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Report of the Strategy Planning Meeting

1. Introduction

With the objective of formulating operational strategies and workplan at the municipal level for its third phase, Rural Urban Partnership Programme held a Strategy Planning Meeting at Programme Management Unit (PMU), Kathmandu from October 16 to 18, 2004.

1.1 Participants

Present at the meeting were:

• Mr. Dinesh K. Thapaliya NPD
• Mr. Ramesh Adhikari NPM
• Mr. Suresh D. Shrehtha ICTA
• Mr. Prabhu R. Poudyal SSA
• Mr. Manish C. Lal RICA
• Mr. Rudra P. Subedi AFA

Field Level Adviors

• Mr. Benu K. Bhattarai, SMDA, Nepalgunj
• Mr. Uttam Shrestha, SMDA, Damak
• Mr. Dipendra S. Ghimere, MDA, Mahendranagar
• Mr. Prakash Regmi, MDA, Dipayal
• Mr. Kul P. Neruala, MDA, Khandbari
• Mr. Prem Dawadi, MDA, Guleriya

1.2 Agenda

Following were the agenda of the Meeting:

• Situation briefing and Discussion on each partner municipality
• RMCs beyond 2004 & including discussion on credit investment MPDF and Internalization
• Budget delivery and progress
• Affirmative action
• Extension of New RMCs and Implementation Strategy
• New Dimension of Social Mobilization

2. Proceeding

Day one, 16 October 2004

2.1 Opening session
Opening speech Mr. Dinesh K. Thapaliya, NPD

Mr. Dinesh K. Thapaliya, NPD delivered an opening speech. He said that 10 th RUNET meeting had successfully completed and the meeting was able to make issue-based discussions and decisions in the presence of local development minister, secretary, joint secretaries, under-secretaries from a number of ministries, experts, almost all executive officers from the partners municipalities and the Programme team.

He stressed the need of in-depth discussion on the current status of the Programme in all partner municipalities and also the need of developing strategies, action- plans in a written form for forthcoming years.

He said that now the Programme must focus on the preparation of periodic plan and resource mobilization as the Programme is entrusted with the responsibilities of assisting the partner municipalities to prepare their periodic plans. He suggested to make a draft framework and mechanism of TLO mobilization based upon the guidelines of MPDF and TLO mobilization guidelines developed and exercised by Tribhuwannagar Municipality.

He also emphasized the need to incorporate the recommendations made by Dr. Jagadish Chandra Pokharel on the community mobilization in urban area under RUP Programme. Similarly, Mr. Thapaliya also emphasized the need to implement Dr. Puskar Pradhan recommendations on improvement of rural urban linage.

NPD further stressed that the Programme have to clarify the rational and need of Programme internalization in RMC to all stakeholders to seek coordination with DDC, VDCs and other agencies for the internalization of the Programme activities in RMCs.

He suggested the Programme should come up with the paper clearly spelling out the practicality and rational of strengthening linkage between rural and urban areas.

He also said that implementing IDPs related activities are difficult and thus Programme should spell out strategies for its IDPs related activities. He further said that the Programme had already developed its document on IDP and with some more refinements on it, the document would also be helpful to other bilateral and multilateral organizations.

He emphasized the need to develop the plans, program and targets based upon the ground reality and also taking the assumption that the present situation continues for the period we are planning for. Ministry of local development as per the tenth plan took the formulation of municipal periodic plan as an indicator for monitoring progress thus any work in this line would be advantage for the Programme.

The NPD also suggested to train concerned staffs of the partner municipalities on ( Integrated Property Tax) IPT and further said that IPT will further strengthen TLO roles in municipal activities.

Mr. Thapaliya requested the meeting to discuss and work out on how to implement Programme activities in the present conflict situation.

Day 1 st, 16 October 2004
Technical Session

The technical Session, as per the schedule begun with the sharing of the status of new municipalities. Basically the discussion was based on the following issues.

• Staff management: status, prospects and challenges if any
• Status of MPDF Bylaws: passed from Municipal board or not
• Field entry and budget delivery status
• Other remarkable progress or challenges

Starting a briefing over the status of Mahendranagar municipality, Mr. Dipendra S. Ghimire MDA mentioned that the municipality had deputed three staffs to RUPP section and a vacancy call for the recruitment of new staffs had been done. He further said that 12 TLOs had been formed in the municipality. He informed that the Municipal Board had approved the MPDF by- law but the council was yet to endorse the bylaws. He also informed that there were no security threats so far.

Briefing over the status of Dipayal-Silgadhi municipality Mr. Prakash Regmi, MDA informed that staff recruitment process was going on and the pre-selection training would follow in a near future. He informed that the Municipal Board had approved the MPDF by- law but the council was yet to endorse it.

