EnglishFrenchPortugueseRussianUrdu

GUIDELINES FOR CITIZEN COMMUNITY BOARDS

Table Of Contents

 

Chapters Contents  
I Introduction  
II Citizen Community Boards [CCBs]  
 

Role and Functions of CCBs

Conduct of Business

 
III

Prioritization and Classification of Schemes by Council

Funding to CCBs Under the Ordinance

Classification Of Schemes

 
IV

Operationalization of Citizen Community Boards

Registration of CCB

Preparation of Proposals & Dept. Estimates

Submission of Proposals by CCBs

Ranking and Selection of Schemes.

 
V

Appeal by Council

Final Approval

Evaluation by Council

Agreement

Changes in Agreement

 
VI

Financial Agreements

Bank Account

Release of Instalments to CCB

Raising of Funds by CCBs

Audit

 
VII Training of CCBs  
VIII

Monitoring

Monitoring by CCB

Monitoring by the Monitoring Committee of the Council

 

Monitoring by the concerned office dealing with CCBs

 
IX

Reporting and Record Keeping

Record Keeping

Reporting by CCB

Management information System (MIS)

 

 
 

ANNEXES

 

1)      Application Form for Registration of CCBBs

 

2)      Application Form For Project Proposals

 

3)      Response Letter to CCBs submitting Project Proposals

 

4)      Evaluation by Council

 

5)      Contract Agreement

 

6)      Monitoring Indicators Categories

 

7)      Progress Report by CCBs

 

8)      Guidelines for Preparing Field Review Summaries and Budget Analysis.

 

 

 

GUIDELINES

 FOR CITIZEN COMMUNITY BOARDS

 

  1. Introduction

 

1)         Chapter X of the Local Government Ordinance provides for setting up Citizen Community Boards (CCBs) for energizing the Community for development and improvement in service delivery through voluntary and self-help initiatives. The objectives of formulating these guidelines are to:

 

  1. a)         elaborate the role and functions of CCBs

 

  1. b)         assist the Local Government officials in operational zing the CCBs

 

  1. c)         provide the necessary operational and implementation framework for CCBs to work on the Non-Development activities

 

  1. d)         assist the CCBs in accessing development funds

 

2)         The Local Government Ordinance encourages public participation in all areas of Local Government. This is especially true in the case of development activities. The  lessons from the past clearly indicate that the involvement and ownership of the communities is essential for the sustainability of projects and for the delivery of quality services.

 

3)         The previous Development planning system was a centralized system. The development funds were distributed to Provincial departments under a top-down approach and had inherent flaws. The identification, appraisal, and approval of development projects had no relationship to the local priorities. The element of Community participation was missing from the process. The design of projects did not include the view-point of the community. High technology projects were adopted where low cost technology could have been used. The issue of sustainability was overlooked in most cases. The process of allocating funds was non-transparent and inequitable. Politicians were provided development funds to be spent according to their priorities. The linkage between the Development and Non-Development budget was missing. The Development schemes and projects were being undertaken with total disregard for the accompanying recurring costs. All this has led to a “Graveyard of Projects”.

 

4)         On the Non-Development side the quality of services suffered due to the unplanned development activities and poor management of facilities. The facilities are in dire need of repair and maintenance. The social indicators of Pakistan are one of the lowest in the world. Education, Health, Population and Water supply and Sanitation have been the main areas affected. Additional spending as per the old system is not the answer. Higher spending levels need to be planned, implemented and monitored properly if positive results are required. CCBs can play a major role in improving services by mobilizing the Community and creating a sense of ownership.

 

5)         The law provides legal cover to the formation of Citizen Community Boards to enable citizens’ to actively participate in the development and Non-development activities of the Local Governments. Fifty percent of the Development budget at the District, Tehsil, Town and Union level has been earmarked for CCBs. This condition however has been waived for the year 2001-2002.

 

6)         The Citizen Community Boards will contribute in project design, implementation, management and monitoring at grass root level with a view to improving services through bottom up planning and development process. The Citizen Community Boards will serve as a channel for mobilizing communities. They will assist in raising funds to solve local problems. The CCBs through voluntary, proactive and self-help initiatives undertake activities for resolving issues at the grass root level.

