PUNJAB LOCAL GOVERNMENT
(CITIZEN COMMUNITY BOARDS) RULES, 2003
[14th April, 2003]
PART - I
PRELIMINARY
PRELIMINARY
1.
Short title and commencement- (1)These rules may be called
the Punjab Local Government (Citizen Community Boards) Rules, 2003.
(2) They
shall come into force at once.
2.
Definitions.-
(1)In these rules unless the subject or context otherwise requires-
(i)
“CCB” means a Citizen Community Board as defined in the
Ordinance;
(ii)
“CCB official” means such official of the District
Government, Tehsil Municipal Administration or Union Administration, as the
case may be, to whom the project proposals are submitted by the CCBs;
Explanation:- CCB official means for the District
Government the Executive District Officer (Community Development), for the
Tehsil Town Municipal Administration the Tehsil/Town Officer (Planning) and for
Union Administration Secretary Community Development;
(iii)
“Charter” means the constitution of a CCB, to be
subscribed and signed by the founder members, as herein provided and includes
the purposes, aims, and the mode of functioning of a CCB;
(iv)
“form” means a form prescribed under these rules;
(v)
“founder member” constitutes the signatory to the
Charter of a CCB which has been submitted for registration;
(vi)
“Government” means the Government of the Punjab in
Local Government and Rural Development Department;
(vii)
“member of CCB” means a person whose name has been
included in the Register of Members;
(viii)
“Ordinance” means the Punjab Local Government Ordinance,
2001 (XIII of 2001);
(ix)
“project proposal” means the proposal which is
submitted by a CCB to the concerned CCB official for approval by the Council;
(x)
“register of CCBs” means the register to be kept at the
offices of, and maintained by, the Registration Authority wherein the names,
addresses, and specified particulars of the registered CCBs and their executive
members are recorded;
(xi)
“register of members” means the register to be kept at
the designated office of a CCB, wherein the names, addresses, and other
specified information relating to all its members are recorded;
(xii)
“Registration Authority” means the District Officer
(Registration), working under
Executive District Officer
(Community Development) who is declared as such by a District Government;
(xiii)
“responsible person” means-
(a)
the Chairman of a CCB;
(b)
the Secretary of a CCB; and
(c)
any other member of a CCB who is, in writing, declared
as such by any of the persons
mentioned above; and
(xiv)
“Schedule” means a schedule to these rules.
(2) Words and
expressions used herein but not defined in these rules shall have the same
meanings as are assigned to them in the Ordinance.
PART – II
REGISTRATION OF CITIZEN COMMUNITY BOARDS
3.
Application
for availability of name for a CCB.- (1)Persons desirous of being
registered as a CCB under these rules shall make an application on a plain
paper duly signed by at least two founder members along with photocopy of their
National Identity Cards to the concerned Registration Authority requesting
information as to whether the proposed name is available for registration.
(2)
Each CCB registered under these rules shall include the
name of the Union at the end, within whose territorial jurisdiction its office
is situated. The name of a CCB shall be on the following format-
[Name] (CCB) [Name of the Union Council in which the
office is to be registered].
(3)
A CCB shall not be registered by a name identical to or
so nearly resembling that of a registered CCB or other entity that it may
deceive a man of ordinary prudence.
(4)
A confirmation of availability of name by the
Registration Authority shall be provided on CCB Form 1.
(5)
If for any reason the Registration Authority does not
respond within fifteen days of the receipt of application, approval to use the
name proposed by such CCB shall be deemed to have been given.
(6)
The name of the proposed CCB shall be reserved for a
period of one month by the Registration Authority after which the CCB shall
have to apply again for ensuring the availability of the name.
4.
Change of
name of a registered CCB.- (1)A registered CCB intending to change its
name, shall follow the same procedure as that for a new CCB as provided in rule
3.
(2)
Notwithstanding anything to the contrary in these
rules, if the Registration Authority is of the opinion that the name of a
registered CCB is deceptive, inappropriate or may exploit or offend religious
susceptibilities of the people, the Registration Authority shall require such
CCB to change its name.
5.
Application
for registration as CCB.- (1) A group of persons not less than twenty-five
non-elected persons may, by subscribing to the Charter, register themselves
with the Registration Authority as a CCB. (Attached as First Schedule).
(2)
CCB shall be registered at the office stated in the
Charter of the CCB; provided that such office shall be within the limits of the
district.
(3)
There shall be no limit on the number of CCBs, which
may be registered in a local area.
(4)
A request for registration as a CCB shall be
accompanied by-
(i)
an application on a plain paper duly signed by its Chairman
and Secretary;
(ii)
three copies of the Charter which shall be duly
subscribed and witnessed;
(iii)
a copy of the confirmation received from the
Registration Authority that the proposed name for the CCB is available or
evidence that a copy of the application was deposited at least fifteen days
prior to the date of application for registration; and
(iv)
a list of at least twenty-five founder members in the
form hereto annexed as CCB Form 2.
(5)
The Registration Authority on being satisfied, after
such enquiry and after obtaining such further information, as it may consider
necessary, shall issue a certificate of registration within fifteen days in the
CCB Form 3.
(6)
If the Registration Authority does not object to the
registration as a CCB within thirty days of the date on which the application
for registration is made, the registration shall be issued to the CCB.
(7)
The registration shall be valid within the district
under the jurisdiction of the Registration Authority and shall not require
renewal.
(8)
The Registration Authority by an order, for the reasons
to be recorded in writing, may refuse registration if it is satisfied that the
objectives, functions or activities proposed to be carried out are opposed to
public policy or contrary to the law or the rules.
(9)
Before making an order under sub-rule (8), the
Registration Authority shall give a notice in writing within fifteen days to
the Chairman or Secretary of the proposed CCB to show cause, on or before a
date specified therein which shall not be less than fifteen days, as to why the
application for registration should not be rejected.
