



Freedom of labour This section intends to prevent forced or bonded labour based on ILO

Conventions 29 and 105 on Forced Labour. “Forced or compulsory labour shall

mean all work or service which is exacted from any person under the menace of

any penalty and for which the said person has not offered himself voluntarily”

(Article 2). This section is applicable to all workers employed by you and by the

members of your organization.

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3.3.5 You and the members of your organization must not engage forced labour,

including bonded or involuntary prison labour. You must explain to all workers

that they are free to leave at any time as long as they follow the due notice

period in their contract.

Guidance: “Forced labour” includes work for which a person has not offered him

or herself voluntarily and they are forced to perform under the threat of any

penalty. It is considered forced labour if you retain any part of the workers’

salary, benefits, property or documents in order to force them to remain in their

employment. If you require or force workers to remain in employment against

their will using any physical or psychological measure that is considered forced

labour. The term “bonded labour” refers to workers that have received loans

from employers, where these loans are subject to unreasonable terms and

conditions such as excessively high interest rates.

No Forced labour is not allowed in

Zambia

NA

3.3.6 You and the members of your organization must not make the

employment of a worker or an offer of housing conditional on the employment

of their spouse. Spouses have the right to work elsewhere.

No Spouses have free choice in

Zambia

NA

Child labour and child protection This section intends to prevent labour that is damaging to children based on ILO

Convention 182 on the Worst Forms of Child Labour addressing “work which, by

its nature or the circumstances in which it is carried out, is likely to harm the

health, safety or morals of children” and on ILO Convention 138 on Minimum

Age. “The minimum age specified in pursuance of paragraph 1 of this Article shall

not be less than the age of completion of compulsory schooling and, in any case,

shall not be less than 15 years”. This section is applicable to all workers employed

by you and by the members of your organization.

3.3.7 You and the members of your organization must not employ children

below the age of 15.

Guidance: In the case of child-headed households a child’s right approach should

be used to interpret these requirements, giving priority to the best interest of the

child. The prohibition also applies to children who are employed indirectly by you

or the members of your organization, for example when children of workers are

working with their parents in your or your members' fields. When there is a high

likelihood of child labour as defined by ILO Convention 138 (Minimum age) and

ILO Convention 182 (Worst forms of child labour) occurring you are encouraged

to address this and include actions in your Fairtrade Development Plan that

tackles root causes of child labour. If there are no schools available in the area

where children live, all effort should be given to work with national authorities

and/or other relevant partners to build schools for children or provide safe

transportation so children can attend the nearest schools. If children who migrate

temporarily with their working families to areas where no schools are available,

temporary schooling alternatives could be sought and provided so children can

attend school and receive a quality education. In all circumstances child rights

Yes Education and personal

development is one of the core

values of Macha Works. It is

hence considered important that

childs of farmers have the

opportunity to go to schools and

that labour that is damaging to

children is avoided.



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3.3.8 Your members’ children below 15 years of age are allowed to help your

members on their farms under strict conditions: you must make sure that they

only work after school or during holidays, the work they do is appropriate for

their age, they do not work long hours and/or under dangerous or exploitative

conditions and their parents supervise and guide them.

Yes As 3.3.7 This is adressed in:


3.3.9 You and the members of your organization must not submit workers less

than 18 years of age to any type of work which, by its nature or the

circumstances under which it is carried out, is likely to jeopardize their health,

safety or morals and their school attendance.

Guidance: Examples of work considered to be unacceptable includes work that

involves slave-like practices, recruitment into armed conflict, sex work and/or

illicit activities. Examples of work that is potentially damaging includes work that

takes place in an unhealthy environment, involves excessively long working hours,

the handling or any exposure to toxic chemicals, work at dangerous heights,

operation of dangerous equipment and work that involves abusive punishment.

Yes As 3.3.7 This is adressed in:


3.3.10 If in the past you or your members have employed children under 15 for

any type of work, or children under 18 for dangerous and exploitative work, you

must ensure that those children do not enter or are at risk of entering into even

worse forms of labour.

Guidance: You should develop a remediation policy and program which includes

a clear statement against child labour and defines projects with expert partner

organizations to ensure the immediate and continued protection of children. One

example of an appropriate remediation program might include implementing a

community led child labour project aimed at improving social protection at

household levels where impacted and at risk children live, with a provision to

provide quality education.

No This focuses on the past which is

not needed for the BEM farm and

farmers

NA

3.3.11 If you have identified child labour as a risk in your organization (see

requirement 3.1.2) you and the members of your organization must implement

procedures to prevent children below the age of 15 from being employed for any

work and children below the age of 18 from being employed in dangerous and

exploitative work.

Guidance: The procedure may involve keeping records of all workers stating their

age, gender, identification papers, migratory status and other relevant data.

No Record keeping is not needed at

the BEM farm and at BEM

farmers

NA

Freedom of association and collective bargaining This section intends to protect workers against discrimination when defending

their rights to organize and to negotiate collectively based on ILO Convention 87

on Freedom of Association and Protection of the Right to Organize, ILO

Convention 98 on the Right to Organize and Collective Bargaining and ILO

Recommendation 143 on Workers’ Representatives. “Workers and employers,

without distinction whatsoever, shall have the right to establish and, subject only

to the rules of the organization concerned, to join organizations of their own

choosing without previous authorisation. Workers’ and employers’ organizations

shall have the right to draw up their constitutions and rules, to elect their

representatives in full freedom, to organize their administration and activities and

to formulate their programmes.” This section is only applicable to you if you

employ a significant number of workers, and to your members who employ a

significant number of workers.

3.3.12 You and the members of your organization must declare in writing that all

workers are free to join a workers’ organization of their own choosing, and that

workers are free to participate in group negotiations regarding their working

conditions. You must not deny these rights in practice. You must not have

opposed these rights in the last two years.

Guidance: “Workers organization” is any organization of workers with the

objective of “furthering and defending the interests of workers…” (ILO

Convention 110, Article 69). If there has been opposition to these rights in the last

two years you and the members of your organization can still fulfil this

requirement if your circumstances have changed substantially, for example in

case of a change of management.

No Not needed since this is allowed

according to Zambian law

NA

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3.3.13 You and the members of your organization must allow trade unions that

do not have a base in the organization to meet workers and to share

information. You must not interfere in these meetings.

Guidance: Workers are free to participate or not in these meetings. The meetings

can be requested by the workers. External union officials can request the

meetings if the union is involved in a in a Collective Bargaining Agreement (CBA)

within the relevant industry or at national level. Time and place for these

meetings have to be agreed in advance. You and the members of your

organization are not required to allow these meetings if either you have not been

informed first.

No Not needed since this is allowed

according to Zambian law

NA

3.3.14 You and the members of your organization must ensure that there is no

discrimination against workers and their representatives for organizing, joining

(or not) a workers’ organization, or for participating in the legal activities of the

workers’ organization. If a workers’ organization representative is dismissed you

and the members of your organization must report it immediately to the

certification body and explain the reason. You and the members of your

organization must keep a record of all terminated contracts. These records must

include the reason for termination and must indicate if workers are members of

a workers’ organization.

Guidance: “Discrimination” means that workers are treated differently or suffer

any negative repercussions. Some actions that could indicate discrimination

against workers who form a workers’ organization or who are trying to form one

are closing production, denying access, longer working hours, making transport

difficult or dismissals.

No Not needed within BEM. NA

3.3.15 If there is no union that is recognized and active in your area, if unions are

forbidden by law, or if unions are managed by government and not by members,

then you and the members of your organization that employ a significant

number of workers must encourage workers to democratically elect a workers’

organization. The workers’ organization will represent workers in their

negotiations with you to defend their interests.

Guidance: Fairtrade International defends the rights of freedom of association

and collective bargaining and believes that independent trade unions are the best

way for achieving this. Therefore, this requirement only applies to you if there are

no recognized unions that are active in your area, if unions are forbidden by law

or if unions are managed by government and not by members. “Recognized

union” means that the union is affiliated with a national or international trade

secretariat (for example the Global Union Federation). If you or the workers need

help in contacting a trade union representative you can ask Fairtrade

International for support.

No Unions are allowed in Zambia NA

3.3.16 You and the members of your organization must provide training to

workers for improving their awareness about workers’ rights and duties.

Training must take place during paid working time.

No Workers know their rights in

Zambia.

NA

Conditions of employment This section intends to provide for good practices regarding the payment of

workers and their conditions of employment based on ILO Convention 100 on

Equal Remuneration and on ILO Convention 110 on Conditions of Employment of

Workers. This section is only applicable to you if you employ a significant number

of workers, and to your members that employ a significant number of workers.

