Guide on Social Preparation

8/2/2019 Guide on Social Preparation

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DEPARTMENT OF ENERGYENERGY UTILIZATION MANAGEMENT BUREAU

GUIDEon

Social Preparation

BAPA Formulation, Operation and Management

for

Renewable Energy-based Electrification Projects

June 2009


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This manual was developed by the Department of Energy (DOE) through the

technical assistance under the Project on Sustainability Improvement of

Renewable Energy Development for Village Electrification in the Philippines

which was provided by the Japan International Cooperation Agency (JICA).


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TABLE OF CONTENTS

Chapter Topic Page1. Introduction .....................................................................................................................1

1.1 Background................................................................................................................ 1

1.2 Purpose and Users of this Guidebook.......................................................................1

1.3 How to Use This Guidebook ...........................................................................................1

2. Process of Renewable Energy Rural Electrification ......................................................1

3. Social Preparation ...........................................................................................................4

3.1 What is Social Preparation?......................................................................................43.2 Basic Social Preparation Process..............................................................................5

(1) Preparatory Phase (3-6 months) ...................................................................................5

(2) Planning Phase (6-8 months) .......................................................................................6

(3) Implementation Phase (3-12 months) ...........................................................................7

(4) Operation and Monitoring Phase (Continuing) ..............................................................8

4. Guide for the establishment of Barangay Power Association (BAPA) ........................10

4.1 Steps of BAPA formation ......................................................................................... 104.2 BAPA organization structure .................................................................................. 11

4.3 Necessary training for BAPA officials..................................................................... 11

4.4 Establish support system to BAPA ......................................................................... 12

5. Guide on BAPA management for Renewable Energy Development ...........................13

5.1 BAPA Management..................................................................................................13

Annex-1 Sample questionnaire .........................................................................................15

Annex-2 List of AREC .......................................................................................................21

Annex-3-1 Sample Monitoring Format (New Installation) .............................................23

Annex-3-2 Sample Monitoring Format (Rehabilitation) .................................................26

Annex-4 Sample by-laws ...................................................................................................39

Annex-5 Sample Tariff Setting .........................................................................................48

Annex-6 Official Registration of BAPA ............................................................................54

Annex-7 Simple Bookkeeping and Financial Management ............................................58

Annex-8 Safety measures for the use of electricity .........................................................62


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Figure-1 Process of Implementation Renewable Energy Project

Figure-2 Project Implementation and Social Preparation Activities

Figure-3Monitoring Flow

Figure-4 BAPA structure for micro-hydro

Figure-5 BAPA structure for solar power

Figure-6 Coordination and Cooperation System

ACRONYMS


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1. Introduction

1.1 BackgroundThe Philippine Government pursues rural electrification through its Department of Energys (DOE) Barangay Electrification Program (BEP), a top-priority program aimedat the following targets:

A. Achieving a 100% Barangay level electrification rate by 2009B. Achieving a 90% household level electrification rate by 2017

As a result of the governments efforts, the Barangay level electrification rate reachedapproximately 97.71% as of December 2008.

Majorities of the people who have no access to electricity live in mountainous areas orisolated islands, where it is difficult to install distribution lines for electrification.Therefore, the utilization of decentralized Renewable Energy (RE) such asmicro-hydropower or solar power, for electrification is expected in these areas.

1.2 Purpose and Users of this GuidebookThis Guidebook is intended to assist those who are prospective proponents of micro-hydro and solar power for rural electrification; entities such as Local GovernmentUnits (LGUs), and Non Government Organizations (NGOs). This guide mainly serves

as a practical road map to facilitate the Barangay Power Association (BAPA) Formationand BAPA Management of RE development. These organizations are responsible forsystem sustainability.

1.3 How to Use This Guidebook

This guidebook is composed of five (5) chapters regarding sustainable development of RE systems for rural electrification.

This guide has been developed to provide the proper procedures on off-grid RE

electrification projects. It is assumed that the actual implementation arrangements fora specific Barangay electrification project will be adapted to the actual conditions of thetarget areas, as well as the presence of a necessary infrastructure for local manpowersupport.

2. Process of Renewable Energy Rural ElectrificationFigure-1 shows the process of Renewable Energy Development from the PreparatoryPhase up to the Operation and Monitoring Phase. The proponent/implementer shouldcarefully consider each factor (i.e. technical, organizational and financial) for each

phase and determine the corresponding responsible entity.


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Figure-1 Process of Implementation Renewable Energy Project

Legend: : Technical Factor : Social Factor :Technical and Social Factor

Study on social aspect

Identify needs of beneficiaries

Consultation with the potential beneficiaries

Identify scheme of project implementation

Demand forecast

PreparatoryPhase

Designing

Implementation

Preparation of BAPA By-law

R E D e v e l o p m e n

t f o r R u r a

l E l e c t r i

f i c a

t i o n

Identify RE potential in the area

Data collection for material procurement Quotation/Canvass)

Basic planning (the lifetime of RE system,use of electricity )

Identify project scale (balance of supply and demand)

Financial plan (counterpart share)

Designing (Civil, E/M, Distribution line)

Procurement and implementation plan

Make the O&M manual

BAPA formulation

Estimation of project cost

Electricity tariff setting

Commitment of counterpart fund share

and su ort

BAPAs' training

Periodic inspection and maintenance

Recording and reporting (technical and social)

PlanningPhase

ImplementationPhase

Operation andMonitoring

Phase

Construction and installation

3-6 months

6-8 months

3-12 monthsUsers' training

Procurement

Continuing

Operation and financial management

Commissioning


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Figure-2 shows what a proponent / implementer is required to do in each stage in termsof social preparation activities. The left flow-chart shows the projects main activitiesand the right flow-chart focuses on the social preparation activities.

Figure-2 Project Implementation and Social Preparation Activities

SocialPreparation

activities

Step 1: Preparatory phase

Step 3: Implementation phase

Step 4: Operation and Monitoring Phase

Operation & Maintenance

StartProject Implementation activates

Identification of Project Site

Coordination with EC, LGUCoordination with EC, LGU

Site Assessment

Proposal Preparation

Acquisition of Approval & Permissions

BAPA FormulationBAPA Formulation

Training

Construction

Monitoring

Step 2: Planning phase

Initial consultation with the communities(benefit, responsibility of receiving electricity),

Social survey

Coordination with Electric Cooperative andLocal Government Units

Continuous consultation with the communitiesBAPA, by-laws, Electric Tariff rate

Continuous consultation with the communitiesif needed

BAPA formulationElection of BAPA officers

Finalize by-laws and tariff settingBAPA trainingUser's training

BAPA Operation (Maintain O&M, electric service)Conduct monitoring by LGU and AREC

Re-training / Strengthen of BAPA,if needed


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3. Social Preparation

3.1 What is Social Preparation?Social Preparation is a time-consuming process containing many steps and procedurethat are not subject to haste involving the community, professionals and officials whoexercise patience and the willingness to take the necessary time and effort to achieveestablished goals.

Social Preparation is divided into four (4) phases:1. Preparatory Phase2. Planning Phase3. Implementation Phase4. Operation / Monitoring Phase

Why social preparation activities are needed? Social preparedness for renewable energy system. Encourages/ builds a sense of ownership among the beneficiaries Emphasis on self-support

What are the things that the stakeholders should know about the RE project? Benefits, advantages and disadvantages of using electricity Function and proper management of the RE system Proper use of electricity

Role of RE development in rural electrification-Grid extension-Lifetime of the RE power plant

Financial factors- Generation costs- Operation and maintenance costs

Key Points in conducting Social Preparation:

1. The proponent/implementer encourages the community beneficiaries to

participate in RE project planning, implementation, and management sothat they will be able to engage in the demand-driven processes of theproject.

2. Beneficiaries will be able to use renewable energy in a sustainable andindependent manner.

3. The proponent/implementer seeks the consent and participation of thecommunity, which further strengthens the Barangay Power Association(BAPA) formation within the community beneficiaries.

4. For the sustainability and independence of the RE project, the Departmentof Energy (DOE) in collaboration with the Local Government Units

(LGUs) and NGOs supports and/or assists the beneficiaries until thebeneficiaries become financially, institutionally, organizationally andtechnically independent.


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3.2 Basic Social Preparation ProcessThis section will explain the details of each stage. Figure-2 will also assist you inreading this section.

(1) Preparatory Phase (3-6 months)

The preparatory phase lays down the groundwork for rural electrification (RE) projects.It consists of institutional preparation, institutional linkage, site selection and validation,gathering of baseline community data and community mapping. Barangay/Villageacceptance of the program as well as conducting a consultation meeting amongstakeholders is important.

