Manual on Community Based Approach to Local Development Project – Phase 2 (стр. 34 )

Active Member:

2.11 Balance of CO development fond - XXXXX

·  Members/obligatory contribution: (in accordance to CO protocol) - UAH …..

·  Contribution for maintenance of CO - UAH ……..

·  Fond of CO Project (cost from 5% of CO commitment) – UAH ……….

·  Other incomes – UAH ……

2.12 Whereabouts of the available fund:

·  In investment (evidence required) – UAH ………

·  In bank (evidence required) – UAH ……….

·  In hand (as cash) – UAH ……………..

2.13 Level of institutional maturity of the CO:

Score of PAS (attach the score card) - ….% Score of maturity index (attach score card) - ….%

3.  Information on Community Development Plan

3.1 Total number and type of projects identified by CO:

·  Project for social development:

-  xxxxx

-  xxxxx

·  Projects for economic development

-  xxxxx

-  xxxxx

·  Projects for environmental protection

-  xxxx

-  xxxx

a)  Other projects

­  xxxx

­  xxxx

3.2 Type and name of projects prioritised by CO in Development Plan

Name of project	Type of project (Social, Economic, Environmental etc.)	Priority № of the project
		1
		2
		4
		3
		5
		6

Note: Need to attach minutes of meeting at which the projects were prioritised and list of signatures of CO members.

4.  Information about the Proposed Micro-Project for Funding

4.1.  Title of the Micro-Project:

4.2.  Context and Justification of the micro-project (describe):

4.3.  Criteria for the selection of the micro-project:

a)  ….

b)  ….

c)  ….

4.4.  Expected duration of the micro-project

a)  starting date: xx/xx/xxxx

b)  completion date: xx/xx/xxxx

4.5.  Total beneficiaries: (i) HHs: ---- (ii) Population: ---- (a) Male: --- (b) Female:---- (c) Children: ……..

4.6.  HH which belong to the special category: xxxx

4.7.  Total Cost (UAH):

4.8.  Per capita cost (UAH):

4.9.  Proposed Cost Sharing Arrangement

S. N	Proposed Sponsors	Type and amount of contribution (UAH)	Remarks
Cash	Kind*	Total
1	Community Organization
2	Village/City Council
3	Rayon Administration
4	Oblast Administration
5	CBA Project
6	Private businesses
7	Others
	Total

* Contribution in kind should be converted in terms of money and written in the column “in kind contribution”.

4.10.  Technical design and cost estimate: Attached as Annex – xx

5.  Proposed Plan for Micro-Project Implementation

5.1 Date of Functional Group formation (include minutes of meeting): xx/xx/xxxx

5.2 Names of the FG-members

Chairperson: Contact Tel -

Treasurer: Contact Tel -

Technician: Contact Tel -

Active Member:

Active Member:

5.3 Implementation workplan: Attached as Annex – xx

5.4  Human resource capacity to implement the micro-project report skill (through training & practice) in relevant field e. g. technical aspects of the proposed micro-project, accounting, tendering, public audit etc.

a)  Already exists - ……..

b)  Need to acquire - …………

5.5 Bank account details

Name of The Bank: …………………….

Bank Routing Number: ………………...

Beneficiary Account Name: …………….

Address of the Bank: ………………………

5.5  Monitoring and reporting

a)  Impression about working with quality supervision committee

b)  Proposed periodicity of reporting to general CO-members regarding progress of micro-project implementation and financial status

c)  Proposed periodicity of reporting to village/city council, rayon authorities and CBA Project regarding progress of micro-project implementation and financial status

6.  Proposed plan for for Operation and Maintenance of the project after completion

…………………………….. Stamp ________

Name (CO-Chairperson)

Date: xx/xx/xxxx

Annex - 30

Endorsements by Local Authorities

Mr./Mrs. …..………

Chairperson of Local Development Forum,

Chairperson of ……………Rayon State Administration

Rayon ………

Subject: Submission of Project Proposal

The Village/City Council of ………fully agrees and supports the micro-project projects proposed by the --------------- CO for the purpose ………………. Therefore, the Village/City Council agrees to provide a cost-sharing contribution in the amount of -------UAH and requests you to recommend to CBA for co-funding of the project from local budget.

Signature

Name of Head of City/Village Council

Date:

Annex – 31

A Sample of Cover Letter for Submission of a Project Proposal to LDF/RSA

Mr./Mrs. …..………

Chairperson of Local Development Forum,

Chairperson of ……………Rayon State Administration

Rayon ………

Subject: Submission of Project Proposal

The ………….community organization has prepared a local development plan, which has been approved by the community members and endorsed by ………..Village/City Council. We would be grateful if the LDF approves the local development plan and make a recommendation to incorporate the proposed projects into the rayon development plan. The Community Organization requests the LDF to make a recommendation to the Rayon State Administration and CBA Project to allocate funding for the following project:

·  ………………………..

Detailed information about the project and other supporting documents are enclosed for your consideration.