3.3.17 You and the members of your organization must set salaries for workers

according to CBA regulations where they exist or at regional average wages or at

official minimum wages for similar occupations whichever is the highest. You

must specify wages for all employee functions.

No This is not applicable for two

reasons: (i) BEM does not employ

many workers, (ii) Zambia has law

in place to protect workers rights.

NA

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3.3.18 For work based on production, quotas and piecework, during normal

working hours, you and the members of your organization must pay the

proportionate minimum wage or the relevant industry average, whichever is

higher. Information about this pay rate must be available for all workers and

worker organizations. For pay based on piecework, the worker must agree that

the rate is fair, and you and the members of your organization must make the

method of calculation transparent and accessible to the worker. You and the

members of your organization must not use production, quotas and piecework

employment as a means to avoid time-bound contracts.

No As 3.3.17 NA

3.3.19 You and the members of your organization must make payments to

workers at regularly scheduled intervals and must document the payments with

a pay slip containing all necessary information. Payments must be made in legal

tender. Only if the worker explicitly agrees may you make the payment in kind.

No As 3.3.17 NA

3.3.20 You and the members of your organization must set maternity leave,

social security provisions and non-mandatory benefits according to national laws

or according to CBA regulations where they exist, or according to the agreement

signed between the workers’ organization and the employer, whichever is the

most favourable for the worker.

No As 3.3.17 NA

3.3.21 You and the members of your organization must have a legally binding

written contract of employment for all permanent workers that includes at least

the following: the job duties related to the position; protection of the worker

from loss of pay in the case of illness, disability or accident; and a notice period

for termination that is the same as to the notice period of the employer.

No As 3.3.17 NA

3.22 You and the members of your organization must provide a copy of the

signed contract to the worker.

No As 3.3.17 NA

3.3.23 You and the members of your organization must gradually increase

salaries above the regional average and the official minimum wage.

No As 3.3.17 NA

3.3.24 Where possible you and the members of your organization must assign all

regular work to permanent workers.

Guidance: Regular work excludes all seasonal work, work that is added to usual

work levels during peak periods, and special tasks. The intention of this

requirement is that you do not avoid legal obligations by using continuous fixed-

term employment contracts.

No As 3.3.17 NA

3.3.25 You and the members of your organization must give local, migrant,

seasonal and permanent workers the same benefits and employment conditions

for the same work performed. Where this is not possible, you and the members

of your organization must provide an alternative and equivalent benefit.

No As 3.3.17 NA

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Occupational health and safety This section intends to prevent work-related accidents by minimizing hazards in

the work place. It is based on ILO Convention 155 on Occupational Safety and

Health. This section is only applicable to you if you employ a significant number of

workers, and to your members that employ a significant number of workers.

3.3.26 You and the members of your organization must make work processes,

workplaces, machinery and equipment on your production site safe.

No This is not applicable to small

organisations like BEM and the

BEM farmers

NA

3.3.27 Children under the age of 18 years, pregnant or nursing women, mentally

handicapped people, people with chronic, hepatic or renal diseases and people

with respiratory diseases must not carry out any potentially hazardous work.

No As 3.3.26 NA

3.3.28 You and the members of your organization must ensure alternative work

for your employees in the case that a change of work is necessary to comply with

requirement 3.3.27.

No As 3.3.26 NA

3.3.29 You and the members of your organization must have accessible first aid

boxes and equipment and a sufficient number of people trained in first aid in the

workplace at all times.

Yes First aid is crucial for the BEM and

BEM farmers

This is addressed in:

A. BEM farmer deal: first aid

boxes at each farm

D. farmer videos: how to deliver

first aid

3.3.30 You and the members of your organization must provide clean drinking

water and clean toilets with hand washing facilities close by for workers, and

clean showers for workers who handle pesticides. These facilities must be

separate for women and men and the number of facilities must be in proportion

to the number of workers.

No As 3.3.26 NA

3.3.31 You and the members of your organization must ensure that workers

nominate a representative who knows about health and safety issues and who

will raise workers’ concerns on health and safety issues with the organization’s

management.

No As 3.3.26 NA

3.3.32 You and the members of your organization must provide training to

workers who carry out hazardous work on the risks from this work to their

health, and to the environment, and on what to do in case of an accident.

No As 3.3.26 NA

3.3.33 When you carry out hazardous work, you and the members of your

organization must display all information, safety instructions, re-entry intervals

and hygiene recommendations clearly and visibly in the workplace in the local

language(s) and with pictograms.

No As 3.3.26 NA

3.3.34 You and the members of your organization must provide and pay for

personal protective equipment for all workers who perform hazardous work.

You must make sure that the personal protective equipment is used and that

replacement equipment is ordered and distributed when the existing equipment

wears out.

No As 3.3.26 NA

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3.3.35 You and the members of your organization must improve health and

safety conditions by: (i) putting up warning signs that identify risk areas and

potential hazards in local languages and including pictograms if possible, (ii)

providing information to workers about safety instructions and procedures

including accident prevention and response, (iii) putting safety devices on all

hazardous machinery and equipment and protective guards over moving parts,

(iv) providing safety equipment to all workers who perform hazardous tasks and

instructing and monitoring workers on its proper use, (v) storing equipment

safely for chemical spraying.

No As 3.3.26 NA

4. Business and Development This chapter outlines the requirements that are unique to Fairtrade and intends

to lay the foundations for empowerment and development to take place. This

chapter applies to you as the certificate holder.

4.1 Development Potential Fairtrade should lead to the demonstrable empowerment and environmentally

sustainable social and economic development of producer organizations and

their members, and through them, of the workers employed by the organizations

or by the members, and the surrounding community. The intent of this section is

to ensure that the direct beneficiaries of Fairtrade are small producers, including

their families who are organized into producer organizations.

4.1.1 You must plan and document at least one activity with the intention to

promote the progress of your business, organization, members, workers,

community and/or environment. The plan is called the Fairtrade Development

Plan. In the plan you must include: (i) the description of the activity (what you

plan to do), (ii) the objective of the activity (why you plan to do it), (iii) the

timeline of the activity (by when you plan to do it), (iv) the responsibilities (who

will be in charge of doing it), (v) and in case you need to spend funds (such as the

Fairtrade Premium as described in requirement 4.1.2 or other sources of funds),

the budget of the activity (how much you plan to spend).

Guidance: Planning, implementing and evaluating the plan will stimulate and

increase the participation of members in their own organization and community.

It is a good practice to plan activities that respond to the needs of your

organization, members, workers and communities. Your organization has the

right to choose any activities that your members agree on and are important for

your particular situation, aspirations and priorities. Upon your request, Fairtrade

International or Producer Networks can provide the List of Ideas for the Fairtrade

Development Plan that includes activities that have been useful in other

organizations. The list is only for guidance. You are encouraged to think of your

own activities.

Yes A development plan or business

plan is needed to ensure

longterm financial, social and

environmental benefits.

This requirement will be covered

in:

M. Business plan

4.1.2 You must include all the activities that you plan to fund with the Fairtrade

Premium in the Fairtrade Development Plan before you implement the activities.

Guidance: The Fairtrade Premium is an amount paid to your organization, in

addition to the payment for your products, for the realization of common goals.

The Fairtrade Premium will help you implement the objectives in your Fairtrade

Development Plan.

No Not applicable: no fairtrade

premium

NA

4.1.3 Before you implement the Fairtrade Development Plan, you must present it

to the General Assembly for approval. You must document the decisions.

Guidance: The intention is to guarantee transparent and democratic decision

making. Only the General Assembly is authorised to approve the content and

form of the Fairtrade Development Plan. It is possible that the Fairtrade

Development Plan may need to be changed in between General Assembly

meetings. This might be necessary in situations where, for example, you receive

more or less Fairtrade Premium money than planned, or where members or the

community are affected by an unexpected event and you wish to respond. If this

happens, you will need to document the decisions to make the changes, and

explain the changes and get ratification from the General Assembly

retrospectively.

Yes Transparent and multistakeholder

decision making is crucial for the

embedding and longterm success

of the BEM.

Decision making on the business

plan takes place following the

BEM and MachaWorks structures.

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4.1.4 You must have an accounting system that accurately tracks the Fairtrade

Development Plan expenses, and in particular identifies the Fairtrade Premium

transparently.

Yes Monitoring revenues and

expenses is key to operate a

business well.

This is done through the powerful

accounting system in place at

MachaWorks

4.1.5 When you complete your planned activities you must update the Fairtrade

Development Plan by planning at least one additional activity to be approved by

the General Assembly of members.

Guidance: Longer term projects are encouraged. Any planned action may be

extended over more than one year or may be repeated.

