Cambodia - Rural Investment and Local Governance Project (Vol. 2 of 6) : Commune development plans and commune investment programs

E671 vol. 2 November 2002 KINGDOM OF CAMBODIA Rural Investment and Local Governance Project Commune Development Plans and Commune Investment Programs gmL =  Table of Content 5-year CDP for 2002-2006 and 3-yrs rolling CIP for 2003-2005 Foreword Introduction Chapter 1: C/S Socio-Economic Profile 1.1 C/S Map 1.2 C/S History 1.3 C/S Geography 1.4 C/S Profile 1.5 Challenges and potential 1.5.1 Economic 1.5.2 Social Sector 1.5.3 Natural Resources and Environment 1.5.4 Administration and Security 1.5.5 Gender Chapter 2: Development framework 2.1 Vision 2.2 Development Objective 2.3 Strategy 2.4 Pnority activities Chapter 3: Three-year Investment Programme 3.1 Budget for Investment Implementation 3.2 Budget summary by source of funding Annexes - Table 3 - Table 5 - Table 6 - Table 7  Guideline on Commune Sangkat Planning Process The purpose of preparing a commune/sangkat development plan is to help the commune/sangkat council to mobilize resources - both internal and external - and decide on their use to solve local problems and to serve the general interest of the commune/sangkat residents. The commune/sangkat development plan shall be developed for a period of five years, and shall be reviewed every year to update the three-year rolling commune/sangkat investment programme and to prepare the annual budget of the commune/sangkat. Pursuant art. 27 of the Law on Administration and Management of Commune/ Sangkat, Commune/Sangkat chief shall establish Commune/Sangkat Planning and Budgeting Committee. Commune/Sangkat Planning and Budgeting committee shall process the formulation of commune/sangkat development plan, investment programme and annual budget using participatory approach with all concerned people All communes/sangkats shall undertake a process of preparation and approval of the commune/sangkat development plan which shall consist of the following five phases: 1. Analysis 2. Strategies 3. Projects 4. Programmes 5. Approval  Phase 1: Analysis There are three steps in this phase: Step 1: Assess the current level of development and access to basic public services, to identify the most pressing economic, environmental, institutional' and social development issues for the entire commune/sangkat. 1.1 Objective: PBC identify the Commune/Sangkat needs/issues based on C/S profile from DOP. 1.2 Output: There are following expected outputs: V List of identified commune/sangkat issues/needs; "' commune/sangkat maps; and v' Village representative is strengthened for village meeting. 1.3 Location: Commune/Sangkat 1.4 Duration: 2-3 days. 1.5 Process: Preparation activities can be briefed in a table as follow: I refer to administrative work and public information service.  Activities Description Output Materials needed Participants Facilitators a) Review of C/S * Preparation village data for - Updated data sheet of - The C/S & village data - PBC - DFT* data against real presentation and discussion. the C/S (Tablel.1) from DoP. situation. * The facilitator presents briefly - Better understanding of - C/S profiles. to the PBC the meaning of the PBC members on data - Village data book, data items and how these data items. blank. were collected data entry and - Existing C/S Profiles, if verifications available b) Update C/S maps * The facilitator reviews existing - Updated C/S maps - Map map with PBC members using according to type of - Standard legend from the complete legend of symbols information. facilitators including * Check the existing C/S data list specified items to and update existing map be mapped out accordingly, e.g. has the new - List of geographical school been included. feature. * Update the commune boundaries. c) Identify * Review the listed criteria & List of needs/issues - Table 1.2 development types of services in table 1.2 needs/issues * The facilitator adds more items if Planning and Budgeting Committee wishes. l Explains how the calculation is made for each criterion. l The PBC agreed on table 1.2 considenng criteria defined.  Activities Description Output Materials needed Participants Facilitators d) Strengthening * Explains the procedure to capacity vill. rep. to ensure full and transparent proceed reviewing, participation of all villagers, validating data and local association, user group, identification of village committee and others. prioritized issues in * Facilitator explains the village. approach to prioritize problem defined. * Preparation of village meeting by village representative. I * For those C/S without DFT, CC should choose facilitators themselves.  