(10)
Any person aggrieved by an order of the Registration
Authority under sub-rule (9), may appeal in writing to the concerned District
Coordination Officer within thirty days of the date of such order. The District
Coordination Officer, after providing an opportunity of being heard to the
appellant, shall communicate his decision in writing to the CCB within thirty
days.
(11)
Any person after the rejection of the appeal by the
District Coordination Officer or on not receiving a reply within thirty days
from the District Coordination Officer as provided in subrule (10) may appeal
to the concerned Zila Council within thirty days of the date of such rejection
by the District Coordination Officer or within thirty days of the expiry of the
fifteen days period. Such appeal shall be taken up by the Zila Council in the
next meeting. The decision of the Zila Council shall be final.
6.
Documents to
be filed with the Registration Authority.- (1) Once in every year, on or
before the 31st of August, each CCB shall file with the Registration Authority,
the following documents:-
(i)
list of its members with National Identity Card
numbers;
(ii)
particulars of its Chairman, members of the Executive
Committee,and the Secretary;
(iii)
copies of the audited annual accounts of the previous
year. Thesis shall be submitted by 31st December following the close of the
financial year in June; and (iv) list
of development projects undertaken.
(2)
If, or when, deemed appropriate the Registration Authority
may request for copies of such documents as it may require.
7.
Mode of
submission of documents.- (1) Every application, form or document submitted
by a CCB shall, in addition to complying with any other requirement of the
Ordinance or these rules, be-
(i)
signed and certified by a responsible person of the
CCB;
(ii)
accompanied by documents referred to in the
application;
(iii)
accompanied by one spare copy, duly signed, dated and
verified; and
(iv)
accompanied by the original receipt of the treasury or
bank or post office, as the case may be, as evidence of payment of the
prescribed fee where applicable.
(2)
Any application, document, statement, return, or report
shall be delivered, either in person or through an agent, against receipt, to
addressee or sent to such addressee by registered post.
(3)
Any person may inspect the record of a CCB available
with the Registration Authority or with any other office of the local
government upon a written request indicating the reason for inspection.
8.
Changes in
Charter.- (1) A CCB desirous to make any change in their Charter may do so;
provided that it has, by written notice, intimated the changes to the
Registration Authority.
(2)
Such change in the Charter shall become effective upon
confirmation by the
Registration Authority in writing.
(3)
In case the Registration Authority does not confirm the
change within thirty days of the date on which such intimation was received by
the Registration Authority, such change shall be deemed effective to the extent
that it does not contravene the provisions of the Ordinance or these rules.
9.
Payment of
fee.- (1) There shall be paid in respect of the matters mentioned in the
Second Schedule, the fee therein specified.
(2)
The Provincial Government may through a notification in
the official Gazette, change the fee structure mentioned in the Second Schedule
from time to time.
PART - III
DISSOLUTION OF CCB
10. Dissolution of the CCB.- (1) A CCB may
be dissolved or deregistered by the Registration Authority after approval of
the Zila Council if –
(i)
in the opinion of the Registration Authority, based on
the report of the inquiry official, the CCB is unable to carry out its
functions in accordance with the Ordinance or these rules; or
(ii)
a CCB, by a resolution passed by not less than
seventy-five percent of its members, resolves to be dissolved or
deregistered.
(2)
The CCB official, through the Zila Nazim, shall put up
the case of dissolution to the Council.
(3)
The Zila Council shall allow dissolution after
examination of the- Charter and accounts including liabilities and other
documents of the CCB.
(4)
An application for dissolution submitted by a CCB to
the Registration Authority under sub-rule (1) (ii) shall be deemed to have been
accepted by the concerned Zila Council after a period of sixty days unless
reasons for the delay are intimated to the CCB in writing by the Registration
Authority.
(5)
Upon dissolution the Registration Authority shall
appoint an administrator to deal with the matters relating to the dissolution
of a CCB. The assets of the CCB shall continue to be used for community welfare
by the respective local government.
PART - IV
DEVELOPMENT PROJECT
PREPARATION, APPROVAL AND
IMPLEMENTATION
11.
Development
project identification by CCBs.- (1) The CCB project shall be identified
within the policy guidelines and framework of the local government concerned to
which the CCB project shall be submitted for funding.
(2)
CCB funds are earmarked in the development budget at
all levels of local governments and a CCB may submit project proposals to any
level of local government.
(3)
A CCB shall identify project proposals in accordance
with the classification of projects issued by the local government concerned
and submit to the concerned CCB official in accordance with the time frame
provided in the Third Schedule or as notified by a local government.
(4)
CCB projects shall be initiated at the grass root level
in every local area, and the residents thereof shall primarily be involved in
determining the development needs for such local area.
(5)
Project concepts shall be discussed with the concerned
sectoral office of the local government to which the project relates. The
concerned CCB official shall arrange the meetings for the CCBs with the
sectoral offices.
(6)
A CCB shall identify projects subject to the
following:-
(i)
classification of schemes issued by the concerned local
government;
(ii)
needs of the community;
(iii)
capacity to implement the project;
(iv)
cost-benefit analysis;
(v)
duration of the project;
(vi)
financial implications;
(vii)
compatibility with availability of the resources; and
(viii) sustainability.
12.
Preparation
of project proposals by CCBs.- (1) The concerned local government sectoral
office to which the project relates shall prepare the cost estimates,
determining the viability and other issues relating to the project.
(2)
The CCB shall prepare project proposal in CCB Form-4
and submit to the concerned CCB official according to the time frame in the
Third Schedule or as notified by the concerned local government each year.
(3)
A CCB may, in addition to twenty percent share
mentioned in rule 13(iii), make contribution towards the cost of a project “in
kind”. The “in kind” contribution shall be considered as additional
contribution and included in the ranking and evaluation of the proposal.
