guidelines for performance improvement and evaluation of

Guidelines for Performance Improvement and Evaluation of Performance Management

Competition in the Local Authorities using Performance Enhancement and Consolidation

Tool (PERFECT)

කාර්යසාධනය ඉහළ නැංවීම සහ තහවුරු කිරීෙම් ෙමවලම (PERFECT) භාවිත කරමින් පළාත් පාලන ආයතනවල කාර්ය සාධනය ඉහළ නැංවීම සහ කාර්යසාධන කළමනාකරණ තරග විනිශ්චය සඳහා වන උපෙදස් සංගහය

nrayhw;Wifia Nkk;gLj;JtJ kw;Wk; cWjp nra;Ak; fUtpia

(PERFECT) gad;gLj;jp cs;Suhl;rp kd;wq;fspd; nrayhw;Wifia

Nkk;gLj;JtJk; nrayhw;Wif Kfhikj;Jt Nghl;bia elhj;JtJk;

gw;wpa mwpTiuj; njhFg;G

2009

| iii

TABLE OF CONTENTS Message of the Hon. Minister of Local Government and Provincial Councils - v Acknowledgements - - - - vii Chapter 1 - An Introduction to Performance Management in Local Government System of Sri Lanka - - 1 Chapter 2 - Methodology of Performance Management System - 3 Chapter 3 - Classification of Performance Criteria and Indicators - 7 Chapter 4 - The Manner of the Performance and Instructions to

Panels of Evaluators - - 11 Chapter 5 - Instructions regarding the implementation of Performance

Indicators assessment, by using Performance Enhancement and Conciliation Tool (PERFECT) - - 19

- Effective use of Local Authority Resources in Providing

Services to the Community (Office Management and Administration - - - 19

- Efficient Performance of Local Authorities (Provision

Of Services) - - - 54

- Role of Local Authorities in achieving the Millennium Development Goals - - - 148

Chapter 6 - Performance Enhancement and Consolidation Tool

(PERFECT), Questionnaire and Formats for Entering Marks - - - 221

- Performance Enhancement and Consolidation Tool (PERFECT) - Questionnaire - - 222

- Performance Enhancement and Consolidation Tool

(PERFECT) Format for Entering Marks - - 286

- Summary of Criteria…………..performance of the Local Authority - - - 298

Chapter 7 - Evaluation Sheets for Evaluation at District and

Provincial Levels - - - 303 - District Level – Evaluation Sheet - - 303 - Provincial Level – Evaluation Sheet - - 304 Chapter 8 - Carrying out self-assessment by Local Authorities,

by using Performance Enhancement and Consolidation Tool (PERFECT) - - - 307

| v

MESSAGE F THE HON. MINISTER OF LOCAL GOVERNMENT AND PROVINCIAL COUNCILS Performance evaluation and encouragement of Local Authorities in this country was being implemented continuously since 1980s under the direction and guidance of the Ministry of Local Government and Provincial Councils and all Provincial Councils in the country. The Ministry of Local Government and Provincial Councils has taken steps during the past period to improve that programme further by providing the state patronage, and to implement it island wide. The objective was to create competitiveness among Local Authorities in respect of providing services as well as in the field of management and thereby to enhance, the performance of those institutions. However, the criteria adopted for that purpose were merely of traditional nature. Therefore the Ministry was anxious to give it a facelift for the purpose of ensuring a dynamic improvement in this sector. The task of undertaking a study on this matter was entrusted to a panel of officials who are competent in Local Government Management. It is very much commendable that a set of guideline under the title of “Performance Enhancement and Consolidation Tool (PERFECT)” has been formulated (introduced), with a great commitment and effort of those officials. It is my belief that, this Performance Evaluation Tool will be certainly helpful for assessing the performance in the field of our present Local Government, on a realistic basis. Two important features can be seen in this tool. They are; it has provided opportunity to administrators etc. of a Local Authority, for understanding well, the functions and activities that should be performed by the Local Authority in order to reach a satisfactory level of performance and also it has provided opportunity for making a self assessment of performance level by each Local Authority. As such this performance evaluation has an element of transparency and it paves the way for a scientific approach. So it is of special importance. I offer my gratitude, to Mr. Cashian Herath, Secretary of this Ministry, who provided correct leadership for completing this valuable task in respect of future well-being of the Local Government Sector, to Mr. M.L.S. Fernando, former Additional Secretary and present Senior Advisor of this Ministry to Mr. D.P. Hettiarachchi, Additional Secretary of this Ministry and other staff who were providing assistance to the Secretary. Also, I would like to offer my felicitations to Mr. A. Subhakaran, Project Director of Asia Foundation who worked hard with great commitment in respect of formulating and publishing the “Performance Enhancement and Consolidation Tool (PEFECT), and to Mr. Nilan Fernando, Asia Foundation Resident Representative in Sri Lanka, who takes a lot of interest in uplifting the Local Government in this country. I hope that this set of Performance Criteria will be used effectively by Provincial Councils for the purpose of ensuring the efficient provision of public utility services to citizens and for promoting development activities in the system of Local Authorities and for the purpose of directing elected representatives and members of the staff of Local Authorities as well as other stakeholders. Janaka Bandara Tennakoon Minister of Local Government and Provincial Councils

| vii

ACKNOWLEDGMENTS The Ministry of Local Government and Provincial Councils with the cooperation of Provincial Councils has implemented a programme for encouraging Local Authorities, on a competitive basis, by making awards to Local Authorities which ensure excellent provision of services, and by evaluating the performance of Local Authorities, in Sri Lanka. It is a very special event that we have been able to introduce a set of Performance Criteria, under the title “Performance Enhancement and Consolidation Tool (PERFECT)”, for the purpose of making meaningful initiative taken by my Minister Hon. Janaka Bandara Tennakoon, to transform Local Authorities into efficient and community focused service providing institutions, by bringing about an actual change in Local Authorities, and by giving a facelift to many aspects in the present system of Local Government in order to achieve the goals of “Mahinda Chinthanaya”. This tool has been formulated by a panel of competent officials who possess long standing experience in the field of Local Government representing various subject areas. My gratitude is due to all Chief Secretaries and Commissioners of Local Government in the Provinces, for the very important cooperation extended towards this task. My thanks are due to Mr. Nimal Bandara, Director, Sri Lanka Institute of Local Governance and Mr. Dilan Fernandopulle, Additional Director, Sri Lanka Institute of Local Governance and the staff of the Sri Lanka Institute of Local Governance, for the assistance rendered for this activity I also take this opportunity to thank Mr. Sunil Fernando, former Additional Secretary and present Senior Advisor of this Ministry and Mr. D.P. Hettiarachchi, Additional Secretary in charge of Local Government and Provincial Councils divisions who have played a prominent role in formulating this set of criteria and Mr. Gamini Gunasekara, (Sri Lanka Administrative Service), Assistant Secretary of the Colombo Municipal Council, Mr. W.D. Wimalaratne, retired Assistant Commissioner of Local Government, Mr. Leslie Gunawardhane of the Engineering Service, Mr. H.A.D. Jayatissa, Senior Investigating Officer, Mr. Susira Bandara, Accountant, Mr. T. Nageshwaran, retired Assistant Commissioner of Local Government, Mrs. Sanjeevani Weerasekara, Assistant Secretary, Mrs. Arosha Nilani, Development Officer and Mrs. K.G. Pushpatha, Management Assistant, of this Ministry. I am aware that this task cannot be so completed, without the support extended to this Ministry by the Asia Foundation. During the past period, the Asia Foundation has extended an extensive package of assistance, with regard to the qualitative improvement of Local Government in Sri Lanka. I take this opportunity to appreciate and commend the commitment and interest, shown in this regard, by Mr. Nilan Fernando, the Resident Representative, in Sri Lanka, of the Asia Foundation. May I extend my gratitude to Mr. A. Subhakaran, the Project Director of the Asia Foundation, who was responsible for the overall coordination of this programme. I firmly believe that the Performance Enhancement and Consolidation Tool (PEFFECT) will be useful for making Local Governmetn efficient and effective, further. H.P. Cashian Herath Secretary Ministry of Local Government and Provincial

viii |

Chapter One | 1

Chapter 1_____________________________ 1.1 An Introduction to the Performance Management in Local Government of Sri

Lanka. Performance management can play a very important role in respect of strengthening the Local Government Sector in Sri Lanka. It is a result oriented methodology. It will greatly help Local Authorities,

● to set definite targets and to determine whether those targets were achieved. ● to achieve great success, through failure. ● to highlight successes, so achieved and ● to display results which support the success.

The Ministry of Local Government and Provincial Councils has identified the need for establishing a system of Performance Management in Local Authorities for the purpose of evaluating the process of performance in those Local Authorities and for facilitating the provision of support to them. At present, performance competitions among Local Authorities are being held and, Local Authorities which display high results among the relevant category of Local Authorities, are evaluated at provincial level as well as at national level, as an annual event. Ministry of Local Government and Provincial Councils and Departments of Local Government in respective provinces provide contributions for this activity. The main objective of this activity is to identify the best Local Authority, under each category, at provincial level and at national level. Although this methodology has been used for identifying the best Local Authority at provincial level and national level, it has not been utilized for the purposes of evaluating the performance and observing the weaknesses. Although the Ministry of Local Government and Provincial Councils attempted, on several occasions, to formulate and introduce a system of Performance Management Criteria in respect of Local Authorities, that have been constituted in Sri Lanka, it could not be materialized, due to various constraints. The Asia Foundation has agreed to provide financial support and technical assistance, needed for formulating the Performance Management System in respect of Local Authorities, thereby easing the constraints. As the first step of this initiative, the Ministry of Local Government and Provincial Councils has decided to revise the Questionnaire used in the Performance Evaluation Competition which is held annually. A panel consisting of distinguished persons who have a great knowledge in the field of Local Government was appointed to undertake the task of formulating this Questionnaire. As a result of this, Performance Enhancement and Consolidation Tool (PERFECT) for Local Authorities, has been formulated. In future this tool will be made use of as the basic instrument for performance enhancement and evaluation in Local Authorities.

2 | PERFECT Guide Book

1.2 Objectives and Expectations This Manual will provide guidance with regard to the manner in which PERFECT is to be used for the process of Performance Management in Local Authorities. It is not only that this Manual will help any activity for evaluating the performance of any Local Authority by an external evaluator, but it will be useful for getting a precise understanding about the services provided and services aught to be provided by relevant Local Authorities, in carrying out the process of Performance Management in any Local Authority, by other stakeholders in Local Government such as Commissioners of Local Government and Assistant Commissioners of Local Government. Moreover, after evaluating any Local Authority, by using PERFECT, it will be easier to identity areas which need more attention for enhancing the performance. It is expected to achieve the following goals, through the PERFECT system.

● Build up capacity to undertake a self-assessment by a Local Authority about its performance and thereby facilitate the identification of weaknesses and threats of the relevant Local Authority and improve strengths and opportunities, for avoiding such weaknesses & threats.

● Provide aid to formulate basic strategic plans required by officers functioning at

national and provincial levels, to whom the responsibility for advising, assisting and guiding Local Authorities to enhance their performance, is assigned.

● Identity good practices relating to promotion and other activities that should be

grasped for the purpose of enhancing performance in the Local Authority.