During the consultation meeting with the beneficiaries, the effects and benefits of theRE project and verification of the electrification are discussed. The beneficiarysresponsibilities are articulated in the monthly electric tariff intended for the operation,maintenance and the sustainability of the project.

Furthermore, the aim of the social survey is to gather information to be utilized forevaluating the setting of the future electric tariff and the Barangay Power Association(BAPA) formation. (An example questionnaire is in Annex -1 . BAPA formation isdescribed in Chapter 4.)

Criteria for selecting a project site from a social point of view are contingent on whether

or not: The potential beneficiaries have a sense of ownership after implementation

of the project They accept responsibility for the operation, maintenance and management

of the RE system They agree to pay the electricity tariff for continuing service and sustaining

the system

A. Key activities

Coordination with Electric Cooperative and LGUsConfirm if the Electric Cooperative (EC) has plans to electrify the targetareas, while the visit to the LGUs is to obtain information and confirmtheir support of the project. If the LGU accepts the proposed project, theproponent/implementer should receive an endorsement from the LGU.

Demand SurveyHow many households are to be electrified?How many lights per household?What kind of electric appliances will a typical household use?

Other electricity needs such as street lights, public facilities (churches,schools, daycare centers) etc.


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Socio-economic Survey (RRA)Capacity-to-pay or Willingness-to-pay the tariff Socio-economic condition of the areaManagement Capability of the Existing organization

Initial Community ConsultationInformation disseminationBenefits of electricity

*Basic RE system*Comparison of kerosene to electricity

Roles/responsibilities of beneficiariesProper use of electricity ( See Annex 8 )Obtain a consensus of proposed programs/projectsReceive a formal commitment from the beneficiariesEndorsement of LGU

(2) Planning Phase (6-8 months)

The planning phase involves the;i) Technical, economic, social and environmental analysis based on the

original project concept;ii) Consultations with relevant stakeholdersiii) Consideration of alternative design optionsiv) Development of a detailed design with related budget and a financing

plan with implementation arrangementsv) Come up with general agreements and if appropriate, determine local

counterparts

This would require the formation of a local program pertinent to particular needscoupled with the communitys readiness to accept and support the required technology.This will also involve an intensive and detailed community-government informationexchange on various aspects of the locally formulated development programs.

In this phase, the formalization of structures/mechanisms on operation and management

(O&M) like the formation of Barangay Power Association (BAPA) will take place.The BAPA is formed for the operation and maintenance of a power plant. During theBAPA formation, the drafting of the constitution and by-laws (See Annex-4 Sampleby-laws) and policy formulation will be discussed among members prior to ratification.

The electricity tariff/tariff rate shall be discussed during the consultation activitiesamong the beneficiaries and the proponent/implementer before starting operations toensure stable service and sustain operations and maintenance. (See Annex-5 SampleTariff Setting)

A. Key activities

Reconfirm / finalize list of households to be energized


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Identify the stakeholders Organize BAPA Drafting and formulation of by-laws Confirm allocation of budget responsibilities Electricity tariff / tariff rate setting Continuous consultations with relevant stakeholders until beneficiaries can

understand the systems and accept their responsibilities

(3) Implementation Phase (3-12 months)

Implementation is the stage where all the planned activities are put into action. Beforethe implementation of a project, the proponent/implementer should identify theirstrengths and weaknesses, opportunities and threats. The strength and opportunitiesare positive forces that should be harnessed to efficiently implement a project. Theweakness and threats are hindrances that can hamper smooth project implementation.The proponent/implementer should ensure that they have the means of overcoming

potential roadblocks.

It is during this phase that the organizational and technical capabilities of thecommunity are put to the test, and when unexpected events need to be met quickly andeffectively. The experience gained from this implementation phase should be channeledinto improving and strengthening the communitys on-going capacity for partnershipdevelopment.

During construction, the proponent / implementer shall provide training to BarangayPower Association members for BAPAs operations, maintenance and management.

The proponent can receive BAPA training implementation assistance from DOE andARECs. (See Annex-2 List of AREC)

Reminder for the proponent/implementer

Decide on how you are going to implement the projectDefine the different groups or individuals and the particular roles thebeneficiaries are to play in the projectIdentify who will be responsible for what activityDefining and distributing the costs and materials necessary toimplement the projectDetermine when to start project implementationConfirm that social conditions and technology areharmonized/balanced(Even though there is a good potential for RE in target area, the projectshould not be implemented unless beneficiaries are fully ready toaccept it. And demand and supply must be met.)Spend time for explanation/training (let the beneficiaries understandthe importance of BAPA management)


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A. Key activities

Initiating the operation and maintenance of the programs*Practice O&M of the project*Improve and strengthen BAPAs skill set

Formal turn-over of facilities to the community (upon meeting designatedquality, function and output specifications and their maintenance skillshave reached a sufficiently high standard)

Bringing the monitoring system into full operational status and makingnecessary modifications as becomes necessary (technical and socialaspects)

(4) Operation and Monitoring Phase (Continuing)

Monitoring is the routine observation and recording of activities that occur in a givenproject or program. It is a process of gathering information that covers all aspects of the project. To monitor is to check on how project activities are progressing. It alsoinvolves giving feedback about the progress of the project to the proponent/implementerand beneficiaries of the project.

Monitoring is important to ensure that activities are implemented as planned. Thishelps the proponent/implementer to measure how well they are achieving their targets.This is based on the understanding that the process through which a project isimplemented has a lot of effect on its use, operation and maintenance. If activities are

not going on well, arrangements should be made to identify the problem so that it can becorrected.

Monitoring provides useful information indispensable to;

Analyzing the situation in the community and its present project(s) Determining whether project input is utilized Identifying problems facing the community or project and finding

solutions Ensuring that all activities are carried out properly by the right people in a

timely fashion Leveraging the lessons absorbed from one project to another Determining whether the way the project was planned is the most

appropriate way of solving a present problem


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Figure-3 Monitoring Flow

There are two existing kinds of project monitoring methods, one is regular monitoringwhich is done for existing projects, while the other is rehabilitation monitoring. Forthe monitoring of projects for rehabilitation, gathering of data should be conducted in amore meticulous fashion, especially in terms of pinpointing the specific cause of theprojects failure given that it is directly connected to a projects sustainability.Annex-3-1 , and 3-2 are sample forms for regular monitoring and for rehabilitation.

A. Key activities

Proper operation and maintenance of the system

Tariff collection Bookkeeping Periodic reporting

DOE, OtherGovernmemt &

DonorsCommunity

ProponentElectric

Cooperative LGU / NGO

ManagementManagement

Repair &Replacement

Hand Over

Tariff Collection

Bookkeeping

Periodic Report

Dialog withDialog withConsumers

Feedback

Report

Turn Over

Monitoring

Operation &Maintenance

Monitoring


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4. Guide for the establishment of Barangay Power

Association (BAPA)What is the Barangay Power Association?

The BAPA is a group of duly recognized officers and members, held together by

duly approved by-laws under the auspices of a General Assembly. The by-lawsare binding documents which will be used in the operation of the system.

The concept of organizing a BAPA is introduced in the Planning phase andshould be organized at least 3 months before the start of the power plantconstruction.

What is the Role of the BAPA ?

To take care of the operation and maintenance of the RE system includingmanagement of the electricity services in a designated area.

In-charge of collecting required fees by setting the electric tariff. Operation and maintenance of the systems including handling basic repair andmanagement project issues at the local level.

4.1 Steps of BAPA formationOrganization of BAPA is conducted by the proponent/implementer during the PlanningPhase. The proponent/implementer may seek assistance on how to properly organizethe BAPA from DOE or ARECs. It is essential for the proponent to have a facilitatorwho is familiar with community organizing. Below are the required steps and

activities for BAPA organization. Coordinate with MLGU and BLGU Set the schedule for the Barangay council and general assembly meetings

Reminder for the proponent/implementer

Assessing the community and local organizations improvement andmatching this enhanced capability to possible future commitmentsProvide refresher trainingIdentify all training required for the effective creation of the monitoringand evaluation systemsClarify the responsibilities involved in administering the monitoringsystemDesign, establish and operate a built-in monitoring systemIdentify problems which may hamper smooth operations andmaintenance of facilities and other integral activitiesPromptly respond to these problems with the appropriate action andresources.


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Conduct the Barangay general assembly meeting Discuss the BAPA Constitution and By-Laws, putting emphasis on the

duties and responsibilities of the officers and members Election of BAPA officers Register with the CDA in order to obtain a legal identity (corporate legal

personality) and open a bank account under the name of BAPA (See Annex-6 Official Registration of BAPA)

Set the schedules for financial management, leadership training for BAPAofficers, and technical / management training for operators/technicians

Conduct leadership, team building, financial management training forBAPA officers and technical training for operators/technicians.

