12.2 Functions The Union Public Safety Committee shall perform the following functions:

  1. a) Monitoring and evaluation of the performance of police in relation to their duties in general and the prevention of crimes and maintenance of general security of people residing in the Union in particular, and reporting to the District Public Safety Commission on monthly basis.

 

  1. b) Reporting to the Zila Nazim and the District Public Safety Commission complaints of the citizens residing in the Union against police excesses, including torture, persecution in police custody, or events and illegal confinement, corruption or high handedness.

 

  1. c) Reporting to the Zila Nazim and the District Public Safety Commissions complaints of citizens residing in the Union against failure of the local police to provide protection against crimes or neglect or inaction by the police officials in redressal of their grievances against perpetrators of crimes or anti-social actions.

 

  1. d) Reporting to the Zila Nazim, and the Public Safety Commission, complaints against failure of the investigation branch of the Police stations to track down the offenders, recover and restore the stolen property to the lawful owner or neglect or delay in furnishing challans/reports to prosecution agency.

 

  1. e) Follow-up with the Zila Nazim and District Public Safety Commission, the matters reported to them.

 

13- ZILA SPORTS AND CULTURE COMMITTEE

Each Union, Tehsil / Town or Zila Council shall constitute its sports and culture committee.

 

13.1 Composition and election of Sports and Culture Committee

Sports and Culture Committee of the Union, Tehsil/Town and Zila Council shall be elected and constituted in the manner laid down in Section 3.2.

 

13.2 Functions of the Sports and Culture Committee          The Zila Sports and Culture Committee shall perform the following functions:-

 

  1. a) Monitor the Sports and Culture office of the local Govt. to ensure implementation of the Local Govt.’s decision to promote sports and cultural activities including good functioning and maintenance of stadiums, sports complexes, gardens and open spaces, and dissemination of information on sports and cultural events in the district.

 

  1. b) Arrange public – private partnership in establishment and maintenance of libraries, reading rooms, stadiums, play grounds, sports halls, community centers and other public places for holding music concerts, cultural shows and other recreational activities.

 

  1. c) Plan a policy for the promotion of sports and culture for approval by the Zila Council.

 

  1. d) Foster participation of people of all ages, specially the youth in sports and healthy pursuits.

 

  1. e) Interact with the District Sports and Culture Office to organize inter Tehsil, inter Union sports, competitions and recreational events.

 

  1. f) Interact with the Union Nazim and the District Sports Culture Office to organize intra district cultural melas, public games, tournaments, rallies and walks at district level with the participation of all Unions, Tehsil and Town teams.

 

  1. g) Interact with the District Sports Culture Office to organize inter district sports and cultural events.

 

  1. h) Interact with the concerned department for up-gradation, maintenance and preservation of national monuments, museums, historic buildings, archives and antiquities.

 

  1. i) Encourage national and regional languages, poetry, fine arts and artisan works and promotes the marketability of the works of artisans.

 

  1. j) Monitor the efficient use of resources for development of sports, cultural and recreational activities at the district, Tehsil/Town and Unions and neighborhoods level.

 

 

14- FOLLOW-UP MECHANISM OF THE

MONITORING COMMITTEES

 

14.1     After the identification of issues and problems, a follow up is the most critical activity in monitoring process. It is more challenging than the first step i.e. information gathering. The follow-up requires careful analysis of the collected information; formulation of recommendations on the problems and feedback on the out comes.

 

14.2     The follow-up activities involve a participatory approach. Initially, it includes exchange of information between the officials and the members of the MCs. The MCs shall provide public feedback on service delivery and suggestions, while the officials shall provide the progress on actions taken by them. This channel should be most frequently used, because it is participatory in nature and creates a sense of teamwork and understanding.

 

14.3     The follow-up process should involve respective Nazims in the process. Issues, which could not be resolved in an initial attempt, should be discussed with the Nazims. The Nazims may involve the officials and Naib Nazims in these meetings.

 

14.4     Unresolved problems need to be well documented and put up to the Council for necessary resolutions and actions. Issues requiring input from other levels should be presented to the Monitoring Committees of other levels for creating another avenue for the systematic follow up and resolution of the problems.

 

14.5     Proper record keeping and documentation of activities are essential to prepare the quarterly reports for the Council and follow up.

 

14.6 Quarterly Monitoring Reports

The Quarterly Monitoring Reports must be submitted to the respective Councils. The quarterly reports would be based on the activities of the Monitoring Committees during the quarter. The focus of the quarterly reports should be on highlighting those issues, which require intervention of the Council and the achievements made by the Monitoring Committees during the previous quarter. The reports to be presented to the Council must contain evaluation of the performance of each office/service delivery and facility in relation to:-

  1.          Achievement of its targets;
  2.          responsiveness to citizens’ difficulties;

iii.         efficiency in the delivery of services; and

  1.         transparent functioning.

