Annual Activities Report 2014
Drinking water Supply system: Mutera System
Prepared by: AQUAVIRUNGA LTD
31-3-2015
Signature: …………………
Annual Report 2014
Mutera Drinking Water Supply
2
TABLE OF CONTENTS
1.
AQUAVIRUNGA LTD. .................................................................................................. 3
2.
OPERATION OF THE MUTERA WATER SUPPLY SYSTEM ............................................... 5
2.1
2.2
2.3
2.4
2.5
3.
PRODUCTION DEPARTMENT ................................................................................................ 5
DISTRIBUTION DEPARTMENT ............................................................................................... 6
CUSTOMER SERVICE DEPARTMENT ........................................................................................ 7
ACCOUNTING DEPARTMENT .............................................................................................. 11
KEY PERFORMANCE INDICATORS OF OPERATINGMUTERA WATER SUPPLY SYSTEM ........................ 14
DEVELOPMENT OF THE MUTERA WATER SUPPLY SYSTEM ........................................ 15
3.1
3.2
STUDIES AND CONSTRUCTION SUPERVISION ......................................................................... 15
IMPLEMENTATIONS OF WORKS .......................................................................................... 15
4. THE DELEGATED MANAGEMENT CONTRACT FOR THE MUTERA WATER SUPPLY
SYSTEM .......................................................................................................................... 16
2.
COMPANY MANAGEMENT ....................................................................................... 17
2.1
2.2
2.3
2.4
2.5
2.6
3.
BOARD MEETINGS .......................................................................................................... 17
HUMAN RESSOURCES ....................................................................................................... 17
STAFF TRAINING.............................................................................................................. 18
MAIL AND ARCHIVES MANAGEMENT ................................................................................... 19
MISCELLANEOUS ACTIVITIES .............................................................................................. 19
SUPPORT BY THE PARTNER NV PWN ................................................................................. 19
EXTERNAL RELATIONS .............................................................................................. 22
ANNEXES ........................................................................................................................ 23
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply
3
1. AQUAVIRUNGA LTD.
AQUAVIRUNGA Ltd, established on 10 February 2007 in Kigali, is a Rwandan company that
provides drinking water and sanitation services at national and international level. Its
administrative head office is established at Mizingo, Kanzenze Sector, Rubavu District, in the
Western Province.
AQUAVIRUNGA Ltd has two (2) shareholders, namely AQUARWANDA Ltd (Rwanda) and NV
PWN Water Supply Company in Northern Holland (The Netherlands) with respectively 49%
and 51% of shares.
AQUAVIRUNGA presently operates three Public-Private-Partnership Contracts in Rwanda:
No
Title of the Contract
PPP partner
1
Design, Rehabilitate, Finance District
and Operate (DRFO) of the Rubavu
Yungwe-Bikore and MizingoMutura
drinking
water
supply systems
2
3
Duration Start date
End date
of 15 years
01/02/2009 31/01/2024
Delegated Management of Musanze and
the Mutera drinking water Nyabihu Intersupply system
district
Association
14 years
25/02/2010 24/02/2024
Delegated Management of District of
the Nyabihu drinking water Nyabihu
supply systems
5 years
2/09/2014
AQUAVIRUNGA LTD
1/09/2019
Annual Report 2014
Mutera Drinking Water Supply
4
Location of AQUAVIRUNGA Ltd’s area of intervention
Area
covered
Aquavirunga Ltd
by
AQUAVIRUNGA’s overall objective is to contribute to the U.N. Millennium Development
Goals by improving operation and maintenance of drinking water supply systems to ensure
sustainable supply of good quality drinking water in sufficient quantity to the population in
the area served by them.
AQUAVIRUNGA’s specific objectives are:

Management of water supply systems in a professional, efficient and cost effective
way through the establishment of Public-Private Partnerships (PPP);

Establishment of organizational structures, management methods and tools that
ensure the sustainable operation and development of drinking water supply systems;
 Strengthening the capacity and performance of national staff.
This document contains the 2014 Annual Activities Report of Aquavirunga for the YungweBikore and Mizingo-Mutura water supply systems.
The 2014 Annual Activities Report is structured as follows:

Chapter 2 presents a review of the operation of the Yungwe-Bikore and MizingoMutura water supply systems.

Chapter 3 assesses the development of the Yungwe-Bikore and Mizingo-Mutura
water supply systems.

Chapter 4 discusses some pending matters with respect to the DRFO Contract for the
Yungwe-Bikore and Mizingo-Mutura water supply systems.

Chapter 5 deals with the internal management of AQUAVIRUNGA.