Form 1.1 1.1 Data table from PDoP No Village A B C ... Total I Total number of families 2 Total number of females 3 Total number of males 4Girls 0 - 4 years old (under 5s) 5lBoys 0 - 4 years old (under 5s) 6 Girls 5 - 14 years old 7 Boys 5 - 14 years old 8 Females above 65 years 9 Males above 65 years 10 Girls attending school 5 - 14 years old I Boys attending school 5 - 14 years old 12 Female illiterates over 15 years old 13 Male illiterates over 15 years old 14 Number of female invalids 15 Number of male invalids 16 Number of female orphans below 15 years old 17 Number of male orphans below 15 years old 18 Number of Female Headed Households 19 Number of families do farming as main income 20 Number of farmers growing on own land Housing 21 Number of concrete house 22 Number of wooden house 23 Number of thatch houses 24 Number of houses with I 10-220V electricity Education 25 Number of primary school classrooms in the village 26 Number of secondary school classrooms in the village 27 Number of primary school teachers 28 Number of secondary school teachers 29 Number of literacy classes 30 Number of kindergarten classrooms Health 31 Number of health workers in the village 32 Number of Kru Khmer in the village 33 Nr. of traditional birth attendants in the village 34 Number of govt. trained midwives in the village 35 Number of 0-5 deaths in last 12 months 36 Number of maternal deaths within 28 days of childbirth in last 12 months WATSAN 37 Number of year-round functioning ring-wells 38 Number of year-round functioning hand dug wells 39 Number of year-round functioning pump wells 40 Number of drinking water ponds 41 Number of functioning latrines/toilets Transportation 42 Number of motorcycles 43 Number of Tractors/Koyons/Cars 44 Number of horse carts and ox carts 45 Number of bicycles 46 Number of row boats 47 Number of boats with motor 48 Distance in Km to nearest market 49 Distance in Km to nearest year-round road (4 wheel  motor vehicles) 50 Distance from village to the nearest secondary school 51 Distant to nearest Commune Health Center (Km) Agriculture 52 Area wet season rice land in Ha 53 Area cropping Intensity wet season rice land in Ha 54 Area of receding rice land in Ha 55 Area of irrigated dry season rice land in Ha 56 Area in Ha Chamka rice land 57 Area in Ha other farmland 58 Area in Ha mnined land 59 Number of irrigation wells Production 60 Total rice yield in last 12 months (MT) 61 Total corn yield in last 12 months (MT) Animal Raising 62 Number of non-draught cattle and buffalo in village 63 Number of draught cattle and buffalo in village 64 Number of pigs in the village 65 Number of active village vets Rural Economy 66 Agricultural services 67 Agriculture non staple food production 68 Non agricultural production 69 Services and local shops Household property 70 Number of TVs Migration 71 Females migrating to other areas for work 72 Males migrating to other areas for work Community Base Organization 73 Number of Cash Credit Groups 74 Number of Animal Banks 75 Number of Rice Banks 76 Number of Potable Water User Groups 77 Irrigation Water User Groups in the village _  Form 1.2 1.2 Assessment of service and its gaps in [commune name], 2002 Type of Services Criteria Calculation Gaps Health Center 1:10000 current population /10000 Class rooms 1:45 # of school age children/45 = classroom needs - existing # of classrooms Distance to secondary > 20 km comparison school Female illiteracy rate > 70% (National comparison average Overall literacy > 50% (National comparison average 36.3%) School attendance > 50% (National comparison average Family size > 6.5 (National comparison average 5.8) Wells ring+pump 1:25 families # of wells/25 - existing # wells of wells Distance to the district > 20 km comparison market Others  Step 2: Verify and complete the above assessment, by reviewing the situation of each village of the commune/sangkat. Produce a list of the prioritized needs of each village and identify how villages and civil society organizations are using, or may use, their own resources to address these needs. 2.1 Objective: To identify village needs and problems. 