 

14.7 Main steps relating to the Quarterly Monitoring Reports :

  1.          The report must include the achievements made during the last quarter.
  2.          The report must highlight the issues/problems identified by the MCs.

iii.         It shall also provide feedback on steps taken to resolve the issues/problems.

  1.         The unresolved issues/problems should be listed alongwith recommendations.
  2.         These reports shall be submitted to the respective councils through their conveners.
  3.         The respective Councils shall deliberate on the quarterly reports submitted by the MCs and send the recommendations in the form of resolutions to the respective Nazims for action.

vii.        The Nazims shall within 30 days report back to the respective councils on the progress made by him on the issues raised in the resolutions by the Council.

viii.       All councils will prepare annual reports based on quarterly resolutions of the councils and actions taken by the Union, Tehsil or Zila Nazim, as the case may be, highlighting achievements and further actions required.

  1.         All councils, annual reports will be submitted to the Zila Council for compilation and development of database. All councils shall display information on actions taken regarding the problems highlighted in the Monitoring Reports, at the prominent places of the Council Offices, for public information.

 

15- CONCLUSION

15.1     Monitoring has been built as an integral part of the devolution process. The fundamental objective of monitoring is to provide timely feedback on the progress related to the delivery of services at the grass root level.

 

15.2     The key purpose of these guidelines is to support the monitoring mechanism as embedded in the Local Government Ordinance. A district, tehsil, town and union level monitoring system is provided in the law, to monitor the development projects and to monitor efficiency of service delivery. Monitoring as a tool can also contribute to the evaluation of the efficiency of the various offices of the local governments.

 

15.3     Indicators used for monitoring can be divided into three types:

  1. a)         Indicators of access to resources and services (sometimes seen as recondition of participation);
  2. b)         Indicators of participation and;
  3. c)         Indicators of ownership.

 

15.4     Participation may take a number of forms, ranging from participation in project conception, design, planning, resource mobilization, implementation, management, and monitoring. It is important to note that the outcome of the participatory monitoring is improvement in service delivery.

 

15.5     Participatory Monitoring is based on decentralization, coupled with social development. Participatory Monitoring has four key dimensions that have been captured in these guidelines. These are:

  1. a)         It is participatory.
  2. b)         It is relevant.
  3. c)         It is simple.
  4. d)         It is feasible and effective.

 

15.6     Specific function committees, as the name suggests, are also part of the Local Government System. A strong linkage and operational relationship is built in, between the monitoring committees and the specific function committees and among themselves.

 

15.7     Mutually reinforcing role of the specific function committees rests on the edifice of clean and honest steward-ship of the elected representatives to ensure sustainability of code of ethics through the Ethic Committees enhancing peoples’ access to justice through Insaf Committees.

 

15.8     Public Safety Committees are to ensure the maintenance of general security of people and protection against police excesses/neglect. Redressal of their grievances against perpetrators of crime and anti social actions will also be handled through the public safety committees.

 

15.9     Sports and Culture Committees are to promote sports and cultural activities for healthy pursuits.

 

 

 

 

ANNEX 1

 

SECTIONS OF THE SBNP LOCAL GOVERNMENT (MODEL) ORDINANCE RELATING TO MONITORING

 

Section 138 of the SBNP Model Ordinance:

 

Monitoring by committees.-

1) The Monitoring Committees elected by the Zila Council shall be responsible for monitoring the functioning of the offices of the District Government and preparing quarterly evaluation reports on the prescribed format.

 

2) The Monitoring Committees of Tehsil Council and Town Council shall be responsible for monitoring the functioning of the offices of the Tehsil Municipal Administration or Town Municipal Administration and preparing quarterly evaluation reports on the prescribed format.

 

3) The Monitoring Committees of Union Council shall be responsible for monitoring the functioning of all offices of the District Government, Tehsil Municipal Administration, Town Municipal Administration and Union Administration for delivery of services, within its area and preparing quarterly evaluation reports on the prescribed format.

 

4) The reports referred to in sub-sections (1) to (3) shall, in particular, contain evaluation of the performance of each office in relation to –

  1. a)         achievement of its targets;
  2. b)         responsiveness to citizens’ difficulties;
  3. c)         efficiency in the delivery of services; and
  4. d)         transparent functioning.

 

5) The Monitoring Committees shall submit their quarterly reports to the respective Councils, which may through a resolution require the respective Nazim to take necessary action.

