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BALOCHISTAN LOCAL GOVERNMENT BALOCHISTAN LOCAL GOVERNMENT (MONITORING) RULES, 2006 [Gazette of Balochistan Extraordinary 4th August, 2006] No. 2-800/2006 (BL,GB)AO, dated 4-8-2006.--In exercise of the powers conferred by section 191 (1) of the Balochistan Local Government Ordinance, 2001 (Ordinance No. XVIII of 2001), the Government of Balochistan is pleased to make the following rules namely:-- 1. Short Title and Commencement.---(1) These Rules may be called the Balochistan Local Government (Monitoring) Rules, 2006. (2) They shall come into force at once. 2. Definitions.---(1) In these Rules, unless the context otherwise requires, the following expressions shall have the same meanings as hereby respectively assigned to them:-- (a) Chairman means Chairman of Monitoring Committee elected under these rules who shall also be a member of the Monitoring Committee. (b) Forms means forms appended to these Rules; (c) Member means Member of the Monitoring Committee; (d) Monitoring means the systematic collection and analysis of information in order to determine whether various functions assigned to the Local Government Offices are being performed according to performance plan and desired targets or otherwise; (e) Monitoring Committee means the Committee elected and notified under these Rules by the respective Local Government. (2) Words and expressions used but not defined in these rules shall have the same meanings are assigned to them in the Balochistan Local Government Ordinance, 2001. 3. Constitution and Composition of Monitoring Committees.--(1) The following Monitoring Committees for different tiers of Local Government shall be constituted:-- (a) Union Monitoring Committees. (i) Municipal Services. (ii) Health. (iii) Education & Literacy. (iv) Works and Services. (v) Taxation. (b) Tehsil/Town Monitoring Committees. (i) Municipal Regulations. (ii) Infrastructure and Services. (iii) Planning & Coordination. (iv) Taxation (c) Zila Monitoring Committees. (i) Agricultural. (ii) Community Development. (iii) Education & Literacy. (iv) Health. (v) Information Technology. (vi) Revenue. (vii) Works & Services. (2) There shall be constituted a Monitoring Committee consisting of not less than three and not more than five members including its Chairman. The exact number of members (from 3 to 5) for each Monitoring Committee, mentioned before, shall be determined by the concerned Local Council. (a) One third of the members of Monitoring Committees shall consist of members, from reserved seats for women, peasants, workers and minorities; (b) The term of the Monitoring Committees shall be equal to the tenure of the respective Local Government; (c) Chairman & members of Monitoring Committee shall be elected in the manner as prescribed in these rules. 4. Election of the Monitoring Committees.---(1) The concerned Naib Nazim will act as presiding officer for the election of the Monitoring Committees in Tehsil/Town and Zila Councils. Whereas, the concerned Union Nazim will conduct election of Monitoring Committees in Union Councils and will notify the results in the manner as may be prescribed by the Local Council concerned. (2) Election of Monitoring Committees shall be conducted within three months from the date of first session of the concerned Local Council. (3) Each member of the Council will cast a vote in favour of anyone of the contesting candidates of the Monitoring Committees through a secret ballot. (4) Elections of different Monitoring Committees will be held separately (one Committee at a time). (5) The Monitoring Committees shall obtain vote of confidence from the Council Members, after the completion of the first year. (6) Any Council Member can contest for more than one Monitoring Committee constituted under the Ordinance and Rules framed thereunder. (7) Member who obtains highest vote for the Monitoring Committee would be the Chairman of Monitoring Committee. (8) Members obtaining highest vote for the Monitoring Committee would be members of the Monitoring Committee. (9) In case of need to elect fresh members or to fill the vacant seats for the existing Monitoring Committees, the concerned Council can approve elections to elect members for any Monitoring Committee after the completion of one year period. 5. Functions and responsibilities.