Short Report and Photo Documentary Two-Day Training: ‘City Corporation Financial Management for Inclusive and Climate Resilient Urban Development’ Under Resilient and Inclusive Urban Development (RIUD) Project, GIZ
Date: 25-26 January, 2017 Location: Rajshahi City Corporation Climate Change Adaptation Learning Center, Rajshahi
Participants: Mayor, Councilors and Key Officials of Rajshahi City Corporation
Report prepared by: Md. Zahurul Islam, Consultant-Organizational Capacity Development Focusing on Financial Management in ULGI’s, Resilient and Inclusive Urban Development (RIUD), GIZ February 7, 2017
Background ‘’City Corporation Financial Management for Inclusive and Climate Resilient Urban Development’ ’is a training program which is designed to provide participants from five partner cities: Rajshahi City Corporation, Khulna City Corporation, Barisal City Corporation, Sirajgonj Paurashava and Satkhira Paurashava in Bangladesh under’ Resilient and Inclusive Urban Development (RIUD) Project. The RIUD project is being implemented jointly by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) and Local Government Division (LGD). The training program was developed basis of the findings of the field study undertaken by the consultant, as well as time to time supports and advices of the GIZ TC Members. The delivery and facilitation of this training program is one of deliverables of the consultant on the individual consultancy services under contract no. 83223819. The overall objective of RIUD: ‘’Selected partner cities, on self-initiative and with the active involvement of the poor population, implement measures to increase the adaptive capacity in slum settlements’’. Main objective of the training The main objective of the training is to familiarize the Mayor, Councilors, and Key Officials of the Rajshahi City Corporation about the City Corporation financial management readiness for inclusive and climate resilient urban development. Design and structure of the training The training was designed mainly on the basis of four ideas; as under: 1. Selection of action oriented training contents have the applicability demands from the City Corporation ; 2. Presentation and interactive discussions among the participants especially on climate dimensions through examples, games, and scientific terms relevant to the concerns; 3. Usage of a large number of exercises and case studies in a view to make the training more practical and work reality in a well-presented way ; 4. Combination of different interacted and attractive methods and materials including power point presentations in the training to retain the participants always energetic. The two-day training was structured with the nine sessions, as under: Session: 1 Inauguration Session: 2 Climate Change Adaptation City Session: 3 Assessing financial strengths of City Corporation Session: 4 Assessing present and future investment needs of the city Session: 5 Looking funds for Investment Session: 6 Planning and budget Session: 7 Expenditure and budget control Session: 8: Financial reports and audit Session: 9 Closing Programme schedule of the training is given in the Annex to this report. Participation The training was participated by the Mayor, Councilors and Key Officials of Rajshahi City Corporation (RCC). List of the participants, training moderator, and training facilitator and resource participants of the training is given in the Annex to this report.
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Impression: The attendance of the training was very satisfactory and higher than expected. The training was given a number of exercises, case studies and discussions, focusing on climate sensitivity, financial analysis, investment needs, participatory planning & budget, interdepartmental communication, expenditure & budget control, etc. The participants were found highly motivated and interested in the training. Participants actively raised questions; joined group works and discussions. It is especially to say that participation of the Chief Executive Officer and the Secretary in every session, as a learned resources participant add important knowledge and value to the training is substantial for a successful outcome of this training event. Evaluation At the end of the training, the participants were requested to fill out training evaluation form, with comments for possible improvement. Also the trainer evaluated the training and reflected about possible improvements. Evaluation by participants The evaluation of the participants resulted in the following feedback and suggestions. A general outcome of the training based on evaluation form is that: 63 % of the participants indicated that importance of this training was ‘good’ for them, 31% indicated ‘very good’; and 6 % indicated moderately, 56 % of participants indicated that their participation in the training was ‘good’, and 38 % indicated ‘very good’; and 6% indicated moderately; 50 % of participants indicated that the training did meet their expectations ‘good’, 6 % indicated ‘very good’ and 44% indicated ‘moderately 50 % of participants indicated that efficiency of the trainer was ‘good’ and 44 % indicated as’ very good’; and 6% indicated ‘moderately 56% of participants indicated that usage of methods and materials in the training was ‘good’ and 38% indicated as ‘very good’ and 6 % as ‘moderately’; 69% of participants indicated that behavior of the trainer was ‘very good’, and 31% indicated as ‘good’. 56% of participants indicated that quality of foods in the training was ’very good’; and 38% indicated ‘good’; and 6% indicated ‘moderately’ 44% of participants indicated that overall training management was ‘good’; 37% indicated ‘very good’; 19% indicated ‘moderately’; 44% of participants indicated that duration of the training was ‘good’; 37% indicated ‘very good’; and 19% indicated’ moderately’. The most relevant recommendations in the evaluation forms were: 1. Budgetary process, budgetary control, laws regarding financial rules, procurement process (PPR) may be included in the training module; 2. Need more problems and solutions based discussions in the training; 3. At least 3 days is essential for this type of training; 4. Arrange a separate workshop on ‘Audit ’ and ‘Fund Management’ issues; 5. Arrange a visit to other city corporation in attachment with this training program; 6. Problems in revenue collection have been widely discussed in the training , but not getting specific solutions; 7. Training with the high officials and field officials at a same table is a positive symbol. Hopefully it will be continued future.
