The workshop was organized by the Department in collaboration with the Jamaica Social Investment Fund (JSIF) in an effort to promote effective management of the Societies' water systems. The Objectives outlined for the following workshop were as follows:

• Formulate a Guideline for the Operation and Maintenance of Water System Document for the Water Projects.

• Agree on the Management Structure for the operations of the Water Projects.

• Outline clear definitions and understanding of reporting responsibilities of all Officers and Committees involved in the Societies' operations.

• Agree on the roles and responsibilities of stakeholders in the sustainability of Water Projects.

The Societies in attendance were:

1. Hampstead Citizens' Association Benevolent Society

2. Bellevue Combined Benevolent Society

3. Mountain Pass Benevolent Society

4. Bybrook / Skibo Benevolent Society

5. Pedrovian Benevolent Society, and

6. wlandsfield Benevolent Society

All are registered by the Department to undertake Community based water projects, which were funded and supervised by the Jamaica Social Investment Fund (JSIF) and the European Union.

DAY ONE

Panel Discussion

The workshop commenced at approximately 9:00 am on the 29th of November 2005. The Department's Director of Research, Training and Development, Ms. Paulette Kirkland moderated the Panel Discussion. The Panellists in attendance were: 

1. Winsome Townsend                  National Environment & Planning Agency

2. Desmond Monroe                      Chief Technical Director from the Ministry of Water & Housing

3. Natalie Ferguson                       Water Resources Authority

4. Courtney Lawes                        National Water Commission

5. Errol Mathie                              Ministry of Health

6. Marie James                             Office of Utility Regulations

7. Norman Gordon                         Registrar of Co-operative Societies & Friendly Societies

Each panelist gave their input under the theme, "Inter-Institutional Co-operation for Community Water Supply Systems". "The panel discussion was aimed at sensitizing the participants on the importance of consulting the various Organizations in attendance in an effort to promote efficiency in the management of water systems. It is important that conflicts such as infringement of jurisdiction do not arise in the future between the various stakeholders; as such the panellists undertook the task of sensitizing the participants of their Agency's role in the maintenance of water systems. Outlined below is an overview of the discussion that ensued:

• Water Resources Authority (WRA)

The monitoring and assessment of water systems and the issuance of license and permits falls under the belt of this agency. It was also highlighted that 84% of water resources come from underground sources. The WRA also promotes public education and provides technical support related to maintenance of the systems designed to allocate water. Societies should also seek permission from this Agency for permits to drill well~ and the renewal of licenses. The WRA is the central link to the efficient maintenance of water supply system, as it will work alongside the other stakeholders involved in ensuring the requirements are met.

• Ministry of Water and Housing

This Agency oversees the availability of water and the conformity to safety regulations set out by the Ministry of Health. Mr. Monroe commented that the Ministry of Water and Housing would work in conjunction with the Ministry of Agriculture to educate farmers on the use of environmentally friendly chemicals in an attempt to prevent water contamination and promote environmentally safe practices.

Mr. Monroe commended the Benevolent Societies for undertaking these projects, as they will assist in ensuring that the Government's mandate for making potable water accessible to every household by 2010 a reality. The Government will additionally promote the use of the appropriate technologies in the facilitation of:

• House connection with running water

• Water shops.

• Wayside tanks and loading bays

• Community 'catchment' tanks

• Standpipes

• Trucking

• Self-provision through individual household, rainwater tanks and wells, and

• Other appropriate methods, through multi-stakeholders meeting.

Societies will be expected to ensure water safety and quality. Water should be accessible to all members of the community despite their ability to pay. The following agencies will define the standards for rural social water:

• National Water Commission

• Ministry of Water and Housing

• Ministry of Health, and

• Parish Councils.

• National Environment and Planning Agency (NEPA)

The processing of license where sewage effluent will be generated and the granting of applications for environmental license will be undertaken by NEPA. The WRA will offer technical support in assisting NEP A in reviewing all applications for license and permits for Water Supply systems. The agency will further monitor social practices that influence water quality in order to ensure that environmental requirements are upheld.

