Farmer's Organization - Chapter 2

Objectives

At the conclusion of this lesson, small-scale farmers will be able to know:

1. How to select association leadership.

2. How to organize committees.

3. How to train leaders in their respective responsibilities within the association.

4. How to use the Agriculture Record Book.

Lesson preparation

1. Find an adequate place to meet (a local community hall, a participant home, etc., with chairs, table, and pleasant surroundings).

2. List of posters and drawings (as indicated for this lesson).

3. Bring 25 Agriculture Records books.

4. Supplies: chalk, marking pencil, blackboard or poster board, paper, pencil.

Concepts to be taught

1. Management. Basic objectives to be accomplished by the Association.

2. How to organize an association.

3. How to select officers.

4. How to direct an association.

Introduction

The Benson Institute has been involved in promoting farmer organization for the transfer of agricultural techniques to improve the quality and quantity of food consumes by the family. In order to transfer the technology, the Benson Institute has been promoting the organization of small informal groups called Association of Farmers Friends (AFF), for the following reasons:

It is more efficient and cost effective to teach a group than one individual at a time. This way already scarce resources are used more efficiently and effectively, overall reducing overhead costs.

1. Provides a forum for the promotion of ideas, experiences, etc.

2. It is easier to control resources, and provide a better option for long-term goals.

3. The ability of farmers to purchase inputs and sell products as a group.

4. To deal more effectively with natural and environmental issue, such as water, rainfall, land tenure, etc.

5. It is a source of information to AFF members.

Concept #1

Management. Basic objectives to be accomplished by the Association.

Management is defined a the ability to organize resources, time, efforts, and people with a goal in mind. Because of the lack of member participation many associations fail. Lack of management is defined as the inability of an individual or group to use time, resources, and abilities to achieve a purpose or a goal. If the AFF is not properly trained concerning the principals of effective management it is destines to fail.

The following are some of the basic components of a successful management of an AFF:

1. The democratic process must be the fundamental principle for decision making in organization of labor and tasks.

2. Participation is critical to the overall management of the organization. Participation is the driving element, enthusiasm, the engine.

3. The membership of the AFF constitute the main body for the decision making process.

4. The use of an "Agenda" is a fundamental tool for the success of an organization.

Concept #2

How to organize an Association

An association presidency is composed of a president, vice-president, secretary, treasurer, and committee members (depending on number of committees selected.) These members are responsible for the fulfillment of the goals set by the association.

Members of the association must be trained on how to hold and organize meetings.

The basic concepts for meeting development are:

1. Development of an agenda with specific and general topics.

2. Designation of a date, time, and place of the meeting.

3. Indicate the purpose of the meeting.

4. Begin meetings on time.

5. Ensure that a large body (quorum) of the membership is present.

6. Keep the meeting on track by following the agenda, thus avoiding useless discussions.

7. Closing the meeting on time.

8. The attendance to general meetings will be held when the participation of the whole body is necessary to make important decisions.

9. In order to be part of the decision-making process, the responsibility should be shared equally by each individual member.

Concept #3

How to select officers

The importance of being a leader and how his/her leadership affects the whole group should be openly and clearly discussed. His/her involvement will determine the success of failure of the association in accomplishing their goals. Nevertheless, leader can not do everything, members must show respect and follow instruction when asked to do something.

There are different types of leadership: democratic, autocratic, liberal, etc.

Duties and responsibilities of each member of a presidency:

• President: He is responsible for all functions and operations of the association, among others:

  1. Organization

  2. Operation meetings

  3. Reputation

  4. Management and direction

  5. Financial security

  6. Members concern

  7. Committee functions

• Vice-President: Supports the president of the Association.

  1. Assumes responsibility when required by the president.

  2. Coordinates organization, planning, scheduling of all committees formed and the orderly development of programs and projects.