● Provide guidance for prioritizing the participation of development stakeholders engaged in initial activities for strengthening Local Authorities.

Chapter Two | 3

Chapter 2_____________________________ 2.1 Methodology of the Performance Management System The methodology relating to the overall programme of Performance Management in Local Authorities including the manner in which the evaluation process is carried out by using the PERFECT tool, is depicted in the following diagram. As appearing in the above diagram, two broad activities of the Performance Management System, in Local Authorities, are included here namely,

● Programme of evaluating Local Authority Performance ● Supportive programme of enhancing Local Authority Performance.

Local Authority Performance Management System

Performance Evaluation Programme of the Local Authority

Performance Enhancement Supportive Programme in Local Authorities

Development of PERFECT Tools

Performance Evaluation at Provincial Level

Performance Evaluation at National Level

Selection of Best Local Authorities at Provincial Level and National Level

Strengthening of Supportive Units at Provincial level

Evaluation Reports in respect of each Local Authority

Provincial Supportive Programme for matters requiring priority

Follow up action in respect of each Local Authority

Self-Evaluation by the Local Authority

Monitoring and Evaluation of Performance of Local Authorities (for evaluating the next year’s performance)


Programme of Evaluating Local Authority Performance It is very important that, in implementing the overall Performance Management System, in Local Authorities, first of all they need to be evaluated by assessing their performance. This programme of assessing the performance consists of following exact series of activities.

● Development of PERFECT tool

o This would be a scientific and systematic aspect of assessing.

● Assessing

o This should be implemented at provincial level and national level.

● Selection of best Local Authorities out of all categories of Local Authorities.

o This also should be implemented at provincial level and national level.

PERFECT tool has to be formulated in such a manner that it will address following needs and matters. In this regard, the favourable as well as unfavourable matters mentioned in the tool utilized for annual performance evaluation programme of the Ministry of Local Government and Provincial Councils, also should be taken for consideration.

● It should be able to assess the performance of all Local Authorities in Sri Lanka, through an acceptable simple and understandable methodology.

● It should be able to obtain quantified results which will enable an analysis of

performance in terms of its entirety as well as its aspects. ● In assessing the performance, attention should have been paid to all aspects of

the Local Government sector. ● In should be able, to be used for self assessment by identifying both positive and

negative conditions existing in the own performance. The Support Programme for Enhancing the Performance of Local Authorities. This is to consolidate the results achieved from the Performance Management exercise, in respect of Local Authorities in Sri Lanka. As stated earlier, activities implemented with the PERFECT tool, not only help to identity best Local Authorities but also to assess the performance level in each Local Authority. Under this programme, as a result of applying the PERFECT tool, it will enable us to create an environment where following good features can be developed.

● Facilitating the Ministry of Local Government and Provincial Councils,

Provincial Council authorities and other agencies, to identify weaknesses and

Chapter Two | 5

deficiencies in the development of Local Authorities and to improve those Local Authorities.

● Providing guidance to Local Authorities for implementing a “good practice”

needed to maintain a better performance. ● Providing opportunity to compare good practice in international and regional

Local Government and encouraging Sri Lankan Local Authorities to maintain practices which are recognized as good practices at international and regional levels.

● Building the capacity of Good Governance Resource Centres (GGRC) to assess

development strategies of Local Authorities, quarterly or half yearly, for the purpose of assisting them.

Some of the activities under this phase are –

● Formulate a suitable mechanism to maintain a continuous assessment activity.

● Strengthen the key partners of that mechanism, so as to enable the results of that assessment to be utilized.

● Formulate reporting formats required for identification of areas which need

assistance and further improvement in each Local Authority. ● Publish and give publicity to specific reports and other reports. ● Prepare manuals containing good practices which were underlining the

performance of best Local Authorities and distribute them among other Local Authorities, for their use and study.

Chapter Three | 7

Chapter 3_____________________________ 3.1 Classification of Performance Criteria and Indicators Management competition, which was being held over a long period of time, with a view to enhancing and accelerating the performance of Local Authorities, is proposed to be held with novel features from 2008 onwards. In doing so, attention will be focused on services to be provided by Local Authorities to the community, good governance and ability to meet the future challenges and priority will be given to them. Accordingly, the services that should be provided by Local Authorities and the role of Local Authorities will be classified under four categories, as given below and a new system of awarding marks based on good features needed in each of such areas, will be introduced.

a. Effective utilization of Local Authority resources, in providing services (Office management and Administration)

b. Efficient performance in respect of Local Authority Responsibilities (Provision

of Services)

c. Local Authorities acting on principles of good governance (Good Governance)

d. Role of Local Authorities in achieving Millennium Development Goals. Each of these areas, are divided into a number of sections and under every such section the indicators measuring the performance of Local Authorities have been introduced. It has been prescribed that a definite a quantum of general weightage should be given, in respect of each indicator. The number of indicators prescribed for measuring the performance shown under each section in respect of above subject areas.

A. Effective utilization of Local Authority resources, in providing services to the community (Office management and Administration)

Section No. of Indicators

01. Human Resources Management 3 02. Office Management 3 03. Financial Management 7 __ Total 13


B. Efficient Performance in respect of Local Authority Responsibilities (Provision of Services)


04. Public Health and Sanitation 8 05. Management of roads and surface drainage 6 06. Common Amenities 6 07. Welfare Services 6 08. Regulatory Services 6 __ Total 32

C. Local Authorities acting on principles of Good Governance (Good Governance)


09. Community Participation 3 10. Compliance with statutory provisions 2 11. Transparency 4 12. Responsiveness 3 13. Equality 3 14. Responsibility and Accountability 2 15. Planning Capacity 4 __ Total 21

D. Role of Local Authorities in achieving Millennium Development Goals Section No. of Indicators

16. Millennium Development Goals 8 __ Total 8

Chapter Three | 9

Performance that should be maintained by a Local Authority in respect of each indicator which will be subject to classification under five levels. In respect of each performance level a merit point will be allocated. The value of the merit point obtained in respect of any indicator multiplied by the value of the weightage given in respect of that indicator, will be reckoned as the quantum of marks obtained by that Local Authority. The above mentioned merit points are allocated as follows. Performance level - Unsuccessful Weak Average Good Very Good (Poor) Merit Point - 0 1 2 3 4 As such at a time when the weighted value for any indicator becomes 1.5, the performance level in respect of that indicator remains at “very good” (then the merit point is 4), the quantum of marks entitled for that should be six (1.5 x 4 = 6). If at this point the performance level is unsuccessful (deficient), the quantum of marks entitled will be 0 (1.5 x 0 = 0) (No marks are entitled).

Chapter Four | 11

Chapter 4_____________________________ 4.1 Method of Measuring the Performance and Instructions to Panels of Judges

(Evaluators) When measuring the performance of Local Authorities according to the above mentioned methodology, each indicator has to be considered separately. Matters that should be achieved for considering that the performance level in respect of all indicators relevant to sections under each of the above subject areas are given in detail under each indicator, in Chapter 5 titled as “Local Authority Performance Management Competition Criteria and Guidelines for awarding marks”. Members of the panel of judges (evaluators) appointed to examine the performance level of any Local Authority should identify the matters achieved by that Local Authority in respect of indicators mentioned under four subject areas, in consultation with relevant officers and elected representatives of that Local Authority. It will be essential to examine the documents of the Local Authority in order to confirm the fact that relevant matter has been achieved on every occasion where necessary, and on occasions specially mentioned under each indicator. Matters which are said to be achieved by the Local Authority in respect of certain indicators will have to be confirmed by conducting a field inspection or by discussing with the people of the area. In such instances random examinations are considered to be sufficient. It is the function of the panel of judges (evaluators), to identify matters which have been confirmed as achieved, out of the matters which should be achieved under each indicator mentioned in Chapter 5, “Local Authority Performance Management Competition Criteria and Guidelines for awarding marks” after evaluation; and to determine the performance level in respect of that indicator, in the manner stated specifically regarding “confirmation before awarding marks” appearing below the matters which should be achieved under relevant indicator. “Performance Enhancement and Consolidation Tool” (PERFECT) What is known as Local Authority Performance Enhancement and Consolidation Tool, is a document formulated as a questionnaire which shows clearly every function that should be performed under subject areas classified in the above paragraph, in discharging its responsibility, duty and role by a Local Authority and which examines the manner in which such functions have been performed. This questionnaire is included in the paragraph 1, of the Chapter 6 of this document. It is the responsibility of the panel of judges (evaluators), who measure the performance of any Local Authority, to identify the merit point, and to affix the mark “ √ ” clearly in the column set apart for the relevant indicator (the column set apart for evaluated merit point in respect of that indicator) in the Performance Marks Entering Register. It is included in the paragraph 2 in Chapter 6 and it has been formulated with reference to Performance Enhancement and


Consolidation Tool (PERFECT). Panel of judges (evaluators are expected to refrain from affixing mark “ √ ” for two merit points, in the column set apart for any indicator. It is essential that evaluation (judgment) in respect of performance of every Local Authority should be obtained, by utilizing “Performance Enhancement and Consolidation Tool” (PERFECT),and Performance Marks Entering Register. These documents are included in the Paragraph 1 and Paragraph 2 in Chapter 6, respectively, in respect of every Local Authority. It is the responsibility of the panel of judges (evaluators) to prepare this format in duplicate in respect of each Local Authority at the time of completing these reports, Criteria Summary in respect of the Performance of the Local Authority, also has to be prepared in duplicate. It is included in Paragraph 3 of the Chapter 6. Local Authority Performance Management Competition will be conducted, separately, in respect of Municipal Councils, in respect of Urban Councils and in respect of Pradeshiya Sabhas. Initial round of the competition will be held at provincial level and the national level competition is to be held, on the results of each province. In certain provinces, there is only one Municipal Council. Although there is no any other Municipal Council in such provinces to be compared with, performance of such Councils also will have to be measured in the manner stated above, as those Municipal Councils have to be included in the national level competition. After the evaluation made by a panel of judges (evaluators) in respect of Local Authority Performance Management, a comparative report showing the Municipal Councils, Urban Councils and Pradeshiya Sabhas, separately in each district should be prepared. The format of this report is given as Format No. 1 (District Results Report) in Chapter 7.

Chapter Four | 13

4.2 Work Steps for the Panel of Judges (Evaluators), in the Performance Programme

Evaluate indicators of each section in each subject area, according to their order. Examine whether there is any clue given in a specific cage, relating to the

evaluation of that indicator, at the beginning of each indicator, in Chapter 5.