---(1) Respective Monitoring Committees shall perform such functions and responsibilities as provided in the Balochistan Local Government Ordinance, 2001. (2) The following functions and responsibilities have been assigned to the Monitoring Committees besides other matters:-- (a) A Monitoring Committee shall gather information about the functioning of an office monitored by it through concerned Head of Office; (b) Monitoring Committee shall analyze information in its true perspective and evaluate the performance of an office or service in order to make suitable suggestions/recommendations for the improvement of efficiency of the office and quick service delivery to the people; (c) The recommendations of the Monitoring Committee shall be prepared as prescribed on form 'A'; (d) The Monitoring Committee shall function without interfering in the day to day working of the offices of the Local Governments and shall not cause any harassment to the functionaries nor shall assume command and administrative control of any Government office; (e) Any member of the Monitoring Committee violating the provisions of clauses (a) to (d) shall be removed from the Monitoring Committee by the respective Council; (f) Any functionary being aggrieved of any misbehaviour, undue interference, harassment or misconduct by a member or members of the Monitoring Committee, may report to the Code of Conduct Committee of the concerned Council for the invocation of disqualification proceedings against such Member or Members, as the case may be; (g) The concerned Monitoring Committee may recommend to the Competent Authority the payment of bonuses or performance pay to the functionaries of the Local Governments in recognition of their efficient performance subject to availability of funds for the purpose; (h) The Monitoring Committee may seek information from the Citizen Community Board, Village Council/Neighbourhood Councils as provided in the Law; (i) The concerned office shall provide information about the main activities of the office along with the approved standards of performance for such office or service, to the Monitoring Committee, on a prescribed form containing following detail:-- (i) Available Resources; (ii) Human & Financial Plans, Targets, Schedules, Cost estimates, Activities, Inputs, Cost of Services and Overheads; (iii) Cost effectiveness measures; (iv) Progress updates; (v) Responsiveness to people. (j) A copy of plans, targets and progress report of each activity of the office and service shall be provided to the Monitoring Committee and displayed at the prominent place of office for access of the citizens on Form 'B'. 6. Monitoring process of Monitoring Committee.--(1) Monitoring process of Union Monitoring Committee. The Union Monitoring Committees shall monitor the service delivery facilities at the Union Level in the following manner:-- (a) Information collection and analysis (i) Union Council Monitoring Committees (UMCs) shall collect information from various sources i.e. general public and office during their visits. (ii) The information thus collected shall be analysed by the Monitoring Committees. The critical problems and issued shall be identified. (b) Processing of Information and Actions. (i) Union Council Monitoring Committees (UMCs) shall inform the respective Nazim or Union Secretaries in writing about the problems identified at the facility/office/project visited by them. As a result of the sharing of the information, some of the issues may be resolved at the spot. As far as possible, an attempt should be made to resolve the issues/problems at the Union level by the respective Union Nazim and the Union Secretaries. (ii) The unresolved issues related to the Union Council shall be communicated in writing to the Tehsil Nazim or Zila Nazim, as the case may be, to whom the problem relates. (iii) The issues referred by the UMC shall be resolved by the Tehsil/Zila Nazim and in case of any difficulty, the matter shall be referred to the Zila/Tehsil Monitoring Committee by the Tehsil/Zila Nazim as the case may be. (c) Reports and ensuring actions. (i) The Union Monitoring Committees will prepare their quarterly monitoring reports on form "A", based on their activities during the period and the issues/problems identified by them. Such reports will also include the achievements made during the under report period and the efforts made by them to resolve the issues/problems. The unresolved issues, requiring the Council attention, would also be the part of the report. (ii) The Union Council will deliberate on the reports of the Union Monitoring Committees and pass resolutions to solve the unresolved issues/problems. The Union Nazim will put forth these resolutions