Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
The National Association of Village Councils “Strengthening Local Level Governance to Enhance National Development”
Assessment of projects under implementation up to October, 2007
February, 2008
“Strengthening Local Level Governance to Enhance National Development”
Contents
1. Background information ....................................................................................... 3 2. Objective .............................................................................................................. 5 3. Methodology......................................................................................................... 5 4. Main findings ........................................................................................................ 5 4.1. Goods and Services for DAVCOs..................................................................... 6 4.2. Roles and Responsibilities of the NAVCO, DAVCO and VCs......................... 12 5. Conclusions and Recommendations .................................................................. 20 Annex I. Questionnaire ............................................................................................. 24 Annex II. List of persons present at the interviews. ................................................... 32 Annex III. Contact information of the DAVCOs’ offices............................................. 34
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1. Background information In 1999, the Government of Belize passed the Village Councils Act (VCA), Chapter 88 of the Laws of Belize, which was revised in 2003. With this Act, the Village Councils were given the legal authority to govern their own communities. Also, as described in the VCA, the District Associations of Village Councils (DAVCO) and the National Association of Village Councils (NAVCO) were formed. Village Councils (and consequently DAVCOs and NAVCO) are being elected every three years. After the last Village Council elections in March 2007, 190 Villages Councils were constituted. These Village Councils are distributed in the six districts as table 1 shows. Table 1. Number of Village Councils per district. Villages Councils
Districts
Number
%
Corozal
27
14%
Orange Walk
24
13%
Belize
33
17%
Cayo
34
18%
Stann Creek
25
13%
Toledo
47
25%
Total
190
100%
During the past eight years, NAVCO has made significant steps in becoming a viable and sustainable organization. For attaining this purpose, NAVCO has been supported by several cooperation agencies and programmes: United Nations Development Programme (UNDP), Belize Rural Development Programme (BRDP), Social Investment Fund (SIF) and OAK Foundation among others. In October, 2007, there were four cooperation agencies financing projects for the NAVCO. The table 2 presents the objectives of and activities implemented under these projects. In order to determine the progress of these interventions towards the achievement of the established objective, the NAVCO Secretariat conducted an assessment of projects under implementation. This assessment provides a snapshot of the situation at the level of the District Associations of Village Councils (DAVCO). This information can be used as a planning tool to address the current constraints and limitations identified and in the future as a monitoring tool to measure the progress towards the desired results.
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Table 2. Cooperation Agency United Nations Development Programme
Belize Rural Development Project (BRDP) – European Union
Social Investment Fund
Oak Foundation
Cooperation agencies and interventions supporting the NAVCO Objective(s) Activities Capacities and partnerships of local government and civil society actors developed for policy formulation and institutional effectiveness
- Equipment for NAVCO Office (desktop and laptop computers, memory key flash drive, Sony camera, projector) - Equipment for DAVCOs’ Offices (computer, fax, scanner, printer all in one; memory key flash drive, desk and chair, office supplies) - Personnel for DAVCOs’ offices (Office Assistants – 6 months) - Village Council Act Awareness: • Training Workshops (4) • Training Module • Video - NAVCO Strategic Plan - Maps for DAVCOs and NAVCO - Monitoring and Evaluation Officer
- Increased communication and dissemination of information between DAVCO, NAVCO, Village Councils, and BRDP. - Increased awareness and accessibility of DAVCOs (offices, locations, hours, roles and responsibilities) -Greater ability to assess needs NAVCO Organizational Strengthening
- Telecommunications for DAVCOs’ offices (prepaid telephone line and internet connection) - Advertisement campaign (major newspapers and local radio) - NAVCO Pilot Village Database
NAVCO Mobilization Support
- Monitor and evaluate NAVCO’s approved projects - Re-structure and integrate activities under various current project funds, in a logical coordinated framework - Create a Monitoring and Evaluation System Plan
- NAVCO’s Office Building - Training workshops and modules for DAVCOs & NAVCO: • Computer literacy • Bookkeeping • Governance and Democracy - Equipment for NAVCO office (8 computers, 1 photocopier, 1 fax, 1 stove, 1 refrigerator, 2 office desks and chairs, 1 dining table and chairs, 3 conference tables and 14 chairs, 1 projector & screen, 1 television, 1 DVD player, 1 digital camera, 3 filing cabinets, 3 fans and 1 bookshelf) - Website Production - Database Software
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2. Objective The main objective of this assessment is to find out where we are regarding the implementation of the NAVCO projects. This means to appraise whether the activities programmed in the projects have been implemented as planned but it also includes to evaluate whether the implementation of those activities have contributed to the achievement of the desired objectives.
3. Methodology The methodology to conduct this assessment included the interpretation of the documents of the projects under implementation. After a thorough analysis of the content of these documents a questionnaire was created to be used as the guiding instrument to collect information (see Annex I). The main findings of this study were obtained through interviews with some of the members of the Board of Directors of the six DAVCOs. The DAVCO members were interviewed by the NAVCO Managing Director and the Monitoring and Evaluation Officer on the dates as shown on Table 3. A list of the participants in these interviews is provided on Annex II.
1 2 3 4 5 6
Table 3. Dates of the interviews with the DAVCOs District Date Belize 17th October, 2007 Corozal 20th October, 2007 Stann Creek 24th October, 2007 Orange Walk 26th October, 2007 Cayo 27th October, 2007 Toledo 1st November, 2007
The questionnaire has two main components or sets of questions. The first set deals with the implementation of the project and the delivering of several goods and services to the DAVCOs; whereas the second part looks for the opinion of the DAVCOs’ Board of Directors (BoD) regarding the roles and responsibilities of the NAVCO, DAVCO and Village Councils.
4. Main findings This section provides the information gathered during the interviews with the members of the DAVCOs’ BoD. The information is presented following the structure of the interview.
