Promoting Climate Resilient Community Based Regeneration of Indigenous Forests in Zambia’s Central Province
Report of the Inception Meeting held from 14th to 16th September 2015 at Fringilla Lodge
1.0 Background
The LDCF project on Promoting Climate resilient community based regeneration of indigenous forests in Zambia’s Central Province was approved by GEF on 25th of May 2015. The project was developed in a consultative manner with participation of key stakeholders. There was an agreement by stakeholders that forest regeneration project responds to national policies and strategies and will contribute to increased rate of forest regeneration and promotion of climate-resilient adaptation practices among forest-dependent communities in Zambia’s Central Province. Further, the National Adaptation Plan of Action (NAPA) identified forests as priority area that needed to be supported thus the forest regeneration project was prepared and funded by the Least Developed Country Fund (LDCF)
As per UNDP/GEF procedures, once a project document is approved the next step is an inception workshop with the key stakeholder to assist the project management team to understand and take ownership of the project’s goals and objective, as well as finalize preparation of the project's first annual work plan on the basis of the project's log frame matrix. It is in this regard that an inception workshop was held at Fringilla Lodge, Chisamba from 14th to 16th September 2015 (refer to annex 1 for agenda). The workshop was attended by stakeholders from key sectors (refer to annex 2 of list of stakeholders)
The inception workshop reviewed the initial risks status that had been enlisted and catalogued the work plan for the 4th Quarter of 2015 as well as that of the year 2016. The work plan for 4th quarter was finalized and endorsed by stakeholders while finalization of the annual work plan for 2016 was adjourned to the end of September to obtain some specific input from both the Forestry Department and the Department of energy on specific strategic institutional fire management capacity arrangements as well as the briquetting technologies respectively.
It was the view of the meeting that the project was well positioned to complement other forestry related works that had been generated in the past through REDD+ and ILUAII as well as attainment of NAPA priorities for Zambia.
1.1 Summary of proceedings
The specific objectives of the workshop were to;
1. To ascertain how realistic the project targets were in terms of outputs and indicators
2. Identify and review critical risks to project implementation
3. Finalize 2015 and 2016 annual work plan.
1.2 Expected Outputs
· Endorsed 2015 4th quarter annual workplan
· Project activity outputs and indicators reviewed and oriented to enable trace progress
· Develop a work plan for 2016
2.0 Summary of presentation
2.1 Official opening
2.1.1 Permanent Secretary in the Ministry of Lands, Natural Resources and Environmental Protection
The official opening was undertaken by the Permanent Secretary in the Ministry of Lands, Natural Resources and Environmental Protection Mr. Banarby Mulenga, who underlined the importance of the inception workshop in defining roadmap that can contribute in retooling the forest sector. He indicated the significance of the sector in GDP contribution of about 6.3% and providing jobs to more than 1.4 million people.
The Guest of Honour noted the growing threat to forest integrity through such unsustainable harvesting and events such as fires and degradation. These negative effects have continued to degrade the value of forests as well as inhibit maintenance of natural ecosystem.
In his submission, the PS cited Central province as one of the provinces facing serious impacts to the integrity of forestry resources manifesting into degraded condition of forests. It was noted that in order to redress some of the key challenges associated with degradation and forest loss, GEF approved financial resources amounting to the level of 3.8 million US dollars with a view of changing the landscape by promoting sustainable forest management of indigenous forests.
He also noted that it was relevant to build on other initiatives and experiences in the country pertinent to supporting sustainable forest management. In the remarks the PS further highlighted the objectives of the project, other actors that were expected to contribute to the implementation of the project.
Another important aspect that was underlined was government intention to roll out positive lessons that will be learnt through the project.
2.1.2 UNDP
Remarks from UNDP were presented by Ms. Winnie Musonda, Environment Advisor who congratulated the Government of the Republic of Zambia on the delivering an important milestone in the regeneration project life cycle by convening the inception meeting. She observed that the regeneration project offered important linkages with the targets aspired under the SDG’s. Further she noted that although Zambia was privileged to possess abundant forest resources, the country was faced with the challenge of sustainable management of these forest resources.
It was observed that forests offered a considerable resource that has a bearing on the integrity of other important natural resources such as water, wildlife among others. From the studies undertaken, the sector provided significant livelihood options that have been ranked second to Agriculture. Specifically it provided incomes to more than 1,000,000 people in the country.
The presentation also heighted other important complementing initiatives that had been accomplished in support of sustainable forest management that included ILUA 2 and REDD+ with the latter offering opportunities for reducing the drivers of deforestation.
Although Forest management undertaking generally lies under the jurisdiction of the Department of Forestry it was important to acknowledge other key stakeholders such as traditional leaders who hold important role in delivering sustainable forest management. The forestry resource often was competing with other development concerns outside the forestry sector.
In her presentation, Ms. Musonda highlighted the 3 R’s concepts which she encouraged the project team to apply in the implementation of the project. These are Revitalization through regeneration; Replacement through finding alternative energy solutions and promoting climate smart agriculture to switch from shifting cultivation and Reengineering through expanding forest management options .
2.2 Presentation on Project Objectives, components and out comes
The Director of Forestry Department recalled and provided understanding to all the stakeholders on the respective aspects of the project design that included objectives, components, outcomes and outputs. Among other issues, he highlighted key indicators and impacts as well as the risks to stakeholders as defined by the project with a view of providing information and understanding of project architecture. It was emphasized that risks represented in the project document needed to be reviewed as time pasted and they might no longer be risks. Other aspects covered in the highlight by the Director included the implementing arrangements informing the organization structure and its linkage to communities through the Village Action Groups (VAG’s).