Yours sincerely,

Name and Signature of Chairperson of CO

Date:

Cc: CBA/Community Resource Centre, ……………..Oblast

Annex – 32

A Sample of Cover Letter for Request for Funding

Mr. XXXXXX,

International Project Manager,

EU/UNDP CBA Project

Kyiv, Ukraine

Subject: Submission of Project Proposal

The ………….community organization has worked out the local development plan, which has been approved by the community members and endorsed by ………..Village/City Council. The proposal has been carefully studied and discussed in LDF meeting held on ……………. The community development plan has been approved by LDF and recommended to Oblast State Administration to incorporate in the regional plan for the year ……. The Rayon Council/ State Administration has also approved and allocated the budget in amount of UAH ----- for the following micro-project(s). However, the budget allocated by Rayon State Administration and Village/City Council is not adequate to complete the proposed micro-project. Therefore, I would appreciate if CBA Project could fund the micro-project. I assure that the amount pertaining to share of the rayon has been committed for timely release during the course of implementation.

The recommended project for the funding is:

·  ………………………..

The detailed information about the project and other supporting documents are enclosed for your consideration.

Thanking you.

Name

Chairperson of Rayon State Administration and LDF

Date:

Annex – 33

A Sample of Cover Letter for Submission of a Project Proposal to CBA Project

Mr. XXXXXX,

International Project Manager,

EU/UNDP – CBA Project

Kyiv, Ukraine

Subject: Submission of Project Proposal

The ………….community organization has prepared a micro-project proposal “ …………………..”. The proposal has been approved by the community members and endorsed by ………..Village/City Council and head of ……….. LDF/Rayon State Administration based on the principle of cost sharing. We would be grateful if the CBA Project approves the proposal and supports our community organization to implement the micro-project through small grant and training.

Detailed information about the project and other supporting documents are enclosed for your consideration.

Yours sincerely,

Name

Chairperson of the CO

Date:

Annex – 34

EU/UNDP – CBA Project

Micro-Project Approval Process

PROJECT PROPOSAL EVALUATION

Oblast Implémentation Unit ……………. Date:

SN	Description	Facts Found
1	Micro project name
2	Micro project location
3	Name of recipient institution (CO)
4	Name of the CO-leader
5	Contact telephone
6	Information about the recipient institution (CO)
a	Date of CO creation
	Date of CO grafted (if applicable)
b	Number of membership	Total –	Male –	Female -
c	Number of households
d	Household participation level	…… (…. %)
e	No. regular meetings till the date of application
f	Average level of participation in the meeting	….. % of members
g	Community initiatives undertaken by CO
h	Type of legal form of the CO as per registration
i	Date of CO registration
j	Status was prepared by incorporating the recommendation of CBA guidelines	Yes	No
7	CO - Fund generated (until date of application)
a	Membership/commitment/CO-sustenance fee
b	Micro- project cost sharing
8	Status of Community Organisation’s Fund
a	Utilised
b	Advance paid to vendors
c	In bank
d	In cash (with the CO-MT)
9	Community Development Planning	Yes	No
a	If yes, number of plans	….. social	….economic	.... ecological
b	Endorsed by CO meeting (minutes available)	Yes	No
c	Prepared by using ranking method	Yes	No
10	Information about the proposed micro-project:
a	Micro-project Type
b	Number of beneficiary households
i	Direct beneficiaries (out of 6 d)	HH # …..; Тоtal population - …..; Male - ....; Female - …
ii	Indirect beneficiaries (other than 6d)
c	Are the HHs of special category fully included in benefit? If No, justify. The is no special category	Yes	No
d	Relevant to CBA	Yes	No
11	Is the Functional Group (FG) formed?	Yes	No
12	Cost estimation
a	Prepared with the support of (specify agency/expert)
b	Followed the current and competitive prices	Yes	No
c	Discuss in the CO meeting? (meeting minute)	Yes	No
13	The proposal discussed at LDF meeting (give date)
14	Resource mobilization	UAH	USD	%
a	CO
b	Village/city Council
c	Rayon Administration/Council
d	Private sector
e	Other public sector
f	Requested for grant
15	Is CO capable for implementing the project?	Yes	No
	Score level of most recent PAS exercise	%
	Score level of maturity index	%
16	Training provided to the CO-MT/FG/members (give date)
a	CO-management
b	Participatory planning
c	How to write proposal
d	Introduction of project
e	PAS
f	Public Audit
g	Handover and sustainability
17	Is sound institution mechanism for O & M proposed?	Yes	No
18	Are there significant threats which might cause delay or termination of the micro-project? If yes, please specify …	Yes	No
19	Availability of a full set of necessary documents:			Remarks
a	Completed Project Proposal Form with project design	Yes	No
b	Micro-project cost estimate	Yes	No
c	Relevant schemes, maps, photos and site drawings	Yes	No
d	Minutes of the CO meetings:
i	On the election of CO - MT	Yes	No
ii	On determining project priorities	Yes	No
iii	On determining project cost and CO contribution	Yes	No
iv	On selection of functional group(FG)	Yes	No
v	Cost sharing from CO members	Yes	No
e	Commitment Letter from:
i	Community Organization	Yes	No
ii	Village/City Council	Yes	No
iii	Rayon State Administration / Council	Yes	No
iv	Private sector	Yes	No
v	Other public sector	Yes	No
20	Status of previous micro project(s), if undertaken by the CO

Other Remarks