 

6) The Monitoring Committees shall function without intruding and interfering in the day to day working of the offices of the local governments and shall not cause any harassment to the functionaries thereof, nor shall assume command and control of such offices.

 

7) Notwithstanding any punishment provided in any law for the time being in force, any member of the Monitoring Committee violating the provisions of sub-sections (5) and sub-section (6) shall be removed from the Monitoring Committee by the respective Council.

 

8) Any functionary being aggrieved of any misbehaviour, undue interference, harassment or misconduct by a member or members of a Monitoring Committee may report to the Ethics Committee of the concerned Council and may invoke disqualification proceedings against such member or members.

 

9) The concerned Monitoring Committee may recommend to the competent authority the payment of bonuses or performance pay to the functionaries of the local governments in recognition of their efficient performance, subject to availability of funds for this purpose.

 

10) The Monitoring Committee may identify inefficiency or corruption of functionaries of local governments and report to the concerned Nazim for appropriate action and remedial measures and the Nazim shall inform the concerned Council within thirty days of the action taken by him.

 

 

Section 29 of the SBNP Model Ordinance:

 

Functions and Powers of Executive District Officer.-

The functions and powers of the Executive District Officer shall be to- Subsection (c) of Section 29: supply information to the Monitoring Committees of the Zila Council and Union Councils; Subsection (d) of Section 29: take appropriate corrective actions based on the information received from Monitoring Committees;

The functions and powers of a Zila Council shall be to- Subsection (e) of Section 39: elect committees of the Zila Council for monitoring the performance of the District Government; Subsection (f) of Section 39: ensure the Monitoring Committees of the Zila Council perform their functions in a non-intrusive manner without interfering in the day to day working of the relevant offices of the District Government and do not assume a command and control role; Subsection (g) of Section 39: review the Monitoring Committees’ quarterly reports on the performance of the District Government;

 

 

Section 67 of the SBNP Model Ordinance:

 

Functions and Powers of the Tehsil Council.-

The functions and powers of the Tehsil Council shall be – Subsection (vii) of Section 67: to elect Monitoring Committees of the Tehsil Council to monitor the working of the Tehsil Municipal Administration and the provision of municipal services; Subsection (viii) of Section 67: to ensure that the Monitoring Committees perform their functions in a non-intrusive manner without interfering in the day to day working of the relevant offices of the Tehsil Municipal Administration and do not assume a command and control role; Subsection (ix) of Section 67: to review the reports of the Monitoring Committees and make appropriate recommendations to the Tehsil Nazim;

 

Section 75 of the SBNP Model Ordinance:

Structure of the Union Administration:

Subsection (3) of Section 75: the Union Secretaries shall co-ordinate and facilitate in community development, functioning of the Union Committees and delivery of municipal services under the supervision of the Union Nazim.

 

Section 88 of the SBNP Model Ordinance:

 

Functions of Union Council.-

The functions of the Union Council shall be to- Subsection (k) of Section 88: elect Monitoring Committees of the Union, each for municipal services, finance, public safety, health, education, literacy, works and services; Subsection (o) of Section 88: review the performance of Union Administration and Union Monitoring Committees;

 

Section 98 of the SBNP Model Ordinance;

 

Composition of Citizen Community Board.-

In every local area, a group of non-elected citizens may, for energizing the community for development and improvement in service delivery, set up a Citizen Community Board and through voluntary, proactive and self help initiatives take up, Subsection (g) of Section 98: reinforcing the capacity of a specific Monitoring Committee at the behest of the concerned Council.

 

 

 

 

ANNEX 2

 

A SAMPLE FORM FOR MONITORING REPORT

 

DATE__________TIME___________REPORT NO _____________________ NAME OF FACILITY/OFFICE/PROJECT ________________________________ ADDRESS  ________________________________________________________ MONITORING COMMITTEE OF (AREA) _____________________________ COMMITTEE MEMBERS_________________________________________ _________________________________________________________ ISSUES/PROBLEMS

Sr. No.Problem’s DetailsRemarks/Recommendations

 

Name of MC Member                          Designation                       Signature

Name of I/C

 

Signature of MC

 

 

 

 

 

 

 


 

 

 

ANNEX 3

 

A SAMPLE FORM FOR FOLLOW-UP OF MONITORING REPORTS

 

MONITORING REPORT NO_______________________________

PROGRESS

 

Sr. No.Progress DateOffice From Which Progress ObtainedRemarks/ProgressSign.
     