Finally Chapter 6 presents the external relations of AQUAVIRUNGA.
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply
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2. OPERATION OF THE MUTERA WATER SUPPLY SYSTEM
2.1
Production department
The following were the main objectives of the Production Department for 2014:
 Ensure drinking water in sufficient quantity to meet the demand of the population and
meet challenges related to the operation of the distribution network:

From January 2014 to October 2014, we noticed a big shortage water from the
Mutera treatment plant within the negative impact in the distribution network. We
have been forced to proceed with the application of rationing water waiting for the
reaction of the Interdistrict Association of Musanze and Nyabihu for rehabilitating
all intakes. The situation has been recovered since November 2014 and the supply
of water has been restablished. The flow of springs has increased to twice of the
normal at the end of 2014.

The situation remains vulnerable because at the time of writing this report the
water supply has decreased and the flow rate of sources decreased.

A consultation meeting bringing together stakeholders in the Mutera Contract
management delegation to look for the missing source of financing rehabilitation
took place on January 22, 2014. WASAC services were alerted.

Technicians from WASAC conducted April 3, 2014 a field visit in the source water
intake area of Mutera to realize the relevance of the problem. Until the end of 2014
no concrete proposal has been given by WASAC. However, the rehabilitation of
sources is needed to stabilize the flow
 Insure irreproachable quality water at the exit of the plant and on the network through:

The respect of planning of periodical interventions on the treatment chain, the
general cleaning of the treatment chain, of the intermediary and secondary
reservoirs in the distribution network. The interventions of AQUAVIRUNGA
technicians were conducted in the health centres and schools for cleaning and
disinfection internal reservoirs;

The reinforcement of the supervision of water quality on the network through
weekly sampling enabled to harmonize quality controls on the treatment chain and
on the distribution network;

Specific chlorination from area to area in secondary reservoirs enabled to maintain
water quality on the distribution network;

Sluicing of lower points of water pipes and the preventive disinfection of valves, as
recommended by the laboratory of the project, enabled to ensure an
irreproachable water quality in the distribution network.
 Establishing all necessary measures to maximize production parameters through:

Curative and preventive maintenance of all production installations, including the
electromechanical equipments and the civil engineering structures.

Reinforcement of the mechanisms for the control of the quality of water produced
and distributed at the plant, at different reservoirs and at various public and private
connections in order to comply with the contractual provisions of the Delegated
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply
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Management Contract. After control of WASAC from April 2014, the doses of
chlorine in the water treatment have been revised upwards.
2.2
Distribution department
The following were the objectives of the Distribution Department for 2014:
 Supply without interruption drinking water at all the distribution points:

This objective was partially met because of the shortage water noticed from January
2014 to October 2014. It appears that a significant decrease in the flow of sources
caused by a total disappearance or deviation of the Mutera 1 spring which is one of
the 4 principal spring’s water from the Mutera system. It has negatively affected the
continuity of the distribution service in all antenna of the Mutera distribution
network until October 2014.
 Extend in collaboration with the Customer Department the coverage of the network. This
explains the execution and servicing of 41 new private connections in ordinary conditions,
16 new private connections with Revolving Funds project conditions.
 Establish a supervision and maintenance tool enabling to improve the distribution
network output. This objective was not reached at 100% due to the dilapidation of the
distribution network infrastructural facilities that have not yet been rehabilitated and to
widespread acts of vandalism throughout the network. A support team from PWN to
locate unaccounted-for water operated with our plumbers in November 2013. There was
no tangible result. However, some measures have been taken in 2014 :

A campaign to repair immediately all visible leakages on the main pipe network and
on the pipes of 7 antennas was conducted.

70 connections which were no longer in use have been fully disconnected from
network in august 2014.

Verification day to day by the plumbers the water meter for the suspect clients. This
permanent control reduces the manipulation inside the water mater.

We change regularly all illegible water meters (contains algae).

The distributed water rationing enabled better use and better output (63%)
Main parameters related to distribution activities
Parameter
Unit
Volume of water distributed
m3
165,535
128,899
Volume of water billed
m3
80,403
82,341
Total volume of unaccounted -for water
m3
85,132
46,558
Average distribution output
%
49.27
63
74
57
Number of complaints concerning public tap
managers
AQUAVIRUNGA LTD
Quantity
2013
in Quantity
2014
in
Annual Report 2014
Mutera Drinking Water Supply
7
Number of extraordinary leakages
29
30
Number of ordinary leakages
232
117
Number of leakages repaired
261
147
Number of acts of vandalism
32
25
Number of secondary reservoirs cleaned
30
20
150
42
2,744
2,199
130
22
Cleaning of main reservoirs
2
3
Construction or rehabilitation of public taps
6
0
Number of private connections installed in
ordinary conditions
91
37
Number of private connections installed with
Revolving fund
11
16
Number of public taps cleaned
34
9
Number of meters replaced
36
30
Number of valves replaced on public taps
11
11
Number of gates replaced on public taps
16
20
Number of gates replaced on the pipe
network
12
21
Number of cuts for unauthorized connections
41
89
Number of estimate costs of connection
works established or re-updated for private
connections
Total length in meters of pipe network laid
Number of sluicing cases
m
The activities of the Distribution department in 2014 were marked by the repairs of
leakages, the upkeep and maintenance of different works and equipments, the location of
unaccounted-for water, the installation of network regulation equipments and lastly by
Extension of the Mutera distribution network with 2,199m for connecting 43 new clients.
The Distribution Department team significantly contributed to the collection of GPS-related
field data in order to update the GIS map/plan of the distribution network of Mutera
drinking water supply system.
2.3
Customer service department
The following were the main objectives of the Customer department during 2014:


Sell water and ensure the recovery of receipts at the various water points;
Sensitise the population of the area covered by AQUAVIRUNGA Ltd about the use of
water from public taps to increase water sales;
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply


8
Represent AQUAVIRUNGA Ltd towards applicants for water connections on the
distribution network;
Receive and collect complaints from users, bring them to the knowledge of
Departments concerned and ensure their follow-up
Main indicators pertaining to the activities of the Customers Department:
Unit
Valeur 2013 Valeur 2014
Volume invoiced
m³
80,403
82,341
Volume invoiced to pubic taps
m³
21,474
21,017
Volume invoiced to private connections
m³
58,929
61,324
Rate of recovery from public taps
%
89
94.5
Rate of recovery from private connections
%
90.4
98.4
Rate of total recovery
%
90
96
Total of public taps
BF
46
46
Total of private connections
BP
322
364
Number of active public taps
BF
35
33
Number of active private connections
BP
247
300
Ratio of public taps in the billing
%
26.7
25.5
Ratio of private connections in the billing
%
73.3
74.5
In total, 82,341 m3 were sold in 2014 in Mutera drinking water supply system, with a
monthly average of 6,862m3, that is an increase by 2.4% compared with 2013 where we had
80,403 m3 .This is mainly explained by the improvement in drinking water distribution thanks
to the extension works on the distribution network through the establishment of 138 new
private connections. It should be pointed out that during the 2014 campaign to locate
unaccounted-for water, 21 dishonest customers were disconnected while the meters of 6
customers suspected of stealing water were sealed. Moreover, we recorded water
consumption by institutions in the order of 37,379 m3 that is 45.4% of total sales in 2014 and
60,9% of sales on private connections. These institutions are the main customers of the
Mutera drinking water supply system.
Per category, 2014 sales compared with those of 2013:
•
decreased by 2.1% on public taps for the above-mentioned reason and
•
Increase by 4.1 % on private connections in general; however, they decreased by
2.5% in institutions (37,379m3 in 2014 against 38,334m3 in 2013).
The evolution of related figures from January to end of December 2014 compared with 2013
is highlighted in the table below:
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply
9
Volumes in
m3 in 2013
Volumes in m3
in 2014
Variation in m3
Variation in %
January
6,226
6,922
696
11.2
February
6,058
6,170
112
1.8
March
6,343
4,422
-1,921
-30.3
April
6,137
5,774
-363
-5.9
May
6,661
8,385
1, 724
25.9
June
8,879
7,420
-1,459
-16.4
July
8,671
8,44
-327
-3.8
August
7,493
6,914
-579
-7.7
September
6,075
6,571
496
8.2
October
6,282
6,206
-76
-1.2
November
5,762
6,722
960
16.7
December
5,816
8,91
2,675
46.0
80,403
82,341
1,938
2.4
6,700
6,862
162
2.4
Total
Average
Regarding the above table, monthly variations in terms of water consumption show that:

In general, there was an overall increase in water consumption in 2014 compared
with 2013 on account of the above-mentioned reason.
 Drinking water consumption varies with the season: monthly consumption during the
dry season (8,344 m3 in July) may be almost twice as much than during the rainy
season (5,774m3 in April). This phenomenon is linked to the intensive use of
rainwater thanks to rainwater harvesting infrastructural facilities developed by the
population before AQUAVIRUNGA LTD arrived.
In 2014, the water sales-related invoiced amount is Rwf 58 351 482 and that collected is
equal to Rwf 55 974 888 that is an overall recovery rate of 96 %.
Per category, the recovery situation is presented as follows:




The overall recovery rate on public taps is 94.5% that is Rwf 13,249,080 collected
out of Rwf 14,018,339 billed.
The recovery rate on private connections is 98.4% that is Rwf 40,272,382 collected
against 40,903,108 billed.
The amount recovered in 2014 with respect to arrears from April 2010 to end of
December 2014 is Rwf 6 338 040.
The accumulation of outstanding debts is estimated at 16 976 760 Rwf including
the billing for December 2014, to be recovered in January 2014. The total fo arreas
related to 2014 amounts to Rwf 8 714 634.
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply
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The evolution of cash inflows from January to end of December 2014 compared with 2013 is
shown in the table below:
Recovery
2013 (RWF)
2014 (RWF)
Variation in
RWF
Variation in %
January
4,098,736
4,748,155
649,419
16
February
3,629,665
4,936,322
1,306,657
36
March
3,133,136
3,446,209
313,073
10
April
3,806,813
2,684,767
-1,122,046
-29
May
4,618,921
5,312,543
693,622
15
June
4,526,009
4,500,893
-25,116
-1
July
5,064,728
4,720,195
-344,533
-7
August
5,629,940
4,532,159
-1,097,781
-19
September
2,756,643
5,745,095
2,988,452
108
October
3,938,963
4,367,457
428,494
11
November
4,143,606
4,165,997
22,391
1
December
3,609,593
4,361,670
752,077
21
48,956,753
53,521,462
4,564,709
9
4,079,729
4,460,122
380,392
9
Total
Average
The Customer Service Department collected complaints on various water points. Some
complaints required the intervention of AQUAVIRUNGA LTD’s technical services while others
were of commercial nature. Thus, most of the complaints raised throughout 2014 related to
the following:
 cases of leakages on gates and/or valves
 requests for the verification of water meters;
 acts of vandalism on public taps and works of the distribution network and
lastly cases of leakages either on sluice gate chambers, on defective sluice
gates before or after meters or on valves
Some cases having to do with the upkeep and maintenance of installations were reported to
the Distribution department and were solved in an appropriate way. Other cases beyond the
powers of AQUAVIRUNGA LTD, such as theft and acts of vandalism perpetrated on
installations were submitted to local authorities for appropriate action.
Other complaints were in connection with either public tap managers or the users of the
water from public taps. They particularly concerned cleanliness around public taps,
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply
11
enforcement of the tariff and the opening hours for public taps or the resignation of public
tap managers for reasons of personal convenience. All these cases were followed up and
handled by staff of the Customer service department in collaboration with local authorities
as well as users concerned by either giving warning to public tap managers concerned or by
replacing them as appropriate.
In 2014, therefore, 7 out of 35 full-time public tap managers, that are about 20%, were
replaced following their mismanagement of water receipts and the non-observation of the
water tariff of Rwf 15 per jerrycan in force within the service area of AQUAVIRUNGA LTD.
2.4
Accounting department
Regarding the operation of the Nyabihu Drinking Water supply system, the annual turnover
amounts to 71,567,333 Rwf. The total expenses are 64,379,802 Rwf. The profit for the FY
2014 registered results from the following computation:
Statement of Comprehensive income as per 31st December 2013
AEP MUTERA
Operating incomes:
AEP MUTERA
FY 2014
FY 2013
46,845,765
45,698,795
2,272,392
3,469,482
Other income(Grant resources+
retake on provision)
22,449,176
39,417,097
Total Income
71,567,333
88,585,374
Production costs
3,286,294
2,573,435
Distribution costs
16,824,400
12,547,222
Administration costs
23,988,667
23,512,532
504,256
552,356
S/Total expenses
44,603,617
39,185,545
Gross Profit
26,963,716
49,399,829
Depreciation
19,776,185
18,680,879
Sales
Miscellaneous incomes
(recovries: devis, recon.)
Extraordinary income:
Operating expenses
Finance costs
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply
Total expenses
12
64,379,802
57,866,424
7,187,531
30,718,950
Net Profit after Depreciation
Explanation of some important figures of the post of the above table compared to 2012:
Production cost:
31st Dec. 2014
31st Dec. 2013
2,279,193
1,055,331
Fuel & lubricants
802,943
1,467,256
Workshop materials
153,310
Water processing chemicals
Electricity
Total Production cost
50,848
50,848
3,286,294
2,573,435
Administration cost:
Office furniture
835,183
526,790
8,475
603,902
400,779
439,612
1,600,000
11,000
Management fees
60,000
526,790
Miscellanous expenses
79,340
468,398
Office maintenance fees
Communication & internet
Costs for consultancy
Rent/Mutera
150,000
Matériel et équipement de protection
223,948
Representation and reception fees
329,050
551,925
Advertisement fees+ dons et liberalités
190,000
201,271
32,000
144,000
18,051,032
18,335,415
1,908,860
2,165,490
Misssion fees
Salaries
Insurance
Charges et pertes diverse
Total Administration costs
AQUAVIRUNGA LTD
120,000
23,988,667
23,512,532
Annual Report 2014
Mutera Drinking Water Supply
13
Transport and vehicle rent
4,993,819
6 706 900
Public water points maintenance fees
2,135,160
1 751 520
Repairs & maintenance
9,695,421
4 300 862
16,824,400
12 547 222
Tax on Importation
Total Distribution costs
Summary of financial position as of 31 December 2014:
Asset
31st dec 2014
31st dec 2013
Intangible assets
0
0
Tangible Assets
0
2 290 253
Rehabilitation works
108,040,338
121 137 787
Current assets
110,363,918
112 597 005
6,351,084
3 354 887
224755340
239 379 931
-2,867,110
-43 768 476
149,190,181
188 157 438
Provisions
45,339,427
55 506 202
Short Term Liabilities
33,092,842
40 082 211
224,755,340
239 977 374
Cash and Cash equivalent
TOTAL ASSETS
Equity & Liabilities
Shareholders funds
Grants
TOTAL EQUITY &LIABILITIES
Explanation of some important figures of the table of financial position as of 31 December
2014 compared to 2013:
31st Dec. 2014
31st Dec. 2013
Rehabilitation works
Inatake sources& pumps
0
0
water treatment plant
0
1, 514,525
108,040,338
119,623,262
Works on water networks
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply
14
TOTAL
108,040,338
121, 137,787
Inventories
31st Dec. 2014
Stocks/inventory of
laboratory consumables
Inventory of water
network materials
Inventory of district
materials
Inventory of revolving
funds materials
Inventory for fuel
31st Dec. 2013
258,732
561 240
1,996,989
4 475 265
14,725,649
16 024 449
1,347,723
5 633 876
56,144
6 228