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4.1. Goods and Services for DAVCOs Awareness of the financial support When the persons interviewed were asked whether they were aware of the financial support received from cooperation agencies to implement projects, the new members of the DAVCOs BoD had vague knowledge of the support and only the old members of the BoD were familiar with the type of assistance and the organizations or programmes providing it. The cooperation agencies acknowledged by the participants, in order of the times that they were mentioned in the interviews are UNDP (5 times), BRDP (3 times), SIF (2 times) and OAK Foundation and GoB (both mentioned 1 time).
DAVCO offices location All the District Associations have a location for their office. The Corozal DAVCO office was located at San Narciso Community Center until 13th October, 2007, when the new DAVCO BoD was constituted; the new Board believes that San Narciso was not a central location, so at this moment it is located at the Ranchito Community Center. The location of the offices in Corozal, Stann Creek, Orange Walk and Cayo Districts were established in November, 2006; in Belize and Toledo Districts, the offices were established in July, 2007 and September, 2007, respectively. The buildings of all the DAVCO offices are borrowed, apart from the one for Orange Walk DAVCO that is rented.
Assets: Furniture and Equipment As part of their assets, all of the DAVCOS have two wooden chairs and one desk (donated by UNDP through the GILL Project). The Orange Walk DAVCO also has two more wooden chairs, 25 plastic chairs, one more desk, one white board, one filling cabinet, one fridge, one kitchen cabinet, one radio, two fans, one podium and wall pictures. Five of the DAVCOs have at least one computer installed at their office (donated by UNDP through the GILL Project). The computers of Corozal, Orange Walk and Cayo DAVCOs, were installed in November, 2006; the ones in Stann Creek and Belize DAVCOs were installed in June, 2007 and July, 2007, respectively. The computer of the Toledo DAVCO has not been installed yet and is located in Big Falls at the
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DAVCO President’s house. Moreover, some Board members of some DAVCOs, such as Stann Creek, Orange DAVCO and Cayo partially utilize their own personal computers to conduct DAVCO business. All the DAVCOs received a printer, donated by UNDP, which has been installed and connected to the computer on the same date as the computers were.
Telecommunications The offices of the District Associations in Belize, Orange Walk and Cayo have telephone and fax (see Annex III). The office of the DAVCO Corozal used to have a telephone line in San Narciso. The DAVCO Stann Creek uses the telephone of the Rural Development Department in Dangriga. The DAVCO Toledo has not installed a telephone in its office as yet. Only, the telephone in the Orange Walk DAVCO office has an automatic messaging system by which a caller can leave a voicemail message if the telephone is not answered. The Orange Walk and Belize DAVCOs’ offices have internet access since June, 2007 and August, 2007, respectively. The Corozal DAVCO office in San Narciso had access to internet since June, 2007 until it was closed in September, 2007. The Cayo DAVCO office has access to internet in Belmopan but not in Georgeville. Toledo and Stann Creek DAVCOs’ offices do not have access to internet as yet. Despite the fact that some DAVCOs’ offices do not have access to internet; the NAVCO Secretariat has established e-mail addresses and accounts for the NAVCO Board members, who are also DAVCO Board members (see Annex III).
Office Assistant At the time of the interviews, only the Orange Walk and Cayo DAVCOs had an office assistant, who attends to the public whether personally, by telephone or internet on certain days and hours (see DAVCOs’ offices opening hours on Annex III). The DAVCO Cayo provides services to the VCs in two locations on different days, Belmopan and Georgeville. The members from the Belize DAVCO reported that they are in the process of hiring someone. The Corozal DAVCO office used to have an office assistant in San Narciso Community Center but not at this moment. The Stann Creek DAVCO is planning to hire someone in January, 2008. The members of the DAVCOs that have office assistants reported that this position is in charge of everything in the office, with the main duties being to: receive and answer calls; attend visitors and their requests; write and respond to correspondence; type letters; make photocopies;
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collect liquor license fees; carry out the accounts; prepare financial reports; do filling and updating of records; assist the VCs in typing and printing materials; create a database with information about VCs; and assist the VCs that need information.
Up to today, none of the DAVCOs’ Board members interviewed or the office assistants have received any computer training courses or workshops since the computers donated were installed at the DAVCOs offices. Some of the persons interviewed have received training in Information Technology but not through NAVCO. Of the two office assistants hired at this moment in the Orange Walk and Cayo DAVCOs, only the one in Cayo DAVCO has received training in the proper use of word processing and communications equipment. At the moment of the present assessment, none of the DAVCOs’ BoD has established any financial strategy to maintain the office assistant. However, four of them, Belize, Corozal, Orange Walk and Cayo, had discussions among the Board members to make the position sustainable. Some of the ideas are: charging a yearly fee to the villages, organize fundraising activities (such as sport tournaments), and being agents of the Elections and Boundaries Department.
Office Procedures and Services None of the DAVCO offices have established formally any office regulations or procedures as yet. However, some of them, such as the Belize and the Orange Walk DAVCOs have discussed this matter at meetings, e.g. the computer should be used strictly for work, to carry out the VCs business. Regarding what type of documents are usually created at DAVCO computer(s), the interviewed DAVCO BoD members replied as follows:
Belize DAVCO is not preparing any type of document as yet, but in the future they are planning to write letters and invitations to meetings, to assist the VCs with printing materials and to create a data file of all communities. Corozal DAVCO have used the computer for writing letters, the minutes of meetings, the invitations to meetings and carrying out the financial accounting. Stann Creek DAVCO carries out the financial accounting. Orange Walk DAVCO uses the computer to write letters, media releases, flyers, meeting agendas, minutes of meetings, to carry out the financial
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accounts, to prepare financial reports and inventories of the DAVCO assets, and to keep records of the VC members. Cayo DAVCO utilizes the computer for writing letters, minutes of meetings, carry out the financial accounting of the collection of the liquor licenses fees. Toledo DAVCO writes letters.
At present, only the Orange Walk and Cayo DAVCOs keep records of the Village Councils visiting the office requesting the DAVCO’s support. Orange Walk DAVCO office has a log book where it records the name of the persons and the date and time when they come and leave the office. The office assistant of the Cayo DAVCO keeps records in the computer of the person’s name, the date, the reason of the visit and the assistance received from the office. The previous Corozal DAVCO used to keep hand writing records of the Village Councils visiting the office requesting the DAVCO support. None of the DAVCOs keep a register of outgoing or incoming telephone calls made from the office.