2.2 Output: There are following expected outputs: / Updated list of village data / List of village prioritized problems or needs. 2.3 Location: Village 2.4 Duration: 1 week maximum 2.5 Process: Preparation activities can be briefed in a table as follow:  Activities Description Output Materials needed Participants a) To review and *Present village data to villagers * Updated list of village - Prnt out of village data At least 60-70% validate village data *Villagers provide inputs data from commune database. of respective from comrnune/sangkat * Village representatives validate village database data participants b) Village meeting to *Divide into 2 groups of villagers by * List of village - Table 2 identify and prioritized sex. prioritized needs and village needs, *Identified village needs/priorities available resources considering available per group. (Table 2) resources *Consolidate both lists of needs * Identification of needed and available resources to respond to the needs  Form 2 2. Village identified prior tized issues a d preference in [village name] in 2002 Village Priority by Proposed solution and available resources issues/preferences number  Step 3: Select the priorities at the commune/sangkat and village level on which to focus the council's attention and efforts. STEP --2 3 3.1 Objective: To identify or update C/S priorities and data. 3.2 Output: There are following expected outputs: / Updated list of commune/sangkat data v List of commune/sangkat prioritized problems or needs. 3.3 Location: Commune/Sangkat 3.4 Duration: 1 day 3.5 Process: Preparation activities can be briefed in a table as follow:  Activities Description Output Materials needed Participants Facilitators a) Produce updated * Present village data. * Updated commune data - Data from village PBC - DFT* commune/sangkat * Compile village data into set. level. data set commune data. b) Produce commune * Present and compile village * List of commune - Output from step I and priorities list of prioritized issue/needs. needs/priorities step 2 needs/issues * Insert commune prioritized - Table 3 issues/needs/ into the list. * Analysis of the list to obtain a consensus on the C/S pnority problems/needs. * If possible, draw of problem/ objective tree relationship to be easily to understand.  Form 3 3. Commune/Sankat wide prioritized problems/preference in [name of C/S] in [year] Problems/Preference From village priority list C/S Probles/Prefrence ...... ....... ....... ... .... Wide* ro t Economic Agriculture v __ Credit Infrastruictuire Others Social Health v Education Watsan Others Natural Resources and Environment Others Administration and security Others Gender Others * If > 50% of villages identify that problems/goals, it will be considered as C/S wide priority.  Phase 2: Strategies Step 4: Formulate a long-term development vision for the commune/sangkat, define immediate objectives to be reached within its five-year mandate for the identified priority issues, and define strategies and projects to achieve those objectives. STEP 4.1 Objective: State vision, development objective and strategies. 4.2 Output: There are following expected outputs: V vision, objectives and strategies established; and v' 5 year priorities list. 4.3 Location: Commune/Sangkat 4.4 Duration: 2 days maximum. 4.5 Process: Preparation activities can be briefed in a table as follow:  Activities Description Output Materials needed Participants Facilitators a) Discuss on vision, * Formulate commune/sangkat * Agreed vision, - Outputs from Step 3 PBC DFT* objective, strategy vision. objectives, and - Definition and statements expressed. * Formulate objectives to achieve strategies. examples of vision, the vision. objective and strategy * Prepare strategies to achieve - Table 4. objectives. b) Discuss on 5-year * Selection of prioritized activities * List prioritized activities - Outputs from Step 3 prioritized activities identified in step 3 to align with needed for 5 years. in accordance to strategies accordingly. defined strategies.  Form 4 Vision:.......................................................... Development Objectives Strategy Economic Social Natural Mgt. &Environment Admin & Security _ _____ Gender  Phase 3: Projects Step 5: Prepare project study to determine its information, profile, and its feasibilities. STEP 5.1 Objective: To formulate projects and its cost estimation. 