 

7)         The involvement of CCBs will ensure transparency and accountability in the development process due to the contribution of the community in the projects. Instead of passive recipients they will become active partners in development.

 

8)         The flow diagram for processing the proposals of CCBs is provided.

 

 

 

  1. Citizen Community Boards [CCBs]

 

Role and Functions of CCBs

 

9)         The institution of Citizen Community Boards has been created in the Local Government Ordinance to enable the proactive elements of the society to participate in community work and development related activities.

 

10)       In every local area (defined as Union, Tehsil/Taluqa, Town, District and City District) a group of non-elected citizens may, for energizing the community for development and improvement in service delivery set up a Citizen Community Board as provided under Section 98 (1). Unlike NGOs, which are registered under various Acts/Laws, Citizen Community Boards will be registered with the District Governments under Chapter X of the Local Government Ordinance. There can be as many CCBs in a local area as may be got registered by the Community. All CCB members shall be volunteers. In case a member accepts any paid assignment on behalf of the CCB, he/she shall have to resign from the membership of the CCB. A period of six months must elapse after the last payment received from the CCB before becoming a member again.

 

11)       CCBs will mobilize communities and raise funds to solve local problems. Section 98 (1) of the Ordinance provides the functions of CCBs. The CCBs through voluntary, proactive and self help initiatives take up:-

  1. Improvement of delivery of service by a public facility
  2. Development and management of a new public facility
  3. Welfare of the handicapped, destitute, widows and families in extreme poverty
  4. Establishment of farming, marketing and consumers’ cooperatives
  5. Identification of development and municipal needs and mobilization of resources
  6. Formation of stakeholders associations (means voluntary associations such as Parent Teacher

Associations, Patient Hospital Associations, School Management Associations or Farm Water Associations or Citizen Police Associations etc.) for community involvement in the improvement and maintenance of specific facilities; and g. Reinforcing the capacity of a specific Monitoring Committee at the behest of the concerned Council.

 

12)       The Village/Neighborhood Council shall facilitate creation of CCBs for development and maintenance of municipal and community welfare facilities under Section 97(2).

 

13)       CCBs may also be created at the behest of the concerned Council for reinforcing the capacity of a specific Monitoring Committee under Section 98(g).

 

 

Conduct of Business

 

14)       The Citizen Community Board shall be a non-profit organization and its income and assets shall be used solely for the attainment of its objectives, and no portion of the income shall be paid by way of dividend, profit or bonus to any of its members or contributors. See Section 101 (1).

 

15)       The code of Conduct has been provided in Section 99 of the Ordinance. The details are provided below.

 

16)       The Citizen Community Board shall have a general body of its members who shall elect a Chairman, Executive Committee and a Secretary of the Board for carrying out its functions. The number of members of the General Body shall not be less than twenty five.

 

17)       The term of office of the Chairman, members of the Executive Committee and Secretary of the Citizen Community Board shall be two [amendment required in law] year extendable through election for a similar term or terms by the general body.

 

18)       All business of the Citizen Community Board shall be disposed of in its meetings, which shall be presided over by the Chairman.

 

19)       The Executive Committee of the Citizen Community Board shall hold its meetings at least once in every three months.

 

20)       The quorum of the meetings of the Executive Committee of the Citizen Community Board shall be forty per centum of the total membership of the Executive Committee.

 

21)       The quorum of the meetings of the general body of the Citizen Community Board shall be one fourth of its total membership.

 

22)       The Secretary of the Citizen Community Board shall be responsible for recording the proceedings of the meetings and maintaining financial and accounting record.

 

23)       The Secretary shall present the annual statement of accounts in the annual meeting of the Citizen Community Board and after its approval the statement shall be submitted to the registration authority within thirty days.

 

24)       The Citizen Community Board may, in its general meeting, remove any office bearer or member by a resolution on account of unsatisfactory performance or misconduct.

 

25)       The Chairman and Secretary shall be responsible for safe custody and management of property and assets of the Citizen Community Board.