232,617
1 527 433
18,617,854
28 228 491
Inventory for laboratory
materials
NOTE: The following table shows the Historical value till 2014 of Conceded Assets:
31st Dec. 2013
Conceded Assets
Conceded civil engineering
facilities
Conceded Pipe networks
Electro mechanic material
2.5
31st Dec. 2012
330 000 000
330 000 000
240 000 000
5 000 000
575 000 000
240 000 000
5 000 000
575 000 000
Key performance indicators of operatingMutera Water Supply system
Indicators
2010
2011
2012
2013
2014
Production capacity (m3/d)
450
450
450
450
450
42,252
63,523
76,123
81,565
82,341
-
-
-
57
36
Income (million Rwf)
21,1
42,5
47,6
48,3
53,5
Operational cost coverage ratio (%)
74%
87%
94%
125.5
113
Volume invoiced (m3/y)
Unaccounted for water (%)
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Annual Report 2014
Mutera Drinking Water Supply
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3. DEVELOPMENT OF THE MUTERA WATER SUPPLY SYSTEM
3.1
Studies and Construction Supervision
In June 2011 AQUAVIRUNGA Ltd has signed an addendum to the Delegated Management
Contract for Mutera Drinking Water Supply system with Musanze and NyabihuInterdistrict
Associationfor the design and supervision of a number of rehabilitation and extension works
of the Mutera water supply systems. The value of these design and supervision works
amounted to € 80,000.= and were financed by AQUAVIRUNGA’s associate NV PWN and the
Dutch NGO Aqua for All (A4A). In the addendum it was agreed that AQUAVIRUNGA would be
responsible for the design and supervision of the rehabilitation and extension works
whereas the Musanze and NyabihuInterdistrict Association would be responsible for finding
funding for the implementation of the works, notably from the WASH/UNICEF Project.
Under the above addendum, the preparation of the detailed design and tender documents
of protection, rehabilitation and extension of water supply and sanitation in the Mutera
project area was finished in December 2012. The starting dates of the execution of the
works are waiting for finding funding for the implementation of the works. AQUAVIRUNGA
has performed in 2014 the services of updating of the Geographic Information System with
respect to the above works.
3.2
Implementations of Works
In 2012 the partners NV PWN and Aqua for All have approved funding of the investment
project consisting of:
Project
Content
Value (€) Start date
12010
Revolving Fund for the supply and 40,000
installation of private connections in the
Yungwe-Bikore,
Mizingo-Mutura
and
Mutera project areas
1/12/2012
Duration
indefinite
In 2014, only 16 new private connections have been executed with the Revolving Fund
(Project 12010) financed by the partners A4A/PWN in the Mutera project area.
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply
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4. THE DELEGATED MANAGEMENT CONTRACT FOR THE MUTERA WATER SUPPLY
SYSTEM
Throughout 2014, three working sessions took place with the Committee for the
monitoring and evaluation of the Delegated Management Contract related to Mutera
drinking water supply systems in a bid to monitor the application of the contractual
clauses by both signatory parties (Musanze and NyabihuInterdistrict Association and
AQUAVIRUNGA Ltd).During these sessions, discussions focussed on the following points:
 The monitoring and evaluation of the Delegated Management Contract
 The pending matters with respect to the Delegated Management Contract, notably:
o The problem of shortage water noticed since December 2013.
o The taking of erosion protection measures around the infrastructure of the
Mutera water supply systems and maintenance of the access roads towards the
Mutera treatment plant.
o The appropriation of the infrastructure of the Mutera water supply system by the
beneficiary population.
o The feedback on the studies on the rehabilitation and extension of the networks
of Mutera drinking water supply systems conducted by AQUAVIRUNGA Ltd
o The application of the tariff by the public tap operators
o The mobilization of the population for the Project 12010: “Revolving fund”
It should be noticed during 2014 that the protection measures of the intakes area of the
Mutera water supply system issue have provided appropriate solution.
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply
17
2. COMPANY MANAGEMENT
2.1
Board Meetings
In 2014 there have been two Board Meetings on 20 May and 28 November and one
Shareholders Meeting on 20 May. The meetings on 20 May took place at Mizingo whereas
the meeting on 28 November was convened at Velserbroek in the Netherlands.
The Board Meetings focused on the following subjects:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Approval of the minutes of the previous Board Meeting,
Administrative et financial management
Human Resources management
Progress of the study and investment projects (NV PWN/A4A/UNICEF 2010-2014)
Projects in the pipeline (PWN/A4A)
Progress of the action plan for the next years 2013-2015 (Annex 2 and 3)
Delegated Management Contract for Nyabihu Water Supply Schemes
Affermage contract for Senegal (GL and NDP Water supply scheme)
Ownership of the Delegated Management Contract by the Districts and Interdistrict
Association
The Shareholders meeting of May 2014 has approved the financial annual report for the year
2013. The provisionary financial statements of AQUAVIRUNGA for the fiscal year 2013 have
been submitted to the Rwandan Revenue Authority on 30 March 2014. After auditing
process and their approval by the Shareholders ‘meeting of May 20th , 2014 the final version
of financial statements of AQUAVIRUNGA for the fiscal year 2013 have been submitted to
the Rwandan Revenue Authority on 25 May 2014
In general the management of Aquavirunga closely monitors the regularization of its tax
obligations with the Rwandan Revenue Authority, its social security obligations with the
Rwandan Social Security’s Board and other relevant national institutions.
2.2
Human ressources
At the first of January, 2014 the permanent staff of AQUAVIRUNGA amounted to 43 persons,
of which 33 persons are assigned to the Yungwe-Bikore and Mizingo-Mutura system and 10
persons to the Mutura system.
In 2014, 3 staffs from the distribution network system left the company for a serious mistake
and replaced.
From 2 September 2014 Aquavirunga has taken over management of 3 pumped and 1
gravity systems in the District of Nyabihu. As approved by the Board of Directors ‘meeting of
May 20th, 2014 ten staffs have been recruited for operating the above three systems:

1 Public Relation officer

1 Book keeper/store keeper

1 Meter Reader and Collector

1 Maitenance technician
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply

1 Plumbers

2 Assistant plumbers

2 Watchmen

1 Driver
18
Thus the number of staff will pass from 43 to 53 during the year 2014 (in conformity with the
organization chart in Annex 1). The staff is divided over the departments as follows:

General Management
:
3

Technical Management
:
24

Administrative and Financial Management :
26
2.3
Staff training
In accordance with the decision by AQUAVIRUNGA LTD‘s Board of Directors’ meeting of 23
November 2013, which took place in Velserbroek, Netherlands, AQUAVIRUNGA LTD was
urged to design a training plan for the entire staff in reference to the three-year action plan
(2013-2015). This training plan has been approved during the Board of Directors’ meeting on
14 November 2013.
During the year 2014 on the job training activities have been undertaken by external
consultants hired by AQUAVIRUNGA and by consultants of the partner NV PWN, among
others this concern:

Use of the ultrasonore equipment that was lent by NV PWN to AQUAVIRUNGA for
the leak detection campaign;

Use of the Geographic Information System for the Yungwe-Bikore,Mizingo-Mutura,
Mutera and Nyabihu systems: data collection by GPS, preparation and printing of
maps, use of maps in the management of the distribution system.

Monitoring of the water quality: determination of physical-chemical and
bacteriological parameters in the laboratory of Yungwe-Bikore, update of the
operating manual, interpretation of result of analyses.

Use the new Sage i7 and new Commercial Management 100 software bought at the
end 2013: parametrizing of the software, capture of accounting operations and
accounting processing, use of the Commercial Management software compatible
with SAGE SAARI software for billing and posting of bills, stock and supply
management, preparation of year-end documents and lastly establishment of
accounting procedures: the company’s tax management (declaration of VAT, PAYE,
IBS and of SSFR contributions).