4.2 BAPA organization structure

Number of each officer depends on how many beneficiaries BAPA takes care of, andhow BAPA operates and maintains the power plant. You can also combine multipleofficers roles to minimize personnel. Below is the ideal composition of a BAPAorganization for micro-hydro and solar PV projects.

Figure-4 BAPA Structure for Micro-Hydro Power Figure-5 BAPA Structure for PV

4.3 Necessary training for BAPA officialsWho will be trained?BAPA officers and members who have sufficient knowledge and skills in the operation,maintenance, and management of the BAPA will be trained.

Who will conduct the training?The proponent/implementer and concerned LGUs should be responsible for initiating(until completion of the project) the conduct of the training before the plantcommissioning. On the job training is necessary for project administration, managementand O & M of the power plant facilities for the BAPA on its actual application. The

supplier in coordination with AREC should conduct the operation and maintenancetraining for the operators/technicians on the electro-mechanical equipment and giveassistance in preparing a specific O & M manual for the project.

BAPA Chairman

BAPA ViceChairman

Auditor

Secretary/Treasurer

Collector Operator Lineman

BAPA Chairman

BAPA ViceChairman

Auditor

Secretary/Treasurer

Collector Technician


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Types of Training for BAPA: O&M of micro-hydro power plants and Solar PV / BCS O&M of transmission and distribution line House wiring installation and maintenance Organization management, including documentation (reporting) Financial management (Bookkeeping) (See Annex-7 Simple

Bookkeeping and Financial Management)

4.4 Establish support system to BAPAEven when the electricity tariff is properly collected, once a breakdown occurs in thesystem, it is difficult for the BAPA to repair it alone because the amount of fundsavailable from the association is insufficient. Therefore, a financial and technicalsupport system should be incorporated for the rehabilitation or improvement of theproject. Likewise, it should be clarified with the MOA which parties will support/assistBAPA in times of need.

Figure-6 Coordination and Cooperation System

Technicalassistance

Conduct Social Preparation

D O E

A N E C L G U

N G O

Requestassistance

Supervise

Monitoring Report

Report

Work together

Technical ass istance(Just in case)

Technical assistance(Just in case)

Management suppor

Beneficiaires / Communities

B A PA


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5. Guide on BAPA management for Renewable Energy

DevelopmentIn order to sustain the long-term operations of the renewable energy systems, the plantmust be operated and maintained properly as specified in the operation and maintenancemanuals. Operators of the plant shall be trained sufficiently and the said manual shall beprepared prior to the commissioning of the power plant.

As part of the operation and maintenance of the systems, all records shall be keptproperly as future references to be used as important information in researching thecauses of trouble.

5.1 BAPA ManagementA good management system is necessary for the sustainable development of renewableenergy projects in rural areas. Therefore, BAPA officers shall be trained properly, andthe constitution and by-laws duly approved by the general assembly shall be strictlyimplemented.

BAPA shall manage the system and the association properly ensuring its continuous andstable operations. Major management activities of the BAPA are as follows:

Tariff collection

Main source of funds/income Strict implementation of the rules on tariff collection:

Monthly payment Penalties, Charges and Fees stipulated in the approved by-laws Disqualification from the organization

Expenditure Set limitation on the nature of expenses

Direct costs of Operation and Maintenance (repair/replacement of spare parts)

Indirect costs related to the operation (supplies, transportation,honorarium, etc.) Expenditure procedure

Expenditure should be duly approved and signed by authorizedBAPA officer/s

Bookkeeping Proper financial management Transparency to the beneficiaries

BAPA has an obligation to keep balance sheets of income and expenditure, and

periodically submit them to the MLGU. The external auditor designated byMLGU must audit and validate the income and expenses incurred by theassociation. BAPA should avoid using collected money for purposes other than


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designated. Training in proper bookkeeping should also be conducted by theproponent/implementer.

Observation of and guidance for proper use of electricity Monitor beneficiaries to prevent illegal connections and improper use of

electricity Ensure that beneficiaries comply with the rules and regulations Impose penalties on beneficiaries who engage in illegal acts.

Periodic report on O&M and BAPA management If a given project is funded by the DOE, the proponent/implementer is underobligation to report the operation and maintenance conditions of the system tothe DOE. On the other hand, the DOE is responsible for monitoring the projectin order to whenever necessary render technical assistance to the operations andmaintenance of the project. The DOE/AREC shall conduct emergencymonitoring activities, if necessary, based on the reports submitted by the BAPA.

Dialog with beneficiariesIn order to manage the systems, BAPA shall maintain frequent and open dialogwith beneficiaries, and their management activities must be transparent.

The officers of the association shall hold a regular monthly meeting and aspecial meeting when urgent matters needing immediate attention arise. TheBAPA Secretary shall serve a notice in writing of regular and special meetings to

each member at least three (3) days prior to the designated date of such ameeting.


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Annex 1

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Annex-1 Sample questionnaire

Questionnaire for village captain / key informant

Name of Interviewee: Mr. or Ms.

No. of households

5 years ago Present

Village

Population

5 years ago Present

Village

Communication system

1) Cell phone 2) Telephone 3) Others:

What organizations exist in your village?

Name of organization:

Are there Sari Sari stores in your village?

Yes, (how many? ) No,

Education (Primary)

Q&A No.

Name of Brgy, Municipal:

Date: . 200


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Annex 1

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What is the general percentage of

villagers who graduate from high

school? (%)Do you think the inflow and outflow of migration has increased or decreased in

your village? Please compare the present situation to 5 years ago.

Inflow of migration: increase / decrease

Outflow of migration: increase / decrease

Cropping calendar

1 2 3 4 5 6 7 8 9 10 11 12

Rice

Copra

Other

Daily routine

1) What time do villagers usually wake up?

2) What time do they usually start work (ex. Farming)?

3) What time do they usually retire for the night?

If the opportunity for electricity use presents itself to you, in the future what kind of

productive/livelihood activities will you engage in?

a: Irrigation pump b: Sawmill machine c: Chicken farm d: Rice milling machine

e: Handicrafts f: Home industry (make cake or bread) g: Shops h: Restaurant

i: Other (Please specify): )

j: No idea

In general, what recreational activities do the villagers enjoy?

Thank you for your cooperation!!


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Annex 1

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Questionnaire for non-energized household


Respondents relation to household head:

1) Head 2) Spouse 3) Child 4) Parent 5) Brother or sister

6) Son or daughter in law 7) Others, specify

Family Source of Income

Please disclose your main source of household cash income and the total annual

amount.

* Disclosure required for those engaged in agriculture as a profit-yielding

venture however, for those engaged in agriculture solely for personal

household consumption, disclosure is not required.

Items Check

Monthly Cash Income (Peso)

a. Agriculture

b. Fishery

c. Own business

d. Government employee

e. Migrant labor

f. Private employee

g. Other (remittance etc)

TOTAL (Peso/monthly)

Q&A No.

Name of , Village, Municipal:

Date: . 200

Name of Interviewer:


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Annex 1

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Expenditure

Item

Amount

Peso/month Remarks

A Food

B Housing Housing loan repayment/house rental, etc.

C Water Cooking, drinking

D Irrigation water Agricultural use.

E Education Enrolment / tuition fees, books, uniforms etc.

F Transportation Bus fare, oils for your cars/bikes.G Health care Medical treatment, medicines.

H Social cost Cash contribution to social events & ceremony

I Others Other costs not specified above

TOTAL

(Peso/month)

What are the current energy sources in your household?

a.

Amount/month

b. Unit

Price

(Peso)

Remarks

Liter Purchase cost for lighting. Do notinclude for car, bike, tractor, butinclude for lamps.

No. of kerosene How many kerosene lamps does yourhousehold have?1) Kerosene

Hours What time do you usually use it?

2) Fuel wood Kg Purchase cost

3) Dry batteries Pieces Purchase cost

4) Car battery

chargingUnit

Charging cost per unit

5) Generator Unit Purchase cost and a uses fee

6) Others Specify

TOTAL


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Annex 1

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Are you interested in an electricity-powered lifestyle?

a: Yes b: No Reason:If you could use electricity in the future,

7.1 What kind of electric appliances would you want?

a: Light b: Television c: Radio d: Video player e: Refrigerator

f: Electric fan

g: Flat iron h: Water pump i: Other (Specify)

7.2 What kind of electricity-powered productive/livelihood activities will you begin

doing?

a: Irrigation pump b: Sawmill machine c: Poultry / Piggery farm

d: Corn /Rice milling machine e: Handicraft

f: Home industry (make cake or bread) g: Shops h: Restaurant

i: Other (specify: )

j: No idea

7.3 Do you agree to pay an electric tariff every month?

a: yes b: no

Will you contribute your manpower by working as a laborer during the

construction / installation stage for renewable energy projects?

a: yes b: no

Thank you very much for your cooperation!!