 

ANNEX- 4

 

MUSALIHAT ANJUMAN

 

  1. Constitution of Musalihat Anjuman.-

1) In each Union, a Musalihat Anjuman shall be constituted consisting of a panel of three Musaleheen (Conciliators) one of whom shall be its Convener, to be selected by the Insaf Committee of the Union Council, within thirty days after its election, from amongst the residents of the Union who are publicly known to be persons of integrity, good judgment and command respect: Provided that the Union Nazim, Naib Union Nazim or the members of the Union Council may not be appointed as Musaleheen (Conciliators).

 

2) Any casual vacancy in the panel of Musaleheen (Conciliators) shall be filled by the Insaf Committee, as soon as practicable after occurrence thereof.

 

3) The Musaleheen (Conciliators) shall be selected for the term of the Union Council or until replaced earlier: Provided that Musaleheen (Conciliators) shall be eligible for re-selection.

 

4) Where in the opinion of the Insaf Committee, a Musleh (Conciliator) is accused of consistent partiality and malpractices in performance of his functions, the Insaf Committee may, subject to notice to show cause, remove such Musleh (Conciliator) and select another Musleh (Conciliator) in his place.

 

  1. Encouragement for amicable settlement of disputes.-

The Union Nazim, members of the Insaf Committee and Musaleheen (Conciliators) shall use their good offices to achieve the amicable settlement of disputes amongst the people in the Union through mediation, conciliation and arbitration, whether or not any proceedings have been instituted in a court of law in respect of such disputes: Provided that such settlement shall be carried out in such cases where all parties to the dispute agree thereto and no fee shall be charged for such settlement.

 

Explanation. – For the purpose of this section, the expression ‘dispute’ relates to disputes amongst the individuals, whether of civil or criminal nature.

 

  1. Courts may refer cases to Musalihat Anjuman.-        

1) Any court of competent jurisdiction may, in a case where it deems appropriate, refer a matter to the Musalihat Anjuman through the Union Nazim for settlement.

 

2) The court making a reference to Musalihat Anjuman for settlement of a dispute under subsection (1) may lay down the procedure for summoning the parties to the dispute, the terms of reference, the period during which settlement is to be made, the manner in which report of the settlement is to be submitted and such other matters as it may deem appropriate for resolution of the dispute.

 

3) Where on a reference made by the court under subsection (1), the dispute is settled between the parties, the court may make such settlement as rule of the court.

 

4) The Musalihat Anjuman shall inform the court if the dispute is not settled within the time fixed by the court or, may ask for extension in time for settlement of the dispute.

 

  1. Appointment of Musleh (Conciliator) for individual cases.- Where in a dispute the parties request for appointment of a person other than the Musaleheen (Conciliators) in the panel referred to in section 102 in a particular case as a Musleh (Conciliator), the Union Nazim may, in consultation with the Insaf Committee, appoint such person as Musleh (Conciliator) for that case.

 

  1. Procedure of settlement of disputes.-

1)  The Convener of the Musalihat Anjuman selected under section 102 shall-

 

  1. a) convene meetings of the Musalihat Anjuman as necessary and at such place or places in the Union as he considers appropriate; and
  2. b) conduct the proceedings in an informal manner as he considers with the object to bring an amicable settlement between the parties.

 

2) No legal practitioners shall be permitted to take part in the proceedings on behalf of any party.

 

3) The report of the Musaleheen (Conciliators) shall be recorded in writing and copies thereof shall be provided to the parties attested by the Secretary of the Union.

 

 

 

 

 

Annex-V.

 

OATH OF TEHSIL/TOWN NAZIM

 

I_____________________ S/o_____________________  elected as Nazim  of Tehsil/Town _____________________ District_____________________ hereby solemnly swear or affirm:

 

That I shall bear true faith and allegiance to Pakistan and strengthen its ideology, integrity, solidarity, prosperity through good governance, effective delivery of services, participatory and transparent decision making in my district.

 

That I shall discharge my duties and functions under the Local Government Ordinance, 2001, rules, bylaws and regulations honestly, efficaciously and efficiently, to the best of my ability.

 

That I shall act in accordance with law, rules and as head of the Tehsil/Town Municipal Administration shall ensure that the municipal functions within my area of responsibility are carried out lawfully, diligently and consistent with the policy goals of the Provincial Government, the District Government and the Tehsil or Town approved by the Zila Council and the Tehsil/Town Council.

 

That I shall observe and obey all lawful directions given to me by the government.

 

That I shall not allow my personal interest to influence my official conduct or my official decisions.

 

That I shall promote fiscal discipline and to the best of my ability prevent misuse, misappropriation and pilferage of the public money.

 

That I shall protect the interest of people of my district and avail every opportunity to advance their collective welfare, well being and satisfaction.