(4)
Where two or more local governments of the same level
are involved in a project, the concurrence of the concerned Nazims shall be
included in the proposal.
(5)
A CCB shall only submit those projects to a local
government, which relate to the functions of that local government as defined
in the Ordinance.
13.
Processing
of CCB project by local government.- (1) The CCB official shall confirm the
following before submitting the project proposal to the concerned Development
and Planning
Officer:-
(i)
the CCB concerned is duly registered under the
Ordinance and these rules;
(ii)
the project proposal is in conformity with the
classification issued by the local government concerned;
(iii)
CCB draft in the amount equal to the twenty percent
share in a project is attached, which shall be returned to CCB after the
decision of the council concerned. The draft shall be in the name of the CCB;
and
(iv)
the project proposal submitted is in conformity with
CCB Form-4.
14.
Ranking of
CCB project proposals by Development and Planning Officer.- (1) The
concerned Development and Planning Officer shall draw up a first statement
specifying the projects proposed by the CCB by classification including the
total amount of a contribution for a particular classification of the project
based on the policy frame work. For details see Schedule V.
(2)
A second statement shall determine contribution amounts
for a particular classification for the project as a ratio of the total
contributions for all projects of CCBs for that year and the statement shall be
used to determine amount of allocations for a classification of projects from
the budgets reserved for the purpose. For details see Schedule.
(3)
A third statement shall be drawn up which shall
identify the number of projects included in a particular classification
beginning with the projects containing the highest contribution by the CCB in a
classification, until all the projects in this classification are selected or
the funds allocated for that particular classification in the amount determined
in sub rule (2) above are exhausted. For details see Schedule V.
(4)
The “in kind” contribution shall be considered as
additional contribution of the CCB while making the ranking in the third
statement. The determination of the market value of the “in kind” contribution
shall be made by the sectoral office of the local government concerned to which
the project relates.
(5)
The Development and Planning Officer shall submit the
CCB Projects to the Finance and Budget Officer for inclusion in the Annual
Development Programme.
15.
Approval of
project proposals by the Council.- (1) The concerned Council shall approve
such CCB Project Proposals as it deems necessary.
(2)
The projects approved by the Council shall be
communicated to the CCBs concerned, through the concerned CCB official after
approval of the budget.
16.
CCB bank
accounts etc.- (1) After approval of a project by the Council a CCB shall-
(i)
open an account for that project with a bank or post
office within the limits of the local area in which the CCB has its office; and
(ii)
deposit its share of the cost of the project approved
by the Council.
(2)
A CCB shall open separate accounts for each project.
(3)
The accounts, opened and maintained by a CCB, shall be
operated jointly by the Chairman and Secretary of the CCB.
(4)
A CCB shall not incur debt.
17.
Project
implementation by CCB.- (1) A CCB, upon receipt of approved project budget
estimates, shall submit the following documents to the concerned CCB official
dealing with CCBs:-
(i)
certificate of a bank or post office showing evidence
of deposit of twenty percent share of the CCB;
(ii)
copy of duly executed agreement with the local
government concerned as per CCB Form-5; and
(iii)
request for first installment as per CCB Form-6.
(2)
A CCB shall implement duly approved projects as
specified in the project agreement by itself.
(3)
A CCB shall implement the project within the allocated
funds and within the allowed time frame.
(4)
Upon submission of the documents to be filed under
sub-rule (1) above the CCB official shall, in accordance with the disbursement
schedule in the agreement referred to in subrule (1) (ii) above, transfer the
first installment into the account specified by the CCB under subrule (1) (i)
above.
(5)
Subsequent transfer of installments by the local
government concerned shall be made in accordance with the schedule agreed to
between the CCB and the local government concerned.
(6)
The release of subsequent installment shall be subject
to the approval of the concerned local government.
(7)
The installment shall be released to the CCB as per the
agreed schedule within thirty days from the receipt of request made by the CCB.
(8)
In case of delay in the release of installment within
30 days the CCB may approach the Council for release of the installment, which
shall take up the matter in its next meeting.
(9)
The release of installments to CCBs shall have priority
over other expenditures of the local government.
(10)
The respective accounts official shall not make any
payment against the budget if- (i) twenty-five
percent of the development budget has not been reserved for CCBs; and
(ii) the unspent balance from the previous
reserved CCB amount has not been added to the CCB allocation in the current
year budget.
(11)
The respective accounts officer shall ensure that the
reserved amount for CCB is safeguarded during the budget year and is spent
solely for that purpose.
18.
Project
monitoring and evaluation.- (1) Projects of CCB shall be subject to
monitoring and evaluation by the respective Monitoring Committee constituted
under the Ordinance or by any other agency/official(s) notified by the local
government concerned.
(2)
The Monitoring Committee shall prepare a monitoring and
evaluation report of the CCB Projects and shall submit the same to the Council
and the Nazim concerned.
(3)
The Monitoring Committee shall neither interfere in the
day to day affairs of the CCB nor shall it stop the work of the CCB.
(4)
The CCBs shall provide access, to all its record, to
the Monitoring Committee or any other agency/official(s) notified by the local
government concerned.
(5)
Monitoring of CCBs by a local government shall be
non-intrusive.
19.
Budget
re-appropriation.- (1) A CCB shall remain within the approved budget
allocation.
(2)
The re-appropriation up to a maximum of twenty percent
of the approved budget in any head may be done by the CCB.
(3)
For the re-appropriation beyond twenty percent in a
head, prior approval of the CCB official shall be required.
(4)
The request for re-appropriation shall be submitted on
CCB Form 7.
20.
Excesses and
surrenders in the budget- (1) The authority to accept or reject any
additional expenditure over and above the approved budget shall vest with the
respective Council. The Council shall consider the recommendations of the
concerned sectoral office of the local government in this respect and the
availability of budgetary provisions.