Yes Budget planning is key to operate

a business well.

This is done through the budget

cycle in place at MachaWorks

4.1.6 You must report the results of the Fairtrade Development Plan to the

General Assembly every year and document this presentation. In the report you

must answer the following questions: (i) Were the actions carried out yes/no? If

not, why? (ii) When? (iii) At what cost? (iv) Was the objective achieved or are

further actions needed?

Guidance: The intention of this requirement is that you and your members self-

monitor your own performance against the original plan and evaluate the success

of the plan. There can be several reasons why a plan was not carried out as

originally planned or why it was not successful in reaching the objectives. Your

members need to be informed about this.

Yes Monitoring revenues, expenses

and actions is key to operate a

business well.

This is done through the powerful

accounting system in place at

MachaWorks

4.1.7 Workers must also benefit from at least one activity in your Fairtrade

Development Plan.

Guidance: The intention is that all people involved in the production of Fairtrade

products can benefit and demonstrate solidarity with their communities.

Supporting workers is especially important in achieving this. Benefiting producers,

workers and communities can mean any action that is directed at improving their

living conditions, welfare or capacities. The actions do not need to be addressed

to workers only, but can benefit workers and members alike, such as for example

by addressing needs of the communities where members and workers live.

Ideally, and if feasible, you would consult workers and communities annually to

understand their needs and know their preferences.

Yes Workers and community benefits

are a core value of the BEM and

MachaWorks

This is embedded in all activities

of MachaWorks

4.1.8 If there are workers’ representatives in your organization, you must invite

them to the General Assembly to observe and participate in the discussion of the

topics that relate to them.

No Not applicable NA

4.1.9 You must have an activity in your Fairtrade Development Plan to maintain

or improve sustainable production practises within your eco-system.

Guidance: The intention is that you are better able to decide on and plan your

sustainability goals. You have the right to decide on the activities that are a

priority for you. Activities do not necessarily need to be new but can focus on

maintaining good practises you already carry out. This provides you with the

opportunity to identify and maintain these practises and to increase overall

awareness on sustainability. Maintaining or improving sustainable production

practises can mean any activity that is good for both the farms and your

environment. It could for example mean activities that increase soil fertility,

promote the sustainable use of water, reduce the use of pesticides and other

external inputs, enhance biodiversity, reduce carbon emissions or increase

carbon sinks or promote measures to adapt to climate change.

Yes Sustainable production is also

part of the values of BEM and

MachaWorks

This is addressed in:

H. 10 core values of BEM's

fairtrade inspired system

4.1.10 You must design and start implementing a process that collects and

analyzes the development needs in your organization.

Guidance: The intention is to ensure there is a process in place that informs your

organization of the needs included in the Fairtrade Development Plan. In time

you are encouraged to use this information to measure the success or

shortcomings of your plan and to guide your organization’s planning in the

future.

Yes Info on the needs of farmers and

communities allows to direct the

initiative and to adapt if

necessary.

Info on needs are obtained

through various channels, e.g. in:

B. Farmer annual meetings

C. Farmer visits

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4.2 Democracy, Participation and Transparency This section intends to ensure that organizations facilitate the social and

economic development of their members and guarantee that the benefits of

Fairtrade reach these members. An organization should have democratic

structures in place and a transparent administration that allows members and

the board to have effective control over the management of the organization.

Members should be able to hold the board accountable for its activities. An

organization should strive to improve structures and practices continuously in

order to maximize the member participation and their sense of ownership over

the organization. Fairtrade International follows ILO Recommendation R193 “on

the promotion of cooperatives” which is based on the cooperative principles of

“voluntary and open membership, democratic member control, member

economic participation, autonomy and independence, education, training and

information, cooperation among cooperatives and concern for the community”.

Fairtrade International extends these principles to primary producer

organizations (cooperatives, associations or other types of organizations) and to

4.2.1 The structure of your organization must have:·(i) a General Assembly as the

highest decision making body where all major decisions are discussed and taken

(ii) equal voting rights for all members (iii) a Board chosen in free, fair and

transparent elections

Guidance: Staff hired by your organization will be controlled by the Board which

is in turn controlled by the General Assembly. All members must have voting

rights in the General Assembly. You can do this through a system of elected

delegates if you choose.

No The MachaWorks decision making

structure will do for the moment.

In the long run farmer

cooperative structures can be

envisaged.

NA

4.2.2 It needs to be clear who is a member of your organization. Therefore, you

must have written rules to determine who can become a member and you must

keep a record of your members.

No As 4.2.1 NA

4.2.3 You must follow your own rules and regulations such as a constitution, by-

laws and internal policies, including those for election and membership

processes.

No As 4.2.1 NA

4.2.4 You must hold a General Assembly at least once a year. No As 4.2.1 NA

4.2.5 You must inform your members in good time when the General Assembly

will take place.

No As 4.2.1 NA

4.2.6 Minutes of the General Assembly must be taken and signed by the

president of the Board and at least one other member and must contain a list of

participants of the General Assembly.

No As 4.2.1 NA

4.2.7 You must present the annual report, budgets and accounts to the General

Assembly for approval.

Guidance: This requirement is common in most legal regulations for organizations

of this kind.

No As 4.2.1 NA

4.2.8 You must have administration in place with at least one person or

committee who is responsible for managing the administration and book

keeping.

No As 4.2.1 NA

4.2.9 You must keep records and books that are accessible to all members. No As 4.2.1 NA

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4.2.10 You must have a bank account with more than one signatory, unless it is

not possible.

No As 4.2.1 NA

4.2.11 You must provide training to your members on internal mechanisms to

facilitate their control over your administration.

Guidance: This will increase members’ understanding and awareness of

operations enabling them to participate more actively in your administration.

No As 4.2.1 NA

4.3 Non Discrimination Fairtrade International follows the Universal Declaration of Human Rights on

ending discrimination. The Declaration rejects “distinction of any kind such as,

race, colour, sex, language, religion, political or other opinion, national or social

origin, property, birth or other status” (Article 2). Discrimination is making an

unfair distinction in the treatment of one person over another on grounds that

are not related to ability or merit. This section intends that these principles are

followed. This is a voluntary social standard aiming to support the development

of its beneficiaries. The “positive discrimination” of small producer members is

therefore intended (see small producer definition and requirements of Standard

section 1.2.). The same applies also for members from disadvantaged or minority

groups as specified in 4.3.3.

4.3.1 You must not discriminate against members or restrict new membership

on the basis of race, colour, sex, sexual orientation, disability, martial status, age,

religion, political opinion, language, property, nationality, ethnicity or social

origin. You must not discriminate regarding participation, voting rights, the right

to be elected, access to markets, or access to training, technical support or any

other benefit of membership.

Guidance: Where particular forms of discrimination exist within an economic

sector or geographical region, you are encouraged to show progress towards

removing them, addressing them in your Fairtrade Development Plan.

No Non-discrimination is part of the

core values of MachaWorks and

adressed in 3.3.1, which is

sufficient for the moment.

NA

4.3.2 Your rules that determine who can become a member must not be

discriminatory.

No As 4.3.1 NA

4.3.3 You must identify disadvantaged/minority groups within your organization

according to, for example, gender, age, income or land area.

No As 4.3.1 NA

4.3.4 You must have programmes in place related to the disadvantaged/minority

groups that you have identified, to improve their social and economic position in

your organization.

Guidance: You are expected to show how you directly support your members

from disadvantaged or minority groups in participating actively in your

organization, for example by delegating organizational responsibilities. You are

encouraged to give special attention to the participation of female members. You

are encouraged to include these programmes within the framework of your

Fairtrade Development Plan.

No As 4.3.1 NA

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A3 BEM fair-trade inspired system roadmap

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Roadmap towards BEM's fairtrade inspired system When Who Reference to fairtrade requirements

A. Deal BEM-farmer Q1 2012 R+P+lawyer 3.2.3, 3.2.4, 3.3.1, 3.3.4, 3.3.7-9, 3.3.26, 3.3.29

B. Farmer annual meetings already implemented O+C+D 3.1.1

C. Farmer visits already implemented, to expand C+D 3.1.1, 3.2.2-7, 3.2.9-14, 3.2.31, 3.2.35

D. Farmer videos ongoing, field laptop needed, to

expand, to post on www

C+Radioteam 3.1.1, 3.2.2-7, 3.2.9-14, 3.2.31, 3.2.35

E. Farmer radio programme Q2 2012 (after harvest) O+C 3.1.1

F. BEM farmer logbook Q1 2012 R 3.1.4

G. 3-page description of BEM's fairtrade inspired system Q1 2012 R+P 3.2.1 + all instruments

H. 10-points BEM's fairtrade inspired system Q1 2012 R+P+O+C 3.2.28, 3.2.37, 3.2.40 +++

I. List of BEM chemicals Q1 2012 R+C 3.2.15-16

J. BEM system risk assessment Q1 2012 R+P 3.1.2

K. Spray team instruction Q2 2012 R+P+D 3.2.11 pesticides

L. Surveys (agronomy, biology/species) Whenever possible O ?, 3.2.37

M. Business plan Q2 2012 R+Dick 4.1.1, 4.1.3-7, 4.1.9-10

N. System update Q1 2013 R/Y -

Planning next weeks Names Abbreviations and definitions

- R+P work on Q1 2012 topics O = Otzbert BEM = Bio-Energy MachaWorks

- All ready in draft mid March C = Clare Q1 = quarter 1, Q2 = quarter 2, etc.