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Annex 1

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Questionnaire for energized household


Respondents relation to household head:

1) Head 2) Spouse 3) Child 4) Parent 5) Brother or sister

6) Son or daughter in law 7) Others, specify

How many light(s) does your house have, and how many hours do you use it

(them) per day?

No. of bulb: : Hour/day

What kind of electric appliances does your family have?

a: TV b: Radio c: Video /Cassette player d: Refrigerator e: Electric fan

f: Flat iron g: water pump

h: Other (Specify)

How much electricity do you use a month? Please give us the following

details of your three latest monthly electricity bills:

Month a. 2 months

before

b. 1 month before c. Recent month

Quantity (kWh)

Payment (Peso)

Thank you for your cooperation!!

Q&A No.

Name of Village, Municipal:

Date: . 200


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Annex 2

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Annex-2 List of ARECEngr. CARLOS M. PASCUAL Mr. RUPERTO S. SANGALANGProject Leader CP: 0917-578-3456 President and Project Leader

Mariano Marcos State University (MMSU-ANEC) Email: [email protected] City 2906 Ilocos Norte Jaime Q. Dilidili - Head, Technical DivisionTelefax: (077) 792-3879 Tel.No.: (046) 686-1524 / CP:0920-951-1633

Email: [email protected] Cavite State University ,4122 Indang, Cavite (CvSU-ANEC)[email protected] Tel No. (046) 415-0010-11 Fax: (046) 415-0012

Email: [email protected] Tel. No .(046) 572-2559 Mr. GIL DELA VEGA Engr.BERNARDO S. OCAMPOProject Leader Project Leader / CP: 0919-819-4934

Dr. MARIO B. MENDOZA - Head, Technial Division Western Philippines University (WPU-ANEC) Don Mariano Marcos Memorial State University(DMMSU-ANEC) 5302 Aborlan, Palawan2515 Bacnotan, La Union Fax: (048) 434-1052 / (048)433-4367Telefax: (072) 242-5641 Fax: (072) 242-5642 Puerto Princesa Executive House

Office of Vice President Telefax: (072) 888-5352 Email: [email protected]: [email protected] / [email protected] Tel. no.: (048) 433-2733 Malou (staff) 0920-510-7083Email: [email protected] , [email protected]

DR. RAMON D. VELASCO Engr. EDGAR M. MOLINTASProject Leader / CP: 0915-985-3698 Project Leader/ CP: 0919-823-3365

College of Engineering Benguet State University (BSU-ANEC) Isabela State University (ISU-ANEC) 2601 La Trinidad, Benguet3309 Echague, Isabela Fax: (074) 422-2281 Tel. 422-2401- President OfficeANEC-Telefax: (078) 672-0233 Tel: (078) 672-0078 Email: [email protected]: [email protected] Julie (staff) 09163592286 fax.no. (074) 422-4380

Jackson Agaldang - Tech'l. Head CP: 0928-481-8174

ENGR.. JERRY S. BIGORNIA DR. MANUEL A. BILAGOT, JR .Project Leader/ Office of the Vice-President for production Project Leader / CP: 0927-727-7810

Bicol University (BU-ANEC) Kalinga-Apayao State College (KASC-ANEC)Legaspi City, Albay 3800 Tabuk, KalingaTel: (052) 484-6336 Tel: (074) 872-2045Office of the Vice-President Telefax: (052) 820-6103 Email: [email protected]: [email protected] Ronald Angid-CP: 0919-623-2705

Arnulfo P. Malinis CP:0906-333-2125 tel.835-0560 Fax: 212-5498 Obed Jose C. Bilowan-CP: 0920-852-3747

Engr. JOSE PARDALIS ENGR. ANGELITO V. ANGELESProject Leader / CP: 0929-587-9711 Project Director / CP: 0918-913-9645

Camarines Sur State Agricultural College (CSSAC-ANEC) Central Luzon State Universi ty (LSU-ANEC)

4418 Pili, Camarines Sur 3119 Muoz, Nueva EcijaFax: (054) 477-3341 Tel.: (054) 477-3320 loc. 126 temp. no. 0918-2277-288Email: [email protected] Telefax: (044) 456-5443 (President)

Email: [email protected] tel no:(044) 456-5202

Engr. JERIEL G. MILITAR Mr. RENE E. ALBUROProject Leader / CP: 0918-937-6385 Project Leader / CP: 0919-490-2006

Central Philippine University (CPU-ANEC) ARTC-University of San Carlos (Main)Jaro, Iloilo City, Iloilo 5000 P. Del Rosario St., Cebu City 6000, CebuEmail: [email protected] Fax: (032) 253-1000 loc 207Telefax: (033) 320-30-04 Email: [email protected]: [email protected] / [email protected]

Prof. ARMAN T. GASCON Dr. NICHOL R. ELMAN

Project Leader/ CP: 0926-986-1025 Project Leader College of Engineering / email: [email protected] University Extension ProgramCentral Mindanao University,University Town (CMU-ANEC) Siliman University8710 Musuan, Bukidnon 6200 Dumaguete City, Negros OrientalTelefax: (088) 356-1912/ (1910/13) Fax:(088)222-5748 Tel: (035) 422-7207 Fax: (035) 225-4764Email: [email protected] / CP: 0927-794-2485 Email: [email protected]


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Engr. ALEJANDRO S. VILLAMOR Dr. ROBERTO C. GUARTEProject Leader CP: 0916-517-9024 Project Leader & Dean

College of Agriculture Visayas State University (VSU-ANEC) Xavier University (XU-ANEC) 6521Visca Baybay, Leyte ANEC Tel. (053) 563-70959000 Cagayan de Oro City, Misamis Or T/F: (053) 563-7117 Fax: (053) 335-2601Tel: (088) 858-8962 Fax:(088) 858-8062 Email: [email protected].. RENATO G. ARANCON Engr. LIDANY F. CORNILLEZProject Leader Project Leader / CP: 0905-836-0924

University of Southeastern Philippines(USEP-ANEC) University of Eastern Philippines,University Town(UEP-ANEC)8000 Davao City, Davao del Sur 6400 Catarman, Northern SamarTelefax: (082) 221-1636 Fax: (082) 221-4996 Telefax: (055) 251-8611Trunkline:(082) 227-8192 loc.244 fax: (082) 224-4696 Email: [email protected]: 0918-784-3365 Email: [email protected]. NELSON T. BINAG Engr. FELIZARDO S. REBOLLOSProject Leader Project Leader Engr. NESTOR C. ALCON email: [email protected] Western Mindanao State University (WMSU-ANEC)

Head, Technical Division / CP: 0919-276-1530 7000 Zamboanga City, Zamboanga del Sur

Sultan Kudarat Polytechnic State College (SKPSC-ANEC) Tel: (062) 991-7911 / Fax: (062) 992-4238Access, EJC, Montilla, Tacurong CityANEC Tel: (064) 200-4259/ Fax:(064) 200-4261 Tel:(064) 200-4287 Tel: (062) 991-9365 -- EngineeringEmail: [email protected]

Engr. MANGOMPIA U. ANGOD

Project Leader/ CP: 0915-860-0719

Mindanao State University (MSU-ANEC)9700 Marawi City, Lanao del SurTel: (063) 352-0904Email: [email protected] Ituriaga Tambong

CP: 0928-676-3258 Email: [email protected]


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Annex-3-1 Sample Monitoring Format (New Installation)

Regular Monitoring Sheet

1. Generala. Monitoring Date:

b. Name of Brgy, Municipal

c. Name of interviewee: Mr. / Ms.

d. Position in BAPA:

2. BAPA managementa. Do the BAPA officers hold a regular monthly meeting to report the balance of

income (collection) and expenditure?

b. Does the BAPA officers communicate each other frequently? (Do theycommunicate the issue each other, if they have? And do they try to solve by

themselves?)

c. Do the BAPA officers communicate the users at least once a year to explain thecondition of the RE system and the BAPAs financial status?

d. Does the BAPA check each beneficiarys household regularly? Do they check what kind of electric appliances the users use?

Do they check the users use electricity properly?