(2)
Excess requirements of funds shall be granted by the
respective council with such conditions as it may deem fit.
(3)
Surrenders shall be allowed upon the following
conditions:-
(i)
the CCB shall have completed the project as per the
approved budget proposal and the agreement with the local government concerned;
and
(ii)
the funds so surrendered by the CCB shall be deemed as
the share or part of the share of such CCB for the purposes of future project
proposals submitted by such CCB.
(4)
Request for excesses and surrenders shall be made in
CCB Form-8.
21.
Audit and
accounts.- (1) The Secretary of the CCB under the general supervision and
control of the Executive Committee shall maintain proper records of all
transactions, assets and liabilities of the CCB.
(2)
The CCB shall follow the procurement and executing
procedure approved by its General Body. Such procedure shall be based on the
principle of financial propriety and sound procurement practices.
(3)
The respective local government may require the CCB to
furnish such financial information, as it may deem necessary, or maintain
accounts in the prescribed manner.
(4)
The accounts of the CCB shall be audited as prescribed
by the Auditor General of Pakistan, in case of project being carried out with
the assistance of District Government, and by Local Fund Audit Department, in
case of projects being carried out with the assistance of Tehsil Municipal
Administration and Union Administration.
(5)
The CCB shall provide access to all its record to the
auditor.
FIRST SCHEDULE
[See Rule 107]
CHARTER OF [NAME] (CCB) [NAME OF UNION]
We, the several persons who have
subscribed to this Charter are desirous of being registered as a Citizen
Community Board under the Punjab Local Government Ordinance, 2001, and to this
end, adopt, enact and covenant to be bound by this Charter, as follows-
1. Definitions.-
In these Articles, unless the context
or the subject matter otherwise requires-
(1)
"Articles"
means the articles of this Charter.
(2)
"CCB" means
this [ Name of CCB].
(3)
"Chairman"
means the chairman of the CCB.
(4)
"Executive
Committee" means the executive committee of the CCB as formed under
this charter.
(5)
"Project
Coordinator" means a member of the CCB appointed under Article 14 of
this Charter.
(6)
"Secretary"
means the secretary of the CCB.
(7)
Words imparting masculine gender shall include the
feminine gender.
2.
Name.-
The name of the CCB shall be
"[NAME] Citizen Community Board [NAME OF UNION]", hereinafter
referred to as the “CCB”.
3.
Address.-
The registered address of the CCB
shall be at [ADDRESS OF CCB].
4.
Field,
sector or sub-sector of operation.-
[ ] Agriculture
[ ] Community
Development
[ ] Education
[ ] Health
[ ] Information
Technology
[ ] Literacy
[ ] Works
and Services
[ ] Other
sector (please specify)
Sub-sectors: [ ] (please specify)
5.
Objectives
of the CCB.-
The CCB has been established to
undertake any or all of the following-
(i)
improvement of existing service delivery facilities;
(ii)
development and management of a new public facility;
(iii)
welfare of the handicapped, destitute, widows and
families in extreme poverty;
(iv)
establishment of farming, marketing and consumers’
cooperatives;
(v)
identification of development and municipal needs;
(vi)
mobilization of resources through community
mobilization;
(vii)
formation of stakeholder associations for community
involvement in the improvement and maintenance of facilities; and
(viii)
reinforcing the capacity of Monitoring Committees at
the behest of the concerned Council.
6.
Members and
Classification.-
(1)
The CCB may have the following categories of members-
(i)
"Founder
members": These constitute the members who are signatories to the
Charter; and
(ii)
"Members":
These constitute individual registered members.
(2)
Each member shall have one vote, and may vote at any
general body meeting personally or through a proxy. A proxy must be a member of
the CCB.
(3)
The General Body may establish additional classes of
members upon such terms and conditions as it may deem fit.
(4)
Application for resignation as a member shall be
presented in writing to the Secretary on a plain paper.
(5)
All types of CCB members shall be volunteers. In case a
member accepts any paid assignment on behalf of the CCB, the concerned member
shall have to resign from the membership of the CCB. A period of six months
must elapse upon the last payment received from the CCB before that member can
become a member of the CCB again.
7. Functions
of the General Body.-
(1)
The number of members of the General Body shall not be
less than twenty five (25).
(2)
The functions of the General Body shall be-
(i)
to elect an Executive Committee (including the
Chairman, Secretary and other office bearers) with such powers and
responsibilities, and on such terms and conditions as the General Body may
determine to carry out the affairs of the CCB;
(ii)
to approve the plans and activities of the Executive
Committee;
(iii)
to approve the proposals submitted to local
governments;
(iv)
to ensure the implementation of it plans and activities
through the Executive Committee;
(v)
to approve the Rules and Regulations for the Executive
Committee and the members of the CCB;
(vi)
to review and approve the reports and statements
submitted to it by the Executive Committee;
(vii)
to approve amendments in the Charter of the CCB;
(viii)
to approve the annual accounts of the CCB;
(ix)
to set membership classes and fees; and
(x)
to discuss any other matter relating to the CCB.
8. General
Body Meetings.-
(1)
The first General Body meeting after the registration
of the CCB shall be held within thirty
(30) days of the date of
registration of the CCB.
(2)
A General Body meeting shall be held atleast every
three months.
(3)
The Executive Committee may convene a General Body
meeting when required.
(4)
A General Body meeting shall be convened on the
requisition, in writing, of a simple majority of the CCB’s members.
(5)
At least fifteen days notice (exclusive of the day on
which the notice is served, but inclusive of the day for which notice is
given), specifying the place and the day and the time of meeting, and the
agenda, shall be given for all General Body meetings to all members, but the
accidental omission to give notice to, or the non receipt of notice by, any member,
shall not invalidate the proceedings at any General Body meeting.