  3. Responsible for the development of by-laws and rules.

  4. Responsible for identifying and preparing a list of potential members to be presented to the council.

  5. Responsible for physical organization of meetings.

  6. Responsible for organizing field days, training and information.

• Secretary

  1. Responsible for sending notice to all members of all meetings and events.

1. Keeping accurate record of membership participation. Scheduling of all meetings.

   1. Preparing report (monthly/annual).

   2. Preparing the minutes to be presented to the council.

   3. Keeping accurate record of all members.

   • Treasurer:

     1. Responsible for budget control and accounting for all associations, transaction, assets, friends, and production.

     2. Keeping an accurate record of membership participation, schedule of grant/loan payback to project revolving fund (PRF).

2. Preparing ongoing financial report to association council at least once a year to all members. Preparing books and reports for an independent auditing.

Concept #4

How to direct an association

The leadership is selected by ballot election held by the Association when all names for officers have been written and consulted about their participation in the election process and consent has been clearly expressed.

The body of the association (participation small farmers) will have to approve the duration of the elected leadership, usually for a two-year period.

At the end of the second year the members of the association and the leadership will hold new elections to select officers.

It is the responsibility of each incumbent officer to give a full account of his/her responsibility to the entire association and make an official submittal of all records, books, and reports.

No family kinship should exist among members of the leadership. This is not the case for committee members. The members of the association will decide if the president and vice-president should be elected to a second consecutive term, of if he/she can be elected after one term, under a different presidency.

Decision making

The facilitator should spend time explaining this entire process.

One of the most effective methods of group decision making is by approval of all members. This means that all members agree with the decision to the extent that they can live with it. In other words, even though the decision may not be an individual's preferred choice of action, he will agree to support the decision. Some participants may complain that this method takes too much time. This is often the case; however, in the long run, a group that uses this process is likely to have higher ownership of the decisions and, therefore, will invest less time debating, complaining about, or failing to carry out decisions that have been made.

1. Avoid arguing for your own position. Present your views as clearly as possible and then listen carefully to the reactions of other members. Keep and open mind.

2. Do not assume that someone must win and someone must lose when the discussion has reached a stalemate. Instead, look for the next most acceptable option for all concerned.

3. All members contribute. Everyone's opinion is used and encouraged. Differences are viewed as useful and helpful rather than hindering and disruptive. An issue is paraphrased to assure understanding and clarity of the issue. This calls for skill in paraphrasing. Everyone has an opportunity to share feelings about an issue through group survey. Those members who continue to disagree indicate that they are willing to experiment with the decision for period of time. They can "live" with it. All members share in the final decision.

Problem solving

1. All participants must vote and agree to accept the majority's decision.

2. The result of someone's first choice of the preference of a leader is not considered to be a decision of the members and should not be voted for.

3. An agreement is considered a decision that reflects the feelings and acceptance of responsibility without conflict or frustration.

Work Plan

Planning is an important stage in the total programming of any training activity. Generally, no planning of activities or events invites a lot of running, waste of time and most likely failure. On the other hand if you plan, you not only will know where you are going, but will know how to measure progress.

Planning involves:

1. A goal of objective wished to accomplish.

2. Identification of resources, manpower and logistical support needed.

3. Decision for long and short term based on factual information rather that assumptions or opinions.

4. Setting of priorities. Priorities must be clearly defined and understood.

5. Assessing possible solutions and recommendations.

6. Designing a plan or work plan.

7. Organizing a method or system to make solid decisions.

8. Cooperating and participating in decisions pointing toward a solution.

Facilitator:

• Goal identification

• Select association leadership

• Organize committee

• Prepare a work plan

• Association/Small farmers

Ask members to present names of possible candidates to represent and lead the AFF.

Leadership: Key to successful Association.