When no clue is

given for evaluation

Examine in the correct order, whether criteria

relevant for the indicator are completed

Identify the number of criteria that have been

completed

Enter the notes on the relevant

indicator in 6.1

Enter the notes on relevant indicator and foot notes also, if there are specific observations, in 6.2

Proceed to the next indicator


First examine the basic criteria as shown in the

clue

Basic criteria are completed

Examine eachcriteria

Enter notes of relevant indicator

in 6.1

Identity the number of criteria

completed

Enter notes of relevant indicator and alsofootnotes if there are specific observations

Basic criteria are not completed

Enter notes of the relevant indicator in 6.1

Enter notes of relevant indicator and also foot

notes if there are specific observations

Proceed to the next indicator

Things that should be done after evaluating all indicators

Enter the notes in relevant to the document in 6.3 as per notes appearing

in the document in 6.1

Examine the notes appearing in the document in 6.3 together with those

appearing in the document in 6.2

When a clue is given for

evaluation

Handover the completed documents i.e. document given at 6.1, 6.2 and 6.3 in duplicate, with signatures of the panel of examiners, to the Provincial Commissioner of Local

Government

Chapter Four | 15

4.3 Performance Management Competition at Provincial Level and Guidelines to Provincial Commissioners of Local Government

The initial round of the Local Government Performance Management Competition will be conducted at provincial level. Panels of judges (evaluators) for this purpose should be appointed by the Commissioner of Local Government in the respective province. Provincial Commissioners of Local Government are requested to make arrangements for appointing a separate panel of judges (evaluators) in respect of each district in order to complete this work quickly and conveniently. It is the responsibility of Commissioners of Local Government to see that persons who are very experienced in the field of Local Government are selected for appointment as members of the panels of judges (evaluators) and also persons who are very much conversant with the areas relevant to every indicator appearing in the Performance Management Competition Criteria, should be included in the panels of judges (evaluators) Another function assigned to the Provincial Commissioners of Local Government, is to obtain, the reports submitted by panels of judges (evaluators) in respect of each Local Authority and the summary report, prepared in terms of each category of Local Authorities in each district, which should be submitted in accordance with the above paragraph, and to send them under registered post, to the following address.

Additional Secretary (Local Government) (Performance Management Competition) Ministry of Local Government and Provincial Councils 330, Union Place, Colombo – 02

Provincial Commissioners of Local Government are entrusted to identify the order of priority in obtaining marks, in the Performance Management Competition of Municipal Councils, Urban Councils and Pradeshiya Sabhas in each district in their respective provinces, according to the judgment (evaluation) report submitted to the Provincial Commissioners of Local Government by the panel of judges (evaluators), and the order of priority in obtaining marks by each category of Local Authorities, within the province, and to prepare a report in accordance with the Format number 2 (Report of the Provincial Results), which is included in Chapter 7 and to send the same to above address. Provincial Commissioners of Local Government are specially requested to make all arrangements to

(a) award certificates to all Local Authorities who have got first, second and third places in each district.

(b) award certificates to all the nine Local Authorities who have come first, second

and third at the provincial level,


in accordance with the quantum of marks obtained by each category of Local Authorities, severally, in the Performance Management Competition of Municipal Councils, Urban Councils and Pradeshiya Sabhas within their provinces. Commissioners of Local Government are earnestly requested to make arrangements for allocating necessary financial provision, in this regard, out of Expenditure Heads of the Department of Local Government or if such financial provision has not been allocated already, for obtaining additional provision in consultation with the Chief Secretary. It should be the function of the staff, of the Local Government Department to take action for identifying, according to the evaluation report, the subject areas under which the performance has gone to a low level, in those Local Authorities, where the performance is at a minimum level, according to the results of performance Management Competition. As such the organization of the future programme necessary for enhancing the performance in those subject areas would be a district function entrusted with the Commissioner of Local Government. 4.4 Performance Management Competition at National Level and the

Responsibility of the Ministry of Local Government and Provincial Councils The Secretary of the Ministry of Local Government and Provincial Councils will appoint a panel of judges (evaluators) for the national level, Performance Management Competition, as soon as possible, after the receipt of reports referred to in 4.3 above, from the Commissioners of Local Government in the provinces. Five persons who are well experienced in the field of Local Government and who are specially conversant in each subject areas will be appointed to this panel of judges (evaluators). One of them will be appointed as Chairman of the panel. In the Judgement (evaluation) of the national level competition, marks will be awarded in the same manner as stated above and according to the quantum of marks obtained, nine Local Authorities will be selected as Local Authorities which have come first, second and third at national level from among Municipal Councils, Urban Councils and Pradeshiya Sabhas. Awarding of certificates, Trophies and cash prizes to select nine Local Authorities will take place under the direction of the Ministry of Local Government and Provincial Councils. Heads of those Local Authorities who have come first, second and third at district level and provincial level also will be invited to this awarding ceremony, as a mark of honouring them. The Ministry of Local Government and Provincial Council expects the full contribution of Chief Secretaries, Deputy Chief Secretaries (personnel and Training), Secretaries of Provincial Ministries of Local Government and Regional Assistant Commissioners of Local Government, in addition to the Commissioners of Local Government in each province for the overall programme of the Local Authority Performance Management Competition.

Chapter Four | 17

The Performance of the Provincial Commissioners of Local Government also will be evaluated, taking into account the role played by them for the enhancement of performance management in Local Authorities. According to that evaluation certificates will be awarded to Commissioners of Local Government who will be placed first, second and third at the national level, Regional Assistant Commissioners of Local Government, also will be evaluated in the same manner and certificates will be awarded to those who will be selected up to fifth place. This evaluation will commence with the Performance Management Competition for the year 2008, which will be conducted in 2009. Starting from Performance Management Competition for the year 2009, which will be conducted in 2010, the following officers also will be evaluated in future years.

(i) Municipal Commissioners (ii) Municipal Secretaries (iii) Secretaries of Urban Councils (iv) Secretaries of Pradeshiya Sabhas (v) Engineers (vi) Accountants (vii) Public Health Inspectors (viii) Community Development Officers (ix) Revenue Inspectors/Revenue Supervisors (x) Investigation Officers

Chapter Five | 19

Chapter 5_____________________________

Local Authority Performance Management Competition Criteria and Guidelines for Awarding Marks (A) Effective Utilization of Local Authority Resources in

Providing Services to the Community. (Office Management and Administration)

1. Human Resources Management

1.1 Duties and Responsibilities

The following requirements should be fulfilled.

(i) Passing the Council resolution needed for delegation of powers vested with the Council under the provisions of basic laws and any other written law, to the Mayor/Chairman and /or Municipal Commissioner/Secretary (with their designations and names). This delegation of powers should have been made, at the commencement of the term of a new Council and whenever, there was a change in the positions of Mayor/Chairman and/or Municipal Commissioner/Secretary, during the term of office of that Council. The delegation should have been updated to suit the circumstances.

(ii) Powers vested with the Mayor/Chairman under the provisions of the

basic law and any other written law, should have been delegated to the Municipal Commissioner/Secretary, as required under the circumstances. (In the case of Municipal Council, certain additional powers vested with the Municipal Commissioner, also should be delegated to the staff who are required to execute such powers) This delegation of powers should have been made at the commencement of the term of a new council and when ever there was a change in the positions of Mayor/Chairman and/or Municipal Commissioner/Secretary, the delegation should have been updated to suit the circumstances.

(iii) Every delegation of powers made as referred to in (i) and (ii) above

should have been recorded in the Register of Delegation of Powers, and certified. It should have been brought to the notice of the staff.


(iv) All functions relating to all responsibilities, duties and the role of the

Local Authority should have been distributed equitably among the approved staff by allocating them in writing through job descriptions.

(v) Performance standards which evaluate each and every function contained

in every job description should have been identified.

(vi) Work plan should have been prepared for the purpose of reminding the work that should be performed on specific days or in specific times, and call up diaries should have been completed accordingly.

(vii) An arrangement which shows clearly the covering up of duties when

members of the staff go on leave should have been, formulated and the staff should have been made aware about it. (How the duties of officers who went on leave during the recent past, have been covered up, should be examined.)

(viii) Duplicate keys of the office cupboards, cabinets and table drawers

(except safety locks) should have been kept in a key holder located in a fixed place in such a manner that the keys can be identified and taken back when necessary.

1.1.1 Completion of the area of duties and responsibilities – Confirmation before awarding marks.

(i) If all the above requirements are correctly in place, the section 1.1 can be considered in the position of “ very good” (E.P = 4)

(ii) If one more requirement is completed together with requirements in (i) to (vii) above, this section can be evaluated as “good” (E.P = 3)

(iii) If requirements in (i) to (vi) above are completed, this section can be evaluated as “average” (E.P = 2)

(iv) If requirements in (i) to (iv) above are completed, this section can be evaluated as “weak” (E.P = 1)

(v) If above requirements are not completed in that manner, no marks will be awarded to this section (E.P = 0)

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Staff Performance Appraisal

(i) Functions allocated to the staff, should have been reviewed at least once in every year.

(ii) By 15th of January, performance agreements in respect of staff grade

persons should have been entered into and the final appraisal of the last year’s performance agreement should have been evaluated and quantified.

(iii) By 15th of July the half yearly appraisal of the performance agreements, in

respect of staff grade persons, should have been conducted.

(iv) Before the expiry of the month in which the annual salary increment is due, in respect of every non-staff grade person, an evaluation should have been carried out to ascertain, that his/her Performance Appraisal is in conformity with, given performance standards.

(v) A good appraisal has been given to persons who have achieved the targets in accordance with performance standards and an appraisal has been made in respect of persons who could not reach the targets, as relevant to them.

(vi) Within the month in which the annual salary increment is due in respect

of every person, a final decision should have been taken, with regard to that (i.e. whether the salary increment is granted, temporarily suspended, stopped, reduced or deferred)

(vii) Letters of commendation, to persons who have worked with dedication

on special occasions, in addition to their normal duties, and letters with adverse comments, to persons who have neglected their duties, have been issued.

(viii) Necessary steps should have been taken to rehabilitate weak persons,

identified in the Performance Appraisal.

First of all examine the personal files of the staff. If the decision regarding the salary increment, has not been obtained during the period of two months, after the relevant date, there is no need to further examine this section.


1.2.1 Staff Performance Appraisal – Confirmation before awarding of marks.

(When the due dates of the requirements stated in (ii) to (iv) below, have passed beyond two months, those requirements should be considered as, not achieved and also when all matters in any requirement, out of the following requirements are not completed that requirement also should be considered as not achieved. First get the confirmation as to whether these requirements are fulfilled.)

(i) If all the above requirements are correctly in place, the section 1.2 can be considered in the position of “ very good” (E.P = 4)

(ii) If requirements in (i) to (vii) above are completed, this section can be evaluated as “good” (E.P = 3)

(iii) If requirements in (i) to (vi) above are completed, this section can be evaluated as “average” (E.P = 2)

(iv) If requirements in (i) to (iv) above are completed, this section can be evaluated as “weak” (E.P = 1)

(v) If above requirements are not completed in that manner, no marks will be awarded to this section (E.P = 0)

1.3 Personnel Management and Welfare (a) Needs assessment of staff training, Planning of training

programmes and allocation of financial provision through budgetary estimates.

(i) There should be a training needs assessment report in respect of

the year under review.

(ii) Training programmes should have been prepared, as planned according to the training needs assessment report and have received the approval.

(iii) If it was planned to involve external institutions, according to the

training programme, the relevant letters of correspondence, with such institutions should be in the file.

(iv) Financial allocations should have been provided in the annual

budgetary estimates, in respect of training courses proposed to be conducted with the expenditure from the Council fund. These provisions should have been allocated, in addition to the

Chapter Five | 23

provision for any travelling expenses that would be paid to persons who participate in training programmes referred to external institutions.

(v) An amount of over ninety percent (90%) of the provision

allocated out of the Council funds for training programmes, should have been spent. Travelling expenses and combined allowances referred to in (iv) above should not be included in this percentage. If any balance amount in the above expenditure item has been transferred to another expenditure item and when that amount exceeds ten percent (10%) of the provision allocated for this purpose, then it should be considered that this requirement is incomplete.