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The most relevant remarks in the evaluation forms were: 1) To train Local Govt. Representatives and make the training successful, it should be organized outside of City Corporation area, if possible arrange this training out of district to ensure councilors participation; 2) Hoping the training will play an important role in my future working life; 3) Starting of the training was very attractive; especially through the football game made it a real pleasure and educational event also; 4) To pay honorium /allowances to encourage more participation; 5) To provide such type of training in future; 6) Need more attendance of the Councilors; 7) The training has been organized efficiently.
Evaluation by training facilitator The training evaluation resulted in general feeling that the training was valuable for the participants as they have learned many basics about climate change sensitivity, financial strengths analysis, city’s investment needs assessment , participatory planning & budgeting tools , , importance of internal communication and etc. through lots of examples, exercises, case studies and discussions. Participants in the training were different levels of knowledge and skills. However, participants seemed to feel happy on their evaluation that 63 % of the participants indicated that importance of this training was ‘good’ for them, 31% indicated ‘very good’; and 6 % indicated moderately. Again, 56 % of participants indicated that their participation in the training was ‘good’, and 38 % indicated ‘very good’; and 6% indicated moderately. It is fact that all were not similarly main interest for them; therefore, 50 % of participants indicated that the training did meet their expectations ‘good’, 6 % indicated ‘very good’ and 44% indicated ‘moderately, which to be seemed that participants have more interest to learn more in their field of working areas. Of course, two days of training will never fill up all knowledge gaps. Participants welcomed all the exercises and case studies, but some exercises and case studies required more times for discussions but time schedule was very tight and smallest flexible. Proceedings of the Training A picture is worth of a thousand words’’. One of the purposes of this report is to make a visualized documentary of the training proceedings with photographic evidence as captured. Proceedings of the training are documented below as session wise:
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Session
1
Session title: Inauguration
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Figure 1:Hon’ble Mayor in the training inauguration session . ‘From 3 left’, Councilor ; Pannel Mayor-3; Secretary; Hon’ble Mayor; Chief Executive Officer ; Chief Revenue Officer of Rajshahi City Coproration
Figure 2: Audience at the Inaugural Session
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Figure 3: Training Facilitator by a football for an interacitvie introduction with each other.
Figure 4: Participants are getting know each other. A successful mentoring always gives proper understanding
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Figure 5: ‘From left’, Secretary and Chief Health Officer are introducing themselves in the training
Figure 6: Training Moderator in briefing the traning session plan on poster papers
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Session
2
Session title: Climate Change Adaptation City
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Figure 7: Elements of weather and climate on power point presentation
Figure 8: One of Impacts of climate change on power point presentation
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Figure 9: Inviting a participant for a funny interview… ‘what is weather and what is climate’ ?
Figure 10: An outlook after the interview :saying weather and climate is same…… !
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Figure 11: What is weather and what is climate ? Inviting for interviewing ….
Figure 12: Saying that ‘weather and climate is not same’
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Figure 13: A great expression ! ‘from left,’ : Secretary, Chief Executive Officer,and Chief Health Officer ,RCC
Figure 14: The Red Rose Awards Winner’ of the session
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Figure 15: Drawing of ‘Ozan Stage deficiency’: ‘Green house effects for global warming’
Figure 16: Effects and Causes chain game of climate changes in a presentaion
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Figure 17: Asset-based climate vulnerablity of poor and slum dwellers in a presentaion
Figure 18: Impacts of climate variability and changes in Rajshahi CC areas in powerpoint presentation
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Figure 19: A 3D Powerpoint presentation
Figure 20: ‘Climate finance readiness’ on national context in powerpoint discussions
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Figure 21: ‘Climate finance readiness’ on City Corporation context in a powerpoint discussions
Figure 22: Key Accounts official taking a brief on the enabling conditions of climate finances in CC context
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Session
3
Session title: Assessing Financial Strengths of City Corporation
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Figure 23: Vertical (ratio) and horizontal (trends) methods of financial analysis in a PowerPoint presentation
Figure 24: A power point displays the different alternatives to overcome challenges
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Figure 25: Everyone needs to check out own fitness for best possible performance. It is same for City Corporation ‌
Figure 26: One of powerpoint graphics presenting ratio and trends analysis of city finances
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Figure 27 : Secretary, as a learned resource person in the session makes the the content more attractive and more diversified
Figure 28 : Participants are given some ‘cases’ for financial strenghts and weekness study, requested to study and to present their opinions for the audience
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Figure 29 : ‘From right,’ the CEO and Secretary , with their opinions make the session a rich-learning enviornment
Figure 30: Everey one felt comfortable expressing their ideas and opinions.