- Week 26/03-31/03 discussion O+C+R+P + finalisation + exposure R = Renos Fairtrade requirements : refer to the fairtrade standard

P = Peter for Small Producer Organisations of 01.05.2011

Discussed and agreed on 14 January 2012 between O C R P Y D = Douglas

Y = Yasa

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A4 Drafts for the BEM farmer deal and the BEM farmer

logbook

BY SIGNING THIS CONTRACT THE FARMER AGREES TO ABID BY THE

TERMS AND CONDITIONS OF THIS CONTRACT WITH BEM

MACHAWORKS

1. The BEM farmer shall not collect or harvest any protected species within

their area of operation.

2. The BEM farmer shall carry out operations to reduce GHG emission in their

area of operation e.g. apply green manure to improve soil fertility.

3. The BEM farmer shall not discriminate on the basis of race, colour, sex,

sexual orientation, disability, marital status, age, religion, political opinion,

membership of unions or other workers’ representative bodies, national

extraction or social origin in recruitment, promotion, access to training,

remuneration, allocation of work, termination of employment, retirement or

other activities.

4. The BEM farmer shall not engage in, support, or tolerate behavior, including

gestures, language, and physical contact, that is sexually intimidating,

abusive or exploitative.

5. The BEM farmer shall not employ children below the age of 15. If the

farmer’s children below 15 years help they must only work after school or

during holidays, the work they do is appropriate for their age, they do not

work long hours and/or under dangerous or exploitative conditions and their

parents supervise and guide them.

6. The BEM farmer shall not sell produce from the crops which BEM provides

inputs to the farmers without the concert of BEM.

7. The BEM farmer shall give the agreed quantity of seeds/crops to BEM before

selling the extra produce.

Farmer: BEM Manager: Witness:

Sign: Sign: Sign:

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BEM-FARMER LOGBOOK

DATE ACTIVITY DESCRIPTION

12/03/12 Sprayed the Jatropha field

2ha was sprayed using Regent

BACK OF LOGBOOK

RECEIVED PRODUCED

DESCRIPTION QUANTITY DESCRIPTION QUANTITY

e.g. soya beans on 5/01/12 5kg Soya beans 30 kg

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A5 Structure for a BEM business plan

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BIOENERGY MACHA (BEM) BUSINESS PLAN

INTRODUCTION

Bio-energy Macha (BEM) established in November 2009 has a plantation of 2.5km2

of Jatropha plants. BEM under Macha works was introduced to realize a self

sustained energy community by providing renewable energy to the local rural

people while also providing employment in the plantation. Jatropha curcas was

chosen as the feedstock for bioenergy in Macha due to many positive attributes of

the crop which include it ability to thrive in many soil types and being drought

tolerant.

The Jatropha plants at BEM have continued to grow in the plantation while serving

as a pilot/demonstration plot to the local farmers who want to also grow the crop

and as a productive plantation. Other cash crops such as soya beans and

groundnuts are also being cultivated to increase agricultural diversity and broaden

income sources for BEM. Further, soya bean and groundnut plots may serve as

demonstration plots to farmers who wish to grow these crops. In other words BEM

is the hub for agricultural production and research in Macha.

WHO OWNS BEM

BEM was designed for the local Macha people and thus the project belongs to the

local people who stand to benefit when the project is successful directly by using

the bio-fuel or income source and production knowledge of jatropha. Macha works

will hand over the bioenergy project to the local people once sustainable energy is

produced. Further BEM will play a vital role in the growth of Macha works as it will

enable the organization to expand to remote areas where the electrical power grid

is only a dream.

The project is sponsored and financed by the Netherlands government through

Machaworks in the initial stages and the project will have to finance its operations

from the sale of bio-fuel and other agricultural products in the long-run.

MANAGEMENT TEAM

The management team comprises of the local people of Macha who are employed

by BEM to ensure the well being of the plantation. Under the supervision of Bio-

energy Macha Manager Clare Kakusulo and the two supervisors Mr. Douglas

Mudenda and Vernitah Muchimba all the Agronomic practices required to grow

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Jatropha curcas are conducted by applying their knowledge on the crop while

sharing and learning more about the crop. From time to time other local people

are employed on a part-time basis to provide labor when there is need.

Otzbert kasokola is the overseer of the BEM plantation and other BEM activities.

OTHER EXPERTISE

BEM keeps an open mind and is open for suggestions from the general public.

Jatropha experts are contacted or invited as and when need arises to help better

the plantation. Macha works shares a relationship with southern bio-power in

Choma and are involved in knowledge exchange. University students also play an

active role in research and development for BEM.

CURRENT ACTIVITIES

The Jatropha plants are in their 3rd year of growing and some plants have

produced seeds. Some plants are doing better than others especially on ant hills

the crops are healthy. Where the crops are not growing well, new ones have been

planted as such the trees are of different ages and sizes.

There is a plot of groundnuts about 1 hectare (100m×100m) with plantlets which

were planted late in December 2011 and are expected for harvest in April 2012.

The harvested nuts will be processed into various products and sold to raise

income.

A plot was also cleared for soya beans early in January 2012 and scheduled for

harvest in April 2012. The beans will also be sold to raise money.

Bio-gas production is another area BEM would like to venture into, research and

building of the modal is currently being undertaken by a student from the

University of Zambia.

An outreach programme forms part of the BEM structure. The farmers are

incorporated in to the Jatropha system and provided with knowledge and inputs.

This is so because the local farmers form a large part of the people in Macha and

are efficient in cash crop production.

PRODUCTS AND SERVICES

The products to be provided by BEM include biodiesel, soap, cake, soya beans,

groundnuts and other by products from Jatropha, soya beans and groundnuts. All

the above agricultural products will be further processed if need be at the

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processing factory which is currently being constructed and located close to the

plantation. The target groups for these products are the local people of Macha who

have a kin interest in our operations and are located close to us.

VISION AND FUTURE PLANS

BEM has the vision of an energy self-sustained community in Macha and providing

renewable energy to the community which is environmentally friendly and

sustainable. Further BEM has a profound interest in research and development and

to ensure a clean development mechanism. BEM would also like to be recognized

on an international market as such certification of the plantation is currently being

assessed by the BEM team and a consultant from the Netherlands.

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Developing BEM into a sustainable revenue generating entity

1. Introduction

Background BEM is set up … quantification financial input and output in terms of Jatropha seeds and vegetables

Aim

Local needs

Next steps

2. Activities 2012 2013 2014 2015 2016

Demonstration & research farm (1) Pilot plots of groundnuts. (2) Pilot

plots of soya beans intercropped with

Jatropha. (3) Pilot plots of Jatropha

with different ways of planting,

manure etc. (4) Soil mapping. (5)

Engage Jatropha agronomic expert for

quartly support. (6)

Productive farm

Nursery & vegetables

Outreach programme

Processing shed Finalise building, buy Jatropha and

Maize processing equipment, start

processing

Organisation

Marketing

Sales

Certification programme

Other

3. Output 2012 2013 2014 2015 2016

kg Jatropha seeds produced in farm

kg Jatropha seeds produced in outreach

kg groundnuts produced in farm

kg groundnuts produced in outreach

kg soya beans produced in farm

kg soya beans produced in outreach

kg vegetables produced in farm 0

kg other products produced in farm 0

kg other products produced in outreach 0

litres Jatropha oil pressed in shed

In Macha there is (i) a high number of subsistence farmers with good farmer skills (te be confirmed), (ii) a potential of talented and entepreneurial

people and (iii) no agroindustry. It is located at 70 km from the city of Choma which has an important market for vegetables and other agricultural

goods (to be confirmed). Macha has a limited local market which is growing fast. It is hence well located to develop into a local agricultural hub. Check

upon local conditions to grow groundnut and soya beans

Develop BEM into a sustainable revenue generating entity in Macha that processes farm products into bioenergy and food and offers marketing and

sales services to connected farmers. Quantification

We aim to produce a toplevel business plan in order to have more insight in the potential revenues and costs of the BEM. The plan focuses on the

commodity chains of Jatropha, groundnuts and soya beans as well as on maize milling. Other possibile activities that are currently in the stage of ideas

are not included in order to remain focussed: biogas electricity generation, poulty farming, pig farming, vegetable farming, other agricultural products,

biogas digester promotion and installation centre. These activities may be included in new versions of the business plan or separate plans. Detailed

market research on various options is not part of the toplevel business plan process.