 

 

III Prioritization and Classification of Schemes by Council

 

Funding to CCBs under the Ordinance

 

26)       CCBs under the Local Government Ordinance Section 109 (12) shall receive not less than fifty percent of the development funds of the respective Local Governments. In addition the budgeted amount for CCBs, which remains unspent shall be credited under the same Head in the following year’s budget in addition to the fresh allocations. However, this condition has been waived for the year 2001-2002. A Local government shall only consider those CCB schemes which relate to their functions as defined in the Local Government Ordinance. Where two or more local governments of the same level are involved in a project, the concurrence of all concerned Nazims shall be included in the proposal. The local government share in the recurring costs as agreed in the project proposal shall be part of the Development budget but on a sliding scale over a maximum of five years.

 

27)       The various sections of law relating to funding of CCBs are:

 

  1. a)         Section (100)(2):- A Citizen Community Board may also receive project-based cost sharing support from any Local Government.

 

  1. b)         Section (119)(2):- The Citizen Community Board may receive from a Local Government matching grants up to eighty percent of the budgeted amounts of an approved development scheme.

 

  1. c)         Section (109)(5) A Local Government may transfer approved budgeted amounts to any CCB within its local area, for expenditure for carrying out a project, service or activity transferred to or managed by CCB.

 

 

 

 

Classification of Schemes

28)       According to Section 119 (1) the Council will classify the schemes according to local priorities. The classification will be developed on the following pattern:

 

Classification of the sectorial priorities and funding allocation by the Council

 

PRIORITY SECTOR SUB-SECTOR TYPE OF SCHEMES
1 Education Girls Schools Up gradation
2 Health Child & Women  
3 Health Basic & Rural Health  

 

These priorities are to be set by the Council at the beginning of the year.

 

 

  1. Operationalization of Citizen Community Boards

 

 

Registration

 

29)       The CCBs have to be registered before they can access funds marked for CCBs as provided in Section 98(3). A strong awareness campaign will be undertaken throughout the year in order to ensure widespread participation of the citizens. The Registration form for the CCBs has been made simple and concise. It seeks only the relevant information. A specimen is attached as Annex-I.

 

30)           The registration will be undertaken only by the EDO Community Development at the District level. It will be issued only after verification of the facts and the details of the members provided in the registration form. CCBs not recommended for registration will be put up to the Council for a final decision. The EDO Community Development may nominate any officer for the purpose of registration. The Registration issued by the District Government will be valid for all Local Governments within that District. Registration is basically a one time activity. However changes in the xecutive Committee shall be provided in writing to the concerned office.

 

31)       Since the development funds are available at all three levels CCBs may seek funding from any level. The officers dealing with CCBs at the various levels are:

  1. a)         EDO Community Development at the District level

 

  1. b)         Tehsil/Town Officer (Planning) at Tehsil/Town level

 

  1. c)         Secretary Community Development at the Union level

CCBs may submit as many proposals after they have been registered, however no CCB can get funding for more than two projects during a financial year.

Preparation of Proposals & Departmental Estimates

 

32)       Once the CCBs have been registered they need to develop proposals for accessing the funds. The CCBs may receive from a Local Government up to eighty percent of the budgeted amounts of an approved development scheme. The proposals need to be developed according to Section 119(2)(i) of the Local Government Ordinance. The CCB must ensure that the cost estimates and project concept has been discussed with the concerned office. In addition they must ensure that the proposal is based on the local priorities and the needs of the people. A specimen proposal form is attached as Annex 2

 

33)       Under the Local Government Ordinance fifty percent of the Development Budget cannot be spent unless the local participatory mechanism is operationalized. However, as stated above this condition has been waived for the year 2001- 2002. Under the CCB mechanism the departments will need to become active and involve CCBs in their work if they want to access the development funds earmarked for CCBs.

 

34)       There would be many areas and activities where the CCBs would like to assist the Local Governments but not request for funds. In such cases also CCBs need to submit their proposals on the application forms so that the necessary approval could be obtained from the Administration. The only difference in these cases would be that in the application form the funding requested from the Local Government would be shown as nil.