Name ofMonitoring

Staff/Personnel:Designation


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e. Do BAPA officers take their role and responsibility?

f. Does the collector collect the electric tariff from the uses regularly?

g. Does the treasurer take a record of collection and expenditure regularly? And doess/he deposit/save the necessary O&M cost in a bank/cooperative?

3. Tariff Rate3.1 [PV]

Pesos

Monthly Rate (If established)

Charging fee

Monthly due

3.2[MHP]

Pesos

Fixed charge (peso/watt)

Specify the settings below:

1)

2)

3)

4)

Consumption charge (peso/kWh)

Basic charge (0~10kWh)


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4. Financial ConditionMonthly Total (Since it started)

IncomeExpenditure

Savings

5. Number of beneficiaries when they started, and present

6. Number of BAPA officers when they started, and present

7. Existence and executing of by-laws a. Yes,b. No

when they started, and present

8. Problems encountered (Organizational, Financial, Management)

[Evaluation of BAPAs performance]a. Functional (work well)b. Functional but re-training necessary

1) Technical training necessary

2) Financial training necessary

3) Others, specify:

c. Not functional (completely neglected)


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Annex-3-2 Sample Monitoring Format (Rehabilitation)

Monitoring Form for Rehabilitation

(Micro-Hydro Project Data Sheet)For BAPA officer





e. Total Population (Brgy.)

f. Total number of household (Brgy.)

2. BAPA Organization

a. Inauguration Date:

b. Date BAPA was organized:

c. Number of BAPA officers: Original:

If the BAPA was re-organized or refreshed

or re-activated, how many BAPA officers

have been elected?

After Re-organized:

Current:

d. Organizational structure

e. Number of beneficiaries when project

started:

f. Present Number of beneficiaries:

Name ofMonitoringStaff/Personnel:Designation


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g. Have BAPA officers received any of the following training since the RE system was

constructed/ installed, or rehabilitated?

1) Leadership training Yes, No,2) Team building seminar/workshop Yes, No,

3) Financial management training Yes, No,

4) Operator / Lineman / Technician training for Operation & Maintenance of the RE

system Yes, No,

3. Financial Condition

a. Tariff setting(Monthly tariff rate: Does BAPA use a fixed or adjustable (consumption-based) rate?Ask BAPA how they set the tariff?)

b. Do BAPA officers receive anhonorarium?

(If yes, how much per month?)

Yes, No

Pesos

Operator Pesos

Others (Specify)

Pesos

Pesos

c. Total BAPA income

1) Total cash (bank reserves) Pesos2) Total cash (on hand) PesosTOTAL Pesos

f. Monthly total BAPA expense

1) Administration costs (office supplies etc.) Pesos2) Honorarium Pesos3) Maintenance costs PesosTOTAL Pesos


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4. BAPA management

a. Hours of Operation

Regular:Dry season:

b. What is the current peak load? Wattc. Does BAPA hold regular assembly meetings among BAPA officers and

beneficiaries?

Yes, No, (If yes, How often? )

d. Does BAPA have by-laws, and have you seen them?Yes, No,

e. Does BAPA (particularly operators and linemen) carry out regular plantmaintenance?

Yes, No,

If yes, what kind of maintenance?

f. If Micro-Hydro Power Plant has a trouble, Whom does BAPA usually call for maintenance? Who is the contact person?

g. List of Electric appliances that the users have (if the BAPA has the list, writethem down below)

ItemCapacity/Unit

(KW)Total Number of each

appliancesBulbFluorescentTV (Colored)TV (Black White)Electric FAN

RefrigeratorCD playerVCD playerCassette playerRadioKaraokeAmplifierFlat Iron


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5. Willingness

If the Micro-Hydro Power plant is rehabilitated,

a. Is BAPA willing to continue to operate and maintain it?Yes, No, (If no, Reason )

b. Can BAPA commit to regular monthly payment collections from beneficiaries?Yes, No, (If no, Reason )

c. Are BAPA officers willing to contribute their physical labor and time during therehabilitation process?

Yes, No, (If no, Reason )

d. Can BAPA reset higher tariffs after the Micro-Hydro Power plant rehabilitation?Yes, No, (If no, Reason )

e. As counterparts, how much cost can the BAPA shoulder?

6. Problems encountered:

a. Technical

b. Financial

c. Social/Institutional Organizational

d. Others, specify

Thank you very much for your cooperation!


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Name ofMonitoring

Staff/ PersonnelDesignation

Monitoring Form for Rehabilitation(Micro-Hydro Project Data Sheet)

For User1. General

a. Date:

b. Name of Brgy, Municipalc. Name of interviewee: Mr. / Ms.

d. Position of respondent in Brgy.

1. Brgy. Captain 2.Kagawad 3.Plain resident 4.Others, specify:

2. What appliances do you use?

Kinds of

appliances

No. of

appliances

No. of Hours/time usage

Light

Radio

TV

Others:

Specify:

Specify:

3. Tariff setting

a. Do you pay your electricity bill regularly?Yes, No, (If no, why? )

b. Are you satisfied with the present tariff setting?Yes, No, (If no, why? )

c. Do you still use kerosene? If yes, how much do you buy and spend money permonth?

Yes, No, If yes, please give us the following information:

Unit price per liter:

Liters use per month:

Total monthly cost:


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4. Households cash income and expenditure

a. Monthly income (from selling agricultural & fishery products, sari-sari store,

remittance and others)Monthly Income (Peso)

1. Agriculture

2.

3.

Monthly Total

b. Monthly expenditure (food, transportation, education, medicines and others)

Monthly Expenses (Peso)1. Food

2.

3.

4.

Monthly Total

5. BAPA management

a. Do you know who the BAPA officers are?Yes, No,

b. Have you seen the BAPA by-laws?Yes, No

c. Do you know that BAPA has to collect money for O&M costs?Yes, No

6. Willingness

If the MHP is rehabilitated,

a. Will you continue to use it?Yes, No, (Reason: )

b. Will you agree to paying the monthly bill?Yes, No, (Reason: )

c. Do you agree to re-setting higher tariffs after rehabilitation for the continuity of service and sustainability of operations?

7. Remarks:


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Name ofMonitoring

Staff/PersonnelDesignation


(BCS/SHS Project Data Sheet)For BAPA officer





e. Total Population (Brgy.)

f. Total number of household (Brgy.)

2. BAPA Organizationa. Inauguration Date:

b. Date BAPA organized:

c. Number of BAPA officers: Original:

If the BAPA have been re-organized or

re-activated, how many BAPA officers

have been elected?

After re-organized:

Current:

d. Organizational structure

e. Number of beneficiaries when project

started:

f. Present Number of beneficiaries:


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g. Have BAPA officers received any of the following training since the RE system was

constructed/ installed, or rehabilitated?

1) Leadership training yes, no,

2) Team building seminar/workshop yes, no,

3) Financial management training yes, no,

4) Operator / Lineman / Technician training for Operation & Maintenance of the RE

system yes, no,

3. Financial Condition

Charging fee:a. Tariff setting (Ask BAPA how they set

the tariff?) Monthly dues:

b. Do BAPA officers receive honorarium?(If yes, how much per month?)

Yes, No

Pesos

Technician Pesos

Others (Specify)

Pesos

Pesos

c. Total BAPA income

3) Total cash in bank reserves Pesos4) Total cash on hand PesosTOTAL Pesos

d. Monthly total BAPA expenses

4) Administration cost (Stationary, etc.) Pesos5) Honorarium Pesos6) Maintenance cost PesosTOTAL Pesos

4. BAPA management

a. How does BAPA operate BCS, and the charging procedure?(ex. How does the operator decide to stop charging? )

b. Does the operator have the following instrument(s)/device(s)? battery monitoring unit, battery monitor panel battery monitor controller

c. How does the operator know the battery is fully charged?)


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d. Does BAPA regularly collect money from the beneficiaries for batteryreplacements?

Yes, No, (if No, why?) )

e. Does BAPA hold regular assembly meetings among BAPA officers and thebeneficiaries?

Yes, No, (If yes, How often? )

f. Does BAPA have by-laws, and have you ever seen them?Yes, No,

g. Does BAPA carry out regular maintenance?Yes, No,

If yes, what kind of maintenance?h. How often does BAPA conduct maintenance of the system?i. How much are the expenses for maintenance?

j. Who refills the battery with distilled water? The Operator or users?k. How often are refills done?l. If BCS has a trouble, whom do you usually call for assistance?

m. Who is the contact person?

5. Battery

a. Does BAPA save money for future battery replacements?Yes, No, (if No, why? )

b. How do you know when the battery should be replaced, or is completely

damaged?