Explain to the Association that the candidate must be able to:

1. Demonstrate leadership ability.

2. Demonstrate problem-solving abilities.

3. Have un understanding of group dynamics.

4. Demonstrate enthusiasm.

5. Motivate others.

Write on board:

TO LEAD

TO DIRECT

TO CONDUCT

TO TAKE CHARGE

Explain to the participants that leading or directing is not an autocratic position. A leader must be able to encourage participation, give direction, and accept suggestions. Conducting means to channel, to lead. To take charge is to be able to control situations, discussions, etc.

If needed, offer your assistance to write names on the blackboard.

Members of the association should participate in a free and democratic election of leaders.

Invite one of the members to direct balloting, if the election is open.

Members (only) should proceed to raise their hands when asked to vote. Votes need to be counted and recorded. Once a member has voted, he/she cannot vote for another candidate for the same office.

Invite one of the members to place a box or container in front or center of the assembly, if balloting is secret.

Members should proceed to cast their ballots for the officer to be selected. Make sure that every member casts a ballot. Any question raised should be answered immediately so that everybody hears. All other officers must be selected in the same process.

The President of the Association should ask to conduct the next item of business after announcing the results of the election.

Ask the President of Vice-President to write on the board possible activities proposed by members (have a calendar at hand).

Planning a Calendar of activities

Members of the AFF should indicate some of the activities that could take place in the next 30 days. Some should include:

• General Assembly

• Council (leadership) meeting

• Work session

• Training session

• Party (social activity)

Indicate:

• Date

• Time

• Place

• Nature of meeting

Planning an agricultural calendar (each member should have a Record of Agricultural Production Book)

Members of the AFF should indicate in already prepared material (Agriculture Record Book) what are some of the agricultural tasks and other activities needed to be recorded to establish an organized agriculture calendar within the association.

On a Gant chart, fill in appropriate task and time that it occurs. Make sure all data is entered accurately and clearly:

• Harvesting

• Planting

• Rainy season

• Weeding

• Fertilizer application

• BHN assessment

• Family Health Record

• Other data.

This session in usually lengthy, so it is suggested you divide the Association in 2 or 3 groups if enough facilitators are available. Emphasize that data is important to determine what needs to be done, how it needs to be done, and what is to be done. If you need to use a blackboard or posters, be ready to use them.

Farmers usually are bored with paper work. Some will tend to get up and wonder off. Invite all members to stay. Every member should finish his/her work plan on agricultural activities for next cropping, harvesting or marketing season.

Budget preparation is the implementation of a plan to effectively use financial resources for a period of time proposed by the association. A budget is always based on expected and possible tasks that will occur within a calendar period. Many times the technical and financial results will differ from the realities of the actual budget. This does not mean that a budget has no value for the association. In many cases, the reality does not match the expected estimated costs for agricultural inputs, this is primarily due to the lack of information provided to the budget officers. Prepare a budget using a blackboard or an already written financial expenditures.

Consider:

• The agricultural calendar with the various crops and tasks to be performed within that cropping season.

• Use the Agricultural Record Book to examine input costs, labor, and machinery for past cropping season.

• Examine the ratio of general costs versus benefits or earnings.

• Examine and budget needed labor.

• Examine and budget for fertilizers and herbicides.

• Examine and budget for animal feed and care.

• Budget for agricultural machinery, installation and construction.

• Include any other hidden costs of production.

• Committee selection: The function of the committees is related to specific tasks assigned by the leadership or presidency of the group. Such as: locate seeds, dig a well, repair a fence, organize a party, etc. The chairman of the committee will be selected by the presidency and he does not have to be elected by balloting. His/her assignment will be to respond to a specific need or task as requested by the leadership. He/she will have the opportunity to call upon other members of the association to form the committee which later will report to the leadership. It usually involves one or two more individuals and the chairman.

The presidency should select from the group four committee members:

• Agricultural activities

• Training/field day activities

• Social activities

• Auditing (See Guidelines to organize an association)

Other committees can be organized as needed. Using the Guidelines to organize and association instruct every member on his/her duties, indicate timelines and responsibilities of the members of each committee.

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