to the Zila Council or the Tehsil/Town Council, as the case may be on form "C". (iii) The Union Nazim will report back within thirty days to the Union Council about the actions taken by him to resolve the issues/problems raised by the Council through resolutions on form 'D'. (2) Monitoring Process of the Tehsil/Town Monitoring Committees: Tehsil/Town Monitoring Committee (TMCs). The Tehsil/Town Monitoring Committees shall monitor the Municipal Service delivery at the Tehsil level in the following manner:-- (a) Information Collection and Analysis. (i) Tehsil/Town Monitoring Committees (TMCs) shall collect information from various sources i.e. Union Monitoring Committees reports, Community and offices during their visits regarding the performance of Municipal Services provided by the Tehsil/Town Municipal Administration. (ii) The information thus collected shall be analysed by the Monitoring Committees. The critical problems/issued will be identified on the basis of collected information. (b) Processing of information gathered and further action. (i) Tehsil/Town Monitoring Committees (TMCs) will inform the Tehsil/Town Municipal Officer (TMO) concerned in writing about the problems identified by the Tehsil/Town Monitoring Committees (TMCs) themselves or brought to their notice regarding service delivery. (ii) Tehsil/Town Monitoring Committees (TMCs) would also raise the issues/problems identified by the Union MCs. Which were brought to their notice. TMCs will seek information from the concerned Tehsil Municipal Officers on these concerns. As a result of sharing information, some issues may be resolved at the TMO level. (iii) Tehsil/Town Monitoring Committees (TMCs) will inform the respective Tehsil/Town Nazim in writing about the issues, which could not be resolved at the TMO level. Tehsil/Town Nazim will convey his decisions to the TMO for further action on form 'E'. (iv) The Unresolved issues relating to the District Government or City District Government, as the case may be, will be communicated to the District Coordination Officer by the Tehsil/Town Nazim on form 'F'. (v) Zila Monitoring Committees will follow up the issues/problems, conveyed by Town Monitoring Committees, at the Zila level. (c) Reports and Actions. (i) The Tehsil/Town Monitoring Committees will prepare their quarterly and annual reports based on their activities during the period including the issues/problems identified by them or brought to their notice, through the Union Monitoring Committees. It will also include the achievements and the efforts made by them to resolve such issues/problems. The unresolved issues requiring the Council's attention will be identified in the report on Form 'A'. (ii) The Tehsil/Town Council will deliberate upon the reports of the Tehsil/Town MCs and pass resolutions to solve the unresolved issues/problems on Form 'C'. (iii) The Tehsil/Town Nazim will report back within thirty days, to the Tehsil/Town Council on the actions taken by him to resolve the issues/problems on Form 'D'. (iv) The Tehsil/Town Naib Nazim will also inform the respective Union Council on the decisions taken by the Tehsil/Town Council on the issues raised by them. (3) Monitoring Process of the Zila Monitoring Committees. Zila Monitoring Committee (ZMCs). The Zila Monitoring Committees shall monitor the performance of the District Government Offices at the Zila Level in the following manner:-- (a) Information Collection and Analysis. (i) Zila Monitoring Committees (ZMCs) shall collect information from various sources i.e. Union/Tehsil/Town Monitoring Committees reports, community and offices during their visits regarding the performance of the District Government. (ii) The information thus collected will be analyzed by the Monitoring Committees and the critical problems and issues will be identified. (b) Processing of information and actions. (i) Zila Monitoring Committees (ZMCs) will inform the respective Executive District Officers (EDOs) in writing about the problems identified by them or brought to their notice. (ii) Zila Monitoring Committees would also raise the issues identified by the Tehsil/Town/Union MCs which were brought to their notice. (iii) ZMCs will seek information from respective EDO's on these concerns and as far as possible attempt should be made to resolve the issues/problems at that level. (iv) Zila Monitoring Committees (ZMCs) will inform the respective Nazim, in writing about the issues, which could not be resolved at the EDO's level. As far as possible, attempt should be made to resolve the issues/problems at the Zila level by the Zila Nazim. Decisions of Zila Nazim will be conveyed to the DCO/EDO for action on form 'E'. (v) The unresolved issues relating to the Provincial Government shall be communicated to Provincial Government by the Zila Nazim on form 'G'. (c) Reports and Actions. The Zila Monitoring Committees (ZMCs) will prepare their quarterly Reports on issues/problems identified by them or brought to their notice, through the Union Monitoring Committees. It will also include efforts made by them to resolve issues/problems along with the detail of unresolved issues on Form 'B'. 