Procedures for the management of the Customers Department: management of
water points and of relationships with public tap managers (management of water
sales contracts), management of users, meter readings and consumption controls,
billing, recovery and cash inflows.
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply
19
2.4
Mail and archives management
During the year 2014, AQUAVIRUNGA Ltd recorded 88 outgoing and incoming mails: 52% of
the mails were sent to Rubavu District, 13% of the mails were sent to Nyabihu and Musanze
Interdistrict Association, 3% of the mails were sent to Nyabihu District, 25% to external
partners and 7% consisted of internal mails. It is also important to point out that
AQUAVIRUNGA recorded 140 incoming mails. Also, eight (6) internal memos were drafted in
line with the daily performance of duties.
2.5
Miscellaneous Activities
In 2014 the following activities, not directly related to the operation of the Yungwe-Bikore
and Mizingo-Mutura water supply systems, were undertaken:

In a bid to extend the activities related to the operation of drinking water supply
systems, a tender document for the delegation of the management of 15 drinking
water supply systems (Buremera, Karago, Cyeshyamba, Busoro, Nyamateke,
Rwibisheru, Nyabyondo, Minyerezo, Birembo, Hesha, Cyamabuye- Mukamira,
Waruvumbu-Matiyo, Kagohe-Kabatwa- Bigogwe- Jenda, Munkali PHASE II and all
capped springs)was prepared and submitted on 14 May 2013, after being informed
about all the documents required for the tender and after assessing the nature and
the difficulties linked to the services to be provided. Because of various difficulties
related to contract awarding by Nyabihu District and to negotiations between EWSA
and this District, the negotiating of the Contract has been taken a long time. At the
end of December 2013, the negotiations between AQUAVIRUNGA LTD and the
District of Nyabihu were going on for signing a Delegated Management Contract. The
contract has been signed by the third parties (EWSA, the District of Nyabihu and
AQUAVIRUNGA LTD) on 13 May 2014. From 2 September 2014 Aquavirunga has
taken over the management of 3 pumped and 1 gravity systems in the District of
Nyabihu.

Two working missions in Senegal from 10 to 20 February and from 5 to 19 October
2014 conducted by Mr Joseph Usabimana, AQUAVIRUNGA Ltd’s Executive Director.
The first mission was in line with the preparation of a financial submission for the
delegation of the management of two drinking water supply systems Gorom-Lampsar
and Notto- Diosmone- Palmarin which had to be submitted to the Ministry of
Hydraulic and Assesment in Senegal. The second mission was in the line with the
negotiation formalities with the Administration of Senegal on the delegated
management contract (lease convention) and official administrative formalities of
incorporate the Joint Venture “SEOH sa”(Société d’Eploitation des Ouvrage
Hydraulique société anonyme). It should be reminded that AQUAVIRUNGA has been
relined at two companies GEAUR (Senegal) et AQUANET (The Netherlands) for
preparing a bidder for the management of two drinking water supply systems
Gorom-Lampsar and Notto- Diosmone- Palmarin (lease convention). In this bid,
AQUAVIRUNGA LTD has been relied two companies GEAUR (Senegal) and AQUANET
(The Netherlands).
2.6
Support by the Partner NV PWN
In 2014 there have been several exchanges at management level between AQUAVIRUNGA
and its partners NV PWN and Aqua for All from the Netherlands. These consisted of:
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply
20
No
Name
Function
1
Hielke
Wolters
Chairperson
of Rwanda
the Board of 17
Directors
of 22/05/14
AQUAVIRUNGA
2
4
5
Harry Buyten
Sanneke
Molenaar
Jos
Gastel
Place and
period
Member of the Rwanda
Board of Directors 17
of AQUAVIRUNGA 22/05/14
Financial
Controller
PWN
Objective
Visit the projects in YungweBikore, Mizingo-Mutura and
Mutera that are financed by
NV PWN and A4A

Meet with the Rubavu,
Musanze
and
Nyabihu
Districts
authorities
to
strengthen the PPP between
Aquavirunga and the District

Participate in the Board of
Directors and Shareholders’
meetings of Aquavirunga on
20/05/14

Visit the projects in YungweBikore, Mizingo-Mutura and
Mutera that are financed by
NV PWN and A4A

Meet with the Rubavu,
Musanze
and
Nyabihu
Districts
authorities
to
strengthen the PPP between
Aquavirunga and the District

Participate in the Board of
Directors and Shareholders
meetings of Aquavirunga on
20/05/14

Audit the annual financial and
management
report
of
AQUAVIRUNGA LTD for the
year 2013

Participate
in
the
Shareholders meeting of
Aquavirunga on 20/05/14

Visit the projects in YungweBikore, Mzingo-Mutura and
Mutera that are financed by
NV PWN and A4A

Monitoring of operating
activities of AQUAVIRUNGA
LTD.