The Agency will further attend meetings of the Benevolent Societies on invitation in order to promote public awareness on safety practices.

• National Water Commission

This agency will provide technical support for water supply proposals as it relates to Hydrolical Assessment, Minimum! Maximum discharge! yields and Per Capita water demand. The agency will work with WRA in carrying out some of its functions as it relates to the regulation of water systems. The National Water Commission Strategic Management Unit will assist the Benevolent Societies with the calculation of fees.

• Ministry of Health

In addition to giving an overview of the beneficiaries of the water projects and the outlining the stakeholders involved Mr. Mathie stated that the Ministry of Health in its ongoing attempts to reduce the prevalence of disease will ensure that water treatment practices are carried out on a regular basis. This will ultimately lead to a reduction in the cost for health care. Technical support will be offered for the treatment and testing of water.

Water systems will be tested for:

• Aesthetics- taste, odour, colour

• Residual Chlorine

• Bacteriological Composition, and

• Chemical Balance

The Ministry's efforts will be geared at preventing waterborne diseases! illnesses such as:

• Cholera

• Typhoid Fever, and

• Gastroenteritis etc.

• Jamaica Social Investment Fund (J.S.I.F)

J.S.I.F will be employing a team of consultants to liaise with the various organizations in ensuring that the water projects are properly streamlined in accordance with the requisite standards and practices.

• Office of Utilities Regulation

Ms. James outlined the method that should be used in applying for Tariff and Application for licensing of water systems. The Societies were further charged to produce reports on business activities in a timely manner and ensure that the business is operated efficiently.

• Department of Co-operatives and Friendly Societies

Autonomy, Accountability and Transparency

Mr. Gordon's addressed the issue of Autonomy, Accountability and Transparency between Benevolent Societies and the various stakeholders when undertaking water projects; in an effort to promote better management practices. Autonomy, accountability and Transparency are necessary because there are often conflicting interests among stakeholders. He further noted that it was important to set up appropriate structures and processes in Benevolent Societies to ensure effective corporate governance and community acceptance, as broad based community support is critical to the survival of community based organizations.

Organizational Structure of Benevolent Societies and Community Water Projects

This presentation was done by Mr. Gordon, which was designed at evaluating the organizational structure of Benevolent Societies and Community Water Projects. An examination of the chain of hierarchy and responsibility was addressed and the Society's duty to uphold the code of conduct and the democratic principles within the Movement.

Questions raised and comments made by Participants after Panel Discussion

Question 1:

Will the Department provide a central link between Benevolent Societies and other stakeholders?

Answer:

The Department will identify all information required from other Agencies for follow up action for Benevolent Societies; including timeline submissions.

Question 2: 

How does the Society ensure that water standards are maintained?

Answer:

Treatment of water depends on quality of water. When WRA tells MOH of the quality of ground water it will either be that the water will only need the gaseous chlorine. Other supplies like rivers and streams may have pesticides and other pollutants so Benevolent Societies will need to do sand filtration, or, depending on the ph of the water, Societies will need to balance the levels.

Question 3:

If a source is found to be extremely polluted which Agency is responsible for its closure?

Answer:

The Ministry of Health

Question 4 (a):

How do we deal with asbestos cement pipes?

Answer:

If dust is inhaled when repairs are being done it may lead to lung cancer, however, water passing through asbestos pipes are ok for drinking.

Question 4 (b):

We (Hampstead) have recently removed asbestos pipes and wanted to know who , will dispose of it.

Answer:

The National Environment and Planning Agency stated that they would dispose of pipes.

Question 5:

Will the Communities have to do testing of water?

Answer:

Yes, Communities will have to do their own testing and develop its own internal standards but the Ministry of Health will monitor and sample the source of the water and the end product after treatment. Communities will have to conduct tests on a daily basis.

Question 6:

There are two communities that will face a challenge in deciding the tariff they will charge. So far we have included in the flat rate the reinvestment and operating cost. Some of the investment costs are low when compared to the people that will be served. However, Pedro River has a high investment cost and a low population so they are looking at maybe having to charge $2,000.00 per month as the flat rate. So the question is; do we look at what a community can afford or at the investment and reinvestment cost?

