Appendix 3.FAO/EC SURVEY of FARMERS ORGANIZATIONS in GEORGIA, 2011

Appendix 3.FAO/EC SURVEY OF FARMERS ORGANIZATIONS in GEORGIA, 2011

PART I: STATUS OF THE ORGANIZATION

1. Type of organization
2. Informal group Yes No, if YES go to next
3. Formal legal entity Yes
4. For profit cooperative Yes
5. Nonprofit NGO Yes
6. LTD Yes
7. Shareholder Yes
8. Daughter companies or legal entities founded or owned by the organization, Yes, please explain ______

1. Main activities of the organization
2. Currently main activity
3. Joint services Yes (Mechanization, irrigation, facilities)
4. Procurement of inputs Yes(discounts, delayed payment)
5. Sales of produce Yes
6. Benefits and subsidies Yes (Government of donations)
7. Loans and credits Yes (Cash, Inputs)
8. Other ______
9. Main reason for forming of the organization
10. Joint services Yes (Mechanization, irrigation, facilities)
11. Procurement of inputs Yes(discounts, delayed payment)
12. Sales of produce Yes
13. Benefits and subsidies Yes (Government of donations)
14. Loans and credits Yes (Cash, Inputs)
15. Other ______

1. Assets/Property of the organization
2. Mechanization, describe ______, value in __ ‘000 GEL
3. Facilities, describe ______, value in __ ‘000 GEL
4. Other assets , describe ______, value in __ ‘000 GEL

1. Responsibility of the organization/members
2. Towards government (criminal and revenue services)
3. Elected /Delegated responsible persons/management Yes
4. Joint, all members share responsibilities Yes
5. Guaranteeing with assets of the organization Yes
6. Guarantying with assets of all members Yes
7. Towards buyers and commerce laws
8. Elected /Delegated responsible persons/management Yes
9. Joint, all members share responsibilities Yes
10. Guaranteeing with assets of the organization Yes
11. Guarantying with assets of all members Yes
12. Towards creditors and suppliers
13. Elected /Delegated responsible persons/management Yes
14. Joint, all members share responsibilities Yes
15. Guaranteeing with assets of the organization Yes
16. Guarantying with assets of all members Yes
17. Legal activities of the organization from inception
18. Cases with legal actions initiated by the organization No._____
19. Cases with legal actions against the organization No._____

1. Managing of the organization
2. Self-management by all members
3. All members vote on all issues Yes
4. Members elect/delegate organization members as management Yes
5. Members elect bodies within the organization Yes

List ______

1. Provide duration of mandate of delegated persons/bodies ______years
2. Reelection required , or automatic prolongation of mandates of delegated persons and bodies within the organization is possible

1. Professional management , paid by ______
2. Control of the organization, beyond tax issues
3. Control bodies elected by members Yes
4. External control used Yes
5. Control/review as part of the operating procedures Yes

PART II: MEMBERS AND MEMBERSHIP

1. Number of members
2. How many members the organization has now ___.
3. How many members the organization had 3 years ago ___, 5 years ago ___ and 10 ___ years ago
4. Do you distinguish different types of members Yes No, if No go to next
5. Active and passive Yes
6. On basis of participation in the organization Yes
7. On basis of voting and decision making rights Yes
8. On basis of ownership and division of income Yes
9. List differences between types of members Yes
10. List responsibilities of the members towards the organization/each other (membership fee paid, delivery of production for sales, use of services etc.)

______

1. What percentage of the households in the community are members ______%
2. How many communities does the group collectively cover ______

1. Membership fees/contributions
2. Is there membership fees paid
3. On entrance, Yes, how much __ GEL
4. Monthly Yes, how much __ GEL
5. Annual Yes, how much __GEL
6. Membership fees are paid in cash , on bank account , in kind
7. Total annual income from membership fees __GEL/annum
8. Use of the membership fees for:
9. Salaries Yes
10. Running costs Yes
11. Activities Yes
12. Investments Yes
13. Decision of use of membership fees, is made by ______
14. Members are aware/able to get details on use of paid membership fees Yes

1. Enrolling new members
2. The association open to all that want to join Yes
3. Are there prerequisites for joining, (ownership, status, production size ) which candidates have to meet prior joining , please describe any prerequisites ______
4. Is there an appeal/applying process for joining Yes, describe ______
5. Is there a joining review/acceptance procedure Yes, describe ______
6. Does the joining process include endorsements Yes No, if No go to next
7. Unanimous by all members Yes
8. by the majority of members Yes
9. by the management Yes
10. Excluding or limiting members
11. Is there a procedure for excluding members Yes
12. Does the exclusion process include endorsements Yes No, if No go to next
13. by all members Yes
14. by the majority of members Yes
15. by the management Yes
16. automatic if responsibilities are not met Yes
17. Is membership permanent regardless of meeting responsibilities Yes No, if YES go to next
18. Membership expires if not renewed Yes
19. Membership on hold if contribution is not paid Yes
20. Certain rights lost if members responsibilities are not met Yes, and list consequences ______
21. How many members have been excluded/limited up to now ______