Meet with the
Musanze
and
–
–
Rwanda
NV 22- 27/02/14
18 – 21/05/14
van Project Director Rwanda
for Aquanet bv
13- 27/03/14;
17 – 23/05/14
and 15 21/12/2014
AQUAVIRUNGA LTD

Rubavu,
Nyabihu
Annual Report 2014
Mutera Drinking Water Supply
No
Name
21
Function
Place and
period
Objective
Districts
authorities
to
strengthen the PPP between
Aquavirunga and the District
Participate in the Board of
Directors and Shareholders
meetings of Aquavirunga on
20/05/14
– 
Design a film on the
Aquavirunga Ltd activities
6
Mme Wendy Communication
van
den NV PWW
Veen,
Mr.
Vincentius
Ruyter and
Mr.
Alexander de
Groote
7
Peer Kamp
Specialists
in Rwanda
water treatment 8– 15/02/14
NV PWN
and 2526/09/14

Assist Aquavirunga to review
the progress execution and
supervision works of the
construction of a new water
intake in the Mizingo water
source, laying of a new
transmission main and partial
rehabilitation works of the
Mizingo treatment that are
financed by PWN and Aqua
for All
8
Joseph
Usabimana
Managing
Director
AQUAVIRUNGA

Participate in the Board of
Directors
meeting
of
AQUAVIRUNGA on 28/11/14

Meet with representatives of
Aquanet bv, NV PWN and
Accenture, YEP Water.
– 
Participate in the Board of
Directors
meeting
of
AQUAVIRUNGA on 28/11/14

Meet with representatives of
Aquanet bv, NV PWN and
Accenture, YEP Water.
9
Emmanuel
Nsanabandi
AQUAVIRUNGA LTD
13
16/03/14

Netherlands
23/11
3/12/14
Technical Director 23/11
AQUAVIRUNGA
3/12/14
–
Annual Report 2014
Mutera Drinking Water Supply
22
3. EXTERNAL RELATIONS
In 2014 AQUAVIRUNGA has maintained the following external relations:
 Participation of the Executive Director of AQUAVIRUNGA LTD in the official reception
organized by the Rwanda Netherlands Embassy with the working visit in Rwanda of
differents delegation from The Netherlands as follow:
o on 18 September 2014: in honour of the visit of the Hon. Dutch Deputy Director
Centre for the Promotion of Imports from Developing Countries, Mr Dick de Man
and his Delegation for a business lunch to meet the Delegation from the Netherlands
at the Ambassador residence in Nyarutarama
o on 12 November 2014: in In honour of the visit of the Minister for Foreign Trade and
Development Cooperation of The Netherlands H.E. Mrs Liliane Ploumen and his
delegation of some 30 Dutch companies and organizations for a buffet networking
dinner
Upon the invitation from the invitation of the Ambassador of the Kingdom of The
Netherlands, the Executive Director of AQUAVIRUNGA LTD has attended at the
Ambassador residence in Nyarutarama in the meeting as follow:
o on 2 April 2014: Program TED x Binnenhof 2014 wiewing party Rwanda
o on 2 July 2014: Business lunch on opportunities and challenges of doing business in
Rwanda with the Dutch Good Growth Fund (DGGF)
o on 6 December 2014: Participation in community works (Umuganda) at Rwabutenge
Cell, District of Kicukiro organized by Rwanda Netherlands Emabassy in cooperation
with Rwanda Natural Ressource Authority, Ministry of Natural Resources and
Association of the Students from The Netherlands with the theme “Three
plant/capita”.
 Upon the invitation from the President of the Sector Working Group (SWG) in Water and
Sanitation Sector, AQUAVIRUNGA LTD attended different SWG meetings on 18 January, 30
September and 30 October 2014 . The purpose of the meeting was to validate the activities
program of the SWG Secretariat, the progress reform of WASAC since July 2014, the review
of the National Policy for Water Supply and Roadmap, the functionality and benchmarking
study, Capacity Building for Private Operators and Sector performance reporting framework.
 During 2014, AQUAVIRUNGA Ltd’s representatives attended different meetings , working
sessions, workshops and training sessions organized by its partners (Rubavu and Nyabihu
Districts, Musanze and Nyabihu Interdistrict Association , WASH Project, FEPEAR, etc.) It
should be reminded that the items covered in the above-mentioned events were always
mentioned in monthly reports.
.
AQUAVIRUNGA LTD
Annual Report 2014
Mutera Drinking Water Supply
ANNEXES
Annex 1-AQUAVIRUNGA Ltd’s organisation structure as of 1-01-2015
Annex 2- AQUAVIRUNGALtd’s progressive 3 years 2013- 2015 Action Plan
Annex 3- AQUAVIRUNGALtd’s progressive 3 years 2013- 2015 Financial Plan
Annex 4- Situation of flows at production level
Annex 5- Chemicals consumptions
Annex 6- Summarised balance sheet
Annex 7-Results of analyses conducted.
Annex 8- Fuel and electricity consumption
AQUAVIRUNGA LTD
23