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kg Jatropha cake produced in shed

kg Jatropha soap produced in shed

litres Jatropha oil produced in shed

litres peanut oil produced in shed

litres soya beans oil produced in shed

kg maize powder produced in shed

MJ of electricity from biogas produced in shed 0

4. Anticipated revenues BEM 2012 2013 2014 2015 2016

Sales: Jatropha oil

Sales: Jatropha soap

Sales: biogas from agriwaste + Jatropha cake

Sales: fertiliser from biogas installation

Sales: soy bean oil

Sales: groundnut oil

Sales: maiz powder

Sales: vegetables 0

Sales: other products 0

Sales: electricity 0

Project funding of Macha Works

Project funding of donors

Total 0 0 0 0 0

5. Anticipated costs BEM 2012 2013 2014 2015 2016

0

0

0

0

Total 0 0 0 0 0

6. Parameters for revenue/cost calculation 2012 2013 2014 2015 2016

Cost price Jatropha produced in farm

Cost price Jatropha produced in outreach 3000 ZKW per kg Clare: buying price

Cost price Jatropha fruit processing into oil

Sales price Jatropha oil

Sales price Jatropha soap

Cost price groundnuts bought from farmers 25000 ZKW per bucket Source: Douglas

Cost price of processing the groundnuts Source: Kenya vegetable oils 2005

Sales price peanut oil

Cost price soya beans bought from farmers Source: FAO info, Soya beans in Tanzania 2005, Kenya vegetable oils 2005

Cost price of processing the soya beans

Sales price soya bean oil

Cost price maize bought from farmers

Cost price of processing the maize

Sales price maize powder

7. Next steps

Renos/Peter: build up the file in discussion with Otzbert and Claire: vision, products, costs, data etc

Renos/Peter: involve Frank, Mans, Flemming, Florian to check or help.

Renos/Peter: use local price and market information, include sensitivity at the end

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A6 BEM direct effects questionnaire

Questionnaire on direct effect assessments by DBM- and DBI-

projects

Response form

This questionnaire was filled in by Renos Siachaya (graduated student working on

sustainability certification for Bio Energy Macha – hereafter BEM) and Peter Vissers (Partners for Innovation, visited BEM in January 2012 in order to help them addressing sustainability certification). Saskia de Lint (Partners for Innovation) reviewed the answers.

1. Greenhouse gas balance Biomass production and processing leads to greenhouse gas emissions. Greenhouse gas emissions may be more or less than a fossil fuel reference. Q 1.1: Has a greenhouse gas balance been calculated?

Calculating a GHG balance has not been done and is not foreseen. There are a number of reasons for this:

1. No legal must: BEM aims to produce Jatropha oil, groundnuts and soya beans or

soya oil for the local markets for which a GHG balance is not required. Investors do not require a GHG balance either; 2. Reliable input data is absent and difficult to collect. Collecting comprehensive data for a GHG balance is extremely challenging in a rural area like Macha, at the level of the BEM farm, and even more challenging at the level of the small-scale farmers. The farm and the farmer outreach programme just started so that there

is no reliable data on yields, soil types, soil preparation, fertiliser use and the carbon footprint of the land before affection to Jatropha, groundnut and soya bean planting. Reliable data on these parameters are a precondition for a meaningful GHG balance; 3. The fair-trade inspired management system does not require a GHG balance. BEM choose to set up a fair-trade inspired management system, mainly because of the suitability of the fair-trade standards for small farmers and cooperatives in

developing countries. BEM aims to cover its main economic, social and environmental risks in this system, and decided to address only the most important risks to keep the system as simple as possible. Energy use and GHG emissions are addressed in the standard (requirement 3.2.39 and 3.2.40 of the

fair-trade standard for small producer organisations of 1 May 2011). A GHG balance is not required. BEM considers that the most important measures are

related to land preparation (not cutting down forests, keeping trees in place) and to soil practices (using green manure and mulch to maintain carbon levels of the soil). BEM aims to address these issues in its farmer training programme through farmer videos and farmer visits.

Q 1.2.: Which factors have been included in the greenhouse gas balance (e.g. agronomic inputs and outputs, biomass processing, local and international

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transport, end use of biomass)? Why have these factors been considered, and why have other factors been excluded?

Not applicable

Q 1.3: Which methodology/tool has been used to calculate the greenhouse gas balance (e.g. BioGrace, EU-RED, own methodology)? Why?

Not applicable

Q 1.4: Has it been possible to collect all necessary input data for the greenhouse

gas calculations (at sufficient accuracy levels)? In other words: which practical problems have been encountered during the collection of greenhouse gas input data?

No. See above under Q1.1

Q 1.5: Please provide information on the quantitative results of the greenhouse gas balance calculations. Please enclose available reports or files which substantiate or elaborate this information.

Not applicable

2. Carbon stock change Development of new plantings (biomass production units) may lead to a decrease

or an increase in carbon stocks. Examples of carbon stocks are living biomass (including above and below-ground biomass), dead organic matter (including dead wood and litter) and peat soils. Q 2.1: Is carbon stock change relevant for your project? Why (not)?

Yes, carbon stock change is relevant: it certainly occurs since Jatropha,

groundnuts and soya beans are planted as new crops. At the same time the risk of important carbon stock depletion is low, for a number of reasons: 1. The carbon stock of the land cleared by small-scale farmers is low, and the

scale is very limited. The 30 farmers presently involved in the BEM outreach programme use either newly cleared land or land that was used for other crops. They typically clear small pieces of land (up to 1 or 2 hectares) for Jatropha, groundnuts and soya beans. They clear the land by hand or with help of animal power (oxen), and leave trees in place. The land that they typically clear can be categorised as grassland Savannah with little bush having relatively low carbon stocks.

2. The 250 hectare of the BEM farm had low vegetation and hence low carbon stock. This land was grassland Savannah with little bush. Evidence for this is available in Google maps, which contains detailed satellite photos of the area from just before the land clearing. See attachment 1 to this questionnaire. See also the photos related to land clearing on http://wiki.machaworks.org/Projects/Energy/Jatropha/News.

http://wiki.machaworks.org/Projects/Energy/Jatropha/News

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3. The BEM fair-trade inspired management system will include GHG related

measures. BEM is working on including a requirement in their agreements with farmers to avoid that forest land is converted. Carbon stock calculations1 indicate that this is the most important factor.

Q 2.2: Have carbon stock changes been quantified? Please elaborate on methodologies used.

No, this has not been done. Satellite maps of the 250ha of the BEM farm indicate that the carbon stock before land use change was very limited.

Q 2.3: Please provide information on the quantitative results of the carbon stock assessment. Please enclose available reports or files which substantiate or elaborate this information.

Not applicable.

3. Biodiversity Biomass production, harvesting and processing may impact (positively or negatively) on biodiversity.

Q 3.1: Has the project been assessed against relevant laws and regulations on biodiversity (on protected areas, areas with high biodiversity values, vulnerable areas, protection of certain species, etc.)?

A formal assessment against biodiversity laws and regulations was not done. The

risk for non-compliance with Zambian law is however low, for a number of reasons: 1. The BEM project was developed in close cooperation with the local communities, their chief and the local authorities;

2. The 250ha of the BEM farm are not located in a national park. The area is of the type grassland Savannah. This area has been under control of the Macha mission post for many years. The Macha mission post leased the area to the BEM farm. The area is located at approximately 50 km from the nearest nature park (Kafue national park); 3. Farmland is not located in a national park.

Q 3.2: Have non-compliances with relevant laws and regulations on biodiversity been identified? How has this been dealt with (change of project design, other

measures, etc.)? Please elaborate.

Non-compliances with biodiversity laws and regulations have not been identified.

Q 3.3: Has a High Conservation Value (HCV) assessment been undertaken? Please

elaborate on the methodology used and the results (please enclose available reports or files).