Financial Reports It was reported that financial reports are prepared by all the DAVCOs: Belize, Stann Creek, Orange Walk and Cayo prepare monthly reports, Corozal every three months and Toledo annually. Belize doesn’t present the report to any institution; Corozal, Stann Creek, and Cayo provide Rural Development Department with the financial report; Orange Walk presents the report to the DAVCO Board and Toledo to the Village Councils Chairpersons.
Liquor License Fees Collection All the DAVCOs, apart from Belize, are collecting Liquor License Fees. The DAVCOs have a list of the liquor establishments which are paying Liquor License Fees, however Stann Creek, Orange Walk and Cayo DAVCO were not sure that all the establishments selling liquor are actually paying the fees due and for the correct licenses.
Training on the Village Council Act (2003 revision) In the last quarter of 2006, Ms. Antoinette Moore provided training on the Village Council Act (financed by UNDP/GILL) to members of each DAVCO. From the DAVCO members interviewed, only the old BoD members attended that training. They rated the training between satisfactory to good, despite the fact that they did not receive any materials.
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The members claimed to have learnt “the difference between "may" and "shall". Others said that they have leant how to cooperate with each other in the village, how to work as councilor, how the VCA empowers the councilors, the responsibilities and procedures of elections for councilors. However, a member reported nothing new was learnt because the content was the same as the module he received in 2003: “the training in 2006 was very basic; the only thing new was the difference between "may" and "shall". All the members who have received training on the VCA use the knowledge acquired in the training. "The Village Council Act is my bible", one Belize DAVCO BoD member said. The members use the VCA to obtain clarification, e.g. on land issues. A director from Corozal DAVCO said that she uses the training to organize and run meetings, to understand and implement the law. An example of the application of the knowledge acquired during the VCA training was reported by an old member of the Corozal DAVCO: “The treasurer of the VC did not attend meetings. The VC used the VCA, and sent letters to him to prove that he missed three meetings without excuse. The VC sent a copy of the letters to the Ministry of National Development, after which they had by-elections for a new treasurer”. An Orange Walk DAVCO member said that he uses the VCA to guide councilors when discussing issues such as the land, to guide the Village meetings and the several committees to solve problems such as garbage and high grass. A Toledo DAVCO member said “when problems arise, we can refer to the Act to see what our position is”. The President of the Cayo DAVCO suggested the idea of providing the training on the VCA during the Annual General Meeting.
Other Training received Some Corozal DAVCO members mentioned that some time ago they received a very good training on the VCA by SPEAR, and the DAVCO members received materials because they meant to train the VCs. In August, 2000, some Belize DAVCO members participated in two-days workshop in Belmopan with 9 ministries to get information about the different portfolios. Corozal DAVCO members reported that they participated and learnt from a Strategic Plan Workshop held in 2006 in Belmopan, before the AGM, they also received some materials. The workshop was excellent and they learnt about the structure of the National Assembly.
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In 2002, some Orange Walk DAVCO members participated in a "Leadership" training facilitated by Mr. Guerrero (BIM) and financed by UNDP, PACT and SIF, held in Belize City. The training was excellent; most of the material was new for the participants. They learnt that: “Being transparent is most important to get assistance in the future”.
DAVCO BoD’s Opinion about the Provision of Goods and Services With regards to the question “have the training and equipment provided helped the DAVCO in improving its work?” the persons interviewed replied as follows:
Belize DAVCO members: “It has not been much training. However, having an office has helped to improve the communication between VCs and DAVCOs”.
Corozal DAVCO members: “The training no, it has not helped much, but yes, the provided equipment supported and improved the communication. However, the resources were not used to the maximum because the office was not in a central location”.
Stann Creek DAVCO members: “In the future maybe, but not right now”.
Orange Walk members: “Yes, the office supports the VCs to write letters to be sent to Belmopan. Letters now are type-written instead hand-written. It facilitates the communications; it is easier to get the messages, to communicate with other villages, e.g. If a village is holding an event, to spread the news and coordinate events, avoiding overlaps. The location of the office is centralized. It also facilitates the link between the DAVCO and NAVCO Secretariats”.
Cayo DAVCO members: “We don't know about the training, but we believe that having an office provides a location where VC could look for support. Also, the permanent location of the office is an issue to be discussed among the DAVCO members”.
Toledo DAVCO members: “The knowledge acquired on the VCA has helped in guiding the VC members. Regarding the equipment, it is not applicable”.
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4.2. Roles and Responsibilities of the NAVCO, DAVCO and VCs Villages Councils Roles and Responsibilities The opinions expressed by the participants of this assessment regarding the roles and responsibilities of the Village Council are presented below. Belize DAVCO members said: • • • • • • • • • • • • • • • • • •
Listen and attend the concerns of the villagers, try to solve them at village level when it is possible; if not take them to higher level, first to DAVCO, after to NAVCO, sometimes to the area representative. Fundraise for the improvement of the Village. Registration of births and deaths. Improvement of the communities: roads, school, health, agriculture… Seek for more land. Collect Liquor License Fees. Ensure compliance with the rules and regulations of the Village Council Act. Inform villagers about what is happening regarding central government. VC should be independent from political parties. Respect the people in the Village. Resolve land and roads issues. Promote the upliftment of the villagers. Ensure the security of the villagers. Improve the education services. Ensure that community needs are addressed and solved. Seek resources for the Village, and lobby with funding agencies. Advocate for the community in all areas of Village development: expansion, protection, marketing of agriculture products, health… Areas that benefit everybody not only one individual. Liaise between GoB and the Village for assistance for the community.
Corozal DAVCO members said: • • • • • • • •
Assist schools and education systems with their problems. Improvement of the Village, such as in Health and Sanitation. Development of the village including water, electricity, lots. Improve and repair roads and streets. Seek resources for the improvement of the village. Develop and implement rules and regulations, e.g. garbage collection. Satisfy village needs such as village signs, road signs. Fundraise to carry out the various activities.