(vi) The staff should have been referred for training programmes

organized by the Sri Lanka Institute of Local Governance, the Management Development Training Institute of the Provincial Council and any other Training Institutes. In order to confirm the above requirements the Commissioner of Local Government in the province should furnish details about training programmes organized by above institutions in relation to the province, during the year under review and a list of persons who participated in those training programmes, together with their names and the Local Authority, to the panel of judges (evaluators).

(vii) A brief introduction about the knowledge gained by the persons

who participated in the training programmes organized by external institutions referred to in (vi) above, should have been presented by those persons, at the monthly management meeting of the whole staff (in the Local Authority).

(viii) The knowledge and understanding that have been gained through

training courses should have been utilized practically in the performance of official duties (by the staff).


(a.1) Assessment of staff training needs, Planning of training programme and allocation of financial provision through budgetary estimates – Confirmation of the fact the requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 1.3 (a) is completed.

(ii) Relevant position should be confirmed by examining files, documents and reports relevant to these activities.

(iii) If valid reasons have been presented to the satisfaction of the panel of judges (evaluators), that a certain requirement out of the above requirements – excluding Sections (i) to (iv) above – could not be completed, due to unavoidable circumstances such requirement may be considered as has been achieved. If the panel of judges (evaluators) have come to a conclusion, that such circumstances were there, the facts that were observed and the reasons for arriving at such conclusion should be stated in their report in the form of footnotes.

(iv) If the progress shown is lower than the above position, it should be considered that this requirement is not completed.

(v) If all the above requirements are correctly in place, it should be considered that section 1.3 (a) is completed.

(vi) Relevant position should be confirmed by examining files, documents and reports relevant to these activities.

(b) Provision of adequate space/facilities for dining and resting purposes of

the staff.

(i) An adequate space, together with water facility for the accommodation of twenty percent (20%) of the entire office staff at a time to have their meals, and having not less than sixteen (16) square feet for one person, have been provided.

(ii) A resting place, with facilities for at least three persons, to take rest at a

time, has been allocated and one of these places should be a resting place for females, where at least two persons should be able to take rest at a time.

Chapter Five | 25

(b.1) Provision of adequate space/facilities for dining and resting purposes of the staff.

(i) If all the above requirements are correctly in place it should be considered that section 1.3 (b) is completed.

(ii) If the requirement referred to in (i) above is correctly in place, it should be considered that seventy five percent (75%) of this section is completed.

(iii) If the progress shown is lower than the above positions, it should be considered that this requirement is not completed.

(c) Provision of toilet/ urinal facilities for the staff, separately for females

and males.

(i) Maintaining a number of toilets with water facilities, to be adequate for fifteen percent (15%) of the staff, at a time. More than half of these toilets should have been reserved for the females.

(ii) Arrangements should have been made to clean every toilet/ urinal at least

three times on every day when the staff is on duty.

(c.1) Provision of toilets/urinals for the staff separately for females and males – confirmation of the fact that this requirement is fulfilled.

(i) If all the above requirements are correctly in place it should be considered that section 1.3 (c) is completed.

(ii) This position should be ascertained by inspecting the premises.

(iii) If the progress shown is lower than the above positions, it should be considered that this requirement is not completed.

(d) Every person in the staff wears the official Identity Card and every

uniformed staff wears uniforms.

(i) An official Identity Card of the office should have been issued to every member of the staff. Issue of an official Identity Card to a new appointee or to a person, who has come on transfer, should have


been finalized within one month from the date of his/ her assumption of duties.

(ii) All the staff should wear the official Identity Card on every occasion

when they are on duty.

(iii) The staff should have been made aware, through an internal circular, that every person in the staff should wear the official Identity Card, both in the office and outside the office, on every occasion when they are on duty.

(iv) The staff entitled for, uniforms and the uniform prescribed for each and

every post should have been identified. Financial provision should have been allocated in the annual estimates, for expenditure on uniforms.

(v) Issue of uniforms to the staff who are entitled to uniforms should have

been finalized before the expiry of the first quarter in every year. Uniforms, for a person who has come on transfer should have been issued, after getting a confirmation as to whether he had been issued uniforms from his former place of work and for a new appointee, uniforms should have been issued, within two months from the date of his/ her assumption of duties taking into account the remaining period of the year. If the date of assumption of duties falls within the last quarter of the year, the fact that he/ she has not been issued uniforms, can be disregarded.

(vi) Every person in the uniformed staff should wear the uniform prescribed

for his/ her post, on every occasion when he/ she is on duty.

(vii) Uniformed staff should have been made aware through an internal circular, about the disciplinary procedure that will be followed on every occasion when they do not wear or when they fail to wear uniforms, while on duty.

Chapter Five | 27

(d.1) Confirmation of the requirement that every person in the staff wears official Identity Card and that every uniformed staff wears uniforms.

(i) If all the above requirements are correctly in place it should be considered that section 1.3 (d) is completed.

(ii) By cross checking the files relating to the issue of official Identity Cards and uniforms with the present staff, the correctness of the issue of official Identity Cards and uniforms can be ascertained.

(iii ) If the progress shown is lower than the above positions, it should be considered that this requirement is not completed.

(e) Arrangements have been made for protection from fire and leakage of

electricity.

(i) Fire (normal fire and fire caused by electricity) extinguishing equipment have been installed inside the office including the record room and the stores room and action has been taken to get them checked within prescribed periods of time and to get faults rectified, if any. (Certificate to that effect should have been obtained.)

(ii) Preventive equipment has been installed, as necessary for preventing

power leakage from electricity mains and wiring system has been free from open mains.

(iii) Safety measures have been taken in connecting electricity lamps and

electrical equipment to the main system.

(iv) Persons who are engaged in accident or disease prone duties have been made to contribute for an insurance scheme (in accordance with Labour Compensation Ordinance)

(v) Arrangements have been made for the proper disposal of waste paper

and waste.


(e.1) Arrangements have been made for protection from fire and electricity leakages – Confirmation of the fact that this requirement is fulfilled.

(i) If all above requirements are correctly in place it should be considered that section 1.3 (e) is completed.

(ii) Whether this position is properly in place can be checked by observing the premises.


(f) Implementation of Agrahara Insurance Scheme.

(i) A separate file should be maintained in respect of National Insurance Trust Fund.

(ii) A monthly recovery of Rupees Seventy Five (Rs. 75.00) should be made

continuously from each member of the permanent staff as contribution to the Agrahara Insurance.

(iii) A Floppy Disk containing data of the staff should have been made

available to the National Insurance Trust Fund.

(iv) All persons should have been made aware about the manner in which benefits of the Agrahara Insurance Scheme are to be obtained.

(v) Applications for insurance benefits in respect of members of the

Agrahara Insurance Trust Fund who have got treatment for illness should have been dispatched to the National Insurance Trust Fund, within one month of getting treatment and no any insurance benefit should have been rejected on account of delay.

(vi) Application in respect of an accident or death of any member of the

Agrahara Insurance Trust Fund, should have been obtained from the National Insurance Trust Fund, within one month.

Chapter Five | 29

(f.1) Implementation of the Agrahara Insurance Scheme – Confirmation of the fact that the requirement is fulfilled.

(i) If all above requirements are correctly in place it should be considered that section 1.3 (f) is completed.

(ii) Whether this position has taken place properly, can be checked by observing the relevant files.


1.3.1 Personnel management and welfare – Confirmation before the

awarding of marks.

(i) If five or more of the above requirements are completed section 1.3 can be considered in the position of “very good” (E.M = 4)

(ii) If four of the above requirements are completed, this section can be evaluated as “good” (E.M = 3)

(iii ) If three of the above requirements are completed, this section can be evaluated as “average” (E.M = 2)

(iv) If two of the above requirements are completed, this section can be evaluated as “weak” (E.M = 1)

(v) When less than two of the above requirements are completed, no marks will be awarded. (E.M = 0)

2. Office Management 2.1 Office Layout

(a) Staff should have been located in such a way that the clients can

reach them easily.

(i) Officers who are entrusted with duties involving constant public relations, should have been located close to the entrance of the office (e.g. allocation of cemeteries or crematoria, assessment tax, acreage tax, licence fees, playgrounds, or activities such as allocation of machinery and work relating to building applications.)


(ii) When there are more than one officer dealing with work relating to the same activity such officers should have been located close to each other in such a way that the number of movements by a client will be minimized.

(iii) Office rooms of the Mayor/Deputy Mayor, or Chairman/Vice

Chairman and Municipal Commissioner/ Secretary have been located in such a way that the general public can reach them easily.

(iv) Cash counter has been located in a place which is safe and which

can be reached easily by the customers.

(v) When customers who have come to the office for some work are required to remain in the office for a long time, chairs should have been provided, adequately, for them to remain seated and some arrangement should have been made to sustain their mental integrity (by keeping a television set and/or news papers, magazines etc.)

(vi) Access platforms have been arranged in such a manner that

disabled persons can enter the office easily (by using wheel chairs)

(vii) Shelters have been arranged for people who remain near payment counters and inquiry counter, to be protected from sun and rain.

(a.1) Location of the staff in such a manner that clients can have easy

access – Confirmation of the fact that the requirement is fulfilled.

(i) If all the above requirements are correctly in place it should be considered that section 2.1 (a) is completed.

(ii) The above position should be ascertained by observing the premises, very well.

(iii ) If the progress shown is lower than the above positions, it should be considered that this requirement is not fulfilled.

(b) Efficient utilization of existing office space

(i) Adequate space has been allocated for places where people stay

mostly.

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(ii) Every officer has been allocated adequate space and space has been allocated for easy access of persons.

(iii) Furniture and office equipment which are not used often, in the

office and furniture and equipment which are removed from use, have been stored separately.

(iv) Beautifying materials have been placed in open spaces which are

not used often in the office and they have been maintained well.

(v) Action has been taken to prevent obstruction to office space from the use of furniture which are bigger than what is required for the work. – What is meant here is the use of small tables instead of large tables in size, when there is no sufficient office space.

(b.1) Efficient utilization of existing office space – Confirmation of

the fact that the requirement is fulfilled.

(i) If all above requirements are correctly in place it should be considered that section 2.1 (b) is completed.

(ii) This position should be ascertained by taking into account the manner in which the office premises has been utilized and the convenience or inconvenience caused to the people when they stay there and also the floor area of the office building, after making an observation for a short time.


(c) Neat and pleasant office environment

(i) Access roads in the outside area of the office building have been done up properly (by laying metals or spreading stone dust in order to prevent the generation of mud or accumulation of water during rainy season or by tarring)

(ii) The area outside the office building has been maintained

beautifully, by planting flowers or trees on either side of the access road and in open spaces.

(iii) Open spaces have been maintained well by growing grass.


(iv) Walls and roof of the office building has been maintained, in such a way that there is no breed of wild plants and trees on the roof & along walls.

(v) Office building and its fittings (inside and outside) should have

been well painted and maintained. - Damaged places should have been well repaired.

(vi) Posters, banners, notices, statutes cutouts, pandols or any other

thing relevant to any politician or political party should not be kept within the premises of the Local Authority.

(vii) Furniture and equipment, that are kept inside the office should be

cleaned and maintained regularly.