A High Conservation Value (HCV) assessment has not been undertaken. BEM aims

to ask biology students to perform a survey on the conservation values of the BEM

1 Partners for Innovation (2011): « Greenhouse gas calculations Jatropha value chain Sun Biofuels Mozambique

SA ». Available on www.partnersforinnovation.com

http://www.partnersforinnovation.com/

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farm and the BEM farmers’ land, but this has not been given high priority, because it is unlikely that areas with high conservation values are found.

Q 3.4: Did biodiversity assessments include other aspects than a legal check and/or a HCV assessment? Please elaborate on the aspects covered, the

methodologies used and the results?

Not applicable

Q 3.5: Does the project include specific measures to maintain or enhance biodiversity, either within or outside the biomass production unit (e.g. ecological

corridors, set aside areas, measures to maintain certain ecosystem services)? Please elaborate.

Yes. BEM is working on the set up of a fair-trade inspired management system

that will contain biodiversity-related requirements, such as: 1. Avoidance of cutting down forests (in the deal with farmers) 2. Avoidance of use of fair-trade forbidden pesticides 3. Avoidance of collection and hunting of rare and endangered species 4. Maintenance of buffer zones around water bodies

4. Soil quality Biomass production, harvesting and processing may impact on soil and soil

quality. Impacts can be diverse, and may include aspects such as soil pollution, peat subsidence, soil erosion, but also restoration of degraded land. Q 4.1: Has the project been assessed against relevant laws and regulations on

soil, soil quality and soil protection (e.g. on use of agrochemicals, prevention of soil erosion, impacts on fragile soils)?

A formal assessment against soil protection laws and regulations was not done. There are no major impacts on soil and soil quality expected because of the small scale of the BEM project. In order to obtain better agronomic results, BEM

considers performing a soil characterisation of the 250ha of the BEM farm. Instructions on how to use agrochemicals and how to maintain soil fertility are planned as part of the farmers training programme (farmer videos and farmer visits).

Q4.2: Which indicators have been used to assess (aspects of) soil, soil quality and soil protection, and why have these indicators been selected? Please elaborate on major findings.

No indicators used.

Q 4.3: Have non-compliances with relevant laws and regulations on soil protection been identified? How has this been dealt with (change of project design, other measures, etc.)? Please elaborate.

No non-compliances identified.

Q 4.4: Have (potential) long term effects of biomass production and harvesting on soil quality been considered? This question is also considered particularly relevant

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for collecting/harvesting/using of biomass which is considered ‘residue’, as removal of residues from soil may lead to loss of soil quality/fertility. How has this assessment been undertaken? (please enclose available reports or files)

Instructions on how to maintain soil fertility including how to use green manure and agronomic residues are planned as part of the farmers training programme

(farmer videos and farmer visits).

5. Water quality

Biomass production, harvesting and processing may impact on the quality and availability of surface water and ground water.

Q 5.1: Has the project been assessed against relevant laws and regulations on water quality?

A formal assessment against water quality laws and regulations was not done. There are no major impacts on water quality and quantity. Irrigation is not applied. The BEM farm does not carry out activities with a high water pollution

potential. The BEM management has discussed the need for a borehole at the 250ha farm, for drinking water and spraying water, but so far water is brought to the farm. Wastewater may be an issue at the BEM processing unit; this will be addressed with the design of the BEM processing shed. The nursery was irrigated from a local river but the amounts of water used were small; there were no water use conflicts. Water pollution through agrochemicals and pesticides will be addressed through the fair-trade inspired system under the instructions and

guidance on the use of these chemicals.

Q5.2: Which indicators have been used to assess (aspects of) surface water

quality and ground water quality, and why have these indicators been selected? Please elaborate on major findings.

Not applicable.

Q 5.3: Have non-compliances with relevant laws and regulations on water quality been identified? How has this been dealt with (change of project design, other measures, etc.)? Please elaborate.

Non-compliances were not identified. The project was designed in such a way that

it does not draw on irrigation. There is hence no major impact on water. The project was defined in close cooperation with the local communities, their chief and the local authorities, for which water is an important issue.

Q 5.4: Which further measures does the project include to ensure responsible use

of water resources (e.g. in relation to reduction of water use, depletion of non-renewable resources, improving surface water quality)?

Macha Works, the mother organisation of BEM, has placed boreholes in several places around Macha allowing Macha people and Macha Works employees to have access to clean drinking water.

The fair-trade standard includes 5 requirements regarding sustainable water sources and use (3.2.24 to 3.2.28). BEM decided that there is no real need at present to apply these requirements, since there is no irrigation and no water pollution related to the present activities. This may change when the processing shed is designed and operational, expected for the next years.

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The fair-trade standard includes a high number of requirements regarding the safe

use of agrochecmicals and pesticides. BEM has included these requirements in its fair-trade inspired system and aims to implement them through the spraying instruction as well as through providing guidance to farmers in videos and during visits.

6. Air quality Biomass production, harvesting and processing may cause gaseous emissions, and

impact on air quality. A specific source of gaseous emissions is fire, either used (on purpose) for preparation and management of biomass production units, or as an accidental side effect of biomass activities.

Q 6.1: Has the project been assessed against relevant laws and regulations on gaseous emissions and air quality?

A formal assessment against air emissions and quality was not done. There are no major impacts on air quality anticipated. The burning of land and of agricultural

residues is the main source of air pollution. This is applied locally following local traditions.

Q 6.2: Which indicators have been used to assess (aspects of) gaseous emissions and impact on air quality, and why have these indicators been selected? Please elaborate on major findings.

Not applicable

Q 6.3: Have non-compliances with relevant laws and regulations on gaseous

emissions and air quality been identified? How has this been dealt with (change of project design, other measures, etc.)? Please elaborate.

Non-compliances with Zambian law were not identified.

Q 6.4: Does the project include specific measures to prevent planned or accidental fires? Please elaborate on methodologies and measures.

Fair-trade requirement 3.2.30 calls for raising awareness to re-use organic wastes

and for allowing burning only if it is required by applicable legislation for sanitary purposes, or if it is clearly a more sustainable practice. BEM will not exclude burning of land and agricultural residues, because it is too much embedded in local traditions, but will encourage farmers to re-use organic wastes instead of burning them, through farmer videos and farmer visits.

7. Land rights

The use of land for biomass production may impact on land rights.

Q 7.1: Have (customary) land rights been assessed prior to acquiring/developing

the land for biomass production? Please elaborate.

Yes. The 250ha of the BEM farm is leased from the Macha mission post, that has

the legal control on this land since many years (>> 5 years). The Macha Mission

post was created in 1906.

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Q 7.2: Has the legal right to use the land for biomass production been ensured

through ownership, lease or other type of contract? Please specify.

See above under Q7.2, the land is leased.

Q 7.3 Have there been any disputes over the right to use the land for biomass

production? Please elaborate and specify if disputes have been resolved.

Yes. There were a number of people that unlawfully resided on the land of the

Mission post, which was leased by the BEM farm. The Mission post asked these

people to leave and eventually removed them. The unlawful residents left the

mission land and now reside elsewhere. This process was part of a more general

battle of the Mission post and its Zambian management, to keep unlawful

residents and activities out of their land, which is a very sensitive issue. The BEM

farm was not directly involved with the resettlement but is indirectly linked to it

because of the use of the land.

8. Impact on local economy

Biomass production, harvesting and processing impact on the local economy and activities. Q 8.1: Has the impact of the project on the local economy been assessed?

There has been no formal assessment of the impact on the local economy. The

BEM aims to positively impact the local community by increasing income sources

and job creation for the local people. This will be possible if the BEM develops into a self-supporting and stable operation.

Q 8.2: Which indicators have been used to assess the project’s impact on the local economy? (e.g. increase of the income of the area, created long-term jobs,

investments in services such as housing, education etc., opportunities for shareholding, empowerment of communities/farmers).

The BEM reports on the indicators used in the proposal to Agency NL, such as the

number of jobs created and the number of people trained. But Macha Works, the mother organisation of BEM, did not invest in defining indicators and setting quantifiable targets as it wants to avoid that its bottom-up development process is frustrated by working towards preset targets. Macha Works however communicates about the activities going on and about the development process in Macha, through various information channels: on its website, at its web blogs, at

national and international conferences, and in scientific articles.

Q 8.3 Please elaborate on the methodologies used to assess each of the indicators specified under question 8.2 (e.g. by enclosing available reports or files).

Not applicable.

Q 8.4 Please elaborate on the qualitative and quantitative assessment results, and

your overall conclusion on the project’s contribution to the local economy?