(6)
No business shall be transacted at any General Body
meeting unless a quorum of members is present at the time when the meeting
proceeds to business. A simple majority of the total members of the CCB shall
constitute a quorum. In the absence of a quorum, the meeting shall be adjourned
to the same time and venue seven (7) days
later.
(7)
Except as otherwise provided by law, these Rules or
this Charter, the act of a majority of the members present at any meeting shall
be the act of the CCB in the General Body meeting provided that in case of a
tie, the Chairman of the CCB (i.e. Executive Committee) shall have a second and
casting vote.
9. Executive
Committee.-
(1)
The Executive Committee shall have, and exercise, all
powers vested in it by law and this Charter.
(2)
Subject to law and this Charter, the management of the
affairs of the CCB and property both movable and immovable of the CCB shall
vest in the Executive Committee.
(3)
A CCB shall sue and be sued in the name of its
Executive Committee. A judgement against the CCB shall only be enforced against
the property of the CCB.
(4)
The number of the members of the Executive Committee of
the CCB, except in case of a casual vacancy occurring as per sub-Rule 10, shall
not be less than seven (7).
(5)
The maximum limit on its membership may be fixed from
time to time by the General Body; provided, however, that the total number of
members of the Executive Committee shall not exceed fifteen (11).
(6)
The Executive Committee shall consist of the following-
(i)
a Chairman;
(ii)
a Secretary; and
(iii)
and office bearers as decided by the General Body.
(7)
The members of the Executive Committee shall be elected
from amongst the members of the CCB by the General Body.
(8)
Members of the Executive Committee shall hold office
for a term of two years, and shall
be eligible for the next following term. However, after completing two
consecutive terms, the Chairman and Secretary shall vacate the office of the
Executive Committee for at least one term before becoming eligible for
re-election.
(9)
The General Body may, by a resolution passed by a
simple majority, fill any casual vacancy arising in the Executive Committee
howsoever caused. However, the term of the person so chosen shall be for the
remaining life of the Executive Committee.
(10)
In case of casual vacancy in the Executive Committee,
the Executive Committee shall act as if no vacancy had occurred and no act or
proceedings of the Executive Committee shall be deemed to be invalid merely by
reason of such vacancy, or a delay in the appointment of a new member;
provided, however, that the total number of members of the Executive Committee
shall not be less than seven (5).
(11)
The General Body may, by a resolution passed by a
simple majority of its total members, remove any member of the Executive
Committee from the office of the Executive Committee.
10.
Functions of
the Executive Committee.-
The functions of the Executive
Committee shall be-
(i)
to develop plans and activities for approval by the
General Body;
(ii)
to prepare periodic reports and statements for the
General Body;
(iii)
to identify and develop project proposals for funding
from the local governments and other agencies;
(iv)
manage the day to day affairs of the CCB as per the
resolutions passed by the General Body;
(v)
to appoint Project Coordinators with such powers and
responsibilities and on such terms and conditions, as it may determine;
(vi)
constitute and appoint sub-committees for such purposes
as it deems necessary; and
(vii)
any other function assigned to it by the General Body.
11.
Working of
the Executive Committee.-
(1)
The Chairman shall preside over all the meetings of the
Executive Committee. If the Chairman is absent the members of the Executive
Committee present may elect any other member to act as Chairman for that
meeting.
(2)
The Secretary shall, subject to the general control and
supervision of the Executive Committee, perform such functions as may be
assigned to him by the Executive Committee, from time to time.
(3)
The Secretary shall, record or cause to be recorded in
the books, all proceedings of the meetings of the Executive Committee and the
General Body. The Secretary shall give all notices in accordance with law and
this Charter, and shall be the custodian of the financial and accounting
records of the CCB.
(4)
Subject to law and this Charter, the Executive
Committee may meet for the disposal of business, adjourn and otherwise regulate
its meetings, as it deems fit and lay down such proceedings as it considers
necessary for its efficient working.
(5)
The Executive Committee shall meet whenever convened by
the Chairman or, by a simple majority of the members of the Executive
Committee.
(6)
A simple majority of the total members of the Executive
Committee shall constitute a quorum for the transaction of any business of the
Executive Committee.
(7)
In the absence of a quorum, a meeting may be adjourned
till such time as the quorum is complete; provided always that a meeting of the
Executive Committee must take place atleast once every month.
(8)
Except as otherwise provided by law or this Charter,
the act of a majority of the members of the Executive Committee present at any
meeting (at which a quorum is present) shall be the act of the Executive
Committee. In the case of a tie, the Chairman shall have a second and casting vote.
(9)
Any member of the CCB shall have the right to attend
the meetings of the Executive Committee but not vote unless the member is a
member of the Executive Committee.
12. First
Executive Committee.-
(1)
The particulars of the first members of the Executive
Committee are the following-
|
Sr. #
|
Name
and ID
Card
Number
|
Parentag
e
|
Residential Address
|
Present
Occupation &
Business
Address
|
Membership of other
Voluntary
Organizations
|
(2)
The Chairman of the CCB is [NAME].
(3)
The Secretary of the CCB is [NAME].
13. Sub-Committees.-
(1)
The Executive Committee may constitute and appoint
sub-committees for such purposes as it deems necessary and on such terms and
conditions as it may, from time to time, determine.
(2)
The sub-committees so constituted shall meet as often
as may be necessary and shall exercise all powers and functions as may be
assigned to them by the Executive Committee.
(3)
The term of the members of sub-committees shall be such
as may be decided by the Executive Committee.
14. CCB
Project Management.-
(1)
The Executive Committee shall appoint for each project
a Project Coordinator, who shall be a member of the CCB. The Executive
Committee shall have the powers to remove a Project Coordinator.