1. Membership registry
2. Exists Yes No, if No go to next
3. Is it renewed on annual/monthly basis Yes
4. Registry available to members and/or others
5. Responsible for maintaining of the registry is ______
6. Registry is kept by the ______

1. What percent of the organization members are women ______

PART III: DEMOCRACY

1. Rights of owners/founders and members
2. Are there differences in rights between the owners/founders and the rest of the members
3. Please explain ______
4. Can one member through increase participation reach a higher level in the organization or part of the ownership , please explain ______
5. Are there differences between different members
6. Please explain ______
7. Can one member through increase participation reach a higher level in the organization , please explain ______

1. Management / Members and training
2. Has the management/members and the organization as whole ever received specialized advice/training on: Management of Farmer Organizations , Democracy in Farmers Organizations or other ______
3. Does the management have any formal degree or at least training on Economy , Management , Markets and Marketing
4. Does the management or any of the members have a degree or at least training on Agronomy , Plant Protection , Livestock , Veterinary Medicine, Integrated Pest Management , or other relevant technical knowledge ______

1. Voting system and voting rights
2. For decisions that concern all members do you use a voting system
3. One member one vote Yes
4. Different voting right per size of share in the organization or participation in the activities Yes
5. Voting through representatives of groups (village representatives, group representatives etc. Yes
6. On average what is the turnout for voting in ____% of the total members
7. How long does it take to organize voting and agree on decision _____ days
8. Type of voting
9. Open declaration by raising of hands or confirmation of will Yes
10. Anonymous with ballots Yes
11. Other, please describe ______
12. Members of our group are willing and able to assume responsibilities when delegated Yes

1. Meetings and regularity of meetings
2. Does the organization hold regular meetings with delegated representatives and members
3. How many times per year do delegated representatives meet ______times
4. How many times per year do all members meet _____ times
5. Are records kept from the meetings Yes
6. How do you inform the delegated representatives and members of the upcoming meetings, decisions, news etc.
7. Personally, ether by responsible persons/ management , or through delegated representatives
8. By telephone, ether by responsible persons/ management , or through delegated representatives
9. By notification board/s , please describe where they are placed ______
10. Effectiveness of meetings
11. Our meetings are very productive Yes
12. Our meetings are not very productive Yes
13. Our meetings are sometimes very productive. Yes

1. Complaints and conflict mitigation
2. Is there a complaint receipt, review and complaints system in place for the activities of members of the organization Yes No, if No go to next
3. Is exclusion from the organization a possible outcome Yes
4. Are non-members able to submit complaints Yes
5. Is there a system for conflict mitigation between members, for issues which are not a direct concern of the organization, but with potential consequences Yes No, if No go to next
6. Please describe ______
7. Is exclusion from the organization a possible outcome Yes
8. What is the track record for conflict mitigation
9. There are many conflicts Yes, or few conflicts among members Yes
10. Are the conflicts restricted to certain individuals or groups within the organization Yes
11. How are conflicts resolved
12. usually fairly quickly resolved Yes
13. the group may be able to resolve them Yes
14. the group is not effective in resolving them Yes

1. Internal Management System and Rulebooks
2. Beyond the statute of the organization is there any other write document on rules within the organization Yes No, if No go to next
3. Please elaborate, QMS , Rulebook , Code of Conduct , Other ______
4. How are new members informed on all the decisions and rules of the organization, please describe ______

1. Changes in the organization
2. Has the membership or leadership of the farmers‟ organization changed in the last 5 years Yes and since inception Yes?
3. Has the organization changed during the past year (e.g., many new members, lots of members leaving, more men/women members or in leadership positions, etc.) in the last 5 years Yes and since inception Yes

PART IV: ACTIVITIES OF THE ORGANIZATION

1. Joint input supply Yes No, if No go to next
2. Have you established agreements to buy commodities from specific suppliers Yes
3. From retailers Yes
4. From wholesalers Yes
5. Importing their own Yes
6. Number of items acquired through joint supply ___
7. Total value of annual joint input supply __‘000 GEL, on organization or member level ,and __No of members/annum jointly procuring

1. Joint access to credits/advances for investments or until harvest
2. Commercial Banks Yes
3. Projects and other subsidized credit sources Yes
4. Agricultural and other input suppliers (retail or wholesale) Yes
5. Buyers Yes
6. The organization itself
7. Amount of obtained credits __’000 GEL/annum, in cash or in kind on organization or member level , __No of members/annum
8. Has the access to credits improved Yes, or worsened Yes, in the past few years