 

35        Although no minimum limit for proposals have been set but CCBs are encouraged to submit  proposals which are feasible and that the administrative and processing cost do not become more than the cost of the project. The maximum share of the Local Government cannot exceed 80% i.e. the community share in cash must not be less than 20%. The “in kind” contribution shall be considered only if the cash contribution is atleast 20%. The “in kind” contribution shall be considered as additional contribution of the CCB, which will help the concerned CCB in achieving higher ranking during the evaluation phase. The market value of the “in kind” contribution shall be made by the concerned local government

office. These must be indicated separately in the proposal. However, these percentages are for the underdeveloped areas, which may not be able to generate more than 20% share. The Local Government may vary the community’s share according to sectors and geographic areas but cannot reduce the cash contribution below 20%.

 

 

Submission of Proposals by CCBs

 

36        The CCBs must submit their proposal according to Section 119(2)(ii) and (iii). In order for the proposal to be considered for funding the CCB must attach the complete departmental estimates (as prepared in para 32 above) and a Bank draft along with the application as proof of contribution. The draft would be returned to the CCB if the proposal is not accepted by the Council.

 

37        Since the proposals are to form a part of the Development budget these must be included in the Development Budget at the beginning of the year. This would also improve the planning process and would provide sufficient time for implementation. Funds for CCBs are available with each Local Government at District, Tehsil/Town and Union level. CCBs are free to approach all sources of funding. The Development fund includes the development funds in the Local Fund and in the “Provincial Accounts”.

 

  1. According to Section 119(4) a cut-off date for inclusion of proposals shall be announced by each Local Government before the presentation of the Budget. The Council shall approve the schemes in a special session to be held by the respective councils. Therefore CCBs need to ensure that they submit their proposals well ahead of time. In case of any savings in the CCB portion of the Development Budget, the Local Government shall again invite proposals in the month of December of the budget year to facilitate the utilization of the remaining budget.

 

39        The CCBs need to develop proposals, which are in line with the functions and objectives defined in the Local Government Ordinance. They need to ensure that the proposals are also in

line with the requirements of the people and priorities of the Local Government.

 

40        The proposals will be submitted to the following officers:

  1. a)         EDO Community Development

 

  1. b)         Tehsil/Town Officer (Planning) at Tehsil/Town level

 

  1. c)         Secretary Community Development at the Union level

 

 

Ranking and Selection of Schemes

 

41        The proposals received by the cut-off date will be ranked by the authorized officer dealing with the CCBs as per Section (5)(6)(7) and (8). An example has been provided below to clarify the various steps.

The authorized officer of the respective level of local government shall draw up a statement specifying the schemes by classification including the total amount of contributions for a particular classification of schemes.

 

 

 

STATEMENT 1: CCBs CONTRIBUTIONS FOR GIRLS SCHOOLS CLASSIFICATION

 

CCB PROJECT CCB SHARE % OF TOTAL CCB PROJECT (RANKING BASIS) CCBs SHARE Rs.
CCB 1 PROJECT 60 10000
CCB 2 PROJECT 55 30000
CCB 3 PROJECT 20 15000
CCB 4 PROJECT 20 10000
TOTAL FOR CLASSIFICATION GIRLS SCHOOLS   65000

 

A second statement shall determine contribution amounts for a particular classification of schemes as a ratio of the total contributions for all schemes registered with a particular local government for that year and the statement shall be used to determine amounts of allocations for a classification of schemes from the budget reserved for the purpose.

 

 

 

STATEMENT 2: CCBs CONTRIBUTION BY CLASSIFICATION

 

CLASSIFICATION OF SCHEME CCBs SHARE IN CLASSIFICATION % Total Contribution by CCBs (RATIO)
GIRLS SCHOOL 54 54
CHILD& WOMEN 29 29
BASIC & RURAL HEALTH 20000 17
TOTAL FOR CLASSIFICATION 120000 100

 

 

 

BUDGETARY ALLOCATION BY CLASSIFICATION OF SCHEMES

TOTAL BUDGET FOR THE YEAR RS. 1 Million

 

CALASSIFICAION OF SCHEME CCBs SHARE IN CLASSIFICATION (RATIO) Total Allocation for the year
Girls School 54 540,000
Child & Women 29 290,000
Basic & Rural Health 17 170,000
Total For Classification 100 1,000,000

 

 

 

  1. Approval by Council

 

Final Approval

 

  1. The Final approval for the proposals submitted by the CCBs will be given by the Council as stated in the Section 119(8) of the Local Government Ordinance. The Council shall approve the schemes in a special session to be held by the respective councils. The complete list of proposals will be submitted to the council. The Council would need to keep the following criteria in mind while approving the projects.