(2)
The duties of the Project Coordinator shall include but
not be limited to-
(i)
supervising and administering the Project assigned to
him by the Executive Committee;
(ii)
preparing progress reports for submission to the
Executive Committee, as and when required;
(iii)
disbursing funds for the Project assigned to him according
to the approved budget of the project;
(iv)
constituting such working groups of members as may be
necessary to assist him in his duties and functions; and
(v)
performing any other duty, which the Executive
Committee may, from time to time, assign.
15.
Notice.-
Wherever notice of a meeting is required to be given
by law or hereunder due notice shall be deemed to have been served when the
Secretary sends a written communication by mail, telegram, facsimile or by hand
under a receipt, addressed to the members of the Executive Committee or the
members, as the case may be, at the address in the Register.
16.
Amendments
in the Charter.-
(1)
Subject to the law, the Rules and this Charter, this
Charter may be amended or repealed and new Articles may be adopted at the General
Body meeting by a resolution passed by at least three fourths majority of the
total members of the CCB personally present and voting.
(2)
The amendments approved in a General Body shall not be
effective unless approved by the Registration Authority.
17. Internal
Procedures.-
(1)
The CCB may make such internal procedures to provide
for matters not specifically or sufficiently set out herein, provided, however,
that such procedure shall not, directly or indirectly, contravene the
provisions of the Ordinance, the Rules or this Charter.
(2)
The CCB shall be at liberty to prescribe such fees or
other charges, as it may deem fit, for the purposes of its membership and the
conduct of its members and matters ancillary or conducive to the attainment of
the objectives of the CCB.
18. Miscellaneous
[To be filled in the discretion of the CCB].-
We, the undersigned, hereby verify and attest our submission
to this Charter.
|
Sr
. #
|
Name
|
Father's name
|
Nationality with any former
nationality
(if any)
|
Occupation
And
Business
Address
|
Residential address
|
Membership of other
Voluntary
Organizations
|
Signature
|
Dated the ________ day of ___________ 20___.
Witnesses to the above signatures-
1.
Name : __________________________
Father's Name : __________________________
Occupation : __________________________
Address : __________________________
National I.D. No. : __________________________
2.
Name : __________________________
Father's Name : __________________________
Occupation : __________________________
Address : __________________________
National
I.D. No. : __________________________
SECOND SCHEDULE
[See Rule 111]
SCHEDULE OF FEES
1.
Registration Fee Rs. 50/- 2. Copying
Fee Rs. 2/- per page
3. Changes in Charter Rs.
50/-
THIRD SCHEDULE
[See Rule 113]
CCB - Project submission and approval time
frame
|
Module
|
Activity
|
Target date
|
|
1
|
CCBs identify and develop projects through out the period
January to November every year
|
January to November
|
|
2.
|
Guidelines/
Classification identifying the priority sectors for CCBs to be issued by each
local government to the CCBs
|
October 15th
|
|
3.
|
Project
Proposals submitted to the CCB official. Copy provided to the Budget and
Development Committee.
|
December 15th
|
|
4
|
Review of CCBs Project proposals by the Budget and
Development Committee
|
March 1st
|
|
5.
|
Changes
in the CCB Project Proposals recommended by the Budget and Development
Committee and provided to the CCBs by the concerned CCB official
|
March 15th
|
|
6
|
Re submission of Project proposals by CCBs to Budget and
Development Committee through the
CCB official.
|
April
|
|
7.
|
Approval of the Annual
Budget by the respective Council.
|
End of June
|
|
8
|
Intimation of approval/non-approval of the project
proposals to CCBs by the concerned CCB official.
|
1st week of
July
|
|
9
|
Implementation of approved project by the CCBs as per
project agreement.
|
As in agreement and
approved project document
|
FOURTH SCHEDULE
CCB
Form - 1
[See Rule 3]
[NAME OF REGISTRATION AUTHORITY]
CONFIRMATION OF NAME
This is to confirm that the name proposed by
you for the Citizen Community Board, namely: __________________________; is
available.
________________________________
Date of issue: ________ (Sign & Stamp of Registration Authority)
CCB Form - 2
[See Rule 5]
[NAME OF CCB]
REGISTER OF MEMBERS
Part-A: List of Executive Committee
|
Seri al
No.
|
Name of
Member
&
Parentag
e
|
Resident
ial
Address
|
Education
/
Profession
al
Qualificati on
|
National
I.D. Card No.
|
Present
Occupatio n and
Business address
|
Date of
Appointm ent to
Executive
Committe
e
|
Membership of other
voluntary organization
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Part-B: List of Founder members
|
Serial No.
|
Name of
Member & Parentage
|
Residenti
al
Address
|
National
I.D. Card No.
|
Present Occupation and
Business address
|
Membership of other
voluntary organization
|
|
|
|
|
|
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|
|
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|
Part-C: List of members
|
Serial No.
|
Name of
Member & Parentage
|
Residenti
al
Address
|
National
I.D. Card No.
|
Present
Occupation and Business address
|
Membership of other
voluntary organization
|
Date of
Subscriptio n
|
|
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|
CCB Form - 3
[See Rule 5]
[NAME OF REGISTRATION AUTHORITY]
CERTIFICATE OF REGISTRATION
Registration No. ______
This is to certify that [NAME OF CCB ] with
its official address at [ADDRESS ] has been registered as a CCB under the
Punjab Local Government Ordinance
(Ordinance No. Xlll of 2001), 2001
and the Punjab Local Government Citizen Community Boards Rules, 2002.
This certificate is valid only for
[NAME OF DISTRICT] District.
_________________
Date of issue:_______ [Signature and Stamp of Registration
Authority]
CCB FORM 4
[See Rule 12 and 13]
PROJECT PROPOSAL
1.
Profile of
CCB.-
1.
Name of CCB -----------------------------
2.
Address with telephone No. of CCB ----------------------------- 3. Registration No. -----------------------------
4.
Date of Registration
-----------------------------
5.