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So far, the BEM is believed to have had a limited positive impact on the local

community by providing income sources and job creation for a number of local people. This will have to be confirmed: BEM is not producing Jatropha oil, groundnuts and soya beans yet; it should develop into a self-supporting and stable operation in the next years. Another positive impact is the learning effect of developing the BEM for Macha

Works and its staff: learning how to set up a Jatropha farm, how to cultivate Jatropha, how to set up an income-generating bio-energy activity, how to become an agricultural hub. BEM’s fair-trade inspired system foresees the elaboration and continuous updating of a business plan to ensure long-term financial, social and environmental benefits. The related fair-trade requirements are 4.1.1 to 4.1.10.

9. Well-being of the local population and of employees Biomass production, harvesting and processing may impact positively or

negatively on the well-being of the local population and of employees. Q 9.1: Does the project contribute to capacity building of the local population, small farmers, employees etc., e.g. in relation to agronomic practices? Please elaborate which indicators are used to assess this effect, and on major findings.

Yes. Capacity building of the local population is a core value of Macha Works. The BEM builds up capacity on how to set up a large farm and a farmer outreach programme. BEM also builds up capacity at its workers and the participating small-

scale farmers on agricultural practices. The BEM is still acquiring knowledge on how to cultivate Jatropha in a productive way. So far, a main finding was that diversification with groundnuts and soya beans is important for the long-term success of the BEM operations. As explained at Q8.2, Macha Works does not use

indicators and targets to assess the effects.

Q 9.2: Does the project contribute to improved market access for local farmers? If so, please elaborate in which way.

Yes. At present the BEM does so by inter-connecting the local farmers through the outreach programme and meetings. The BEM aims to develop into an agricultural hub that allows farmers to process their Jatropha seeds, groundnuts and soya

beans, as well as other agricultural products, and hence gives market access to the participating farmers.

Q 9.3: Have health & safety aspects of the project been assessed?

A formal assessment has not taken place. The main health & safety aspects are

believed to be related to the use of pesticides and fertilizers.

Q 9.4: Please specify which health & safety aspects of biomass operations are considered critical, and which measures have been taken to avoid negative impacts on employees and other stakeholders.

As said above, the main health & safety aspects are believed to be related to the

use of pesticides and fertilizers. These aspects are addressed in BEM’s fair-trade inspired system that contains requirements on the choice, safe use and handling of pesticides and fertilizers (fair-trade requirements 3.2.4 to 3.2.19, 3.2.22). These will be put in place through the following instruments:

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- Spray team instruction

- Check on the chemicals used in the BEM - Farmer visits - Farmer videos

Q 9.5: How is liaison and negotiation with employees organised (e.g. on working conditions, wages)?

Liaison and negotiation with employees is organised through supervisors and team leaders. Working conditions and wages follow local standards. Zambian legislation covers ILO required aspects such as freedom from discrimination, freedom of labour, absence of child labour, freedom of association and collective bargaining.

BEM has selected a number of labour requirements of the fair-trade standard on which it would like to insist by inserting them into the deal with participating farmers: - No discrimination - No sexual intimidation - Children below 15 years may not be employed on the farm

- Children below 15 years may only work after school and during holidays - No dangerous works for workers less than 18 year.

Q9.6: Have gender issues been specifically considered? If so, please elaborate in which way.

Yes, they have been considered: the objective is to maintain gender balance when

employing workers. The farmer deal will include a section that discrimination on the basis of sex is not allowed.

10. Long-term financial viability Long term financial viability of the project is essential to ensure sustained biomass production and processing practices. Lack of financial viability may result in project ending, causing a variety of negative effects (land unused, unemployment, disappearance of related economic activity).

Q 10.1: Has a strategic business plan been developed for the project (in particular also covering the period after DBM or DBI project funding stops)?

A strategic business plan is foreseen for Q2 2012 within BEM’s fair-trade inspired

system. A framework for such a plan is already available.

Q 10.2: Please elaborate on factors and risks which critically determine the long term viability of the project?

The main factors are

(i) the agronomy of the Jatropha, groundnut and soya beans planted; (ii) the value added to these products in the BEM processing shed; (iii) the prices and overall costs of the agricultural chains set up; (iv) the availability of further seed funding from Macha Works and external donors

of the BEM activities. Groundnut and soya beans are cash crops that are successful in similar areas in Zambia, and are hence low risk. Jatropha is not confirmed at productive and large scale yet and therefore relatively risky.

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11. Quantities of biomass Q 11.1: How much biomass do you (expect to) grow/harvest/produce from your project (tonnes, m3, litres, etc.)?

The BEM aimed to produce 240,000 litres oil per year at project end (2012/2013). The half year report of 28 Sep 2011 to NL Agency writes the following regarding

this aim: “No oil pressed yet, but it is not very likely that the Jatropha trees will generate 120,000 litres oil in 2012 due to limited growth in 2010 and 2011”. Jatropha Harvesting was very limited so far: one bucket of Jatropha fruit at the BEM farm early January 2012 (about 10 kg).

Q11.2: If applicable: which percentage of the project’s biomass will be imported to the Netherlands?

Not applicable: the oil will be locally processed and used.

12. Classification of biomass as waste/residues An important issue in the biomass sustainability debate is about the definition of waste/residue, and which sustainability criteria shall apply to biomass which is waste/residue. The questions below are intended to collect practical experiences and viewpoints from the projects, such as to contribute to the broader discussion

on waste/residue classification. Q 12.1: Do you classify the biomass harvested/processed in your project as ‘waste’ or ‘residues’? Please elaborate.

The main aim of the BEM was to harvest Jatropha fruit which is an agro-forestry product. In the long run BEM aims to use agricultural residues for the production of biogas and compost. Examples are Jatropha hulls, Jatropha press cake, residues of

agricultural crops like maize and cotton, and other wastes. Macha Works has concrete plans to erect a digester for biogas production in the Chikanta chiefdom, the neighbouring chiefdom, in 2012.

Q 12.2 Please specify which application the biomass has/had prior to being used for bio-energy purposes in your project. Please specify which other feedstock might replace the biomass’ current application (substitution effect)?

Not applicable. Jatropha oil is destined to bio-energy use.

Q 12.3 Is the biomass a by-product which represents less than 10% of the economic value of the main product? Please elaborate.

No. Jatropha oil is the main product of the Jatropha chain set up by the BEM.

Additional income shall be generated through economic use of the Jatropha hulls and press cake. The income of groundnuts and soya beans should help to generate revenues and move towards a financially sound agricultural hub.

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13. Indirect effects of the project Q 13.1: Does the project include biomass production on/harvest from land that was previously uncultivated? Please elaborate.

BEM farm: the 250ha was previously uncultivated and should have been entirely unused, following the rules of the land owner which is the local Mission post. There

were, however, a small number of unlawful residents on the land, which were removed as described above at Q7.3. It is unclear whether the 250ha provided provisioning services2 to the unlawful residents (e.g. subsistence agriculture) or other local people, but this is not expected as the land was uncultivated and nearly unused. Investigating whether provisioning services were provided is possible, e.g. by

interviewing local stakeholders and studying the available satellite photos (see

attachments 1 to this questionnaire) and other photos made before and during the land use change, but this is not in the priorities of BEM since it does not add to the BEM activities. BEM farmers: BEM farmers either use uncultivated land or part of their farm land for the Jatropha, groundnut and soya bean activities. Only very small pieces of land are concerned, so far up to 1 or 2 ha. BEM farmers may have to ask the local

chief to convert the land. BEM does not provide guidance on the use of local consultation processes, and does not document former land use, as these are not among the current priorities of BEM.

Q 13.2: Does the project include biomass production on or harvest from land that is abandoned farm land? Please elaborate.

BEM farm: not applicable.

BEM farmers: no information available.

Q 13.3 Does the project integrate bio-energy crops with non bio-energy farming systems (e.g. projects that use intercropping or combine energy crops with livestock)?

BEM farm: yes – pilots with groundnuts and soya beans have started.

BEM farmers: yes – pilots with groundnuts and soya beans have started. Some farmers intercrop. Others plant groundnuts and soya beans on separate land.

Q 13.4 Please elaborate on the yields (of all products) from the land before the bio-energy crops were planted/harvested (baseline) and the yields (of all products) after the introduction of the bio-energy crops to the land?

BEM farm: before – there was no yield since the land was uncultivated. BEM farm: after – only part of the Jatropha plants is giving yields; it is too early to

calculate yields. The pilots with groundnuts and soya beans just started, the first yields are expected in April 2012. BEM farmers: before – BEM does not have information on the land use and yields before cultivation. BEM farmers: after – BEM does not have information on yields yet. It is foreseen as part of the BEM’s fair-trade inspired programme to collect information on yields in simple farmer logbooks. From the farmer visits, it is known that some farmers

2 Provisioning services are: (i) food (including seafood and game), crops, wild foods, and spices, (ii) water, (iii)

minerals (including diatomite), (iv) pharmaceuticals, biochemicals, and industrial products (v), energy

(hydropower, biomass fuels), (vi) building materials, fibres. Source: Ecofys 2011 « unused land guidance,

draft for consultation ».