 

  1. a)         The on-going CCB projects from previous financial year are fully funded before any new CCB project is funded during a fiscal year. The previous amounts committed to the CCBs are contractual agreements and must be honoured by the Local Governments.

 

  1. b)         The project is in line with the objectives laid down in the law;

 

  1. c)         The CCBs share is according to the limits set by the Council. Cash contribution should be atleast 20%;

 

  1. d)         The recurring cost of the project is covered after completion;

 

  1. e)         The project has prepared as per the prescribed procedure

 

  1. f)          The project is in line with the priorities of the Local Government and the community;

 

  1. g)         The project concept, work-plan, budget is realistic; and

 

  1. h)         The ranking of the projects is in line with the prescribed procedure.

 

  1.       The Council shall not approve more than two projects of a CCB within a financial year. The approved projects would be communicated to the CCBs.

 

  1.       If a proposal is not accepted by a council, then the concerned office dealing with CCBs would notify the CCB giving specific grounds/ reasons provided by the Council. It will then call a meeting to discuss the proposal and request them to submit a revised proposal if the project is conceptually correct. If the project is conceptually not correct then the concerned

office will try to work with the CCB to come up with other projects and develop other avenues of participation with the CCB. The whole purpose of the CCB initiative is to encourage participation. The Local Governments must work with the CCBs to ensure their participation through viable projects and activities. Format of the letter at Annex-III.

 

 

Evaluation by Council

 

  1. An Evaluation Committee may be constituted by the respective Council to assist with the evaluation of the proposals and to provide an assessment to the Council on Proposals, which require more detailed analysis. The main function of the committee will be to check the proposals, verify the information, and assess the concept. The Committee will make its recommendations to the Councils regarding the proposals. It will not have the authority to accept or reject proposals. Details are attached as Annex 4.

 

 

Agreement

 

  1.       Following selection and approval of the project proposal by the Council an agreement will be signed between the authorized official of the Local Government and the CCB. A specimen is enclosed at Annex-5.

 

  1.       Final Project document must include the reports submission dates as well as the installment dates.

 

  1.       The proposal shall be executed as per the agreement between the CCB and the Local Government as provided in Section 119(9). All assets acquired by the CCB shall be managed by the CCB.

 

 

Changes in Agreement

 

  1.       Any change (relating to budget or project activities) in the Agreement or project proposal after signing of the Agreement will have to be submitted in writing with justification by the CCB to the concerned office. However, a CCB may make changes of up to 20% between the non-salary related budget heads over the project period provided that the total budget remains the same, and inform the concerned office of the change giving reasons. The approval of the Council must be sought for any increase of more than 20% in the non-salary

budget heads. The authority to accept or reject any additional expenditure over and above the approved budget shall vest with the Council. The CCB shall not incur any expenditure over and above the total approved budget without the prior approval of the Council.

 

 

  1. Financial Arrangements

Bank Account

 

  1.       A separate bank account shall be maintained for each proposal. However, if it is not possible then alternative arrangements could be made in consultation with the Local Government.

 

  1.       All funds of the Citizen Community Board shall be kept in a bank or post office and all transactions shall be made through cheques. See Section 99(9)

 

  1.       The account will be jointly operated by the Chairman/Secretary of the CCB. See Section 99(10).

 

  1.       The accounts of the Citizen Community Board shall be maintained by the Secretary. See Section 99(11)

 

 

Release of Installments to CCB

 

  1.       The CCB will need to open an Account in a Bank or a Post Office before funds can be released.

 

  1.       The Local Government contribution will only be released once the CCB share has been deposited i.e. the Draft submitted at the time of submitting the proposal. After satisfying that the share of funds from CCB has been credited in the Project Account, the concerned officer will send the request for release of the first installment. Authorization from Union/Tehsil/Zila Nazim will be required for releasing the installments of local government. The concerned officer will release the installment after necessary checking through Payees Account Cheque in favour of the CCB and acquire its receipt in writing.

