Manual on Community Based Approach to Local Development Project – Phase 2 (стр. 11 )

4.3.2: Mainstreaming plan at rayon level

After finalisation and approval of the community development plans at council level, they are reviewed and agreed upon during the LDF meetings. One of the regular meetings of the LDF could be considered for ‘planning workshop’ purpose. In this workshop aggregated social/economic/environmental plans of the entire COs (in the rayon) are presented. VCs/CCs and other agencies may also present their own individual plans.

This workshop serves as a forum to match the demand and supply of resources to carry out prioritised plans. VCs/CCs and COs indicate their commitment to provide resources. All the available resources often fall short of demand. As a result, VCs/CCs take a justifiable lead to present the people's plans for discussion into LDF and get them incorporated into rayon / regional plan so that adequate funding could be expected from state budget in the forthcoming year.

4.3.2: Mainstreaming plan at oblast level

Rayon level plan is incorporated into oblast level plan for seeking state funding for the forthcoming year. Oblast state administration prepares necessary annual plan which is approved by the oblast council.

Looking at the nature of community needs, sectoral approach often does not work effectively, especially in the first year of implementation. Therefore, it is advisable to advocate for ‘special programme’ which can be approved by respective councils at city level, rayon level and oblast level subject to their income source and competence. Budget allocated according to the special programme in favour of activities related with CBA Project will suit the best to respond to the actual need of the COs.

Regional Coordination Council (RCC) - formed during CBA-I at regional (oblast) level for coordination and advisory support will continue during CBA-II with necessary changes in their composition. RCC will consists of following officials -

•  Head/Deputy Head of Oblast State Administration

•  Deputy head of oblast council

•  Chairpersons of Local Development Forums in the oblast

•  Key departments of oblast state administration

•  Selected NGOs and businesses

•  Selected village council and city council heads (from beneficiaries)

•  Selected CO-chairpersons from the beneficiaries

•  Representative of UNDP-funded projects in the oblast

Functions of the RCC will be -

•  Coordination of Project financing and implementation according to priorities of social, economic, environmental development of Ukraine

•  Assistance to involvement and participation of national partners

•  Ensuring proper awareness of regional and local governments

•  Strategic advice on Project implementation

•  Assistance to use of Project outputs for national strategy and policy development

RIU will serve as the secretariat for the RCC. Meeting of the RCC will take place at least on half yearly basis or as necessary. Head/Deputy Head of the OSA/OC will chair the RCC-meetings.

CHAPTER FIVE

IMPLEMENTING COMMUNITY PLANS

	Main Activity	Sub-Activities
1	Preparing technical design and proposal	1	Form Functional Group (FG)
2	Develop technical design and cost estimates
3	Develop detail proposals
4	Mobilise resources
2	Approval of micro- project proposal	1	Appraise the proposal
2	Approve the proposal
3	Sign grant agreement
3	Implementation of micro-project	1	Resource disbursement
2	Work division
3	Book keeping
4	Procurement and implementation
5	Monitoring

It is imperative that the CO would like to explore opportunity for getting at least one of its priorities implemented. For this purpose, it remains in constant touch with the RIU-team.

CBA-II will finance the community projects that correspond to major CBA priorities, namely - health (local healthpost involving repair and equipment), energy saving (at communal property e. g. school/kindergarten, healthpost, street-lighting etc.), environment (mainly for waste collection and disposal, sanitation, drainage/sewerage system etc.), water supply (mainly for drinking purpose and micro-irrigation). The community project beyond the CBA thematic priorities (such as education, culture, tourism, community resource centres, school bus etc.) should be financed by other donors.

Box - XV: Minimum Criteria for Initiating Support to CO The CO looking for CBA support must – ·  Be mature as described in section 3.10; ·  Demonstrate that at least 80% of the members will get benefit with sufficient focus on gender and without excluding the vulnerable sections such as low income families, disabled etc. ·  Be willing to make at least 5% cash contribution + non-cash contribution for the micro-project and must demonstrate that it has capacity to do so; ·  Have a competent FG capable to implement the micro-project with the help of CO-executives and CO-members; ·  Be able to maintain the project object alone or jointly with the object owner such as local council or rayon department (in case it is a physical infrastructure) with the cash/non-cash contribution from the beneficiary members

RIU, upon finding that the CO is matured enough and meets eligibility criteria (Box - XV) to become a trustworthy partner and local/regional budget is available for co-financing its priority, can guide the CO to undertake following activities:

5.1: Detailed Micro-project Design[12]

Approval of the CO’s plan at the LDF meeting is the starting point for CBA to support the detailed design of priority. The detail MP-design should include technical documentation; cost estimation and cost sharing arrangement; concrete results that will improve participatory governance, service delivery and living condition of the target population; sustainability mechanisms and implementation plan. Following sub-activities must be undertaken to achieve micro-project design:

5.1.1: Formation of functional group (FG)

RIU facilitates formation of functional group (FG) in case the CO decides to proceed with implementing the priority that was approved at LDF meeting out of its community development plan. The functional group will be responsible for the micro-project preparation, implementation and maintenance.

FG is as an executive committee comprising of 3-5 persons selected from among the CO-members. It comprises a chairperson, a treasurer and active members. The treasurer of the CO will be ex-officio treasurer of the FG. The FG is accountable to the CO. Also, one of the members of the FG must be a person with skill/aptitude to handle the technical component of the system (so that this person will continue serving as operator/maintainer upon completion of the micro-project work.

In case there is more than one CO involved in a single project, then FG is created by representation of 2-3 persons from each CO. The members of this FG select a chairperson from among themselves. FG plays a key role in coordinating the activities with the help of individual COs. This FG is accountable to the COs.

Box - XVI: Terms of Reference for Functional Group The functional group will be responsible for – ·  Detail micro-project design preparation; ·  Mobilising resources from CO-members and other sponsors; ·  Maintaining transparent book of account and inventory record; ·  Carrying out tender process and contractor selection ·  Assisting in signing of agreements with sponsors, contractors etc. ·  Smooth implementation of the micro-project; ·  Public audit, commissioning, handing over of completed micro-project ·  Establishing/ensuring sustainability mechanism of handed over micro-project ·  Timely reporting to CO-members and funding agencies

The CO/COs under facilitation of the RIU sets terms of reference for the FG and other policies and procedures for it to carry out tasks. It must be ensured that FG is capable of handling technical, organisational and financial matters effectively. If needed training must be organised by RIU as and when required. A package of such training is given in Annex – 27.

5.1.2: Development of technical design and cost estimates

The CO/FG, with the help of technical personnel availed from technical departments of rayon state administrations, municipality, consultants/private companies and RIU, prepares detail proposal of the community project. Under this –

·  The project budget is prepared only when the design is endorsed by the CO by consensus ;

·  Necessary technical survey and designing is done with full involvement of the beneficiaries;

·  Criteria like do-ability (CO should be able to implement) sustainability (beneficiaries should be able to maintain on their own or in partnership with object-owner), equity (at least 80% of the CO-members get benefit and the low income households are not left out), productivity (the project directly or indirectly contributes to reduction in HH expenditure on services) and environmental soundness (improves local environment and/or does not cause negative effect on environment), must be fully met.