1. Availability of credits and advances Yes No, if No go to next
2. Available to all members Yes
3. Available to certain members Yes
4. Collateral required Yes, how much _’000 GEL/annum

1. Provision of credits to members by the organization Yes No, if No go to next
2. Funds Yes,how much __’000 GEL/annum
3. Services Yes,how much__’000 GEL/annum
4. Inputs Yes,how much__’000 GEL/annum

1. Technical support to members, trainings and education Yes No, if No go to next
2. Advice type (check applicable, one per each advice provided)
3. On production (technical) Yes
4. organizational/managerial and accountancy level Yes
5. Availability of technical support (check applicable, one per each advice provided)
6. Constant/regular Yes
7. Seasonal availability Yes
8. Ad-hoc availability Yes
9. Origin of the technical support
10. Organization, costs covered by the organization (employee)
11. Other, costs covered by Project/Donor , Input supplier, Buyer,

1. Joint services Yes No, if No go to next (check applicable items, give description)
2. Mechanization/Machinery services Yes ______
3. Post-harvest and transport related services Yes ______
4. Labor related services Yes ______
5. Administrative services (accountancy, cost benefit, registration , status and tax related)

Yes ______

1. Market and marketing related services Yes ______
2. Application for credits, donor support, subsidy etc. Yes ______

1. Agricultural pharmacy exists Yes No, if No go to next
2. Access
3. Open only to members Yes
4. Open to the general population Yes
5. Benefits
6. Offers discounts to members Yes
7. Offers credited inputs to members Yes
8. Provides revenues to members Yes
9. Provides revenues to the organization Yes
10. Provision of technical advice on selection of inputs
11. Field visits and control Yes
12. Involvement in IPM and Quality/Safety Assurance Standards Yes

1. Cost benefits of agricultural production exists Yes No, if No go to next
2. Farm accountancy recording
3. on member level exists Yes
4. on organization level exists Yes
5. Farm cost benefit and profitability of activities analysis
6. on member level exists Yes
7. on organization level exists Yes

1. Bookkeeping on activities and incomes
2. Bookkeeping on earnings, costs and revenues (yearend accounting)
3. Exists Yes, On member level Yes, On organization level Yes
4. Is provided to the revenue services Yes
5. Is adopted by members/organization Yes

1. Ability to organize activities
2. The organization has adequate funds and resources for its desired activities Yes
3. The organization has reserve for contingencies. Yes
4. The organization is able to mobilize funds or resources for most activities Yes
5. The organization is not able to mobilize funds or resources for its activities. Yes

PART V: MARKETING

1. Marketing of products
2. Every man for himself find buyers Yes
3. Members support identification of buyers and organization of sales Yes
4. Organization’s management supports organizing sales Yes
5. Organization’s management finds buyers Yes
6. Market available without need for any activities on organization level Yes

1. Sales of products
2. Quantity of sales
3. Quantity of sales per farmer in ____ tons and ____‘000 GEL/annum
4. Quantity of sales as farmer organization in ___tons and ____‘000 GEL/annum
5. Every member sells individually in every sense Yes
6. Every member sells individually, but information (on quantities, prices, quality criteria and buyout) are shared for easier sales Yes
7. Organized buyout by the farmer organization Yes
8. What is the organization cost for this in total, or per member in ____‘000 GEL
9. Organized buyout by buyer Yes
10. Delivery to buyer without prior organizational arrangements Yes
11. What are the major obstacles for marketing commodities and getting a good price? ______
12. Have these changed over the past 5 years. Yes

1. Buyers and contracts
2. Written contracts with buyers (continuous or seasonal) in ‘0 Tons/Annum Yes
3. What were the obstacles to fulfilling the contracts ______
4. Verbal contracts with regular buyers (permanent or seasonal) ‘0 Tons/Annum Yes
5. Verbal agreement for general cooperation in accordance to market conditions Yes
6. Fixed prices, quantities, delivery deadlines included Yes
7. Approximate prices, quantities and delivery on basis of previous experience Yes
8. Completely open on basis of market conditions Yes
9. Ad hock traders, set the rules Yes
10. Sales to
11. Retail sales handled by each member (green markets) Yes
12. Local buyer available to all villagers (seasonal or permanent trader, processor) Yes
13. Remote buyer available to all villagers (seasonal traveling traders) Yes
14. Local buyer available to all members (collection center, trader, processor) Yes
15. Remote buyer available to all villagers (processing factory) Yes
16. Remote buyer available to members (shops in cities, supermarkets) Yes
17. Local or remote buyers available only to individual members (groceries in cities, greenmarkets etc.) Yes