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• • • • •
Design and implement by-laws to get funds. Lobby with agencies to get funds and resources. Identify and prioritize the needs of the village and find the ways to solve them. Bring the development and upliftment of the Village, e.g. improvement of the streets. Develop or implement a housing scheme to support people who don’t have the resources to build.
Stann Creek DAVCO members said: • • • • • • • • •
Run the affairs of the village, such as garbage collection, sanitation collection and water distribution and use (Water Boards should be a committee of VC). Write and implement by-laws to address animal control, police, security, sports, building codes, the operation and use of the harbor, etc. Maintain the public areas: sports, fields, playgrounds… VC should update and inform the villagers through regular meetings (the Act says quarterly but in reality they are holding yearly meetings). Handle and organize the cleaning of roads and other parts of the village (may be with a fee). Make sure that Ministries do their jobs. Inform and invite agencies to come to the Villages. Work to develop an emergency plan with NEMO in the event of disasters. Develop and maintain good communications with the villagers to identify and address their issues, such as acquiring lots, disposal of garbage, etc…
Orange Walk DAVCO members said: • • • • • • • • • • • • • •
Keep the village clean, drainages, etc… Support villagers with problems related to the community. Coordinate Fajinas. Resolve disputes, or call the police. Deal with the people that keep the community dirty or throw garbage. Report to BEL on the lights that don’t work so that they may be repaired. Unify the Council and promote the communitarian work among villagers. Create committees, such as sports, cleaning… Work with the youth and talk to them. Seek the well being of the community: electricity for everyone, provide financial support to villagers on needs such as sickness or to elderly people. Ensure that everything in the Village goes smoothly; fixing the streets, lights, water; forming committees… The committees get and provide information to VC. All the letters are signed by all the VC members. Provide assistance to the police (sometimes with fuel).
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• • • • • •
Involvement of the villagers in the village security. Try to reduce drugs problems by working closely with the police. Hold general meetings, once a year, sometimes twice, to provide information to the villagers. VC members meet once a month. VC do not implement certain activities such as roads but they are in charge of getting in touch with the department in charge. Keep record of the letters sent and received.
Cayo DAVCO members said: • • • • • • • • • • • • • • • • • • • • •
Maintenance and development of the village. Creation of committees (like a little Cabinet): such as Health, Environment, and Emergency Teams. Work on implementing a garbage collection system. Handle the water system in the Village. Develop and expand the library facilities. Report financially to and work with RCDO. Deliver goods and services for improvement of the Village. VC has the obligation of reporting to villagers. Maintain the cemetery. Record births and deaths. VCs are responsible for many things, but don’t have the funds or support to handle those responsibilities. Bring improvements to the village in connection with infrastructure, education and land acquisition. Hold quarterly general meetings with the villagers to discuss and get consensus of the main concerns. Seek resources in the way of projects with purposes such as improvement of the school, supporting the youth, computer training… Work with organizations such as NEMO, the police, immigration, embassies, and other public and international organizations that are able to help the village. Keep censuses of the people living in the community and records of the incoming and outgoing population (internal immigration). Develop and maintain plans for responding to disasters that threaten or impact the village. Work closely with the villagers, VC alone cannot make the difference. Work in collaboration with central government. Work with everybody who can assist, independently of the political party, because at the end it is the village who suffers. VC is responsible for everything that happens in the community.
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• • •
Not all the villagers’ problems can be solved by the VC, the law doesn’t allow for it, e.g. family disputes or cases of gender violence. Each VC can write and implement its by–laws, which are first approved by the Village and later by Cabinet. Organize fundraising events.
Toledo DAVCO members said: • • • • • • • •
Get development of the villages done. Meet needs of the village. Health center. Scout instruments (music). Farmland for farmers, surveys done. Extension of water system. Schools (educate students on VC). Develop the work of Village Councils, e.g. make portfolios, form committees.
District Association of Villages Councils Roles and Responsibilities The persons interviewed provided the following opinions regarding what are the roles and responsibilities of the District Association of Village Councils. Belize DAVCO members said: • • • • • • • • •
Advocate for the villages of the zone and district. Identify areas of training for the development of DAVCO and VCs. Seek resources from funding agencies to implement the training. Training could be done by the DAVCO BoD if the members are capable in that area. Liaise between the VC and the NAVCO. Identify resources for DAVCO and VCs. Establish a centralized location for the DAVCO office, to provide services from the VCs. Disseminate information to all the villages of the district. Gather information from all the villages.
Corozal DAVCO members said: • • •
Role similar to village councils but wider and broader in scale. Support the village councils in performing their roles. Serve as a link (means of communication) between the village councils, DAVCO and NAVCO.
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• • • • • • • •
Solve the Village problems at national level following the NAVCO structure. Seek funds and opportunities of training for Village Council leaders. Get information about the needs at the village level and share them with the NAVCO. Seek guidance from NAVCO and provide guidance to village councils for new developments. Train the VCs in writing project proposals and planning. Sensitize and educate the people for independence. Support VCs in resolving problems regarding VCs elections. Oversee VCs elections with the Ministry of National Development.
Stann Creek DAVCO members said: • • • • •
Liaise between VCs and NAVCO. Collect Liquor License Fees as a source of income. Train VCs in financial reporting. Provide help to the VCs to increase their accountability. Lobby for changes.
Orange Walk DAVCO members said: • • • • • • • • • • • • • • • •
Educate the villagers about their rights. Any issue that VCs cannot solve should be reported to the DAVCO, looking for assistance. Assist VCs with ideas to improve their villages. Assist VCs in fundraising. Advice VCs in how to unify villagers. Support VCs to be recognized by the villagers, e.g. holding DAVCO meetings in different villages. Improve the accessibility to VCs; visit VCs, (the need to have a vehicle). Network among villages to coordinate all type of activities (sports, land issues…) or address common problems. Act as a coordinating unit. Mediate to solve disputes between villages. Meet different villages to share experiences and learn from them. Assist villages in getting information (about resources) and collecting from them. Provide assistance to VCs in solving their problems. Build DAVCO strength (by themselves or finding assistance). Two DAVCO members should oversee the VCs elections. Support VCs to do their accounts (training). Serve as a link between VCs and the NAVCO.