Taking notes of Mr. Regmi, the meeting realized that due to the shortage of staffs in the RUPP section, the implementation of the Programme in the field had been slowed in Dipayal Silgadhi but the meeting also expected that the field level entry would be started in a near future and the formation of TLOs would be completed within the December 2004.

Briefing on the status of Dhangadhi Municipality, Mr. Benu K. Bhattarai, SMDA informed that the MPDF by- law had been passed and RUPP section was established. Moreover he also mentioned that the Municipality had deputed five staffs in RUPP section and TLOs formation was going on. Mr. Bhattarai emphasized the need to monitor especially the process of TLO formation.

Briefing over the status of Tikapur Municipality, Mr. Bhattarai SMDA said that the MPDF by-law was yet to be endorsed. He further mentioned that RUPP section was physically set up but not in the organogram of the Municipality. He expressed a concern over the security situation of the municipality.

Briefing over the status of Gulariya Municipality Mr. Prem Dawadi,, MDA mentioned said that the process hiring of staffs had been completed. He also said that the MPDF by-laws was yet to be passed .

Mr. Kul P Niraula , MDA, explaining the progress of Khandbari Municipality said the RUP section along with HRDC and UIC had been established. He further said that 19 TLOs had been already formed within two wards with 100 percent coverage. He informed the meeting that MPDF was yet to be passed from the municipal council.

Informing challenges faced by the Programme in Khndbari Municipality, Mr. Niraula said that the geographical remoteness was creating some problems. He also mentioned that PANAS - a NGO, was already working with the same objective of Local Initiative Forum, so the formation of new Local Initiative Forum (LIF) would be a duplication.

Mr. Uttam Shrestha , SMDA explaining the progress of Ilam Municipality informed that the MPDF bylaw had been passed and staff required for RUP section was being adjusted internally from other municipal staff. Mr. Shrestha said the manager of RUP section should be recruited from outside. He further said that the MPDF Management committee was operating and RUPP activity was being incorporated on citizen charters of the municipality. He further said that the Municipality has decided to conduct all municipalities' poverty alleviation efforts through the MPDF. He also informed that all social developments activities of municipalities were being incorporated into RUP activities. He also shared that the NGOs were showing their reservations over TLO formation.

Similarly Mr. Uttam Shrestha, SMDA briefing over the status and progress of Damak Municipality, said that the MPDF had been approved by the Municipal Board and but was yet to be passed by the Municipal council. He also shared that the security issue was little bit of concern in the Damak. He also informed the meeting Bhutanese refugees was creating some problems since there could not be easily identified.

The following are compilation of the status of original 12 municipalities in short, as presented by the Advisors :

Taking note of the situation of Municipalities, then meeting discussed in the agenda on internalization, MPDF and RMCs beyond 2004. Concerned advisors put situation of internalization, MPDF and RMCs of their respective municipalities before the meeting. This part of the meeting was facilitated by Mr. Benu K. Bhattarai.

Day 2nd, 17 October 2004

The 2nd day of the meeting also continued the discussion in the agenda on Internalization, MDPF and RMCs beyond 2004. Pursuant to decisions of The Tenth RUNET meeting on the interest rate of MPDF, the meeting also realized to make the interest of MPDF uniform in all the partner municipalities. The meeting also reviewed the progress of preparation of MPDF directives and it was realized that the directive need to be refined with suggestions from the advisors. Discussing on the agenda of RMC, and also taking the interest of Itahari and Inarwa to expand the RUP replication on RMCs, the meeting also realized to facilitate the replicating municipalities on expansion of RUP implementation in RMCs.

The Meeting moving further discussed on the agenda of budget delivery, Mr. Rudra P. Subedi, AFA put the financial situation of both the Programme and its partner municipalities before the meeting. Budget delivery and its status were presented by AFA. Informing about the status of the budget delivery, by the end of this year it is expected that of 90% of the budget will be spent. He also informed that so far 56% of this budget has been already delivered.

After reviewing the status of activities in the partner municipalities, the meeting realized the budget delivery would take place satisfactorily after the formation of TLOs in all the partner municipalities.

The Meeting moving further started on discussion on the agenda of affirmative action, Mr Prabhu Raj Poudyal SSA facilitated this part of the meeting. Some advisors expressed the opinion that implementing the Programme activities in squatter areas is an difficult task. Similarly, other expressed that giving credits to IDPs is also an equally difficult task. The meeting, however came to a conclusion, though extending the Programme activities to Disadvantaged Groups like IDPs and squatters is a challenge but it is also an opportunity to the Programme.

The Meeting switching to the next agenda discussed on the extension to new RMCs and implementing strategy. During the discussion, some field advisors put the potential number of RMCs and the areas for the potential RMCs before the meeting. The meeting also discussed about implementation strategy for the extension of the Programme activities to new RMCs. Mr. Uttam K. Shrestha, SMDA facilitated this part of meeting.