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Figure 31: A mentorship learning process in the training: ‘From left,’ Secretary, and Accounts Officer
Figure 32: A mentorship learning process: ‘From left,’ Accounts Officer, and the CEO of RCC
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Figure 33: Exercise on problem solving can bridge the gap between theory and practice
Figure 34: Exercise on problem solving encourage the participant active learning
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Figure 35: Interaction with the participants on case study feedback
Figure 36: A mentorship learning process: speeches by the CEO, RCC
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Session
4
Session title: Assessing present and future investment needs of the City
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Figure 37: sector-basis investment needs of the city in presentation
Figure 38: Investment needs prioritization model in a presentation
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Figure 39: Technical & feasibility study criterion of project in a presentation
Figure 40: Facilitator loudly reading out the case ‘’Citizens opinions for city development’ for a shared understanding to all
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Figure 41: ‘Citizens opinions for city development’ in bangle version in power point presentation
Figure 42: A panel of Expert team’s opinions sharing meeting after exchange visit through the ‘case study: ‘Citizens Opinions for city development’
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Figure 43 : Participant individual feedback on the panel topic discussion on ‘Citizen opinions for city development’
Figure 44: Project Technical appraisal work for a case study purpose in the session
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Figure 45: The Chief Executive Officer in the session giving his expert-opinions over the case: ‘Technical appraisal work for Rahonpur slum link road infrastructure project ‘
Figure 46: The Chief Executive Officer in the session giving his expert-opinions in the audience
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Session
5
Session title: Looking funds for Investments
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Figure 47: Capital structure of City Corporation for revenue surplus in a presentation
Figure 48: Some proceedings in collection of private donations and grants in presentation
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Figure 49: Training Moderator in a start briefing of the session to the audience
Figure 50: Revenue, development and capital funds as like as ‘three-leaves in a stick’
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Figure 51: Chief Executive Officer attending in a large group discussion on the session topics
Figure 52 : Participant individually attending in the discussion with questions and suggestions
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Session
6
Session title: Planning and Budget
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Figure 53: A problem-solution case study, titled ‘Communication, Rahonpur and few words’’
Figure 54: Moderator giving an interpretation of the case for a common understanding to the audience
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Figure 55 : Audience performing a study task on the case given
Figure 56: Participant asking a query on the case after study
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Figure 57: Participant making an internal communication network through passing a football like a team (a stimulation game)
Figure 58: Participant passing the football to his peer player like a football team (a stimulation game.. cont..)
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Figure 59: At the end of the football match … the ball’s in the court now… . for final comments on the case
Figure 60 : Audience listening the end-solution of the case –game : Communication, Roahanpur and few words
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Figure 61 : Participants attending in a research based case study task: ‘Lack of mutual understanding and trust of each other is the main challenges of effective internal communication within the city corporation’
Figure 62: Inviting the Secretary to take over the session presentation in this part, as a learned resource person
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Figure 63: Secretary, in the session giving very professional and expert delivery on his topic speeches
Figure 64: Audience attention during the presentation of the Secretary, a learned resource participant
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Figure 65: Interpreting the CC Act relevant to participatory planning and budgeting
Figure 66: Different channels to ensuring citizens participation in the planning and budget processes 42
Figure 67: Debates warm up the session, and provide teammates honest feedback on what are doing wrong and how can improve
Figure 68: Need ‘Pre-budget discussions’ for participatory planning & budgeting
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Figure 69: Personal Interview i.e. communication is a best face-to-face manner of citizen participation
Figure 70: Citizen can get involved in all phases of participatory planning & budgeting
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Figure 71: Several dimensions of participatory planning and budget in a presentation
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Figure 73: PowerPoint presentation of participatory planning and budget for phase 1,2 & 3
Figure 74: PowerPoint presentation of participatory planning and budget for phase 1 & 2
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Session
7
Session title: Expenditure and Budget Control
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Figure 75: A presentation on why budget deviation is high?