6. Willingness

If BCS is rehabilitated,

a. is BAPA willing to continue to operate and maintain the BCS? (Can

BAPA accept the responsibility to manage BCS?)


b. Can BAPA commit to regular charging fee collections the beneficiaries?


c. Will BAPA officers donate their time and physical labor to the rehabilitation

construction?


d. Can BAPA attempt to reset higher tariffs after BCS rehabilitation? (Let the


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respondent understand the need of the O&M cost.)


e. As their counterpart, how much cost can BAPA shoulder?

7. Problems encountered:

a. Technical

b. Financial

e. Social/Institutional Organizational

f. Others, specify

Thank you very much for your cooperation!


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Name ofMonitoring

Staff/PersonnelDesignation


(BCS/SHS Project Data Sheet) For BCS User

1. General

a. Date:



d. Position of respondent in the Brgy.

2. Brgy. Captain 2.Kagawad 3.Plain resident 4.Others, specify:

2. Type of Battery and what appliances do you use?

What is the capacity of the battery?

How many years of usage on the 1 st

battery?

Ah,

Years

Kinds of appliancesNo. of

appliances

No. of Hours/Time usage

Light

Radio

TV

Others:

Specify:

Specify:

3. Tariff setting

d. Do you pay the electricity bill regularly?Yes, No, (If no, Reason )

e. Do you still use kerosene? If yes, how much money do you buy and spend permonth?

Yes, No, (if yes, ask the followings;)

Unit price per liter:Liter(s) use per month:


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Total monthly cost:

4. Households cash income and expenditure

c. Monthly income (from selling agricultural & fishery products, sari-sari store,remittance and others)

Monthly Income (Peso)

1. Agriculture

2.

3.

Monthly Total

b. Monthly expenditure (food, transportation, education, medicines and others)

Monthly Expenses (Peso)

1. Food

2.

3.

Monthly Total

5. BAPA management

a. Do you know who BAPA officers are?Yes, No,

b. Have you seen the by-laws?Yes, No,

c. Do you know that the BAPA has to a collect charging fee for the maintenance of theBCS/SHS, and also for the replacement of the battery?

Yes, No,

6. Battery

a. How often do you bring the battery to the BCS?First year of using the battery:

How about now?:

b. How do you know a battery needs replacing?

7. BCS rehabilitationIf BCS is rehabilitated,

a. Will you continue to use it?Yes, No, (Reason: )

b. Will you pay the regular charging fee?Yes, No, (Reason: )


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c. Will you agree to paying a fee for battery replacements?Yes, No, (Reason: )

d. How much can you pay for the rehabilitation of the BCS?


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Annex-4 Sample by-laws

CONSTITUTION AND BY-LAW OF THE*****(BARANGAY NAME)*****

POWER ASSOCIATION

P R E A M B L E

We, the members-consumers of the *****power association, beneficiaries of the ** kW ****** Power Plant/ SHS / BCS, voluntarily organize ourselves into anassociation for the purpose of managing the operation and maintenance of the system inorder to provide a sustainable source of energy for the alleviation of the economiccondition of the community.

ARTICLE I

NAME, CHARACTER AND PLACE OF OPERATION

Section 1 . Name The name of the association shall be ******** and will becommonly known as **********.

Section 2 . Character The association shall be a non-stock, non-profit, non-partisan

and non-sectarian organization.

Section 3 . Place of Operation The principal office of operation shall be at Barangay*****, Municipality of *****, Province of *****.

ARTICLE II

OBJECTIVES

Section 1 . General - This association shall exist generally as the body in charge of theoverall operation and maintenance of the *****-kW Micro-Hydro Power Plant / ****Solar Home System (SHS) / Battery Charging Station (BCS) to ensure its viabilityand sustainability.

Section 2 . Objectives The association shall be responsible for the following:

a) Management of tariff income and other fees.b) Daily operation, maintenance, inspection, and repairs.c) Observation and guidance on proper use of electricity

d) Establishment of a strong institutional consciousness amongst members.e) Preparation of the annual work plan and budget.


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ARTICLE III

MEMBERSHIPS

Section 1 . Members The association shall consist of ***** (***) households / allthe beneficiaries of the 15 kW micro-hydro power plant which is initially composed of *** (***) households. All members shall have equal rights and privileges in theassociation.

Section 2 . Membership Fee The association has the power to collect anon-refundable membership fee of ***** Pesos (PHP *****) from each individualhousehold connected to the system.

Section 3 . Eligibility A member shall have the following qualifications:

a) He/She must be a permanent resident in the Barangay *****, Municipality of ********, Province of ************.

b) He/She must voluntarily contribute free labor (if necessary) for operation andmaintenance.

c) People of ***** Barangays who resided outside the areas mentioned in Section3 (a) of this article and intend to establish residence or business in the said area,may avail of the services upon the approval of the General Assembly of the**********.

Section 4 . Duties and Responsibilities of the Members It is the primeresponsibility of each member to:

a) Understand and abide by the constitution and by-laws, regulations and decisionsadopted by the association.

b) Attend and participate in the meeting(s) of the association.c) Respect the rights of other members.d) Protect the interest of the members and the association.e) Contribute personal services for the common good of the association.

f) Pay his/her monthly obligations as follows:BCS P52.00 (for three times charging per month)Direct Connection P62.00 (0-10 kWh) plus P6.2 per additional kWh

g) Pay his/her financial obligations on time.h) Perform duties that may be assigned to him by the association.i) Use electricity properly.

j) Perform duties that may be assigned to him/her by the association.k) Allow for on-the spot periodic inspections by the BAPA officials and authorized

agencies.l) Report any act detrimental to the association committed by any fellow members

and/or non-members.m) Promote the goals and objectives of the association, the welfare of its membersand the association in general.


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Section 5 . Rights of the Members Each member shall have the right to:

a) Vote.b) Hold elective office/position in the association.c) Participate in the associations affairs.d) Examine the books of accounts, records and proceedings of the association.

Section 6 . Penalties for Various Offenses The association shall impose fines and/orpenalties for the following offenses:

a) Members who are unable to pay the one (1) month maintenance fee shall bedisconnected from the service. The member is given a one (1) week extensionto settle the amount due.

b) Re-connection fee of Fifty Pesos (Php 50.00) shall be collected and full paymentdue prior to service reconnection.

c) For Battery Charging Station (BCS) users who cannot pay the one (1) monthcharging fee, the battery will be confiscated by the ****** officers.

d) A charge of Thirty Pesos (Php30, 00) shall be collected and full payment dueprior to the release of the confiscated battery.

e) Members who cannot attend a monthly meeting without justifiable cause, shallpay a fine of Twenty Pesos (Php 20.00) for the first absence, Fifty Pesos (Php50.00) for the second absence, and One Hundred Pesos (Php 100.00) for anysucceeding absences thereafter.

f) A member should be present in the monthly meeting on or before the declarationof quorum, otherwise the member shall be considered absent.

Section 7 . Termination of Membership A member may terminate his or hermembership by:

a) Death.b) Resignation.c) Transfer of residence outside Barangay according to Article III, Section 3 (a).d) Expulsion after having been found guilty in accordance with Section 6 of this

article.e) For any act or omission injurious or prejudicial to the interests or the welfare of

the association.f) Other reasons the association deems deserving of membership termination.

ARTICLE IV

MEETINGS AND POWERS OF THE MEMBERS

Section 1 . Regular and Special Meetings

a) The regular General Meeting shall be held on the third Sunday of every


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month .b) A Special General Assembly Meeting may be called by the Chairman at his or

her discretion or upon request of any of the four (4) officers of the BAPA, or bya majority request from the members, provided that each member shall benotified of the date, time, place of meeting and the general nature of business tobe taken up at least three (3) days before the date of such meeting.

c) The officers shall hold a regular meeting once a month and shall hold a specialmeeting when urgent matters needing immediate attention arise.

Section 2 . Quorum At any meeting of the association, attendance of one-half (1/2)plus one of the registered members shall constitute a quorum.

Section 3 . Voting Each member shall have one vote which shall be exercisedpersonally by every member on presented matters. Action on all matters shall be byviva voce . Any decision or motion shall be approved by a simple majority vote excepton matters of dissolution. Amendments on financial matters shall require theaffirmative vote of two-third (2/3) of all registered members.

Section 4 . Powers of the General Assembly - The General Assembly shall exercisethe following powers in the association.

a) To impose penalties for expulsion of guilty member/s.b) To elect Officers of the association.c) To remove any member or officer from the association.

d) To approve amendments to the constitution and by-laws.e) To promulgate policies, rules and regulations of the association.

Section 5 . Notice of Officers Meetings Notice of regular and special meetings of the officers and members shall be served by the Secretary in writing to each member atleast three (3) days before said meeting.