In appreciating the value of the fire management component of the project, ZEMA highlighted the design and operational limitations of the satellite system used since the fire detection time band was reported to be every 6 hours which presented considerable time with potential destructive effects to forest resources where such fire occurs. Stakeholders proposed that a blend that integrated satellite infrastructure and the conventional observation methods of using fire monitoring towers should be included to increase efficiency.
The meeting applauded the effort that the project had been constituted as Zambia’s fourth NAPA project aimed at delivering immediate adaptation interventions in the country.
Stakeholder expressed concerns that the inception meeting was being undertaken before employment of project staff, to which the meeting was informed that although this concern was appreciated the activity was important to ensure that the project remained compliant to GEF implementation rules that required initiation of activities within 6 months of its approval hence the need for the inception workshop to elaborate on the schedule of the activities to be done.
3.1 Contribution by the UNDP Regional Service Centre
The UNDP –GEF visiting expert Adey Tesfaye from Regional Service Centre in Addis-Ababa, who was in attendance to backstop the process, highlighted on the roles and responsibilities of project actors. The submission reminded the meeting of the relevance to elaborate the annual work plan for fourth quarter and possibly the 2016 to remain adherent to the implementation expectation of the project. Further as a point of guidance the meeting was reminded that with the GEF rules it was expected that there will be adherence to project objectives and outcomes as contained in the project document. Other aspects can accommodate changes in order to enhance implementation.
Other aspects highlighted include the reporting requirements of GEF project expected to be captured under the project implementation report. Additional reports that are expected to be generated in support of the project monitoring and reporting included those done by independent evaluators such as midterm review and final evaluation. The importance and relevance of GEF tracking tool, as an overall approach for capturing data and reporting could not be over emphasized.
Other aspects of the presentation informed participants on importance of additional reports that included financial reports, Combined Delivery Reports (CDR) as well as updating of project risks. Adey facilitated participants to undertake participatory review of the risks status that had been encapsulated in the project document to ensure that they reflected the current status. After thorough discussion and assessments of the state of play of the risks, some migration of the initial status was espoused from their initial indicated levels to lower ones. These changes were due to policy, legislative and mitigation measures that had already been operationalized.
Some of key highlights that were captured on the various risks review included removal of number 2, 9 and 10 the proposed risks were considered to be more of capacity need than that of risk. It was appreciated that necessary capacity building interventions will be essential to address the limitations that were observed. Other undertaking of the stocktaking of risk schematic adjusted risks no 1, 3, 5 and 7 that were reviewed downwards from an average of high to low based on considered policy, legislative and mitigation measures that had already been undertaken. Risk no 8 was enhanced to ensure clarity and was revised to read as local communities possessing limited knowledge of GIS tools used in fire management. Risk no 11 also was enhanced to read as, “non livelihood options availability”.
Summary of reviewed risk status is captioned in the table below:
Risk / Revised status1. Decentralization process is relatively new concept / Low
2. Local communities have limited capacity / Removed
3. approach adopted by the project is ineffective because of limited coordination / Low
4. Extreme climatic events and climatic variability affects success of regeneration / Low
5. Limited acceptance of interventions by local communities / Low
6. Local communities will continue to transform miombo forests to agric/forest lands / Low
7. Tangible results will only be visible after the project finishes / Medium
8. GIS tools for fire management do not match with community needs / Low
9. Conflict of interest between supplier of energy technologies / Removed
10. Particular members of the local community will be selected to receive kilns / Unnecessary and to be removed
11. Implemented interventions are not cost effective / Rewording to bring the non-provision of alternative livelihood to local communities (Low)
3.2 Preparation of Annual work plan
The work plan for the fourth quarter of 2015 was discussed, enhanced, finalized and endorsed. Following comprehensive elaboration the meeting agreed that 4th quarter work plan for 2015 should be submitted to facilitate resource disbursement and implementation of the activities.
Additional considerations regarding the 4th quarter work plan elaborated priority actions whose guidance included recruitment of the Project Manager;
Component 1
Recruitment of Project manager and staff
Participants agreed that in order to reduce the projected lengthy time that was required to undertake normal staff recruitment process under the UNDP procedures, the option for applying fast tract window should be considered in the recruitment of a project manager. The guidance for the fast track will be informed by standard practices of such undertaking that considers candidates that had successfully completed other GEF projects within the allowable time, would be potential candidates recruited to manage the regeneration project.
· Considering the importance of the Project manager stakeholders identified and sanctioned the recruitment activities to be of priority that should be undertaken within the 4th quarter activities. Among the activities prioritized to be delivered under quarter 4 of 2015 included procurement of vehicles and other necessary equipment. These should be triggered immediately after receiving specification from the Forest Department by 25th September.
· Preparations of ToR ANR specialist, CBNRM specialist, community mobilizer, remote sensing/ GIS specialist and fire monitoring will be spearheaded by the lead institutions in collaboration with a team of stakeholders.
· Other notable activities to be done during the fourth quarter of 2015 included conducting formal project launch when the site selection has been completed. The dates of the site selection has been scheduled for October once the project manager is on board.
Component 2
Terms of references
· Participants further discussed and considered most of the activities that were envisaged under to be undertaken under component 2 of the project broadly assigned to 2016. It was agreed that preparation of respective ToR should be generated by February 2016 to enable recruitment of the relevant Consultants that will discharge the enlisted respective activities including GIS and fire management plan development.
· The meeting discussed the specific steps that were expected to be undertaken in attaining the fire component to be led by Zambia Environmental Management Agency (ZEMA) who will work closely with Forestry department and other collaborating actors.
Component 3
· The activity on briquetting received initial submission to be firmed up after consultation with the collaborating institution on energy. The meeting was in agreement that in order to provide official reminder to participating agencies the Lead agency (Forestry Department) should immediately notify all the participating agencies of the status of the status of the project and the need for all participating institutions to take active participation.