District of Registration -----------------------------
2.
Implementation
Arrangement for the Project.-
Ownership of project (Government
or CCB)
1.
Management of Project
(Government
or CCB or Joint)
2.
Capacity to implement the current proposal-
(i)
Professionals
(ii)
support staff
(iii)
previous experience
(iv)
other
3.
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?)
---------
------------------------------------------------------------------------------------------
------------------------------------------------------------------------------------------
------------------------------------------------------------------------------------------
------------------------------------------------------------------------------------------
------------------------------------------------------------------------------------------
4. Project
Activities.-
(Inputs/Outputs/ Work Plan)
|
Sr. No
|
Activity
|
Start Date
|
End Date
|
Targets
|
Units
|
|
|
|
|
|
|
|
Provide
Details/Explanation of Work Plan on Separate sheet 5. Community Participation
Component in the Project.-
i)
How was the community involved in need
identification/preparation of project proposal?
ii)
How do you propose to involve the community in project
implementation? iii) How will the
community be involved after completion of this project?
6.
Project
Management by CCB.-
i. How will you
manage and monitor Inputs, Outputs, workplan, and Impact of the
Project.
---------------------------------------------------------------------------------------------------
ii. Explain the record keeping and
reporting system.
---------------------------------------------------------------------------------------------------
7.
Financial
Summary of Project.-
Rupees
|
i. Anticipated sources of funding.-
|
Cash Kind Total
|
|
CCBs own resources
|
-------------------------------------------
|
|
Proposed grant from local
government
|
-------------------------------------------
|
|
Total
ii. Total Cost of Project.-
|
-------------------------------------------
|
|
Development Costs/One Time
Cost
|
-------------------------------------------
|
|
Yearly recurrent cost after
completion of project
|
-------------------------------------------
|
|
Salary
|
-------------------------------------------
|
|
Non-salary
iii. Sources of funding of recurring cost.-
|
-------------------------------------------
|
|
CCBs own resources
|
-------------------------------------------
|
|
Proposed grant from local
government
|
-------------------------------------------
|
|
Project Revenues (Expected)
|
-------------------------------------------
|
|
Total
|
-------------------------------------------
|
8.
Proposed
Costs / Budget of the Project.-
ALL YEARS
|
Sr.
#
|
Budget Head/ Description
|
CCB’s Own Contribution
|
Local Govt. Grant
|
Other Contribution
|
Total
|
|
1
|
DEVELOPMENT COSTS
ONE TIME COSTS
|
/
|
|
|
|
|
|
|
|
|
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|
|
2
|
RECURRENT COSTS
|
|
|
|
|
|
2.1
|
Salaries
|
|
|
|
|
|
|
|
|
|
|
|
|
2.2
|
Non Salary
|
|
|
|
|
|
|
|
|
|
|
|
|
|
TOTAL
|
|
|
|
|
NOTE: SHOW ON A
SEPARATE PAGE FOR EACH YEAR.
SHOW DETAILS OF CALCULATIONS
IX. Estimated Revenues of the Project.-
ALL YEARS
|
Sr.
No.
|
Revenue Head/Description
|
Total
|
|
1
|
|
|
|
2
|
|
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|
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|
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|
|
|
|
TOTAL
|
|
Note: Show the Detailed Calculations
for Each Year Separately
X
Proposed
Project Installment Schedule.-
|
SR NO.
|
DATE
|
AMOUNT
|
|
|
|
|
|
|
|
|
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|
|
Note Request For Installment Must Be Sent Atleast One Month
In Advance And Must Be Accompanied With The Latest Progress Report.
XI
Proposed
Progress Reporting Schedule.-
|
SR. NO.
|
DETAILS OF REPORT
|
DATE OF SUBMISSION
|
|
|
|
|
|
|
|
|
|
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|
XII
Project
Coordinator.- Name of Project Coordinator
Contact Address
XIII
ADMINISTRATIVE
STEPS (FOR OFFICIAL USE).-
|
SR.
#
|
ACTIVITY
|
DATE
|
|
1
|
Project proposal received
by the CCB official.
|
|
|
2
|
Project proposal submitted
to the Budget and Development Committee.
|
|
|
3
|
Comments received from
Budget and Development Committee on the project proposal.
|
|
|
4
|
Comments sent to the CCB.
|
|
|
5
|
Project proposal
resubmitted by the CCB to the CCB official.
|
|
|
6
|
Project proposal
resubmitted to the Budget and Development Committee.
|
|
|
7
|
CCB informed of Council
decision (after approval of Budget).
|
|
|
8
|
Revised proposal submitted
by CCB if changes requested by Council.
|
|
|
9
|
Project started.
|
|
|
10
|
Date and amount of
installments paid.
|
|
|
11
|
Progress reports submitted.
|
|
|
12
|
Project completed.
|
|
CCB Form 5
[See Rule 120] Agreement
This
Agreement is made this [ ] day of [ ] at [ ]
BY
AND BETWEEN
[NAME
OF LOCAL GOVERNMENT] (hereinafter referred to as the “local government”) AND
[NAME
OF CCB] (hereinafter referred to as the “CCB”)
WHEREAS, the CCB proposed, and the local government approved, the
[NAME OF PROJECT]
(hereinafter referred to as the “ Project”).
NOW, THEREFORE, the parties have mutually agreed to the following
terms and conditions to carry out the Project in accordance with the provisions
of the [SBNP] Local Government Ordinance, 2001 (Ordinance No [ ] of 2001)-
1. General.-
(i)
The project duly approved by the local government shall
constitute an integral part of this agreement.
(ii)
The local government has sanctioned Rs. [ ]
(hereinafter referred to as the “Grant”) for the purposes of execution and
implementation of the Project.
(iii)
The CCB hereby agrees and undertakes to execute and
implement the Project as duly approved.