Day 3rd, 18 October 2004

The third day of the strategic planning meeting was started with discussion on the agenda of new dimension of social mobilization. Reflecting on the study report on Community Mobilization in urban areas under the Programme, the meeting realized the following emerging issues should be dealt appropriately to further strengthen the social mobilization process:

• Sustainability of the CM process
• Segregate TLO (TLOs categories with nature of TLOs)
• Capacity build of Community Mobiliser
• Life cycle of TLOs
• Communication among TLOs
• Programme implementation to address poor section of the community
• Internalization of RUPP
• Internalization of TLOs

The meeting after the completing the discussion on the agenda new dimension of social mobilization reviewed the status of work plan. The meeting also revised the workplan.

Finally, before the closing of the strategy planning meeting, a short briefing of all issues and decision was shared to NPD.

Strategies and Decisions Developed in the Strategic Planning Meeting

• Concerned advisors supporting the 12 original municipalities will assess the actual status (including vision of municipalities and VDCs to internalize the Programme activities including MCFs) of the rural market centers and will also submit the outcomes of assessment to Mr. Prakash Regmi, MDA by the end of October 2004 for the compilation of overall status. Based upon the status report, PMU will hire a consultant for a further assessment and recommendations for internalization of the Programme activities of RMCs into respective municipalities.
• By the end of December 2004, Programme activities will be initiated at least one to two RMCs in each of the following partner municipalities: Mahendranagar, Dhangadhi, Gulariya, Damak and Ilam Municipalities. Selection of RMCs will be based upon recommendations of the study report of RMC selection, and commitments regarding the Programme implementation and internalization by concerned municipalities, DDCs and VDCs.
• In those municipalities, where staff hiring process has been not completed yet or yet to be initiated, field-based advisors will facilitate to encourage positive discrimination in the staff hiring process in favor of women, dalit and ethnic minorities. And in those municipalities where staff recruitment process has been completed, a strong emphasis will be given for the internal adjustment of municipal staffs belonging to women, dalit and ethnic minorities to RUP section.
• While providing the Programme support to TLOs; MPDF board, RUP section and TLOs should be facilitated to meet the fund allocation criteria set in the affirmative actions strategy of the project document.
• Pursuant to the affirmative action strategy of the Project document, the Programme adopts the strategy of maintaining, at least, 33% women chairpersons and 25% chairpersons from DAG in TLOs in total. The Programme also adopts the strategy of rotation of leadership in TLO in such a way that at least every third chairperson of TLO should be women in every TLO and every fourth chairperson of TLO should be from dalit in those TLOs where dalit form a significant portion of the TLO member .
• RUP Programme activities should be implemented in line with the approach of DO NO HARM (DNH).
• While conducting IDPs and squatters related activities, it is desirable to take consents and recommendations of TLOs and municipalites. However, TLOs should be sufficiently oriented on the humanitarian responsibilities of municipalities in response the needs of IDPs and squatters. And, moreover the Programme should facilitate the partner municipalities to develop policies and strategies to cater the basic needs of squatters.
• In order to enhance the effectiveness of social package of the Programme, orientations on social issues will be given to municipal staffs and other related stakeholders highlighting the importance of social issues including issues of IDPs & DAG for a holistic development and conflict prevention.
• As a support package for IDPs, a strong emphasis will be given in skill and technology transfer rather than credit to IDPs for the improvements of their livelihoods. An equally strong will be given to credits in form of goods /kinds rather than cash.
• Regarding reaching the squatters for the Programme activities, continuous effort will be made to motivate municipalities for supporting in their basic livelihoods.
• Each partner municipality should report the security status weekly on each Wednesday by using the UNDP reporting format to PMU in written form or verbally.
• The proposed strategy of forming of coordination committee of TLOs at a municipal level as an umbrella organization of TLO will not be implemented with a view to avoid politicalization of TLOs. However, the Programme will provide support to organize regular sharing meetings in quarterly basis at ward level to be chaired by the ward chairperson in each ward as provisioned in title 17 (c) of MPDF by-laws.
• A model TLO mobilization guideline will be developed on the basis of guideline developed, approved and exercised by Tribhuwannager Municipality and also of the MPDF operation directive being prepared by the PMU.
• The above-mentioned TLO mobilization directive will also make a provision for inter TLO investment for effective disbursement of TLO's internal resources. The mechanism of inter TLO investment should be developed in such a way that every proposal of any TLO requesting for credit from other TLO should be recommended by the respective CM and ward officer. Such inter TLO investment scheme should be informed to MPDF through RUP section chief.