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have Jatropha yields of plants planted before the BEM programme or in its early days. The pilots with groundnuts and soya beans just started, the first yields are expected in April 2012.

Q 13.5 Does the project impact on (local) food security? If so, please elaborate

how this works (e.g. more or less production of food crops, impact on prices, etc.)?

Impacts are believed to be mainly positive but a formal assessment was not done.

Potentially positive impacts are: - BEM provides additional income to the local people that can be used to buy food; - producing groundnuts and soya beans has a direct positive impact on food

security; - planting and growing Jatropha, groundnuts and soya beans will furthermore increase knowledge on good agricultural practices. The local farmers will benefit

from this knowledge for their agricultural (subsistence) activities; - if the BEM can develop into an agricultural and a bio-energy hub, this will boost the local agricultural economy; Potential negative impacts may come from competition on land, people, fertilizer, workers’ time and seeds, and may lead to higher prices for food. There are no signs of problems directly or indirectly related to the BEM activities for these aspects.

14. Stakeholder consultation

Biomass projects may impact positively or negatively on the local population and on other stakeholders. During the planning phase of projects, a stakeholder consultation may be used as an instrument to take account of stakeholders’ views.

Q 14.1: Has a stakeholder consultation process been undertaken for this project? Why (not)?

A comprehensive stakeholder consultation required for an Environmental Impact Assessment (EIA) was not done and is not required by Zambian law as the BEM project does not trigger an EIA nor a light EIA (project brief) which is only

required for large scale agricultural projects, according to the Zambian Environmental Protection and Pollution Control (Environmental Impact Assessment) Regulations. Macha Works has a number of procedures in place for stakeholder consultation. Macha Works Zambia, for example, has a board with representatives of the local key stakeholders (church, chief, hospital) that meet on a quarterly basis to discuss the progress made within the projects that Macha Works implements as well as

the potential abnormalities in operations.

Q 14.2: Please elaborate on the methodology used for the stakeholder

consultation process, and stakeholders involved?

See above Q14.1

Q 14.3: Please elaborate on major findings from the stakeholder consultation

process, and how these findings have impacted on (changes in) the project design?

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In the long run, the possibility of a cooperative structure owned by local farmers is

envisaged. Macha Works has experience in finding appropriate structures of ownership: Linknet (ICT) has been set up as a cooperative society. The local community is ready to work with Macha Works. Evidence for this comes from the high number of local people employed during the land clearing and planting activities of the project, which are very labour intensive. The cooperation

with 30 farmers in the BEM outreach programme also shows that the local people are ready to work with Macha Works.

Q 14.4: Is the principle of Free Prior and Informed Consent relevant for your project? Why (not)? [The principle of Free Prior and Informed Consent relates to the right of indigenous

people to control their own future by giving or withholding their free, prior and informed consent to actions that affect their lands, territories and natural resources]

This is relevant and addressed through the procedures described above.

15. Certification Q 15.1: Will the project seek certification for the production and/or processing of the biomass? Which certification system will be used?

The BEM does not aim to be certified against a sustainability standard. It is however using the fair-trade standard for small producing organisations to set up

a fair-trade inspired system that deals with the environmental, social and financial challenges of the BEM activities. The fair-trade standard was chosen because it is: 1. internationally accepted;

2. appropriate for the local context with small scale farmers and organisations with limited management capacity; 3. opportunity driven with a mix of social, economic and environmental

requirements; Inspiration was also taken from a COMACO, a Zambian non profit company that produces IT'S WILD!, a special brand of organic, value-added processed products that come from small-scale farmers who live with wildlife. In contacts with COMACO it appeared however that Macha was beyond the geographic area for which COMACO ensured funding.

BEM decided to use the fair-trade standard as a model to learn from and to adapt it to the Macha Works context. BEM’s system will be fair-trade inspired instead of fair-trade certified. This is because: 1. BEM does not aim to enter international markets, so a fair-trade certificate does not add value and does not give access to fair-trade premium prices; 2. BEM is a bottom-up initiative which is still far from being in compliance with fair-trade rules.

Q 15.2: What is the current status of the certification process? What is the

envisaged planning?

The system design is on-going. The planning is to design the most important additional instruments in Q1 2012, some in Q2 2012, and start implementing in

Q2 2012. System update is foreseen in Q1 2013.

Q 15.3: What are main obstacles or risks that may impede certification?

There are no real obstacles. For a successful fair-trade inspired system, the following aspects are however needed:

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1. Agronomic and financial success. BEM is still in its infancy. Jatropha has not

given the expected yields. BEM is now diversifying with cash crops such as groundnuts and soya beans. The fair-trade system can help the BEM to be successful, since it includes business plan development in consultation with communities and farmers. A precondition for a sound fair-trade inspired or fair-trade certified system is business success. BEM is working on this and considers

that becoming an agricultural and bio-energy hub working with and for farmers may be such a model. BEM will develop this in a bottom-up process just as other Macha Works activities. 2. Knowledge and long-term motivation. BEM is developing its fair-trade inspired system and is building up knowledge by doing so. The system must be extremely light because of the limited resources of the BEM and scalable for future situations. A fair-trade inspired system allows doing so. Long-term motivation is also key to a

successful system. In the beginning, motivation should come from visionary people inside the BEM (‘we want a fair-trade inspired system because it helps us being successful’), from their key stakeholders (chiefs, church, communities etc) as well as from donor and funders investing in the project. In the long run, the motivation should come from people inside the BEM (‘we have a fair-trade inspired system as it has demonstrated to help us being successful’).

Q 15.4: Can you please specify (expected) costs for certification (costs for

preparation, auditing costs, etc.)?

The BEM fair-trade inspired system is not something additional but an integral part

of the BEM activities and should help the BEM management to develop a

successful business. A budget earmarked for system development and system

maintenance was not made; these costs are integral part of BEM’s activities.

Certification is not foreseen so there will be no auditing costs and audit

preparation cost.

16. Other issues

Please elaborate on other issues which you consider relevant in relation to direct

effects (assessment) of your project, and have not been covered by the preceding

questions. This may also include dilemmas which you may have encountered when

weighing different categories of direct effects (e.g. the project’s financial feasibility

versus investments in environmental protection measures).

No other issues.

END

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Aspects Addressed Planned or

ongoing

Not addressed

and not planned

Explanation

1. Greenhouse gas balance Making a full GHG balance for the BEM does not add value, and is hence not

foreseen.

2. Carbon stock change Carbon stock change was addressed: the land converted for the BEM farm was

low in carbon. It will be further addressed in instructions to the BEM farmers.

3. Biodiversity The BEM farm is not located in a known biodiversity sensitive area. Biodiversity

will be addressed in instructions to the BEM farmers. A biodiversity survey is

foreseen but has low priority since high conservation values are not expected.

4. Soil quality Instructions for farmers are foreseen, as well as a soil characterisation at the

250ha of the BEM farm.

5. Water quality No irrigation used. Further actions are deemed unnecessary in the local context.

6. Air quality There will be instructions for local farmers in order to encourage re-use of

residues instead of burning them

7. Land rights A lease contract was signed for the land of the BEM farm. No other measures are

required in the local context.

8. Impact on local economy So far BEM had a limited positive local impact. This impact will grow if BEM

develops into a successful business. A formal impact assessment is not foreseen.

9. Well-being of local

population and employees

Capacity building and well-being of local communities are core values of BEM. BEM

aims to implement a health & safety package focussing on chemicals.

10. Long-term financial

viability

Elaborating a strategic business plan is planned, as one of the requirements of

BEM’s fair-trade inspired programme.

11. quantities of biomass

produced

BEM is monitoring the quantities produced.

12. classification of biomass

as waste / residues

The main activity of BEM is producing agricultural crops. BEM has plans to use

agricultural residues for biogas production.

13. indirect effects of the

project

BEM produces food crops and foresees positive effects on food security. Other

indirect effects are anticipated small. Documenting this is not in BEM’s priorities.

14. stakeholder consultation

processes

Stakeholder consultation is done on a quarterly basis in the board of Macha Works

in which key stakeholders have their representatives.

15. certification BEM aims to implement a fair-trade inspired management system in order to deal

well with its economic, environmental and social challenges.

16. other issues Not applicable

Table summarising the answers for the BEM farm and farmers

first steps towards a fair-trade inspired management system steps... · project and its...

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