Cayo DAVCO members said:
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• • • • • • • • • • • • • • • • • •
Assist or support the villages which encounter legal issues or problems. Learn about the concerns of the VCs in the district and communicate those concerns to the NAVCO. When VCs come to the DAVCO with problems, search for ideas or ways to assist them. Keep the VCs informed about matters which could impact them. Provide legal support to VCs. Distribute the resources equally among all the villages of the district. Seek financial resources for the villages, from different organizations, and distribute them equitably. Keep an information channel open between the VCs and NAVCO. Provide financial reports. Provide training to Village Councils. Improve the communication with Rural Development Department. Represent the VCs, speaking with one voice regarding issues that affect them. Give advice and work with the VCs in developing and implementing policies to solve problems in their villages. Educate the VCs regarding their responsibilities and roles, such as meeting their financial reporting obligations. Keep informed and involved on village matters. Assist the VCs to formulate project proposals. Ensure that all of the liquor establishments are paying the correct license fees. Support VCs to ensure the enforcement of the liquor license payments.
Toledo DAVCO members said: • • • • • • • • • •
Sell (market) the organization. Have meeting with Villages. Give information to the NAVCO for laws to be improved. Advise on problems. Expedite support with communications to send to central government, e.g. type letters, through the NAVCO. Bring resources to rural communities, e.g. access to services. Teach Village Councils on VC Act or financial reporting (after receiving training). Village Councils should be given training, e.g. in computer, office procedures or financial reporting. Establish good communication links with Village Councils, e.g. regular meetings with VC. Support the Village Councils with ideas of by-laws that need to be implemented.
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•
The DAVCO should be visiting villages where lands or lots disputes are occurring, not NGOs, e.g. farmer goes to Cacao Growers Association instead of DAVCO (sometimes NGO gets issue resolved but Association representative may not be from the village – e.g. land survey / distribution and use is only cacao sector and focus may be inappropriate).
National Association of Villages Councils Roles and Responsibilities The interviewed DAVCO members provided the following opinions regarding the roles and responsibilities of the National Association of Village Councils. Belize DAVCO members said: • • • • • • • • • • • •
Organization that sort out VCs situations with GoB (VCs take their concerns to the DAVCO and from the DAVCO to the NAVCO) Advocate at a high level. Supervise what should be done at Village level. Make sure that the concerns of the villagers are attended, taking them at a higher level. It is the head of the structure, the link with GoB. Make sure that the DAVCO works according to the Regulations and Village Council Act. Make sure that women are treated equally, ensure gender balance. Inform VCs equally. Make sure VCs are promoted at NGO and public level (awareness and respect). Provide services to the DAVCO depending on the reports from the districts: the DAVCO provides information from each Village of the district. Collect data from each village. Have different portfolios addressing different sectors: each portfolio person identifies the needs and concerns regarding the sector and presents them to the president.
Corozal DAVCO members said: • • • • •
Process all the information received from and gathered by the DAVCOs and Village Councils. Find solutions for VCs problems. Report to the DAVCO. Monitor that the DAVCO fulfill their mandate. Visit the villages to know their actual situation and rural conditions.
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•
Expedite AGM resolutions to become legal and address other legal amendments.
Stann Creek DAVCO members said: • • • •
Liaise between GoB and the DAVCO (and indirectly between GoB and the VCs. Represent the Village Councils in the General Assembly (have a NAVCO member representing the VCs in the Senate). Support the DAVCO and VCs in writing and in seeking approval by the GoB of By-laws. Represent the VCs on Boards and Committees of national interest.
Orange Walk DAVCO members said: • • • • • • •
Keep DAVCO informed and viceversa. Inform about emergencies. Provide follow up to cases. Link between the DAVCO (which represents the villages) and GoB. NAVCO should establish direct contact and relationships with ministries (whether there are problems to be tackled or not). As umbrella organization, it should ensure that all the DAVCO are strong. Find the resources and knowledge to strengthen the DAVCO so they are able to educate VCs to be more effective.
Cayo DAVCO members said: • • • • • • • • • • •
Village Council problems that the DAVCO can’t resolve should be presented to the NAVCO. NAVCO should look for and provide information regarding sources of financial support or funding available in the country and overseas. NAVCO should work with the GoB to pass resolutions adopted at the AGMs. Monitor the DAVCO. Provide legal support to the VCs through DAVCO, e.g. land issues, etc. Seek resources (including financial) for the improvement of the villages (including infrastructure). Take the concerns of the villages to the GoB. Support in matters that are beyond the jurisdiction of VCs but affect Villages, such as deforestation. Represent the VCs in the General Assembly and defend the rights of the VCs. Reinforce the rights and duties given to VCs under the Village Council Act. Work to gain recognition and respect for the VCs by the GoB.
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Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
•
NAVCO should work on defining the roles and responsibilities of Village Chairpersons
Toledo DAVCO members said: • • • • • •
Locate funding for the DAVCO with its financial needs. When Village Council has problems and DAVCO sends up information, NAVCO should lead the process of getting the issue or problem solved, e.g. representation stipends for Chairmen. Provide relevant training. Help to amend laws. Establish good communication channels and mechanisms with DAVCOs, e.g. meeting to teach about what the NAVCO is. Enable increased access to social and other services.
5. Conclusions and Recommendations This section provides the conclusions raised from the main findings, and the recommendations suggested by the NAVCO Secretariat to overcome some of the constraints faced by the DAVCOs and other general recommendations to improve and strengthen the sustainability of the DAVCOs. The DAVCOs’ Directors interviewed who were members of the previous BoD were knowledgeable of the support received from the several cooperation agencies; however most of the new directors were not aware of the projects under implementation. It seems that when the newly elected Village Councils and Associations are constituted, there is not a proper transfer of knowledge from the old to the new members. This represents a threat for the effective and smooth continuation of the existing interventions at any level of the Village Council structure, particularly in the case of a new BoD with all its members being newly elected. It is recommended that the handing over from the old BoD / Council, whether VC, DAVCOs or NAVCO, to the new elected one is not merely a financial or assets transfer but also a technical one. The BoD should keep proper record keeping of the activities carried out during their governance period; and a technical (narrative) report together with the financial report should be provided by the old BoD to the newly elected one. All the DAVCOs have established a location for their offices. The DAVCO office buildings are borrowed and located in the community center of one of the villages of the district, apart from the Orange Walk DAVCO office which is rented and located in Orange Walk Town.