 

  1.       The installment plan provided in the Proposal shall take into consideration the CCBs share, which is available upfront.

 

  1.       The CCB would request for release of subsequent installments by submitting a letter indicating the utilization of previous funds and the amount of the installment. This request would

be accompanied by the current progress report, as agreed in the Agreement. The installment request is to be provided one month prior to the date required or as agreed in the Agreement/project document. The installment shall be released to the CCB as per the agreed schedule within 30 days from the date of receipt of request made by the CCB. In case of delay in the release of installment beyond the thirty days, the CCB may approach the Monitoring Committee of the Council for release of installment.

 

  1.       A Copy of the progress report must be provided to the respective Monitoring Committee by the concerned officer dealing with the CCB.

 

  1.       A covering letter from the concerned officer for the issuance of the cheque for the installment would have to be accompanied with a certificate from the respective Monitoring Committee of the council. It must state that the progress indicated by the CCB on project activities has been verified on the ground.

 

 

Raising of funds by Citizen Community Board.-

 

  1.       A Citizen Community Board may raise funds through voluntary contributions, gifts, donations, grants and endowments for its declared purposes without compromising the larger interest of the community. This has been provided under Section 100(1) of the Ordinance.

 

  1.       Under Section 100(2) of the Ordinance a Citizen Community Board may also receive project-based cost sharing support from any Local Government in accordance with the provisions of this Ordinance.

 

  1. In case of dissolution or de-registration of a Citizen Community Board, its assets shall, where a local government has contributed towards the creation of any assets or funds, pass on to such local government. The assets shall continue to be used for community welfare by the local government through any of its agency or any other Citizen Community Board. See Section 101(2). In case of dissolution or deregistration of a CCB, ownership of its assets will revert to

the concerned Local Government provided that in case of source of funding being more than one Local Government, the distribution of assets shall be decided by the Zila Council. Audit

 

  1.       Under Section 101(3) the accounts of the Citizen Community Board shall be subject to audit as prescribed. DG Provincial Audit is responsible for the Audit of the Provincial Accounts. The Director Local Fund Audit is responsible for the Audit of the Local Fund. The audit of CCB shall be carried out as provided in the agreement and the project document. At least one audit is mandatory.

 

  1.       The Local Government may conduct a special audit at any time.

 

 

VII. Training of CCBs

 

  1.       Upon signing the Agreement, the concerned office dealing with CCBs will organize the training of the CCBs in the following areas:

 

  1.         Reporting skills so that the CCB is able to provide the following reports according to agreed formats and on a timely basis:
  2. i)          Progress reports
  3. ii)         Financial reports

iii)          Annual reports

  1. iv)        Implementation completion reports

 

  1.         Monitoring skills so that the CCB is able to identify indicators and measure and report progress over time.

 

 

VIII. Monitoring

 

  1.       Monitoring will be at three levels, as given below:

a           Monitoring by CCB

b           Monitoring by Monitoring Committee of the Council

c           Monitoring by concerned office dealing with CCBs

 

 

Monitoring by CCB

 

  1.       Each CCB will establish its own system for monitoring the project implementation activities. All CCBs will submit reports as stated in the Project document according to agreed formats to the concerned officer. The progress report will document project implementation progress, expenditures and other accounting information. However, the details to be reported in the progress report will be included in the project document.

 

 

Monitoring by the Monitoring Committee of the Council

 

  1. The Committee elected by the council for Monitoring will review project implementation progress reports submitted by CCBs. It will carry out its own monitoring by conducting ongoing field visits and submit their reports. The purpose of monitoring is to identify the problems and issues areas and the corrective action required. This monitoring will also include verification of progress reported by CCB, and to receive feedback from beneficiaries. The Monitoring Committee of the Council may also undertake spot-checking of projects to ascertain smooth delivery of planned services. Definition and description of monitoring indicators are enclosed at Annex-6.

 

  1.       The Monitoring Committee will essentially play a supportive role to the CCB. The Monitoring Committees will also ascertain the technical support required by the CCB to build its capacity for effective service delivery and community participation. The supporting monitoring is critical to the smooth execution and success of the projects.