(viii) Equipment and files which are not in use, should not be kept on the top of almairahs or cabinet.

(ix) Tables of officers should be kept beautiful.

(x) Furniture and equipment should have been located in such a manner that there will be no obstruction to the movement of persons.

(xi) All files which are in use should have been kept clean and well

made.

(xii) Electric fans and electric lamps inside & outside the office should be kept clean by removing cobwebs and dust.

(xiii) Action should have been taken to prevent leakage of rain water

from the roof into the office and corridor.

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(c.1) Clean and pleasant office environment – confirmation of the fact that the requirement is fulfilled.

(i) If all above requirements are correctly in place it should be considered that section 2.1 (c) is completed.

(ii) A decision can be reached with regard to this position, by observing the place for a short period and taking into consideration the manner in which the office premises has been used by the people, the convenience or the inconvenience experience by the people, when they stay there and the floor area of the office building.

(iii ) If the progress shown is lower than, the above positions, it should be considered that this requirement is not completed.

(d) Exhibiting the model sketch of the office layout for the information of the general public.

(i) A model sketch of the office layout should have been fixed at all

entrances to the building in such a manner that the general public who come to the office can observe easily, the place where the person whom they should meet for getting their need attended to stays.

(ii) This model sketch of the layout should have been made, in a size

that enables a person to observe it without any obstructions and descriptions should have been given in it at least in both Sinhala and Tamil languages.

(iii) Action should have been taken to maintain this board regularly, in

order to prevent it from getting faded or its information, from getting erased.

(d.1) Exhibiting the model sketch of the office layout for the

information of the general public confirmation of the fact that the requirement is fulfilled.

(i) If all the above requirements are correctly in place it should be considered that section 2.1 (d) is completed.

(ii) This position can be identified by observing the premises.



(e) Display of the post and designation of officers.

(i) A name board stating the name and designation of every person who functions from closed rooms should be displayed at the entrance to the relevant room, to be easily visible, and it should be in both Sinhala and Tamil languages at least.

(ii) If the Mayor/Chairman, Deputy Mayor/Vice Chairman,

Municipal Commissioner/Secretary or any other person who holds a staff level post, functions from a closed room, a board stating “IN/OUT” made in both Sinhala and Tamil at least, should be maintained so as to enable the people to know easily whether he/ she is in the office.

(iii) The responsibility of displaying the board referred to in (ii) above

making corrections, as and when necessary, should be entrusted to some person and he should perform this duty accordingly.

(iv) The name, designation and the allocated subject matter of every

person who works generally in open places, inside the office, should be displayed, on a board placed on the table or hanging from the ceiling. It should be clearly observable and written at least in Sinhala & Tamil languages.

(v) If the board referred to in (iv) above is a board hanging from the

ceiling, action should have been taken to remove cobweb from it from time to time.

(e.1) Display of name boards stating the posts and designations of

officers – Confirmation of the fact that the requirement is fulfilled.

(i) If all the above requirements are correctly in place it should be considered that section 2.1 (e) is completed.

(ii) This position should be identified by observing the premises.


Chapter Five | 35

(f) Display of the organization structure of the Local Authority for the information of the general public.

(i) The organization structure of the Local Authority, having been

prepared according to management standards should be displayed near the entrance of the office or in a place which is most suitable for utilization, to be clearly observable and written in both Sinhala and Tamil languages, at least.

(ii) When the entire organization structure of the Local Authority

cannot be shown in a single board (e.g. Municipal Councils), the organization structure depicting the main sections should be displayed in front of the entrance or in any other suitable place first, and thereafter the organizations structure of each section should be located at the entrance to each section or at a most suitable place.

(iii) When the organization structure is displayed as stated in (ii) above

the division of main sections of the Local Authority should be stated first and thereafter the division of sub-sections, should be stated, in the main board, together with the designation of the section Head. Thereafter, the division of branches in each section can be displayed at places where the sub-sections or branches are located.

(iv) Every display board should be free from obstructions for

observation.

(f.1) Display of organization structure of the Local Authority – Confirmation of the fact that the requirement is fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 2.1 (f) is completed.

(ii) This position should be identified by observing the premises.


(g) Provision of stationery and office equipment adequately to the

staff.

(i) A report showing the quantity of stationery and office equipment used during the period of last five years, at least, and the


expenditure incurred on them (in respect of each category and the consumption in each section during each month) should have been maintained up to date. It should be noted that the keeping of this report at departmental level in Municipal Councils, is sufficient.

(ii) Orders have been placed in due time, after identifying correctly

the quantities needed for each month of the coming year, by utilizing the reports referred to in (i) above and by taking into account the balance stocks.

(iii) Adequate stocks of stationery and office equipment needed for

each branch should be obtained from the stores and should be maintained, under the supervision of each section Head of the Local Authority.

(iv) Head of each branch should order stationery and office

equipment from the stores, before stocks get exhausted and should maintain them.

(g.1) Provision of stationery and office equipment adequately to the

staff. - Confirmation of the fact that the requirement is fulfilled.

(i) If all the above requirements are correctly in place it should be considered that section 2.1 (g) is completed.

(ii) Relevant files and reports should be obtained after consulting the Management Assistant in charge of stores/ Head of the branch. In addition the fact that the stationery and office equipment needed daily by each person are maintained at an adequate level, should be confirmed through casual checks.


Chapter Five | 37

2.1.1 Office Layout – Confirmation before awarding of marks.

(i) If all the above requirements are correctly in place section 2.1 can be considered in the position of “very good” (E.M. = 4)

(ii) If five out of above requirements are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If four out of above requirements are completed this section can be evaluated as “average” (E.M. = 2)

(iv ) If three out of above requirements are completed this section can be evaluated as “weak” (E.M. = 1)

(v ) When less than two of the above requirements are completed, no marks will be awarded. (E.M. = 0)

2.2 Monthly meetings of the Management Committee

(i) Once in every month, a meeting of the Management Committee should have been held, under the patronage of the Mayor/Deputy Mayor/Chairman or Vice Chairman and with the participation of the Heads of key Departments/Sections.

(ii) Minutes of the Management Committee meeting should be maintained

and at such meetings, the progress and weaknesses of the Local Authority should be identified and, remedies to overcome them should be decided.

(iii) Decisions taken at Management Committee meeting (excluding

confidential matters if any) should be made known to the members of the staff.

(iv) Once in every month, on a day falling after the holding of the

Management Committee meeting, a meeting of the whole staff should be held under the patronage of the Chairman or Vice Chairman and the guidance of the Secretary. If the staff in the office is more than fifty (50), then, the meeting of the whole staff may be held either with the combination of only several sections as relevant or separately in each section under the patronage of sectional Heads.

Check the minutes of the Management Committee meetings, it is not necessary before examining this section. If there are no such minutes, there is no need to examine this section any further.


(v) Decisions taken at this meeting also should be made known to the whole staff, through a decision report.

(vi) At each of these meetings, current progress and problems that have been

arisen, should be taken for discussion. Action should be taken to solve problems with the participation of everybody.

(vii) When a Council decision is required for solving problems arising at these

meetings, action should be pursued for that purpose. (viii) On every occasion when the involvement of any external agency is

necessary for solving problems, action should be pursued personally by the Mayor/Chairman and/or Municipal Commissioner/Secretary.

2.2.1 Management Committee meeting – Confirmation before the

awarding of marks. (i) If all the above requirements are completed section 2.2 can be

considered in the position of “very good” (E.M. = 4) (ii) If requirements in (i) to (vi) are completed this section can be evaluated

as “good” (E.M. = 3). (iii ) If requirements in (i) to (v) are completed this section can be evaluated

as “average” (E.M. = 2) (iv ) If requirements in (i) to (iv) are completed this section can be evaluated

as “weak” (E.M. = 1) (v ) If above requirements are not completed in that manner, no marks will

be awarded (E.M. = 0) 2.3 Files and data management

(i) A number should have been given to each and every file for identification of each subject officer and the subject matter assigned to him/her and also each Section, in keeping with the organization structure of the Local Authority.

(ii) A thick papers cover should have been used for every file. (iii) When the thickness of each file exceeds one and half inches, a second

volume of the file should be started and maintained (such as Volume I, Volume II, Volume III etc.)

If a record room is not maintained for the protection of council documents it is not necessary to spend time on this section.

Chapter Five | 39

(iv) Either covers of different colours allocated for each section should be

used or a coloured sticker should have been pasted, so as to identify, externally, the files belonging to each Section.

(v) In files, maintained in respect of any specific purpose, the work

procedure relevant to that purpose should have been recorded inside the opening cover of the file.

(vi) A label marked priority or a coloured sticker should have been pasted, on

files relating to priority functions, so as to enable the identification, of those files, immediately. Staff should have been made aware also about this. (files such as, pension files and files relating to activities which need to be completed on a definite target date.)

(vii) A Files Register containing basic information of files maintained by every

officer, should have been maintained. (viii) Movement Cards should have been used to know the information about

files that will be submitted for orders. (ix) Every officer should maintain files containing laws, orders, regulations,

gazette notifications, circulars and precedences, relating to his duties. (x) Arrangement should have been made to keep the files stored, so as to

ensure the safety of every file. (xi) There should be a record room, adequate to keep stored, all closed (non-

action) files. (xii) Closed files (non-action files) should be sent to the record room once in

every six months and the record room number issued from the record room in respect of those files should have been entered in the Files Register of each officer. (for the purpose of getting them back in case of necessity)

(xiii) Action should have been taken to dispose of disposable files in the record

room, once in every year according to the provisions of National Archives Act.

(xiv) All data relating to the conduct of business in the Council should have

been collected and maintained separately (such as assessment, acreage tax,


business places, council property, revenue and expenditure, data relating to the staff, data relating to the population etc.)

(xv) Data referred to in (xiv) above should have been updated annually. If

this data has been computerized, action should have been taken to store the old data in CD albums, before every updating.

2.3.1 Files and Data Management – Confirmation before awarding

of marks. (i) If all the above requirements are completed section 2.3 can be

considered in the position of “very good” (E.M. = 4) (ii) If the requirements in (i) to (xii) above are completed this section can

be evaluated as “good” (E.M. = 3). (iii ) If the requirements in (i) to (ix) above are completed this section can be

evaluated as “average” (E.M. = 2) (iv ) If the requirements in (i) to (vii) above are completed this section can

be evaluated as “weak” (E.M. = 1) (v ) If the above requirements are not completed in that manner expected,

no marks will be awarded (E.M. = 0) 3. Financial Management

3.1 Budget Formulation

(i) Time table in respect of the preparation of annual budget estimates

should have been drawn up. (In this regard, every step, from the function of collecting information should have been included in the time table. Taking into account the time required for each activity, the dates of commencing activities, should have been planned and the date of submitting the budget estimates to the Council meeting should have been planned so as to fall it within the first week of December)

(ii) Activities that should be performed according to the budget time table

should have been noted in the call up diary of each and every officer involved in the preparation of the budget, and also action should have been taken accordingly.

If there are no survey reports in respect of revenue targets relating to the year under review, it is unnecessary to spend time on this section

Chapter Five | 41

(iii) Reports should have been obtained after conducting surveys on targeted

revenue. (iv) Estimated revenue, in respect of every revenue item should have been

prepared by making use of above survey reports and they should be realistic revenue estimates.