ARTICLE V

THE OFFICERS

Section 1 . General Management The ****** (Name of BAPA) shall have thefollowing officers:

a) Chairmanb) Vice Chairmanc) Secretaryd) Treasurere) Auditorf) Meter-Readers/Collectors (for micro hydro)

g) Technician (for PV) / Operators (for micro hydro)h) Linemen (for micro hydro)


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Section 2 . Terms of Office Duly elected officers of the *****(Name of BAPA) shallhold office for a period of two (2) calendar years. The external Auditor shall beexcluded among the elected officers and shall be officially designated by the LGUthrough the Sangguniang Bayan.

Section 3 . Qualifications of Officers - Any member of the association who hassufficient time and the willingness to serve shall be eligible to be an officer of theassociation.

Section 4 . Removal from Office The officers of the *****(Name of BAPA) may beremoved by a majority vote taken by the members who are entitled to vote at a specialassembly called for such a purpose, after having been given the opportunity to be heardat said assembly.

Section 5 . Duties and Functions of the Officers :

a) Chairman of the ******(Name of BAPA) shall have the following duties andfunctions:

1) Sets the schedule and calls for general and special assembly meetings.2) Convenes the officers regularly.3) Prepares reports and policies for approval by the general assembly.4) Implements approved policies.5) Maintains up to date records of documents and meetings.

6) Assures deposits of Monthly Maintenance fee collections.7) Signatory as signatory for all financial transactions and business of the

***** (Name of BAPA).8) Submits quarterly reports to the Local Government Unit of ******.9) Recommends necessary sanctions to any operation and maintenance

personnel involved in misconduct and/or irregularities.

b) Vice Chairman shall have the following functions:

1) Coordinates and prepares venue of meeting in the area.

2) Undertakes information drives.3) Coordinates/assists on seminars and training for the members.4) Undertakes/supervises disconnections and re-connections of households.5) Coordinates/assists in troubleshooting.6) Coordinates/assists on clearing of primary and secondary lines within the

area.7) Coordinates/assists the responsible staff for electrical wiring of houses

within the area.

c) The Secretary shall have the following functions:

1) Maintains the records of all meetings and proceedings of the association.2) Maintains the records of the associations activities.


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3) Perform other duties as directed by the Chairman.

d) The Treasurer shall have the following functions:

1) Responsible for the collections, disbursement and remittances of bills,accounts and revenues deposits.

2) Responsible for the records of monthly payment of each user.3) Takes charge of custody and disbursement of the funds, books and

accounts.4) Perform other duties as directed by the Chairman.5) Paying out cashes to be needed as wages to persons who are engaged in

full-time works as operator/technician and/or accountant and for otherintended use such as to procure spare-parts under the control of theChairman of *****(Name of BAPA).

6) If the amount of cashes needed to be paid out is an amount exceeding theexisting cash balance, the accountant will report to the Chairman of the***** (Name of BAPA), and discuss with him/her alternate feasiblefinancing options.

e) The Auditor shall have the following functions:

1) Examines and audits the financial transactions of the associationincluding its books of accounts, vouchers, cash and other accountsquarterly.

2) Undertakes the inventory of all properties, funds securities, etc. of theassociation at least once every quarter.

3) Reports to the committee and/or to the General Assembly all auditactivities undertaken.

4) Serve as signatory for the BAPA Bank Account.

f) The Collector/Meter-Reader shall have the following functions:

1) Undertakes meter-reading (if a meter is installed in a household) andcollections of revenues of the ******(Name of BAPA).

2) Reports illegal charging and pilferages.3) Remits collections to the Treasurer regularly.4) Ensures that payments are settled by the last day of payment of the

monthly bill which is every third Sunday of the month.Location for payment of the connection fee and monthly maintenance feewill take place where the monthly meeting or General Assemblyconvenes.

g) Operators (for MHP) / Technician (for PV) shall have the followingfunctions:

1) Responsible for the maintenance of the micro-hydro power / Solar HomeSystem/ Battery Charging Station, and conduct periodical inspections.2) Responsible to attend immediately to a reported user problem regarding


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the system3) Responsible to report results of the conducted monitoring and

inspections.4) Responsible to report to the BAPA, LGU and *****AREC if a given

problem is outsider his or her technical expertise.

h) Linemen have the following functions:1) Responsible for the maintenance of micro-hydro power, particularly the

distribution line and conducting periodical inspections.2) Responsible to attend immediately to a reported problem of the

distribution line.3) Responsible to report the results of the conducted monitoring and

inspections.4) Responsible to report to the BAPA, LGU and *****AREC if a given

problem is outside his or her technical expertise.

i) Maintenance of civil and mechanics functions and responsibilities which can bereferred to in the operation and maintenance manual.

Section 6 . Privileges of the Officers The monthly honorarium of the BAPA officers:

a) Chairman - Php *****b) Vice-Chairman - Php *****c) Secretary/Treasurer - Php *****

d) Auditor - Php *****e) Collector/Meter Reader - Php *****f) Operator / Technician (2) - Php *****g) Lineman (2) - Php *****

Discussed and approved during the First General Assembly conducted on the 19 th day of November 2008.

ARTICLE VI

FINANCIAL MANAGEMENT

Section 1 . Finance Financial sources are the:

a) Membership (Registration) Feesb) Monthly Maintenance Feesc) Penalty Fees

Section 2. Finance description

a) Membership fees will constitute the start-up capital of *****(Name of BAPA).b) Monthly maintenance fees and other funds are to be used every month for the


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following items: Honorarium Office supplies Repair and maintenance

ARTICLE VIII

AMENDMENTS

Section 1 . Proposal - Any member may present any proposal for amendment of theby-laws during the regular and/or special meetings attended by the members.

Section 2 . Approval - Proposal for amendments shall be approved upon by a simplemajority of affirmative votes of taken by the members.

Adopted and approved at Bgy. *****, Municipality of *****, Province of ***** this_____ day of ___________ 200_ by the majority of the members of the association.NAMES AND SIGNATURE OF MEMBERS

PRINTED NAME SIGNATURE

_____________________________ ___________________________

_____________________________ ___________________________

_____________________________ ___________________________

_____________________________ ___________________________

_____________________________ ___________________________

_____________________________ ___________________________SIGNED IN THE PRESENCE OF:

_____________________________ ___________________________Signature over Printed Name Signature over Printed Name

We, the undersigned, constituting a majority of the Board of Directors of the******(Name of BAPA) do hereby certify that the foregoing instrument is the code of

By-laws of the said Cooperative.

___________________________ ______________________________Chairman Vice-Chairman


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___________________________ ______________________________

Director Director

___________________________ ______________________________ Director Director

__________________________ _______________________________ Director Director

___________________________ Director


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Annex-5 Sample Tariff Setting

Why we have to set tariffs?For the projects sustainability, the project should be financially stable and capableof supporting the projects operation and maintenance. Before the start of the project,a consultation meeting with the beneficiaries is conducted to determine theircapacity and willingness to pay which will serve as the foundation for future tariff setting..

1. Importance of tariff Setting

Tariff setting is the primary instrument of economic regulation.

A tariff provides economic signals, which determines the volume and nature of

demand and supply.

Tariff setting goes beyond cost recovery, since a tariff is a toll reflecting public

policy that can be used for a variety of social, economic and financial purposes.

A tariff, in contrast is also a tool to help manage the utility/project

2. Fundamental Principles of Tariff Policy

Social

Tariffs should be equitable and affordable.

The amount individual users pay for services should generally correlate to their

usage amount of that service.

Tariffs must provide access to basic services for everyone.

This should include poor households.

It must ensure the extension of services to all.

The tariff structure and process should be simple and easy to implement.

Economic

Tariff should compare relatively well to other tariffs in the same industry, i.e.

they must be relatively cheaper than, or, at the same level with tariffs in other

municipalities.


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Financial

Whenever feasible, the tariff should be cost effective and cost reflective;

Tariffs must reasonably reflect the cost associated with rendering the service;

including capital, operation, maintenance, administration, replacement andinterest charges;

Tariffs must be linked to unit costs and efficiency improvements.

Tariffs should promote sustainability of service provision;

All costs related to providing the service must be recovered through the tariff.

3. Common Goals in Setting Tariffs

Good Governance applies to tariff setting in a variety of ways. The following

focuses on three aspects of good governance that can affect the tariff settingprocess and tariff structure.

a) Transparency - The public should be able to understand the tariff settingprocess, and how the charges were set for every type of customer.

b) Simple The charges resulting from the tariff should be clear and

understandable, so that customers can understand how they mightmodify their use of the service to reduce their charges.

c) Predictable The tariff should not be disruptively erratic. Otherwiserational private decisions, especially investment decisions and otherswith long-term implications should be possible.