 

That in all circumstances I shall do right to all people according to law, without fear or favor, ill will, or discrimination.

 

That I shall not directly or indirectly communicate or reveal to any person any matter which shall become known to me in my official capacity, except as may be required for the due discharge of my duties.

 

 

Signature of Declarent

 

 

Countersigned                                                  Presiding Officer

Seal of Presiding Officer

 


 

 

OATH OF NAIB ZILA NAZIM, NAIB TEHSIL NAZIM

AND NAIB UNION NAZIM

 

I_____________________ S/o_____________________ elected as_____________________ of _____________________hereby solemnly swear or affirm:

 

That I shall bear true faith and allegiance to Pakistan and strengthen its ideology, integrity, solidarity and prosperity by advancing democracy and transparency in the functioning of the Council.

 

That I shall discharge my duties and functions under the Local Government Ordinance, 2001, rules, bylaws and regulations honestly, efficaciously and efficiently, to the best of my ability.

 

That I shall act lawfully and as convener of the Council shall ensure that the business of the Council is carried out according to the Council’s rules of conduct, the code of ethics and byelaws.

 

That I shall not allow my personal interest to influence my official conduct or absolute impartiality.

 

That I shall promote fiscal discipline and to the best of my ability prevent misuse, misappropriation and pilferage of public money.

 

That I shall protect the interest of people and avail every opportunity to advance their collective welfare, well being and satisfaction.

 

That in all circumstances I shall do right to all members of the Council according to law, without fear or favor, ill will, or discrimination.

 

That I shall not directly or indirectly communicate or reveal to any person any matter which shall become known to me in my official capacity, except as may be required for the due discharge of my duties.

 

 

Signature of Declarent

 

Countersigned                                                              Presiding Officer

Seal of Presiding Officer

 

 

 

 

OATH OF UNION NAZIM

 

I_____________ S/o _______________ elected as Nazim of the _________________ Union in _________________ District___________________ and Tehsil ___________________ hereby solemnly swear or affirm:

 

That I shall bear true faith and allegiance to Pakistan and strengthen its ideology, integrity, solidarity, prosperity through enhancing people’s participation in the decision making processes, and institutionalization of balanced development, access to services and improved governance at grass root level.

 

That I shall discharge my duties and functions under the Local Government Ordinance, 2001, rules, bylaws and regulations honestly, efficaciously and efficiently, to the best of my ability.

 

That I shall act in accordance with law and rules and as head of the Union Administration shall ensure that all functions within my area of responsibility are carried out lawfully, diligently and consistent with the development objectives of the annual development plan approved by Zila Council, Tehsil/Town Council and the Union Council.

 

That I shall not allow my personal interest to influence my official conduct or my official decisions.

 

That I shall promote fiscal discipline and to the best of my ability prevent misuse, misappropriation and pilferage of public money.

 

That I shall avail every opportunity to respond to the legitimate needs of the people and improvement of the service delivery.

That in all circumstances I shall do right to all people according to law, without fear or favor, ill will, or discrimination.

That I shall not directly or indirectly communicate or reveal to any person any matter which shall become known to me in my official capacity, except as may be required for the due discharge of my duties.

 

Signature of Declarent

 

Countersigned                                                            Presiding Officer

Seal of Presiding Officer.

 

 

 

 

OATH OF OFFICE OF MEMBERS OF COUNCILS

 

I_____________________ S/o _____________________ elected                                   as  _____________________. of_____________________  do hereby (Category of Seat) (Name of Council)solemnly swear or affirm:

 

That I shall bear true faith and allegiance to Pakistan and strengthen its ideology, integrity, solidarity and prosperity, through discharge of my duties and perform functions as an elected Member (_____________________ ) in accordance with the Local Government Ordinance, 2001 and the rules or by laws of the Council honestly, efficaciously and efficiently, to the best of my ability.

 

That I shall always work in the interest of the people who have elected me.

 

That I shall promote fiscal discipline and to the best of my ability prevent misuse, misappropriation and pilferage of public money.

 

That I shall assist the monitoring, ethics, insaf and accounts committees of Council in the discharge of their functions.

 

That in all circumstances I shall do right to all people according to law, without fear or favor, affection or ill will.

 

That I shall not directly or indirectly communicate or reveal to any per son any matter which shall become known to me in my official capacity, except as may be required for the due discharge of my duties.

 

Signature of Declarent

 

 

Countersigned                                                              Presiding Officer

Seal of Presiding Officer

(1) Muslims (Male/Women).

(2) Peasants/Worker (Male/Women).

(3) Minority Communities.

(4) Nazim and Naib Nazim

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