• TLO should be oriented properly so that each TLO meeting must be conducted in presence of at least 80% members of it as per the provision mentioned in tile 17 (C) of MPDF by-law. And the practice of developing consensus for every decision in TLO meeting should be adopted with a strong emphasis.
• Regarding issues of saving mobilization, following strategies have been adopted by the meeting
• Encourage TLOs to invest to the MPDFs of respective municipality and other nearby municipalities; and other financial institutions through agreements.
• Encourage TLOs to invest in micro-hydro, electrification, market infrastructure development in coordination with municipalities.
• Work out for establishment of TLO micro-credit bank by mobilizing finance expert.
• Develop capacity of TLO members for undertaking larger enterprises.
• PMU will make a compilation of all kinds of the partner's municipality's contribution to RUP related ativities.
• Training will be organized to all the EDMs of replicating and new municipalities as soon as the appointments of New EDMs are completed.
• RUP activities will be incorporated in citizenship charter of Municipalities.
• Realizing the very slow progress of RUP implementation in Ratnanagar Municipality, the Meeting decided to write a letter informing the status of RUP implementation in Ratnanagar Municipality to the Ministry of Local Development. A copy of circulation of the letter will be given to Ratnanagar
• To strengthen the monitoring and Evaluation of the Programme the following tasks will be done:
  • PMU will work to hire GMA,
  • Communication will be done through EO,
  • All the Manager will be given reorientation within 2004,
  • SSA and ICTA will monitor the field immediate after Dashain Vacation,
  • The existing 12 Municipality will be advised to report in the existing format if the new format is difficult for them,
  • Focus will be given to approve the MPDF, and
  • SMDA will mobilize the concerned MDA in the respective field for monitoring purpose.
• Inaruwa and Itahari Municipality will be motivated to select the RMC (Among the Replicating) and Concerned SMDA will take care of this.
• Regarding MPDF, RUPP should explore the potentiality beyond RUPP.
• MPDF directives will be finalized after incorporating suggestion of other advisors
• Concerned advisors will work to deposit the 1-3% amount of total internal resources of the municipality from the coming council itself.
• The TOR of the consultant to recommend the uniform interest rate will be prepared by Prakash Regmi and Dipendra Shyam Ghimire.
• Salary contribution of professional mobilization will be given as an advance to the municipalities.
• For the extension of the Programme activities in RMCs, the following steps will be adopted:
  • MOU with MPDF and respective DDC in the witness of concerned VDC and RUP section of municipality,
  • Coordinate with DDC for the arrangement of focal person for liaison with the respective municipality,
  • Coordinate with the respective VDC to arrange staff for the implementation of the Programme activities.
  • The pre selection training on social mobilization and TOT training for potential and selected team of RUPP section staff of Mahendranagar and Dipayal is fixed on 17-19 November 2004.
• Biratnagar and Tansen has already passed MPDF bylaws and 10 original municipalities municipality should endorse MPDF as soon as possible.
• All RUPP implementing municipality should prepare Municipality Profile.
• Other section staffs should be encouraged to participate on the RUPP supported training.
• Inaruwa Municipality should be encouraged to go for agri-price information.
• TLO logistic management support will be co-ordinate Regional level and print accordingly. Otherwise municipality will be print at locally.
• The logistic support will be provided to a newly formed TLO with saving ledger, Box, calculator, Stapler, stamp pad, meeting minutes Register, lose file, punching machine.
• Dipendra Ghimire, MDA will finalize the format of the saving manual.
• The Programme will support for the preparation of periodic plan to Itahari, Tribhuwannagar and Biratnagar municipalities. SMDAs duo, Mr. Benu Bhattarai and Uttam Shrestha will initiate this task.
• The different manuals e.i. Gender, PMDP, Saving, Leadership and Social mobilization should be sent to new RUPP implementing Municipalities.
• Initiative will be taken to activate linkage within each of partner municipality.
• Activate LIF in each of the partner municipalities.
• Conduct capacity enhancement training for CMs.
• In order to enhance the effectiveness of social mobilization process, the following strategies will be adopted for the effective programme implementation :
• Categorizing municipal wards and TLOs according to their natures and also building the capacities of CMs to cater the needs of the municipal wards/TLOs of their purview
• Categorizing the partner municipalities according to their nature and also adjusting the social mobilization process to meet the need of each particular category.

Closing Session

Giving closing remarks in the meeting, Mr. Ramesh Adhikari, NPM said that the partner municipalities should review their review their respective workplan based on this strategy planning meeting. He further said that serious efforts should be put to improve financial delivery.

Summing up the strategic planning meeting, Mr. Dinesh K. Thapaliya, NPD said that entire focus of the Programme should be TLOs formation. Thanking the participants for their active participants he declared the strategy planning closed.