(v) Estimating the revenue should have been done under the specific revenue

item and attention should have been paid to every revenue item for which provision has been made under the basic law.

(vi) Revenue estimate made in respect of every revenue item should have

been in conformity with the provisions of the current principal law and by-laws.

(vii) Provision should have been made in respect of statutory obligations and

contractual obligations (such as Local Government Service pension contributions, Value Added Tax Stamp Duty, audit fees, payments to Employees Provident Fund, Payments to Employees Trust Fund, telephone, electricity and water supply charges, annual agreements for servicing machinery and office equipment) and that provision should have been expended properly.

(viii) Provision should have been made for capital expenditure in the relevant

year, corresponding to the long-term development plan. (ix) In allocating provision for capital expenditure, it should be clearly stated

in the budget, that for what purpose the allocation has been made and it should be in conformity with the long term development plan. That money should have been expended for the relevant purpose itself.

(x) Adequate provision should have been made in respect of maintaining and

repairing capital assets (buildings, machinery and office equipment) and the maintenance and repairs should have been done at the satisfactory level.

(xi) Views and comments of people’s organizations in the area should have

been obtained for every allocation of provision in respect of capital expenditure, in the budget. (Notes of discussions held for this


purpose should have been prepared and copies of those notes should have been sent to relevant organizations)

3.1.1 Budget Formulation – Confirmation before awarding of

marks. (i) If all the above requirements are completed section 3.1 can be

considered in the position of “very good” (E.M. = 4) (ii) If the requirements in (i) to (ix) above are completed this section can be

evaluated as “good” (E.M. = 3). (iii ) If the requirements in (i) to (vii) above are completed this section can

be evaluated as “average” (E.M. = 2) (iv ) If the requirements in (i) to (vi) above are completed this section can be

evaluated as “weak” (E.M. = 1) (v ) If the above requirements are not completed in that manner, no marks

will be awarded (E.M. = 0) 3.2 Keeping Accounts and Reporting

(i) Basic documents and formats contained in the local government accounting system (receipts, vouchers, invoices, receipt orders and issue orders relating to stores items etc.) should have been used for the process of accounting.

(ii) Specific revenue item or expenditure item should have been entered

correctly in receipts, vouchers, orders relating to stores items Revenue and Expenditure Ledgers.

(iii) An account relevant to each balance should have been prepared for the

purpose of comparing every amount of balance appearing in the Balance Sheet of the final accounts and the documents utilized for that purpose should be made available immediately when necessary. (At the investigation, the fact that the balance in the Balance Sheet tallies with the balances in utility documents and relevant accounts, should be confirmed. If differences are to be seen, reconciliation notes should have been included for that purpose and the courses of action taken to rectify the differences should

If Bank reconciliation statements (in respect of all the bank accounts) of the previous month have not been prepared before 15th day of every month in the year under review, it is not necessary to examine this section, further.

Chapter Five | 43

have been stated specifically. If these positions are not shown it should be considered that this requirement is not fulfilled.)

(iv) Register of other Revenue and Receipts should have been maintained up

to date.

(v) All the accounts (except cash and bank accounts and inclusive of revenue and expenditure accounts), should have been noted in the General Ledger, in addition to the assets and liabilities account and it should have been balanced periodically. (If this position is not shown, it should be considered that this requirement is not fulfilled.)

(vi) Assets, Liabilities, Revenue and Expenditure Registers should have been

written clearly and balanced periodically. Entries in these registers should tally with the entries in the Balance Sheet.

(vii) Cash and bank transactions should have been entered daily. At the end

of the day cash balance in hand and the bank balance should have been entered in the relevant column. If no entries have been made in relevance to any column in the Cash Book, it should be considered that this requirement is not fulfilled.

(viii) Bank reconciliation statements in respect of the balance in each bank

account should have been prepared by the 15th of every month. (At the investigation, every bank reconciliation within the year should be examined and if the above positions are not shown or if the fact that there are cheques not realized over an unreasonable period of time is shown, it should be considered that this requirement is not fulfilled.

(ix) The fact that entries relating to receipts and payments of the Shroff have

been balanced correctly, should have been checked, at the end of every day.

(x) Orders should have been issued for the attention of officers to this effect

that all revenue and expenditure entries should have been balanced at the end of daily work and at the end of each quarter and it should have been implemented according the order.


(xi) Final Accounts relating to every year should have been prepared and dispatched to the Auditor General with a copy to the Commissioner of Local Government on or before 31st of March in the following year.

(xii) In respect of quarries raised by the Auditor General regarding particulars

of Final Accounts, clear and specific replies should have been sent within 14 days of the receipt of such quarries.

(xiii) Auditor General should have expressed an opinion in respect of Final

Accounts of the relevant year.

(xiv) Auditor General’s report on the Final Accounts, should have been tabled at the monthly meeting of the Council, held immediately after it was received at the office.

The fact that the accounting standards given in the Sri Lanka Accounts and Audit Standards Act No. 15 of 1995 are not followed by the Local Authority is the only reason for refusing to give the Auditor General’s opinion in respect of Final Accounts then, it should be deemed as the audit opinion has been received, because any provision or any standard stipulated under the above Act, are not applicable to Local Authorities.

3.2.1 Keeping Accounts and Reporting – Confirmation before

awarding of marks. (i) If all the above requirements are completed section 3.2 can be

considered as “very good” (E.M. = 4) (ii) If the requirements in (i) to (xii) above are completed this section can

be evaluated as “good” (E.M. = 3). (iii ) If the requirements in (i) to (x) above are completed this section can be

evaluated as “average” (E.M. = 2) (iv ) If the requirements in (i) to (viii) above are completed this section can

be evaluated as “weak” (E.M. = 1) (v ) If the above requirements are not completed in that manner, no marks

will be awarded (E.M. = 0)

Chapter Five | 45

3.3. Financial Control and Monitoring

(i) A forecast as to the amount of money expected to be collected at the end of each month, on the basis of estimated revenue and each revenue item of it, should have been prepared, at the beginning of the year itself.

(ii) A report in respect of the receipts of money, showing the estimated

amount under each revenue item, the amount of money that should have been received in full as forecasted, during the relevant month and by the end of that month, the full amount of money that had been received at the beginning of the month, the amount of money that was collected during the relevant month, the amount of money that was in excess or deficit of the amount that should have been received by the end of the relevant month, should have been submitted to the Municipal Commissioner/Secretary at the end of every month (before the 10th of the following month)

(iii) After comparing the figures in (i) and (ii) above if a shortfall of any

revenue item is shown, the measures that should be taken to remedy the situation should have been ordered by the Municipal Commissioners/Secretary and action should have been taken accordingly.

(iv) A forecast of the estimated expenditure and activities proposed to be

undertaken during each month of the year, under each expenditure item and the amount of money expected to be spent for those activities, should have been prepared at the beginning of the year itself.

(v) An expenditure ledger showing the amount of provision made in respect

of every expenditure item and the amount spent out of each expenditure item and the amount of provision remaining, after making each payment, should have been maintained up to date.

(vi) A report in respect of the expenditure of money, showing the estimated

amount under each expenditure item, the amount of money that should have been spent in full, as forecasted, during the relevant month and by the end of that month, the full amount of money that had been spent at the beginning of the month, the amount of money that was spent during

If a report showing the amounts of revenue and expenditure at the end of relevant month together with estimated revenue and expenditure at the end of every month within the year under review, has not been submitted to the Council meeting, it is not necessary to examine this section further.


the relevant month, and the amount of savings, under each expenditure item, at the end of the month, should have been submitted to the Municipal Commissioner/Secretary at the end of every month (before the 10th of following month) When it is seen that the allocated provision in any expenditure item is about to be exceeded it should be reposted to the Municipal Commissioner/ Secretary almost immediately.

(vii) When it has been reported through monthly expenditure reports or any

other source that the provision in any expenditure item has been exceeded or was about to be exceeded, measures to be taken to remedy the situation should have been ordered by the Municipal Commissioner/Secretary and action should have been taken accordingly.

(viii) Instances of incurring expenditure in excess of revenue should have been

prevented. In order to check this position, a comparative review should be made in respect of the amount of revenue generated and the amount of expenditure incurred, monthly.

(ix) The balance in the bank account should not have been recorded as an

overdraft and action should have been taken to avoid to keep the balances which exceeds the amount of daily expenditure, in the account. If there is any surplus amount of money, that amount should have been converted into fixed deposits. (In order to investigate this position, bank statement should be subjected to scrutiny. If at any time there has been an overdraft in the bank account or if the amounts in fixed deposits have been released in order to prevent the emergence of an overdraft or if there is a surplus in the bank account continuously, it should be considered that the requirements in (vii) and (viii) above are not completed.)

(x) Action should have been taken to table, the reports referred to in (i) and

(vi) above and the information about the measures taken in that connection, at the Council meeting held immediately after, each such instance.

Chapter Five | 47

3.3.1 Financial Control and Monitoring – Confirmation before awarding of marks.

(i) If all the above requirements are completed section 3.3 can be considered as “very good” (E.M. = 4)

(ii) If the requirements in (i) to (viii) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in (i) to (vii) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in (i) to (v) above are completed, this section can be evaluated as “weak” (E.M. = 1)

(v ) If the above requirements are not completed in that manner, no marks will be awarded (E.M. = 0)

3.4 Revenue Generation

(i) A Council resolution should have been adopted, in the preceding year for

the purpose of levying revenue authorized to be recovered, in the manner provided by principal enactment and by-laws relevant to the Local Authority, in keeping with the budgetary estimates prepared in respect of any financial year, and that levy of revenue should have been published in the Gazette prior to the commencement of the relevant financial year. (In order to check this position, Gazette Notifications and relevant Council meeting Minutes have to be examined, and also, is should be checked whether the Minister’s approval has been obtained for any levy which requires Minister’s approval. If this levy of revenue is not done in conformity with the current law or if there is any levy which is not legal, it should be considered that the above this requirement has not been fulfilled.)

(ii) Copies of Gazette Notification carrying the notice of revenue levied for

the financial year should have been made available to every officer dealing with revenue activities and it should have been brought to the notice of the people in the area.

(iii) Officers involved in the collection of revenue should have been given the

necessary knowledge and awareness for collecting the revenue due to the Council at a satisfactory level.

If the Gazette Notification relating to the levy of revenue in respect of the year under review, has not been published before 31st of December in the previous year, it is not necessary to examine this section further.


(iv) A report as to what business/trade should obtain licences under each by-

law, out of the businesses/trades operating in the council area and containing information in respect of each of such businesses/trades should have been prepared in the preceding year.

(v) A report as to what businesses/trades are required to pay Businesses Tax/Trade Tax, out of the businesses/trades operating in the council area and containing information in respect of each of such businesses/trades, should have been prepared in the preceding year.

(vi) A report in respect of the balance of arrears of revenue due from

properties liable to pay Assessment Tax/Acreage Tax as appearing at the beginning of the year, should have been prepared and it should have been updated at the end of every quarter.

(vii) A survey should have been conducted on all alterations made on

properties situated within the council area (construction of new buildings, improvements made to existing buildings, partition and sub-division of land properties and joining of land properties) and reports should have been obtained before the commencement of the Financial Year.