1. Sales through
2. joint organization account in ____‘000 GEL/annum
3. individual member’s account in ____‘000 GEL/annum
4. cash payments to the organization and distribution to members in ____‘000 GEL
5. cash payments to individual members in ____‘000 GEL
6. invoicing and forwarding/receipt documentation issued Yes

PART VI: DONORS AND DONATIONS

1. Number and type of donations received since establishment
2. Equipment_____ time/s, a total of _____ pieces
3. Mechanization_____ time/s, a total of _____ pieces
4. Facilities in _____ time/s, a total of _____ ‘0 m2/m3
5. Technical support
6. Improvement of products_____ time/s
7. Finding markets and improvement of marketing_____ time/s
8. Production technology_____ time/s
9. Organization aspects _____ time/s
10. Field visits
11. In Georgia_____ time/s
12. Abroad_____ time/s

1. Approximate value of received donations in ‘000 GEL
2. Type ______and ______‘ 000 GEL
3. Type ______and ______‘ 000 GEL
4. Type ______and ______‘ 000 GEL

1. Number of donors that provided support and amount per donor
2. ______‘ 000 GEL
3. ______‘ 000 GEL
4. ______‘ 000 GEL

1. Ownership of provided donations
2. All members Yes
3. Group of members Yes
4. One member Yes
5. Management Yes
6. Organization Yes

1. Use of provided donations
2. All members Yes
3. Group of members Yes
4. One member Yes
5. Management Yes

1. Responsibility for the donation
2. Delegated member , the management , no responsibility
3. The donor/implementer preformed ____ controls, with a frequency of _____ controls/annum (for finished projects).

PART VII: REVENUES AND TAXES

1. Total Turnover of the organization

1. Turnover through the organization account in ____‘000 GEL/annum, including sales, memberships, donations etc.
2. Average turnover per member in ____‘000 GEL/annum when not sold through the organization

1. Total costs for running of the organization
2. Number of paid staff ______and total salaries in ____‘000 GEL/annum
3. Offices and facilities costs in ____‘000 GEL/annum
4. Maintenance and other costs in ____‘000 GEL/annum

1. Net income for the organization
2. Total net income of the organization in ____‘000 GEL/annum
3. Who decides on the use of the net income of the organization, members, management, jointly.
4. For which purpose the net income is used usually, sharing and distributing as income to the members , salaries and running costs of the organization , investments in production , investments in joint facilities, services and equipment , other ______

1. Is the organization registered for payment of VAT Yes

1. Are any of the members registered for payment of VAT, presuming you have legal entities as members and individual entrepreneurs Yes

1. Procurement
2. Does the organization pay VAT during:
3. procurement of inputs and services for its own needs Yes
4. procurement of inputs and services on behalf of its members Yes
5. Do the members pay VAT during procurement of inputs and services Yes

1. Claiming VAT
2. Is the organization able to claim VAT on procured inputs and services Yes
3. procurement of inputs and services for its own needs Yes
4. procurement of inputs and services on behalf of its members Yes
5. Do the members claim VAT during procurement of inputs and services Yes

1. Sales and VAT
2. Is the organization able to sell the production of its members Yes
3. Is the organization required to first formally buy the production of its members and then sell it further to the final buyers Yes
4. Is the organization entitled to windrow cash for buyout of produce from its members Yes
5. During sales of products through the organization account, is the organization required to show/pay VAT Yes
6. During sales of products through the members accounts/or in cash, are the members required to show/pay VAT Yes

1. Sales format
2. Is the organization able to handle sales on behalf of its members Yes
3. Sales of products by the organization are possible
4. No, only payments through the account Yes
5. Only if fiscal bill is issued, and daily sales are transferred to the account Yes
6. Without any limitations, provided appropriate documentation is kept Yes
7. Without any limitations or requirements Yes
8. Sales of products by the individual members are possible
9. No, only payments through the account Yes
10. Only if fiscal bill is issued, and daily sales are transferred to the account Yes
11. Without any limitations, provided appropriate documentation is kept Yes
12. Without any limitations or requirements Yes

1. Income tax
2. Are the employees/management of the organization required to pay income tax of revenues obtained from the organization Yes
3. Are the members required to pay income tax on revenues from sales of their production, sold through the organization Yes
4. Are the members required to pay income tax on revenues from sales of their production, sold through in cash or through their own accounts Yes

1. Profit tax
2. Is the organization required to pay annual profit tax on earnings (net income) Yes
3. Are investments and reinvestments exempted from profit taxation Yes

1. Property tax

1. Is the organization required to pay annual property tax (fixed assets such as land, facilities etc.) Yes
2. Are the organization members required to pay annual property tax (fixed assets such as land, facilities etc.) Yes

EVALUATION