5.2 Output: Project list and estimated cost: 5.3 Location: Commune/Sangkat 5.4 Duration: 2 days maximum. 5.5 Process: Preparation activities can be briefed in a table as follow:  Activities Description Output Materials needed Participants Facilitators Identify projects * Review table 3 to define projects * List of 5-year project - Commune pnority All PBC DFT and based on list of responding to strategies. list. members TSS* prioritized * If there is a problem tree, considering activities needed causes of problems may provide many ideas in different strategies to deal with problems. * Use key questions to get information on: o Project name? o Type of project? o Listed objective? o Proposed output? o Location? (Can it have an adverse environmental impact?) o Type of beneficianes, estimate? o Approximate cost? o Who will do the technical/ environmental impact review? o Is technical design/template needed?   Form 5 5. Preparation of Pro ject strategy Objective: Prpjc Benericiaries Technical Template or No o(inuniulle ProjeltcI.tife- .les Output/Size Location Estimated cost Revew by* design _Pe Type Number needed * List department or agencies expected to provide technical project review  Step 6: Make an estimate of the resources, which will be available to it over a three-year period from own source revenue, national transfers and contractual arrangements with national/provincial/municipal agencies. STEP ~~~6 6.1 Objective: To forecast commune/sangkat resources for 3 year period. 6.2 Output: PBC is aware of potential resources available. 6.3 Location: Commune/Sangkat 6.4 Duration: 1 day 6.5 Process: Preparation activities can be briefed in a table as follow:  Activities Description Output Materials needed Participants Facilitators a) Review C/S Fund IPF * Disseminate C/S fund allocation. * PBC are informed - Communication by All PBC DFT* (3 years) resources relevant authority. members b) Consider and estimate * Broad consideration will be given to all * List of resources - Commitment or external resources potential extemal resources other than indication from C/S Fund, such as NGOs, Ols, private agencies investors, generous people, etc. c) Consider and estimate * Broad consideration will be given to all * PBC are informed - C/S list of revenue own resources potential own resources including local about own resources income and opportunity contribution, labor, local tax, matenal, fees etc. d) Review mandatory List all cost such as salary, ongoing * PBC are informed - Communication by and admin. cost. maintenance schemes, planning cost, about mandatory relevant authorities. other contractual commitments etc. expenses  Form 6. Estimate medium term revenue Expected Revenue 2002 2003 2004 C/S Fund Transfer - Development Local Contribution to Dev. Invest Other Capital Revenues Reserve Fund Total Expected Expenditure Administration Investment Local Development Investment Operational cost (max 20% of C/S Fund devt. budget) Total Note: - 2/3 of C/S Fund only use for Local Dev. Investment. - The admin Investment should come from other sources.  Step 7: Make a preliminary allocation of available resources to priority projects andfinalize this allocation after negotiations with provincial/municipal administration and other agencies, at the district/khan integration workshop. =- ~~7 7.1 Objective: Prioritization and resource allocation for commune projects for 3 year based on criteria and consensus. 7.2 Output: List of prioritized projects to be present in the district integration workshop. 7.3 Location: Commune/Sangkat 7.4 Duration: 1 day maximum 7.5 Process: Preparation activities can be briefed in a table as follow:  Activities Description Output Materials needed Participants Facilitators a) Prepare 3-year * The project list will cover priority, activities * draft 3-year CIP. - Table from step 5 and - PBC members DFT, PFT project list for C/S size, location, est cost, beneficiaries etc. * TSS feasibility study step 6 resources * In prepanng draft CIP use output from step 5 - Table form for step 7 and step 6 for consideration of 3-year allocation * Consideration should be given to 3 year cycle projects/programmes. * Submit the draft to DOP for preparation * Send project list to technical support staffs (TSS) for Workplan preparation and feasibility study to support C/S project implementation. b) Prepare CIP * Assign C/S representative to present. * Presentation material - Paper, stationery. presentation for * Prepare presentation materials: table, poster, district integration flipchart, map, report of previous and ongoing I projects etc. (all on flipcharts)  Form 7 7. C/S prioritized projects and activities for 3-year No PriorityX Projects/Activities Project Location E_stimate Cost Bentficiary- Feasibility study by Supporters* capacitv siaeCs eeiir .. ___._P___________ ___________ 2003 2004 2005 Total -emale * To be completed after DIW.  