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Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
The sustainability of the DAVCOs should be considered when establishing an office, a central and stable location where all the VCs of the district have easy access to it in order to receive the services and support that they may require. The ownership status of the office buildings is another important variable in the stability of the DAVCOs, therefore renting or owning the office space is recommended which could also lead to a more independent and neutral position of the DAVCO. The ownership of the office building will also avoid the risk of changing locations when a new DAVCO BoD is elected. All the DAVCOs received the furniture and equipment as planned under the UNDP/GILL Project. Orange Walk DAVCO has more furniture than the donation received. Only the DAVCO Toledo, has not installed as yet the equipment in its office. Wherever the office is located, the building should be secure enough considering the assets the offices have in terms of furniture, equipment, cash money and information. Despite the support received from BRDP on telecommunications, only the Orange Walk, Belize and Cayo DAVCO offices had telephone and internet connections. In order to provide the services DAVCO meant to supply to VCs and in the case of a person calling outside of office hours, the office telephone should set a voice mail service that informs about the office opening hours and provides the caller with the opportunity to leave a message that can be addressed when the office is opened again. Nowadays, internet is a very fast, convenient and widely used means of communication, therefore it is recommended that all the DAVCO offices have connection to this service. At this moment in time the internet service may not improve the communications with VCs but definitely will improve the communications between DAVCOs and NAVCO, and with other private or public institutions. It is also recommended that each DAVCO office, and eventually Village Councils, obtain a post office box in view of shortage of direct communication resources. It is very important that the DAVCOs establish certain opening hours of the office in order to provide the services and support due to the VCs, and information to the general public. Only the Orange Walk and Cayo DAVCOs had an office assistant, who attends to the public whether personally, by telephone or internet on certain days and hours. Moreover, at the moment of this assessment, none of the DAVCOs’ BoD has established any financial strategy to maintain the office assistant. The DAVCOs should establish strategies to maintain a person in the office; it is recommended that the DAVCO finds ways to generate enough income to keep this position sustainable, whether from GoB support, contributions from the VCs or from the collection of fees
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Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
due to the provision of services (liquor license fees or other services to public or private organizations). None of the DAVCO offices have established formally any office regulations or procedures as yet. It is paramount to establish office procedures; the office assistant should be versatile in the VCA as well as in his/her office duties in order to be able to provide prompt support and advice to the VCs. Apart from the normal office procedures and policies, it is suggested to: • Have a register of the persons visiting the office and the reason of the visit, • keep information of the VCs requesting assistance and the type of assistance requested, • keep a good filling system of all the documentation created (letters and so on), and • record the activities carried out by the DAVCO, including progress reports. This type of information will improve the handing over between DAVCOs BoD and will strengthen the management of the DAVCOs. Although it was reported that financial reports are prepared by all the DAVCOs, there is not consistency in the frequency of the preparation of these reports, nor in the matter of which institution the report is presented to. It is recommended that the financial reports be prepared monthly by all DAVCOs to be submitted to NAVCO, who will compile all the reports in one and submit same to the Ministry of Rural Development every three months. Moreover, the DAVCOS should present these reports, technical and financial, to their constituency in their general meetings Additionally, it is suggested that the DAVCOs prepare annual budgets based on planned activities and report on their budget performance. All the DAVCOs, apart from Belize, are collecting Liquor License Fees. However there is not a control system established for this activity that ensures that the liquor establishments pay the fees due and for the correct licenses. It is recommended that the DAVCOs requested from all the VCs of their district a list of the establishments selling liquor stating the type of establishment. Of all the persons interviewed, only the old BoD members attended the training on the Village Council Act provided in 2006; they rated the training between satisfactory to good. However, everyone recognized the importance of knowing the content of the VCA since it provides the grounds to understand and implement the law. With the purpose of improving the results of the trainings provided to the VCs members it is highly recommended that any training should be accompanied with the relevant training materials or modules, which could be used as reference in the future.
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Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
In general, all the persons interviewed welcomed any type of training. It is suggested that an assessment of the capacities of the VCs to perform their duties and of the awareness of the VCs’ rights be conducted. This assessment will be the foundation to establish what type of support is required by the VCs. Regarding the roles and responsibilities of the VCs, DAVCOs and NAVCO, the answers were diverse; however there was a consensus among all of the interviewed on that the VCs work for the betterment of their communities. Some of the new members of the DAVCO BoD did not have a clear understanding of the roles and responsibilities of the DAVCO and NAVCO. Therefore, it is recommended that these roles and responsibilities be clearly established in a document that can be part of the handing over from the previous to the next BoD. It is also suggested that the NAVCO carries out workshops among the six DAVCOs, calling for a representative of each VC in the district, in order to explain the roles and responsibilities of the DAVCO and NAVCO and what type of support the VCs can expect from these bodies. The VC representative will later on share the information with the rest of the Council members.
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Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
Annex I. Questionnaire
“Strengthening Local Level Governance to Enhance National Development”
National Association of Village Councils National Agriculture and Trade Show Grounds ◊ P. O. Box 648 ◊ Belmopan, Cayo District ◊ Belize, Central America ◊ Tel: 822-0253 ◊ Fax: 822-0192 ◊ Email: NAVCOBelize@gmail.com ◊ Website: www.geocities.com/navcobelize
ASSESSMENT OF PROJECTS UNDER IMPLEMENTATION
District Association of Village Councils
Date: Starting time:
Finishing time:
Introductions: of the DAVCO members present in the meeting and the NAVCO staff.