Financial Sustainability

Sufficient revenues to sustain ability of the project

Economic Efficiency

Ensure tariffs reflect economic cost of providing service

Fair Pricing

Beneficiaries pay the net social cost associated with the use of theservice

4. Ideal Tariff Structure

Below is the structure that we derive the calculation for the monthly tariff rate from.Extracting from the Running Cost (Operation & Maintenance + BAPAs honorarium),we can calculate the monthly tariff rate of the household-consumers.


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Usage Charge (variable per kWh) or Consumption Rate

Charge per unit of the service supplied. A usage charge may vary across customers, across time, or for different

levels of use. A user charge requires metering, and that meters are installed and read for

individual customers. Since it involves metering, a usage charge can beused directly to identify customers eligible for a special affordable rate.


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Fixed Charge (flat rate) or Fixed Tariff

Charge for using the service, where the charge does not depend on theamount used.

Tariff consisting only of a fixed charged per billing period.

5. A Sample of how the Tariff Rate is derived

Usage Charge or Consumption rate

Each month on the meter inspection day, the reading of your meter is taken in order todetermine the amount of electricity you have used.

Calculation Formula:

Bill Amount = Minimum or Basic Charge + Electricity Consumption

kWh PesoBasic charge 0-10 100Over 10kWh Every 1kW 10

15 15016 16017 17020 20021 210

30 300

Example

31 310


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For the consumption tariff rate, the member-consumer together with the proponent willconduct a consultation meeting to set the rate of basic charges and how much energythat amount should equal in Pesos per kilo watt hour (kWh)(e.g. P100/0-10kWh). Theexcess of this set amount will be charged in Pesos per kWh (e.g P10/kWh). The sumof both of these amounts (one set and one fluctuating) will comprise the total equalingthe consumption tariff rate.

Fixed rate (Flat rate)

Applying a flat tariff rate to all consumers in each of the consumer groups is a simpleand straight-forward approach to tariff setting.

Although calculating the fixed charge is easy, it is not easy to ensure that the resultingcharges will be fair to individual customers. So an important part of setting fixedcharges is to subsequently assess the fairness of the resulting charges.

Calculation Formula:

a) Total numbers of users (HH) divided by 12 months equals the amount per useror

O&M/month = O&M (total) No. of HH 12 mos.

b) Honorarium of BAPA divided by number of users divided by 12 monthsor

Honorarium/month = PC no. of HH 12 mos

c) Monthly tariff rate = O&M/mo. + PC/mo

Note:In setting the fixed tariff rate, we can use the minimum income and expenditures of each

household based on results taken from the social survey. Further, an expense for the useof kerosene is also one of the baselines for calculating the monthly tariff. This is bothapplicable to micro-hydro and Solar PV projects.

For distributive justice (helping the poor satisfy their basic needs) and economicefficiency, the usage charge is the most important component of a tariff. The usagecharge also allows customers the opportunity to reduce their charges to as low a level asdesired. A fixed tariff should be consistent with helping the poor satisfy their basicneeds; wise application of the usage charge brings this goal all the more within reachfor those who would need it the most..

Usage charge is quite fair compared to other tariff settings since the billing isobjectively based on the amount of electricity used which is monitored from each


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household via the electric meter. However, in some barangays usage of the fixed rate can be a problem especially when it comes to multiple electrical appliance use.Improper disclosure with regards to the specific number and kind of appliances beingused results in improper power plant operations and maintenance and a strugglingpower association (BAPA) that is unable to effectively cope with the projectsmaintenance requirements due to the low collection of monthly tariffs that were basedon false household inventory declarations.


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Annex-6 Official Registration of BAPA

Official Registration of BAPA

Once the BAPA is organized, not only should its roles and purpose be clearly definedfor effective management and collection of monthly tariffs but it should also have a planto bring in additional income through the creation of livelihood activities in the area.Income generation activities will help to improve the living conditions of all residents of the whole Barangay, not just BAPA members. It will also increase the average incomeof beneficiaries allowing for stable operation and maintenance of the system.Renewable Energy projects are not only for household or lighting purposes. The

excess power can be used also for the livelihood component of the project. And once thelivelihood activities are established and income flow becomes stable, you can registeryour BAPA organization as a cooperative in order to secure a legal personality whichcan officially help the development of the organization.

How to Organize a Cooperative?

Organizing a cooperative can be both complex and simple. It requires, first of all anunderstanding of the basic needs of the cooperative members and demands patiencefrom the co-organizer who must treat the cooperative goal and objectives, its visionsand long term goals, as a real part of the members lives.

What is a Cooperative?

A cooperative is a duly registered association of persons held together by a commonbond of interests, who have voluntarily joined together to achieve a lawful commonsocial or economic end, making equitable contribution to the capital required andaccepting a fair share of the risks and benefits of the undertaking in accordance withuniversally accepted cooperative principles.

What is the benefit of the BAPA registration ?Once you have organized your cooperative, your work does not end there. Thecooperative must obtain a legal identity, so the cooperative can:

Borrow money Sell its goods and services Deliver goods Enter into business transactions

By forming a cooperative you pool money, human resources and talent to build capitaland work together to produce more goods and raise incomes. Through a cooperative,


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you can look for other sources of loans at low interest rates borrowing from informallenders or users. The cooperative can also become a vehicle for marketing yourproducts.

The Cooperative Development Authority (CDA) is the only government agencyempowered to register all types of cooperatives .

1. What are the types of Cooperative?The following shows the different types of cooperatives:

Beneficiaries Cooperative - the primary purpose is to procure anddistribute commodities to member and non-member

Producer Cooperative - undertake joint production whether agricultural orindustrial

Marketing Cooperative - engages in the supply of production inputs tomembers, and markets their product

Service Cooperative - engages in medical and dental care, hospitalization,transportation, insurance, housing, labor, electriclight and power, communication and other services

Multi-Purpose Cooperative- combines two (2) or more of the business activitiesof

these different types of cooperative

2. General Steps in forming a CooperativeBasically, there a six (6) steps in setting up a cooperative.

1). Get Organized At least fifteen (15) members Determine the common problems and basic needs Include addressing production increases, power generation, banking and

insurance and other similar needs

Determining the problems and needs will also help classify the kind of acooperative you will be organizing. Even before a coop is set up, a dedicated coregroup of people must take care of organizing and handling the necessary paperwork. From this core group, working committees may be formed to keep things

moving. These committees may be given charge of the membership, finance,executive, and secretariat facets of the coop to name a few.


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2). Prepare a general statement called an Economic Survey. This statement will help you measure your cooperatives chances of success.

3). Draft the cooperative by-laws The by-laws contain the rules and regulation governing the operation of the

cooperative.

4). Draft the articles of cooperation Indicates the name of the cooperative, members, terms of existence and other

pertinent details about your cooperative

5). Secure a bond for your accounting officers (normally the treasurer, or treasurer andthe manager)

The amount of the bond is to be decided upon by the Board of Directors, basedon the initial network of the cooperatives which includes the paid-up capital,membership fees and other assets of the cooperatives at the time of registration.

6). Register your Cooperative with the Cooperative Development Authority (CDA) You must submit four (4) copies each of the Economic Survey, By-Laws, and

articles of Cooperation and Bond of Accountable Officer(s).

3. How to Manage your Cooperative?By organizing and registering a cooperative, you have taken the first steps towardshelping prospective cooperative members make fuller use of their resources. The nextsteps require certain knowledge of management pertaining to the provisions of lawsaffecting cooperatives, and most importantly, channeling the coops working capital intoproductive investments so that they will grow.

Basic Organizational Structure of a Cooperative

Chairman Vice-Chairman Treasurer Secretary

4. How Soon Should the CDA Act On Your Application for registration?Within 30 days, upon receipt of the complete documents. If theres no action within 30

days, the application is considered approved, unless the application itself causes thedelay.


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Two (2) Types of application:

1. Regular lane Application 1 month to 1 1/2 months (with complete documents)

2. Fast lane Application I day (with complete documents)

5. What should you do if the Application is denied?If the application is denied, you may appeal to the Office of the President. If the Officeof the President fails to act within 90 days from the filing of appeal, the application isautomatically considered approved.

6. What Evidence Confirms the Approval of your Application?If your application has been approved, the CDA will give you a Certificate of registration. The certificate confirms that your cooperative has been duly registered.

7. Is Cooperative required to be audited annually?Yes, Cooperatives are subject to an annual audit by an auditor who is independent of thecooperative being audited

Guide on Social Preparation

Documents