(viii) Action should have been taken to make aware the owners of

businesses/trades which require licences, but who failed to obtain licences even by 31st of May (written proof in this regard should be checked.)

(ix) Action should be taken to make aware the owners of businesses/trades

which are liable for tax, but who have defaulted the payment, even by 31st of May (written proof in this regard should be checked)

(x) If there are businesses/trades which failed to obtain licences even by 30th

of June, legal action should have been initiated before 31st of July and completed before 31st of October.

(x) If there are businesses/trades which failed to obtain licences, even by 15th

of November, a Closure Order should be obtained from the Court against such businesses/trades, before 10th of December. - In order to observe the position in (viii), (ix), (x) and (xi) above, the document referred to in (iv) above, Register of Licence Fees and relevant files should be checked.

Chapter Five | 49

(xii) If there are businesses/trades which have defaulted the payment of tax, legal action should have been initiated before 31st of July and completed before 31st of October and finalized the recovery of taxes. - In order to observe this position the document referred to in (v) above Register of Business/Trade Tax and relevant files should be checked.

(xiii) In every instance where the payment of tax due from properties liable to

Assessment Tax/Acreage Tax is in arrears for more than two quarters, such arrears of money, should have been recovered by destraining the properties, either after making the relevant persons aware of it earlier or not (when there is no property for destraining, Court action should have been taken) - To observe the above position reports referred to in (vi) and (vii) above and relevant files should be checked.

3.4.1 Generation of Revenue – Confirmation before awarding of

marks. (i) If all the above requirements are completed section 3.4 can be

considered in the position of “very good” (E.M. = 4) (ii) If the requirements in (i) to (xi) above are completed, this section can

be evaluated as “good” (E.M. = 3). (iii ) If the requirements in (i) to (ix) above are completed, this section can

be evaluated as “average” (E.M. = 2) (iv ) If the requirements in (i) to (vii) above are completed, this section can


will be awarded (E.M. = 0) 3.5 Collection and management of revenue

Out of the total estimated revenue and the deficit balances, brought forward, at the beginning of the year on each revenue item –

(i) If more than eighty per cent (80%) of revenue is collected the section 3.5

can be considered in the position of “very good’ (E.M. = 4)

(ii) If the collection of revenue is more than seventy five per cent (75%) and less than eighty per cent (80%), this section can be evaluated as “good” ( E.M. = 3)


(iii) If the collection of revenue is more than fifty per cent (50%) and less than seventy five per cent (75%) this section can be evaluated as “average” (E.M. = 2)

(iv) If the collection of revenue is more than forty five per vent (45%) and

less than fifty per cent (50%) this section can be evaluated as “weak” (E.M. = 1)

(v) If the collection of revenue is less than forty five per cent (45%), no

marks will be awarded. 3.6 Maintenance of financial discipline in a stable manner.

(i) An internal audit unit or an internal audit officer (of senior level) should have been appointed. (A sufficient number of officers should be appointed to meet the volume of financial operations in the Local Authority).

(ii) Half yearly programmes relating to internal audit should have been

prepared. (iii) Audit activity should have been implemented in accordance with the

internal audit programmme. (iv) An internal audit report should have been prepared after (carrying out an

audit in accordance with the half yearly internal audit progamme and it should have been tabled at the Council meeting for information with copies to Municipal Commissioner/Secretary.

(v) Every Local Authority has to act according to Financial Rules enacted to

be applicable to the category of Local Authorities, to which it belongs and to the by-laws, passed with regard to financial control, if any. In this regard each type of Local Authority should adhere to the following, financial control rules.

(a) Although, by-laws can be enacted in respect of financial control

in terms of Section 272(1) of the Municipal Councils Ordinance (Chap. 252) no by-laws have been enacted in that manner. But, according to Section 320 of that Ordinance, Financial Rules

If an Internal Audit Officer has not been appointed, it is not necessary to spend time on this section.

Chapter Five | 51

enacted under the Municipal Councils Ordinance No. 6 of 1910 which has been rescinded, can be used further.

(b) Although the Minister is empowered to make Rules with regard

to financial control, under Section 193 of the Urban Councils Ordinance (Chap. 255) no such Rules have been enacted so far. Therefore, the Urban Councils have to use Rules enacted in respect of the then Urban District Councils constituted under the provisions of Local Government Act No. 11 of 1920. These Rules are known as “Urban District Councils Financial Rules and Regulations”. Urban Councils are empowered to implement these Rules, under the provisions of Section 238 of the Urban Councils Ordinance.

(c) The Minister has enacted Rules (Finance and Administration)

under Section 184 of the Pradeshiya Sabhas Act No. 15 of 1987.

(vi) Every Local Authority should keep a copy of the Financial Rules relevant to the category of Local Authorities, to which it belongs and a copy of the same should be made available to every person dealing with financial and administrative activities.

(vii) Financial activities should have been carried out strictly in accordance

with Financial Rules mentioned above. If financial activities have been carried out, extraneous of such Rules if should be considered that this section is not completed.

(viii) Documents that should be maintained for each activity under relevant Financial

Rules, should have been maintained at a satisfactory level (daily running charts, monies received in the Council as revenue, receipt of stores material etc.)

(ix) All cash and cheque payments made daily to the Council should have

been deposited in the bank, properly. (x) Every payment in respect of an expenditure by the Council should have

been made in cheque. (payment made to staff can be in cash, through the cash counter, after receiving cash for such cheques.)

(xi) All payment vouchers of each month should have been bound together

and submitted for audit, at the end of each month.

(xii) Pre-payment ledger and the deposit ledger should have been maintained by balancing from every entry to entry.


(xiii) Action should have been taken to rectify errors revealed by the audit.

3.6.1 Maintenance of financial discipline in a stable manner –

Confirmation before awarding of marks. (i) If all the above requirements are completed section 3.6 can be

considered in the position of “very good” (E.M. = 4) (ii) If the requirements in (i) to (xi) above are completed, this section can

be evaluated as “good” (E.M. = 3). (iii ) If the requirements in (i) to (x) above are completed, this section can be

evaluated as “average” (E.M. = 2) (iv ) If the requirements in (i) to (ix) above are completed, this section can

be evaluated as “weak” (E.M. = 1) (v ) If the above requirements are not fulfilled in that manner, no marks will

be awarded (E.M. = 0) 3.7 Internal Control

(i) When activities relating to financial matters are entrusted to officers, it should have been done, in a manner which enables the checking and supervision of the work of one person by another person and this arrangement should have been implemented. (This should be implemented as, entrusting the maintenance of records relating to cash or stores materials to another person, other than the person who deals with them (cash and stores materials) etc.

(ii) Summary Cash Book, Main Cash Book, Register of Capital Goods,

Register of Consumer Goods and Stock Ledger should have been maintained up to date. (making entries here should have been made then and there)

(iii) A separate Log Book should have been maintained, up to date in respect

of each vehicle and machinery. (iv) Annual Board of Survey in respect of the preceding year should have

been conducted and completed before 31st of January in every year.

(v) The report containing recommendations of Annual Board of Survey should have been tabled at the Council meeting held in February in

If the Board of Survey relevant to the year under review has not been carried out before 31st of January of the following year. It is not necessary to spend time on this section.

Chapter Five | 53

every year and the approval of the Council should have been obtained for the recommendations.

(vi) All disposable materials, as recommended in the report of the Annual

Board of Survey which have been approved by the Council should have been disposed before 15th of March and all such disposed items should have been written off from the book.

(vii) Criteria relating to the registration of suppliers to the Local Authority

should have been prepared and obtained the Council approval. (It is compulsory that the methodology of not registering the suppliers who did not supply services properly, during previous years, should be included in the criteria.)

(viii) Registration of suppliers for the coming year, in accordance with the

criteria approved by the Council, should have been completed before the commencement of the relevant year.

(ix) Making cash payments through the cash receipt counter should have

been prevented. (This is not applicable to payments made to the staff of the Local Authority.)

(x) Cheques in respect of payments to be made to the staff, should have been

issued to the cashier and steps should have been taken to prevent making payments out of daily collection of revenue.

(xi) The cash counter should have been located in a position which is

convenient to those who come to make payments and which ensures the safety of cash and the cashier.

3.7.1 Internal Control – Confirmation before awarding of marks. (i) If all the above requirements are completed section 3.7 can be

considered in the position of “very good” (E.M. = 4) (ii) If the requirements in (i) to (ix) above are completed, this section can

be evaluated as “good” (E.M. = 3). (iii ) If the requirements in (i) to (viii) above are completed, this section can

be evaluated as “average” (E.M. = 2) (iv ) If the requirements in (i) to (vi) above are completed, this section can




(B) Efficient Performance of the Local Authority Responsibilities (Provision of Services)

4. Public Health and Sanitation

4.1 Enforcement of Laws.

(i) Divisional Medical Officer of Health should have been appointed as the

Head of the health and sanitation division of the Local Authority.

(ii) Powers vested in the Mayor/Chairman should have been delegated to the Medical Officer of Health, in the formal manner.

(iii) Either by-laws necessary for regulation and control of activities relating

to health and sanitation should have been enacted or standard by-laws relating to that subject should have been adopted. (Gazette Notifications relating the relevant by-laws and decision for adoption of standard by-laws should have been published)

(iv) Dangerous, offensive and dangerous and offensive trades operating in the

council area should have been identified and should have been legalized by passing a Council resolution for updating the schedule of the relevant by-law and by publishing the same in the Gazette.

(v) Action should have been taken in respect of places which need licences

under the Butchers” Ordinance, (There should be reports regarding the regular inspections of these places.)

(vi) Necessary steps should have been taken to implement properly the

powers and functions entrusted with the Council in terms of Public Performance Ordinance, Registration of Dogs Ordinance, Rabies Ordinance and Nuisance Ordinance.

(vii) Annual programme for implementing powers and functions relating to

health and sanitation contained in basic laws and other laws should have been identified and plans of action should have been prepared.

If thee powers vested in the Mayor/Chairman has not been delegated to the Medical Officer of Health, it is not necessary to spend time, on this section.

Chapter Five | 55

(viii) Plan of action referred to in (vii) above during the year should have been implemented during the year.

4.1.1

Enforcement of Laws – Confirmation before awarding of marks.

(i) If all the above requirements are completed section 4 can be considered in the position of “very good” (E.M. = 4)

(ii) If the requirements in (i) to (vi) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in (i) to (v) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in (i) to (iv) above are completed, this section can be evaluated as “weak” (E.M. = 1)


4.2 Sanitation

(i) An adequate number of public toilets and urinals should have been provided for both males and females, at public places where people gather.

(ii) A programme for cleaning those toilets and urinals, daily, should have

been introduced.

(iii) Action should have been taken according to daily cleansing programme.

(iv) Action should have been taken to regulate the waste and stagnation of water in public places.

(v) A programme for removing waste in private toilets in the council area

should have been in operation.

(vi) Data relating to the sanitation of the people in the council area should have been maintained up to date.

(vii) A programme for providing assistance to poor persons for constructing

private toilets should have been formulated and implemented.


4.2.1 Sanitation – Confirmation before awarding of marks (i) If all the above requirements are completed section 4.2 can be

considered in the position of “very good” (E.M. = 4)

(ii) If five out of above requirements are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If four out of above requirements are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If three out of above requirements are completed, this section can be evaluated as “weak” (E.M. = 1)


4.3 Collection of solid waste

(i) An arrangement should have been made and implemented for daily

sweeping of streets in urban areas and built up rural areas.