Objectives of the assessment: • To find out where we are regarding the implementation of projects; • To gather information to share with the funding agencies; and • to collect inputs for NAVCO Strategic Plan regarding the direction of the DAVCOs and NAVCO.
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Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
Questionnaire Set up of the DAVCO Office 1.
Did you know that NAVCO has received financial support from cooperation agencies to implement projects that assist in the DAVCOs strengthening? Yes ____ No ____
2.
If “yes”, from which cooperation agencies?
3.
Does the DAVCO have a location for its office?
4.
If no, why not?
5.
If yes, where? Current address of the DAVCO Office.
6.
List the date when this office location was established.
7.
Define the ownership status of the office and for how long: Owned
8.
Rented
Yes ____
No ____
Borrowed
List the furnishings in the DAVCO office, No
Yes
How many?
Chairs Desk(s) Telephone and Telecommunications 9.
Do you have a telephone (or telephones) installed at the DAVCO office? Yes ____ No ____
10.
If “yes,” please list how many telephones are currently installed and the telephone number or numbers.
11.
Does the telephone (or telephones) have an automatic messaging system by which a caller can leave a voicemail message if the telephone is not answered? Yes ____ No ____
12.
Does the DAVCO office have someone to answer the telephone (or telephones) during the day? Yes ____ No ____
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Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
13.
If “yes,” please describe the person (or persons) who answer the phone (or phones) and list the days and times when that person does it. Person
Day and Time Assigned
14.
Does DAVCO keep a log of outgoing telephone calls made from the office? Yes _____ No _____
15.
If “yes,” please check the type of information collected and identify the person (or persons) who maintain the log. Information Collected and Person Maintaining the Log Date: _____ Subject: _____ Caller: _____ Message: _____ Village _____ Signature: _____ Phone No.: _____ Person(s) Maintaining the Log: _________________________
16.
Do you keep a log or other type of written record of incoming calls to the DAVCO Office? Yes _____ No _____
17.
If “yes, please describe what information is collected and the person or persons who maintain the information. Information Collected and Person Maintaining the Log Date: _____ Subject: _____ Caller: _____ Message: _____ Village: _____ Signature: _____ Phone no.: _____ Person(s) maintaining the log: ___________________________
Equipment 18.
Does the DAVCO have a computer (or computers) installed at the DAVCO Office? Yes ____ No ____
19.
If “yes,” please list the computer or computers by manufacturer and model number and the date installed. Computer Make and Model _______________________ _______________________
Date Installed ___________ ___________
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Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
20.
If “no,” does DAVCO have any other computers that it is currently using to conduct or handle DAVCO business? Yes ____ No ____
21.
If the “yes,” please identify where this computer is located and the type of computer used. Location: ___________________________ Computer Make and Model: _____________
22.
Does DAVCO have a printer (or printers) connected to the computer (or computers)? Yes ______ No _____
23.
If “yes,” please list the printer (or printers) and date(s) of installation. Printer Make and Model ____________________ ____________________
24.
Date of Installation ________________ ________________
Please check below the types of documents typically or usually created or maintained on the DAVCO computer(s). Letters: Public Information Material: Minutes of Meetings: Financial Accounts: Contracts: Other (please describe):
_____ _____ _____ _____ _____ ______________________________
Internet 25.
Does the DAVCO office have internet access on the computer(s) in use? Yes _____ No _____
26.
If “yes,” when was the internet service installed?
27.
Please list all email addresses in use by the DAVCO Office or by individual DAVCO Board Members for conducting DAVCO business. Email Addresses ___________________ ___________________ ___________________
___________________ ___________________ ___________________
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Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
Personnel - Office Assistant 28.
Does DAVCO employ or have an office assistant to answer the telephones and/or operate the computer or printer equipment? Yes _____ No _____
29.
If “yes,” please check below the days and list the hours worked. Days Monday: Tuesday: Wednesday: Thursday: Friday: Saturday:
30.
Hours ______ ______ ______ ______ ______ ______
_____ _____ _____ _____ _____ _____
If “yes,” please list the assistants by name and the main duties assigned to such office assistants. Office Assistant
Duties
31.
Has any DAVCO Board Member or any of its assistants taken any computer training courses or workshops since the computer(s) were installed at the DAVCO Office? Yes _____ No _____
32.
If “yes,” please list who received the training, the type of training and the dates of training. Person Trained
Type of Training
Date(s)
33.
Has the office assistant received any type of training in the proper use of word processing and communications equipment? Yes _____ No _____
34.
Has the office established any office regulations and/or communications procedures?
35.
Do you keep any record of the Village Councils visiting the office / requesting the DAVCO support? Yes _____ No _____
36.
If “yes”, explain, who? What for? How often?
37.
Have you established any financial strategy to maintain the office assistant? Yes _____ No _____
38.
If “yes”, explain, Which one? How ?
39.
Do you collect the Liquor License Fees? Yes _____
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No _____
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Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
40.
If “yes”, do you have a register of liquor establishments?
41.
Do you prepare financial reports? Yes _____No _____
42.
If “yes”, how often?
43.
To whom do you present the financial reports?
Yes _____
No _____
Trainings Village Council Act 44.
Have you received training on the Village Council Act (2003 revision)? Yes _____ No _____
45.
If “yes”, When?
46.
Where?
47.
Did you receive any training module or materials?
48.
How many members of the old board attended the training?
49.
How many members of the new board attended the training?
50.
How would you score the training in general? Excellent Good Satisfactory
51.
Did you learn anything new? Yes _____ No _____
52.
If “yes”, what did you learn?
53.
If “no”, why not?
54.
Do you use the knowledge acquired in the training?
55.
If “yes”, how do you use it?
56.
If “no’, why not?
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Bad
Yes _____
Very bad
No _____
NAVCO
Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
Other trainings 57.
Have you received any other training through NAVCO?
58.
If ‘yes”, which one? (Basic Financial Training?) Which topic?
59.
When?
60.
Where?
61.
Did you receive any training module or materials?
62.
How many members of the old board attended the training?
63.
How many members of the new board attended the training?