Step 8: Participate in an annual district/khan integration workshop, and enter into provisional agreements with provincial/municipal departments, non-governmental organizations and other national and international agencies on the financial and technical support of the above agencies to the formulation and implementation of the commune/sangkat development plan. 8.1 Objective: Integration of C/S plan with agencies/sector departments. 8.2 Output: Temporary Agreements between C/S council and partners. 8.3 Location: District/Khan 8.4 Duration: 2 days 8.5 Process: Preparation activities can be briefed in a table as follow:  Activities Description Output Materials needed Participants Facilitators Present, negotiate, * C/S Representatives present the 3-year * Signed - C/S project list on the 2 Rep. from C/S, Official from and agree on projects; previous and ongoing projects, temporary flipchart Depts., NGOs, Department of commune projects maps, agreements Donors, pnvate Panning * Rep. of dept./agencies present their draft investors, and annual investment plan. chaired by district * Dep./agencies and C/S ask for clarification governor, and give comments. * C/S Representatives negotiate with other agencies and sector departments for support. * Sign the temporary agreements.  Form 8 Kingdom of Cambodia Nation Religion King Province [ ...........] ............... Date: .. 2002 Temporary Agreement At district integration workshop in 2002 held at ................ district on [ insert date .] commune council of [ insert commune name] with (1) .(2) .......................... and (3) .... [insert name of agencies] has entered into provisional agreement to cooperate in the implementation of commune projects as follows: No C/S Projects Size Location Agency Local L +______________ Sector NGOs Contribution C/S Chief [signature] Agency representatives 1. [name agency] ........... [signature] [name] 2. [name agency] ........... [signature] [name] 3. [name agency] ........... [signature] [name] Witnessed by District Chief Witnessed by PDoP [signature ] [signature]  Phase 4: Programmes Step 9: Consolidate the selected projects and other routine management and administration activities into integrated sectoral and multi-sectoral programmes of activities of the council. STEP 9.1 Objective: To integrate the project into annual programmes. 9.2 Output: Sector or Multi-sector programming. 9.3 Location: Commune/Sangkat 9.4 Duration: 1 day 9.5 Process: Preparation activities can be briefed in a table as follow:  Activities Description Output Materials needed Participants Facifitators a) Finalize project * Considering outstanding project * Final C/S allocation for - Table 6 PBC DFT* allocation base on priorities and re-allocate available specific projects - Table 7 output from district C/S resources. - Table 8 workshop b) Re-group project * Identify possible programs and * Sector/Multi-sector - Table 7 listed from district link projects supporting these programmes - Table 8 workshop into programs - List of programme programs * Identify administrative activities to example support these programs. - Table 9 * Assign C/S focal person per programme  Form 9 9. Integr ted Programming (Example) No Programme Projects Support Activities Responsible CC member(s) I Food security Adult literacy Mr./Ms. A Home gardening Soil improvement Animal/fish raising Composting Water resource management 2 Nutrition Home gardening Mr.tMs B Mother/child care Child-care center Compost Adult literacy Breast feeding Animal raising Hygiene 3 Public Health awareness Vaccination Mr /Ms C Breast feeding Birth spacing Family planning Latnne use Safe dnnking water Kru Khmer 4 Improve gender equity Domestic violence Mr./Ms. D Women/child rights Birth spacing/famnly planning Female adult literacy 5 Income generation Rice bank association Mr./Ms. F Cattle bank Credit scheme Skill training Rice mill association