7. Follow up mechanism of the Monitoring Committees.---(1) The issues/problems which cannot be resolved in the initial attempt shall be discussed with the Nazim concerned who may also associate concerned officials and Naib Nazim in these discussions. Unresolved problems will be placed before the Council for information and appropriate action. (2) The respective Council shall deliberate on the reports submitted by MCs and send the recommendations in shape of resolution to the respective Nazim for action. (3) The Nazim shall within 30 days report back to the respective Council on form "D" about the progress made by him on the issues raised by the Council through resolutions. (4) The respective Local Council will prepare Quarterly Reports about the Resolution passed on the issues identified by the Monitoring Committees of the respective Council highlighting achievements and further required action. (5) Quarterly Reports of all councils will be submitted to the Zila Council for compilation. The problems highlighted in the Monitoring reports may be displayed by all Councils at the prominent places of the concerned Council Office for Public information. Form A QUARTERLY PROGRESS REPORT OF MONITORING COMMITTEE Name of Local Government ________________ Name of the Monitoring Committee ____________ Report for the Quarter ________________________________ Name of Office/Sub Office/Service ______________________ Perform-ance targets for the quarter/year Progress/ Achievement of Target Identification of Issues/ problems by MCs. Efforts of MC for Settlement of issues/problems Recommenda-tions of MC. Form B PLAN OF ACTIVITIES OF OFFICE Name of Local Government ________ Name of Monitoring Committee ____________ Report for the Quarter _______________________________ Name of Office/Sub Office/Service_____________________ Name of Activity Performance Target of Plan Progress/Achievement of Target Unresolved Issues Form C ACTION TAKEN ON RECOMMENDATIONS OF MONITORING COMMITTEE Name of Local Government __________________________ Report for the Quarter _______________________________ Name of Office/Sub-Offices/Service ____________________ Name of Monitoring Committee Identified Issues/Problems Recommendations of MC & Resolution No. Action taken by concerned functionaries of Local Government Decision taken by the Nazim Form D PROGRESS ACHIEVED BY THE NAZIM ON RESOLUTION OF COUCNIL Name of Local Government ___________________________ Report for the Quarter ________________________________ Name of Office/Sub Office/Service______________________ Name of Monitoring Committee Identified issues/problems Recommendations of MC & Resolution No. Recommendations of respective Council & Resolution No. Action taken by the Nazim Form E ACTION TAKEN BY ZILA/TEHSIL NAZIM ON UN-RESOLVED ISSUES/PROBLEMS Name of Local Government ____________________________ Report for the Quarter _________________________________ Name of Office/Sub Office/Service _______________________ Problem/issues identified by Nature of Problem/issue Action taken by TMO/DCO Decision taken by Tehsil/Zila Nazim Results Form F UNRESOLVED ISSUES COMMUNICATED TO DCO BY TEHSIL/TOWN NAZIM Name of Local Government _____________________________ Report for the Quarter __________________________________ Name of Office/Sub Office/Service ________________________ Problem/issue identified by __________ Nature of problem/issue Recommendation of Tehsil Council for Zila Monitoring Committees Action taken by the District Government and Zila Monitoring Committee. Form G UNRESOLVED ISSUES COMMUNICATED TO THE PROVINCIAL GOVERNMENT Name of Local Government ____________________________ Report for the Quarter _________________________________ Name of Office/Sub-Office/Service _______________________ Problem/issue identified by __________ Nature of problem/issue Recommendations of Zila Council for Provincial Government Decision of Provincial Government.