Answer:

Not sure if communities should look at reinvestment cost since the Government of Jamaica own the systems, but could look more at maintenance cost. So we could look at a tier system where the cost is prorated. We could also look at recovering operating cost.

Comments:

• Some of the issues now being discussed and raised should have been done before the start of the project.

• Each Benevolent Society is an autonomous independent body that will have to sit with the community to prepare a Memorandum of Understanding (MOU) regarding the provision of water.

• It is not the lack of information at the community level; it is the lack of integration at the Agency level.

• The Registrar could have the Benevolent Societies submit the reports as needed by the different Agencies and then distribute as needed. We are already working with the Credit Unions to do something like this.

• The Ministry of Agriculture should have been present at the workshop in order to advise farmers on proper water practices as if relates to the production of agricultural produce.

Guidelines for the Operation and Maintenance of Water Supply System Document

After finalizing his second presentation, Mr. Gordon preceded into the next business at hand, which was an examination of the draft Guidelines for the Operation and Maintenance of Water Supply System Document. He then outlined the Department's changes to the Document, which would facilitate transparency and proper reporting of water systems.

Group Exercise

The Societies were then separated in order to discuss the document at hand and make the necessary amendments. Stakeholders assisted in this process by offering technical advice and guidance when required. Hampstead Citizen's Association Benevolent Society and Bybrook / Skibo Benevolent Society were allowed to present: on the changes made to the Document at hand.

End of Day One

Mr. Gordon brought the meeting to a close at approximately 6:30 pm.

 
DAY TWO

The workshop commenced at approximately 9:00 am on the 30th of November 2005. Ms. Paulette Kirkland requested that each Society give an overview of what they have learnt from day one's session, after which Mr. Gordon took control of the morning's session.

Continuation of Societies' Presentation on the Guidelines for the Operation and Maintenance of Water Supply System Document

The remaining Societies made its presentation of the recommended changes that should be incorporated within the document. All Societies made a unanimous decision to merge the position of Administrative Assistant and part time Accountant in an effort to reduce expenditure.

Department of Co-operatives and Friendly Societies

Internal Control Policies

Mrs. Gregory presented on the importance and benefits of Policies. She achieved this purpose by addressing:

• The definition of a policy

• The need for policies to be carefully worded

• The need for policies to be readily available to all members

• The benefits of developing policies, and

• The different types of Policies considered relevant to the Societies' Operations.

Questions arising from Presentation

Question:

Does the Department provide training for the development of Policy documents?

Answer:

The Department develops Policy documents for the Societies at a concessionary rate. Post-registration training will also be provided at a reasonable rate.

Maintenance of Accounting Records

This presentation was done by Mrs: Eccleston and was designed to introduce the participants to basic accounting principles and the methods to be employed when updating accounting records.

Financial Management and Reporting

This presentation was also done by Mrs. Eccleston. It was specifically designed to enlighten the participants of the importance of Financial Management and the correct procedure that should be adopted when preparing a Financial Report.

Question Arising From Mrs. Ecleston's Presentation

Question 1:

Does the Department provide training in Accounting?

Answer:

Yes.

Question 2 (Hampstead Benevolent Society):

Do you have to write up different balance sheets for each account the Society has?

Answer:

No, just one consolidated account sheet is required.

Question 3:

What is the responsibility of the Treasurer in preparing the financial statement of the Society?

Answer:

The treasurer should ensure that the financial statement captures the relevant information and that the international accounting standards are adhered to, however, the overall responsibility lies on the Board of Directors.

Any Other Business

The Registrar presented the changes the Department recommended for the Guidelines for the Operation and Maintenance of Water Supply System Document.

End of Day Two

Mr. Gordon brought the workshop to a close at approximately 3:45 pm

Way Forward

• Finalization  of the “Guidance for the operations and maintenance of water Systems Document” for the six (6) Societies

• Develop policies to guide their operations

• Develop the job descriptions for employed positions

• Assess and strengthen (if necessary) their accounting systems through training

• Attend Committee of Management Meetings to discuss the above