64.
How would you score the training in general? Excellent Good Satisfactory
Yes _____
Yes _____ No _____
Bad
Very bad
65.
Did you learn anything new?
No _____
66.
If “yes”, what did you learn?
67.
If “no”, why not?
68.
Do you use the knowledge acquired in the training?
69.
If “yes”, how do you use it?
70.
Have the training and equipment provided helped the DAVCO in improving its work?
Yes _____
No _____
NAVCO, DAVCO and Village Councils - Roles and Responsibilities 71.
In your opinion, what is the mandate of the Village Councils? What type of services the Village Councils should provide? To whom?
72.
In your opinion, what is the mandate of the DAVCO? What type of services the DAVCO should provide? To whom?
73.
In your opinion, what is the mandate of the NAVCO? What type of services the NAVCO should provide? To whom?
74.
What type of relationship should be between DAVCO and NAVCO? Why? What for?
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Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
75.
What type of relationship should be between DAVCO and Village Councils? Why? What for?
76.
What would you suggest to strengthen the capacity of the DAVCO to implement its mandate?
77.
What would you suggest to strengthen the capacity of the NAVCO to implement its mandate?
78.
What would you suggest to strengthen the capacity of the Village Councils to implement their mandate?
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Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
Annex II. List of persons present at the interviews. A. BELIZE District Association of Village Councils Date: 17th October, 2007 DAVCO members:
Mr. Oscar Pollard, DAVCO President, Lucky Strike Council Chairman Mr. Orlando Dawson, DAVCO Member, Scotland Halfmoon Mr. George Guest, DAVCO Treasurer, Crooked Tree Chairman Ms. Jennifer Pinkard, DAVCO Member, Burrell Boom Assistant Secretary Ms. Daisy Flowers, DAVCO Assistant Treasurer, Saint Ann Chairlady Mr. Thomas Card, DAVCO First Vice President, Sandhill Chairman
B. COROZAL District Association of Village Councils Date: 20th October, 2007 DAVCO members:
Mr. Daniel Tzul, DAVCO Treasurer, Xaibé Vice-Chairman Mr. Orvin Rancharan, DAVCO President, Ranchito Chairman Mr. Efrain Guzman, DAVCO Secretary, Paraiso Vice-Chairman Ms. Ana Chan, Ex-DAVCO President, San Narciso Ms. Yolanda Murray, Ex-DAVCO, Chan Chen Mr. Marcelo Mesh, DAVCO Counselor, Chairman Chunox
C. STANN CREEK District Association of Village Councils Date: 24th October, 2007 DAVCO members:
Mr. Brian Yearwood, DAVCO President, Placencia Chairman Mr. Harold Wallen, DAVCO Treasurer, Placencia Vice-Chairman
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Assessment of projects under implementation – October, 2007 ___________________________________________________________________________________________
D. ORANGE WALK District Association of Village Councils Date: 26th October, 2007 DAVCO members:
Mr. Fidelmar Hernandez, DAVCO President, San Estevan Chairman Mr. Randy Jones, DAVCO Vice-Chairman, Carmelita Chairman Mr. Mateo Tzul, DAVCO Counselor, Chan Pine Ridge Chairman Ms. Barbara Torres, DAVCO Treasurer, Trial Farm Counselor Ms. Elena Gomez, DAVCO Counselor, San Roman Chairlady Mr. Justino Palomo, DAVCO Secretary, San Estevan Secretary Ms. Laureana Canul, DAVCO Office Assistant
E. CAYO District Association of Village Councils Date: 27th October, 2007 DAVCO members:
Mr. Hilbert Lopez, DAVCO President, Teakettle Treasurer Mr. Steve Tillet, DAVCO Vice-President, Georgeville Chairman Ms. Marta Henriquez, DAVCO member,Valley of Peace Chairlady Mr. Eliazer Raymundo, DAVCO member, Saint Margaret Village Chairman Mr. Francisco Herrera, DAVCO member, Santa Teresa Chairman Mr. Oscar Amaya, Valley of Peace Secretary Mr. Edward Flowers, DAVCO Secretary, Esperanza Chairman Mr. Ernest Banner, DAVCO Treasurer, Camalote Chairman Mr. Pedro Garcia, DAVCO member, Armenia Chairman Mr. Esvin Carrillo, DAVCO member, Succotz Chairman Ms. Eden Jones, DAVCO Office Assistant
F. TOLEDO District Association of Village Councils Date: 1st November, 2007 DAVCO members:
Mr. Rogelio Oliva, DAVCO President, Big Falls Chairman Mr. Enero Feliciano Bol, DAVCO Vice-Chairman, San Antonio Chairman
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Assessment of projects under implementation – October, 2007 ____________________________________________________________________________________________________________________________
Annex III. Contact information of the DAVCOs’ offices. Address
Telephone / Fax
E-mail address
Belize
Poinsettia and Seagull Streets, Ladyville Community Center
205 - 2092
davcobelize@gmail.com oscar.pollard@gmail.com orlando.dawson@gmail.com
Corozal
Ranchito Community Center RDCO Office, Ecumenical Road, Dangriga
Stann Creek
Opening times
davcocorozal@gmail.com davcostanncreek@gmail.com beachsales@btl.net placouncil@btl.net grasssilk@yahoo.com
RCDO will assist Mondays to Fridays: 8 – 12 am 1 – 5 pm
Orange Walk
Queen Victoria Avenue, Town Hall building, Orange Walk
302 1432
davcoorangewalk@gmail.com fidelmar.hernandez@gmail.com juandedios_mog@yahoo.com
Mondays and Fridays: 8 – 12 am and 1 – 5 pm Saturdays: 8 – 12 am
Cayo
Georville Community Center
Belmopan: 822 0253 Georgeville: 804 4512
hilbert.lopez@yahoo.com davcocayo@gmail.com
In Belmopan: Mondays: 9 am – 2 pm In Georgeville: Tuesdays and Thursdays: 9 am – 2 pm
Toledo
Eldridgeville Community Center
davcotoledo@gmail.com oliva.rogelio@gmail.com
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