Small bossiness training 6 Accessibility Roads Mr./Ms G Bridges Toll/fees Culverts Water_ways/canals  Ferry = Traffic Oxcarts Taxi 7 Human resource Primary/Secondary school Mr./Ms. H development Vocational training Adult literacy Teacher traning Pubhc awareness Heights training 8 Cultural promotion Traditional music/ instruments Mr./Ms E Traditional clothing/costumes Folktales, drama Aa Yay Kru Khmer 9 Natural resource Tree planting Mr./Ms. F management Nursery Dumping area Public awareness of cultivation methods Reforestation Soil improvement 10 Land use Resettlement Land titling Mine clearance Nat's park/ protection * Examples of Programme Support Activities: - Project Progress monitoring; - Local contribution coordination; - Present at various projects/programs step; - Programmes presentation; - Programme reports (midterm and final); - Programme promotion; - Programme liaisons;  Step 10: Prepare a draft commune/sangkat development plan and a draft commune! sangkat investment programme, fbr submission to the council. STEP 1 0 10.1 Objective:To draft C/S Development Plan (CDP) and C/S Investment Programme(CIP). 10.2 Output: - Daft CDP; - Draft CIP. 10.3 Location: Commune/Sangkat 10.4 Duration: 1 day 10.5 Process: Preparation activities can be briefed in a table as follow:  Activities Description Output Materials needed Participants Facilitators Collect all the * Collect documents relevant to * CDP and CIP (Tablel O.1 - All previous forms, PBC DFT* discussed information CDP such as C/S profile, maps, and 10.2) tables and informnation. and draft CDP and development framework to - Tables 10.1 & 10.2. CIP consolidate followed standard - CDP table of content table of content. * Collect relevant to CIP such as capital investment cost, project priority, impact on recurrent expenditure, etc.  Table 10.1: CIP Financing Capital Cost Impact on Code Project Tiotal Year ... j Year. Year . ........... Recurrent Agencies Year [ I ~~~~~Ex editure -I~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Annual Capital Requirements - Capital Requirements in Program Penod  Table 10.2 Summary CIP Financing Code] Source of Funds | Year .............JYear ............._ Year ............. .........| Total Own Resources (mncl. Community Contnbution) C/S Fund Sub-Total External Agencies Agency ...... Agency ...... Agency ...... Own Resources (mcl. Community Contnbution) C/S Fund Sub-Total External Agencies Agency ...... Agency ...... Agency ...... Total Total 3-years Commune/Sangkat Investment Program (CIP)- 100% Own-Source Revenue Financing of CIP C/S Fund financing of CIP External Agencies Financing of CIP  Phase 5: Approval Step 11: Request comments from the provincial/municipal administration and from the public on the draft commune/sangkat development plan and the commune! sangkat investment programme, and based on these comments discuss, amend and approve the development plan and the investment programme. STEP 11.1 Objective:To discuss and approve draft C/S Development Plan and C/S Investment Programme. 11.2 Output: - approval CDP and CIP; 11.3 Location: Commune/Sangkat 11.4 Duration: 45 days maximum. 11.5 Process: Preparation activities can be briefed in a table as follow:  Activities Description Output Materials needed Participants Facilitators a) Sending the draft * Documents should be sent l Comments and - Deika Governors and PoLA CDP and CIP to the through PoLA. suggestion on the draft - CDP/CIP PoLA governors * The governor has to respond to CDP/CIP the CC within 45 days. * Comments should be followed Art. 18 of the C/S planning Prakas. b) Present draft to all * Summary of CDP/CIP to be * Draft CDP/CIP reviewed - Presentation materials Villagers Vill. Rep. villagers presented at village level. by villagers - Draft CDP/CIP * Organize village meeting to review the drafts. c) Review and * Noting official letter form * Review of the draft - Minutes, official letter PBC consolidate all inputs. governor CDP/CIP which include * Noting minutes from village the appropriate meetings comments. * Review of the draft CDP/CIP which includes the appropriate comments/recommendation from province/municipality, public. b) CC review and * Presentation the CDP/CIP to CC * Approved CDP/CIP - Minutes, official letter There must be approve CDP/CIP * The approval is valid only when - Draft CDP/CIP more than 50% there is an absolute major vote. of the total CC members