(iv)
The Project shall be completed within a period of [ ],
commencing from [ ].
(v)
The CCB shall submit to the local government, progress
report(s) setting out the financial and physical status of the Project as per
schedule given in the project proposal.
2
Liabilities.-
(i)
Local government shall not be liable to any claim,
debt, damage or demand arising out of execution or implementation of the
Project.
(ii)
Local government shall not be liable for any
compensation relating to death, disability or other hazards or personal
injuries caused to members of the CCB or its sub-contractors or volunteers of
the CCB or any other person or property as a result of the activities carried
out in connection with the Project.
(iii)
Nothing contained in this Agreement shall be deemed a
waiver, express or implied, or immunity from suit or legal process of any
privilege, exemption or other immunity enjoyed by the local government.
(iv)
In the event the Project is not carried out in
accordance with this Agreement or the provisions of the Ordinance, the local
government may, in addition to any other remedy available under law, cancel
this Agreement and terminate disbursement of the outstanding portion of the
Grant. In such eventuality, the property or assets of the in respect of the
Project shall pass to the local government, as provided in the Ordinance.
3
Confidentiality.-
Contents of this Agreement are not confidential.
Either party may provide any person interested in knowing the status or affairs
relating to the implementation of the Project such information.
4
Sustainability.-
The CCB shall initiate necessary
steps for active and efficient community participation in Project design,
execution, operation and monitoring.
IN WITNESS WHEREOF
THE undersigned being duly authorized have signed this Agreement on the
date first written above.
For and on behalf of the For and on behalf of the
Local
government CCB
Witnesses
1.
[ ]
2.
[ ]
CCB FORM 6
[See Rule 120]
Request for Transfer of Installment
The CCB official
Local government __________
Subject: - REQUEST FOR TRANSFER OF INSTALLMENT
It is requested that the [Number
of installment] installment of Rs. [Amount] for the CCB may kindly be released
as per installment schedule contained in the duly approved Project document.
The latest progress report upto [date] of the Project is
enclosed herewith for your kind perusal.
With regards,
Yours faithfully,
Secretary
Citizen Community Board
Address __________________
___________________________
Countersigned________________
Chairman, Citizen Community Board
CCB FORM-7
[See Rule 122]
Budget Re-appropriation
CCB Project Profile
Name of the CCB __________________________
Reg. No. and Date __________________________
Name of the Project __________________________
Date of Commencement __________________________
Date of Completion __________________________
BUDGET REAPPROPRIATION REQUESTED
|
Sr. #
|
|
FROM
|
|
|
TO
|
|
Reasons for
Re-
appropriation
|
|
|
Account
Code/
Descripti on
|
Origina
l
Budget
Amoun t Rs.
|
Expendit ure to date
|
Amount
to be re-
appropria ted
|
Account s Code /
Descripti on
|
Origina
l
Budget
Amoun t Rs.
|
Revised Amount
|
||
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Secretary
Citizen Community Board
Address __________________
___________________________
|
|
|
|
|
|
|
Countersigned________________
|
|
|
|
|
|
|
|
Chairman
|
Citizen
Community Board
Date
CCB FORM - 8
[See Rule 123]
Excesses and Surrenders
(Fiscal Year_______________)
CCB
Project Profile
|
Name of the CCB
|
|
__________________________
|
|
Reg. No. and Date
|
|
__________________________
|
|
Name of the Project
|
|
__________________________
|
|
Date of Commencement
|
|
__________________________
|
|
Date of Completion
|
|
__________________________
|
Excess and Surrenders
|
Accounts Code
|
Description of Accounts
Code
|
Approved Budget
|
Actual
Expenditure
|
Excesses/Surrend ers
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Total
|
|
|
|
|
Secretary
Citizen Community Board
Address __________________
___________________________
Countersigned________________
Chairman
Citizen Community Board
FIFTH SCHEDULE
[See Rule 116]
RANKING OF CCB PROJECTS
1. The local
government shall classify the schemes according to the priorities specified in
the budget Call letter. The classification shall be developed on the following
pattern-
Classification of the sectoral
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
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Ranking and Selection of Schemes
The proposals received by the cut-off date shall be ranked
as follows-
The CCB Official 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
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
TOTAL BUDGET FOR THE YEAR RS. 1
Million
|
CLASSIFICATION O
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
|
|
|
|
|
||
|
|
A third statement shall be drawn up, which shall
identify the number of schemes registered in a particular classification,
beginning with the scheme containing the highest contribution by the Citizen
Community Board in a classification until all the schemes in the classification
are selected or the funds allocated for that particular classification in the
amount determined in the second statement are exhausted.
STATEMENT 3
FUNDS ALLOCATION BY CCBs PROPOSALS FOR
GIRLS SCHOOL CLASSIFICATION
TOTAL FUNDS FOR SUB-SECTOR RS. 540000
|
CCB PROJECT
|
CCB SHARE
OF TOTAL C C
PROJECT
(RANKING
BASIS)
|
TOTAL
PROJECT
RS
|
LOCAL GOVT.
CONTRIBUTION
REQUESTED
|
CUMULATIVE
LOCAL GOV
FUNDS REQUESTED
RS.
|
|
|
|
|
||||
|
|
|
||||
|
|
|||||
|
CCB 1 PROJECT
|
60
|
500000
|
200000
|
200000
|
|
|
|
|
|
|
||
|
|
|||||
|
CCB 2 PROJECT
|
50
|
300000
|
150000
|
350000
|
|
|
|
|
|
|
||
|
|
|||||
|
CCB 3 PROJECT
|
20
|
200000
|
160000
|
510000
|
|
|
|
|
|
|
||
|
|
|||||
|
CCB 4 PROJECT
|
20
|
100000
|
80000
|
590000
|
|
|
|
|
|
|
||
|
|
The funding is available for the first three Projects.
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