Figure 76 : A survey investigation why budget deviation is high? 48
Figure 77: Participants filling out a survey questionnaire form
Figure 78: Self survey result making process by the participants own in a secret way
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Figure 79 : Sample basis survey result disclosing in the board
Figure 80: Interpretation of Survey result by the CEO in a way as a researcher usually analyzes survey data
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Figure 81: A series of steps to maintain proper control over costs. Cost control needs to focus on result like football‌
Figure 82: An interactive power point presentation to the audience
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Session
8
Session title: Accounts statements and Audit
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Figure 83: Statutory duties by the Act on account and audit reporting
Figure 84: Accounts Officer seeing the presentation closely for his best internalization
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Session
9
Session title: Closing
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Figure 85: Closing expression of an official at the end of the training
Figure 86: Closing expression of a public representative at the end of the training
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Figure 87 : ‘’Thank you speech’’ by the Secretary at the end of the training
Figure 88: ‘Closing of the Training’ by the Panel Mayor of RCC
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Annex : Programme Schedule , List of the Participants, Resource Participants, Moderator and Facilitator of the Training. Programme Schedule (in Bangla): ¯’’vbxq miKvi wefvM wiwRwj‡q›U G¨Û BbK¬zwmf Avievb ‡W‡fjc‡g›U cÖ‡R± (AviAvBBDwW) “AskMÖnYg~jK Ges Rjevqy cwieZ©b Awf‡hvRmÿg bMi Dbœq‡b wmwU K‡cv©‡ikb Avw_©K e¨e¯’vcbv t †gŠwjK I cÖ¯ÍwZg~jK cÖwkÿYÕÕ
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01:00-02:00 02:0003:30 (90 wgwbU)
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03:45-04:00 04:30-04:30
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Participants list as per attendance sheet (not based on designation and seniority)
Sl 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27
Name Mr. Md. Nizam Ul Azim Dr. A.B.M Sharif Uddin Mr. Khondakar Md. Mahabubur Rahman Mr. Ashraful Haque Dr. F.A.M. Anzuman Ara Begum Mrs. Shahana Akter Zahan Mrs. Tahera Begum Mrs. Sultana Rajia Mr. Md. Habibur Rahman Mr. Mustak Hossain Roton) Mr. Abdus Samad Mr. Ruhul Amin Mr. Md. Nuruzzaman Tito Mr. Md. S.M Mahbubul Haque Mr. Md. Nizamul Hoda Mr. Md. Khairul Basar Mr. Md. Ashraful Habib Mr. Md. Monjurul Alam Mr. Md. Golam Rabbani Mr. Abu Saleh Md. Nur-E-Sayed Mr. Md. Sorwoar Hossain Mr. Md. Golam Kabir Mr. Imtiaz Ahmed Mr. Md. Abu Hanif Mollah Mr. Md. Tazuddin Mr. Md. Mohiuddin Mr. Md. Ariful Amin
Disignation Mayor (Acting), RCC Chief Executive Officer, RCC Secretary, RCC Chief Engineer, RCC Chief Health Officer, RCC Chief Revenue Officer, RCC Councilor, Ward-01, Panel Mayor-3, RCC Councilor, Ward No.10, RCC Councilor, Ward No.03, RCC Councilor, Ward No.20, RCC Councilor, Ward No.30, RCC Councilor, Ward No.04, RCC Councilor, Ward No.10, RCC Councilor, Ward No.08, RCC Accounts Officer, RCC Superanted Engineer, RCC Asst. Engineer, RCC Chief Assessor, RCC Deputy Chief Assesor, RCC Revenue Officer, RCC Taxation Officer, RCC Deputy Chief Officer, RCC Taxation Officer, RCC Taxation Officer, KCC Deputy Tax Officer, RCC Deputy Tax Officer, RCC Assessor, RCC
Training Resoruce Participants 01 Dr. A.B.M Sharif Uddin 02 Mr. Khondakar Md. Mahabubur Rahman
Chief Executive Officer, RCC Secretary, RCC
Training Moderator and Facilitator 01 Mrs. Ummul Husna Shabnam Khanam 02 Mr. Md. Zahrul Islam
Advisor, Community Development, Poverty & Gender, RIUD, GIZ Md. Zahurul Islam, Consultant-Organizational Capacity Development focusing on Financial Management in ULGI’s, RIUD, GIZ
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