 

Monitoring by the concerned office dealing with CCBs

 

  1.       The concerned office looking after community development activities and CCBs will also monitor the activities of the CCBs on a regular basis as part of their official work.

 

 

  1. Reporting and Record Keeping

Record Keeping

 

  1.       Necessary financial and activity record must be kept by the local governments at the office level. The CCB will also maintain its own record.

 

Reporting by CCB

 

  1.       CCB will submit a physical and financial progress report as agreed. The format of report is at Annex-7. The progress report must be submitted even if the request for installment is not being made. However, the Local Government may request current information at any time from the CCB, if needed. In addition, the CCB will submit a final implementation completion report for the project within 60 days of the end of project period.

 

Management Information System (MIS)

 

  1.       In order to deal with the reporting requirements efficiently an appropriate MIS would be developed by the Local Government. This will ensure standardization and will cater to the reporting requirements of local government. Given the capacity problem it is expected that MIS development will be accomplished over time. Therefore, in the beginning a manual system for keeping the documentation will be followed.

 

 

ANNEXES

 

Annex-1

 

Application for Registration of Citizen Community Board

 

Dear sir,

We the undersigned propose to establish a Citizen Community Board (CCB) in accordance with the provisions of Local Government Ordinance 2001.

  1.         The particulars of the proposed Citizen Community Board are given below:
  2. a)         Title/name of the CCB _______________________
  3. b)         Address and Telephone No. ____________________
  4. c)         Field of Operation
  5. i)          Management of service delivery facilities
  6. ii)         Upgradation of existing outlet

iii)          Establishment of new outlet

  1. iv)        Capacity building
  2. v)         Others specify
  3. d)         Sectors and Sub-sector of interest. Agriculture/Health/Education/Others specify
  4.         Provide the Designations, Names, Education, Occupation and addresses of the office bearers.
  5.         It is requested that our CCB may please be registered under the aforesaid Ordinance. We undertake to inform you of any changes in the composition of the office bearers of the CCB within 15 days.
  6.         We certify that the information given above is correct.

With name and address

Signature of Witnesses

With name and address                                                                                      Yours sincerely

1.__________________                                                         (Sign Secretary)

2.__________________

3.__________________

 

 

Annex-2

APPLICATION FORM FOR PROJECT PROPOSAL

 

  1.          Profile of CCB
  2.         Name of CCB              —————————–
  3.         Address with telephone No.———————–
  4.         Registration No.           —————————–
  5.         Date                             —————————–

Place of Registration     —————————–

  1.         Name of Accountant/    —————————–

Auditors and address    —————————–

 

  1.        Experience & Implementation Capacity

For already registered CCBs.

  1.         Provide details of project undertaken.

For newly registered CCB and already registered CCBs

  1.         Please show that you have appropriate capacity to implement the current proposal. [e.g. professionals, staff, etc]

 

III.       PROPOSED PROJECT PROFILE

  1.         Name of Project
  2.         Commencement Date of Project
  3.       Completion Date of Project
  4.       Location/Geographic Area Covered by the Project
  5.       Main Sector/Sub-sector
  6.       Main Objectives (What does the project aim to achieve?)
  7.       Project Activities

 

 

 (Inputs/Outputs/ Work Plan)

 

SR. NO. ACTIVITY START DATE END DATE TARGETS UNITS
1          
1.1          
1.2          
2          
2.1          
           
           
           
           
           

 

Provide Details/Explanation of Work Plan on Separate sheet

 

  1.       Community Participation

Please describe :

  1. a)         How was the community involved in need identification/preparation of project proposal?
  2. b)         How do you propose to involve the community in project implementation?
  3. c)         How will the community be involved after completion of this project?

 

  1.       Project Monitoring (Please describe the monitoring system)

How will you track Inputs, Outputs, Process and Impact of the Project. Explain the record keeping and reporting system.

 

  1.       Summary Cost of Proposed Project/Activity)

Anticipated sources of funding:                                 Rupees

CCBs own resources                                        ———————

Print Friendly, PDF & Email