(ii) A systematic programme together with a time table for collection and disposal of solid waste should have been prepared.

(iii) The general public should have been made aware about the programme

for collecting solid waste.

(iv) The function of collecting and disposing of solid waste should have been performed continuously in the same manner as it has been introduced.

(v) A mechanism for recording public complaints about the programme of

collecting solid waste should have been established and action should have been taken to solve those problems.

(vi) A system of charging fees in respect of collecting garbage from business

premises and domestic premises, should have been introduced. (vii) Fees should have been charged according to that system.

If a plan for collection and disposal of solid waste has not been prepared and obtained the approval of the Council at the beginning of the year itself it is not necessary to spend time on this section.

Chapter Five | 57

4.3.1

Collection of solid waste – Confirmation before awarding of marks.

(i) If all the above requirements are completed section 4.3 can be considered in the position of “very good” (E.M. = 4)

(ii) If the requirements in (i) to (v) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in (i) to (iv) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in (i) to (iii) above are completed, this section can be evaluated as “weak” (E.M. = 1)

(v ) If the above requirements are not fulfilled in that manner, no marks will be awarded (E.M. = 0)

4.4 Initiation of minimizing solid waste

(a) Sorting of solid waste at the point of generation itself (residential and business premises)

(i) A methodology for sorting and classification of garbage collected

at every domestic and business premises, should have been introduced.

(ii) A programme for encouraging people to compost the carbonic

waste, should have been introduced and implemented.

(iii) An arrangement should have been made to sort out and collect separately the recyclable material and to recycle them or to give them to an agency engaged in recycling activity.

(iv) Awareness workshops regarding the methodology of minimizing

the generation of waste, should have been conducted for school children and the general public (This programme should have been implemented in schools)

(v) Business community should have been encouraged to engage in

recycling activity and recycling centres should have been established.

If a long-term plan for minimizing solid waste has not been prepared and obtained the approval of the council, it is not necessary to spend time on this section.


(vi) Action should have been taken to involve community based organizations/voluntary organizations/other women’s organizations in the recycling process and thereby to generate self-employment opportunities.

(viii) Waste minimizing programme should have been implemented

practically in the council and thereby an example should have been given to the people.

(a.1)

Sorting of solid waste at the point of generation itself (residential and business premises) – Confirmation of the fact that requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 4.4(a) is completed.

(ii) The fact that above activities have been fulfilled in that manner can be ascertained by examining the files.

(iii ) If requirements in (i), to (iv) above are not fulfilled, it should be considered that Section 4.4.(a) is not completed.

(b) Programme of composting at household itself.

(i) Compost barrels for composting carbonic material generated at households and business places, should have been provided to the people under an easy payment scheme (sixty five percent (65%) of the households and business places in the council area should have been covered.)

(ii) Arrangement should have been made with the intervention of the

Council for marketing surplus quantity of compost so produced to persons who are engaged in agricultural activities, in the council area and its neighbourhood.

(iii) Home garden cultivation should have been undertaken in the Council

land, by using compost produced in Council offices.

(iv) Opportunities should have been made to conduct a school garden cultivation competition in the council area and a programme should have been made for composting carbonic waste generated within the school and for using that compost for school garden cultivation.

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(b.1)

Programmes for composting at household itself – Confirmation of the fact that the requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 4.4(b) is completed.

(ii) Progress of this can be observed by examining files relating to these activities.

(iii ) If requirements in (i), to (iii) above are not fulfilled, it should be considered that Section 4.4.(b) is not completed.

(c) School recycling programmes

(i) Awareness programmes for children should have been held to cover all the schools in the council area.

(ii) Action should have been taken to train children to collect non-degradable

materials generated in the schools, separately. (iii) Arrangement should have been made to sell the non-degradable materials

generated in schools, after they were collected by children. (iv) Awareness should have been created in the children to cultivate the habit

of reusing materials which can be used over and over again and to take this message to their parents and follow up action should have been taken.

(c.1)

School Recycling Programme – Confirmation of the fact that the requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 4.4(c) is completed.

(ii) This position can be confirmed by examining the files, documents and reports relating to these activities.

(iii ) If requirements in (i), to (ii) have not been fulfilled, it should be considered that Section 4.4.(c) is not completed.

(d) Domestic recycling programmes

(i) Awareness programmes should have been conducted for adults (particularly women), to cover all housing units in the council area.

(ii) Action should have been taken to train women for collecting non-

degradable materials, generated in the houses, separately.


(iii) Action should have been taken to make women to cultivate the habit of reusing materials which can be used over and over again and to create opportunities for emergence of women’s organizations and follow up action should have been taken.

(iv) An arrangement should have been made to sell non-degradable materials

collected by householders, to dealers engaged in relevant business.

(v) If any recyclable materials found among household garbage are handed over at the time of collecting garbage by the Local Authority, without making use of them for recycling purposes, action should have been taken to increase the garbage disposal fee.

(d.1)

Domestic recycling programmes – Confirmation of the fact that the request has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 4.4 (d) is completed.

(ii) The relevant positions can be confirmed by examining files, registers and reports relating to those activities.

(iii ) If requirements in (i), to (iii) have not been fulfilled, it should be considered that Section 4.4. (d) is not completed.

(e) Other organized recycling programmes

(i) Action should have been taken, to bring together all voluntary

organizations operating in the Local Authority area and to create awareness in them, about recycling of garbage and, to provide incentives to those organizations.

(ii) Background for collecting all recyclable materials and earning some

income through that, should have been created. (iii) Action should have been taken to identity voluntary organizations which

take interest in recycling activity, in the area and to encourage them to start business with recyclable material.

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(e.1)

Other organized recycling programmes – Confirmation of the fact that the requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 4.4(e) is completed.

(ii) The relevant position can be ascertained by examining files, documents and reports relating to these activities..


(f) Educational/Awareness programmes

(i) Programmes should have been conducted to make aware the people and

school children about the Council’s policy on the disposal of garbage and the adverse effects resulting from not following such a policy. (At least three such programmes per year, should have been conducted, so as to cover every household and every school in the area.)

(ii) At least four programmes, per year, should have been conducted for the

purpose of creating awareness on benefits that can be gained from reuse and recycling of waste and about the diseases that can be prevented through such activity. These programmes should have covered every household and every school in the area.

(iii) At least two programmes per year should have been conducted to make

aware the business community and voluntary organizations in the council area, about the recycling, composting and establishing bio-gas units.(Action should have been taken to give the technical knowledge also required for carrying out such a business at these programmes.)

(f.1)

Educational/Awareness programmes – Confirmation of the fact that the requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 4.4(f is completed.

(ii) The relevant positions should be ascertained by examining files, documents and reports relating to these activities.



4.4.1

Initiatives on waste minimization – Confirmation, before awarding of marks.


(ii) If the requirements in 4.4. (a) to 4.4. (e) are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in 4.4. (a) to 4.4. (d) are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in 4.4. (a) to 4.4. (c) are completed, this section can be evaluated as “weak” (E.M. = 1)


4.5 Disposal of solid waste and service management.

(a) Collection of data relating to solid waste management (i) Having identified separately the places where garbage is generated

abundantly in the council area, documents relating to them, should have been maintained up to date.

(ii) Having, calculated the following data, separately, daily reports

should have been maintained up to date. ● Quantum of garbage collected by sweeping streets (It

should have been classified then and there and the amount should have been recorded in terms of each category of waste.)

● Quantum of garbage collected from business places.

● Quantum of garbage referred (to voluntary organizations)

for recycling.

● Quantum of garbage referred for production of bio-gas. ● Quantum of hazardous waste collected. ● Quantum of garbage referred for final disposal.

If the methodology for final disposal of solid waste under hygienic conditions, is not maintained, it is not necessary to examine this section any further.

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(iii) Plans should have been prepared for future period, in accordance

with this data.

(a.1)

Collection of data relating to solid waste management – Confirmation of the fact that the requirement has been fulfilled.


(ii) The fact that above activities have been fulfilled, has to be ascertained by examining files.


(b) Performance management relating to solid waste management.

(i) Staff engaged in solid waste management should have been shown separately under an organization structure. (In this regard, the daily roster of duties should have been shown separately in the organization structure.)

(ii) Equipment and material for the sanitation of the staff, should

have been provided. (iii) Times for sweeping of streets, and dates and times for collection

of garbage in houses/ business places, should have been fixed according to categories of garbage as classified, and should have been made known to the people.

(iv) Action should have been taken to collect garbage on dates

introduced to the people and at specified times.

(v) If the garbage collected is to be kept at temporary storing places, such places should have been identified.

(vi) A system of follow up action for confirming that daily collected

garbage has been carried for final disposal, should have been identified and implemented.

(vii) Action should have been taken to revise the roster schemes of the

staff periodically.


(b.1)

Performance Management relating to solid waste management – Confirmation of the fact that the requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 4.5 (b) is completed.

(ii) Progress of this work can be observed by examining the files and places relevant to this activities.


(c) Satisfactory performance of final disposal

(i) Places where final disposal can be performed with least damage to the environment, should have been identified.

(ii) Measures should have been taken to keep the surroundings of the

final disposal site, devoid of bad smell and insects. (iii) Final disposal system should have been inspected daily and

reports should have been kept and recommendations in respect of its improvement should have been submitted monthly.

(iv) Recommendations regarding final disposal should have been

implemented. (c.1)

Satisfactory performance of final disposal – Confirmation of the fact that this requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 4.5 (c) is completed.

(ii) The relevant position should be ascertained by examining files, documents and reports relating to this activities.


(d) Separate disposal of special solid waste.

(i) A safe arrangement should have been identified and implemented for disposal of chemical waste.

(ii) Separate places should have been reserved in the cemetery for the

disposal of waste related to dead bodies and discharged from the funeral parlours.

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(iii) Separate places and methods should have been identified and

implemented for the disposal of chemical waste discharged from factories.

(iv) Measures required for purification of chemical liquid waste

generated from factories, should have been specified and the discharge of the same to natural water courses or public drains should have been prevented. Reports should have been maintained after checking whether it is being implemented in that manner.

(v) An arrangement should have been made for preventing the

discharge of animal excreta (pigs, cattle or poultry etc.) and waste water (of such places) into open places or water courses and it should have been subjected to constant supervision.

(d.1)

Separate disposal of special solid waste – Confirmation of the fact that this requirement has been fulfilled.


(ii) Relevant positions should be ascertained by examining files documents, and reports relating to these activities.


(e) Solid waste management plans, have been formulated and

implemented.

(i) Action should have been taken to formulate a solid waste management plan by including activities referred to in (a) to (d), above. (Classification of garbage, methodology of charging fees, other incentives, the manner in which the involvement of the private sector and voluntary organizations is expected, and the method of obtaining their assistance also, should have been included, in this plan) and to obtain, views of the people and organization for that plan.


(ii) Council approval should have been obtained for the solid waste management plan, which was revised, by obtaining the views of the general public also.

(iii) Action should have been taken to implement in accordance with

the approved plan and to make necessary modifications, by reviewing from time to time.

(e.1)

Solid waste management plans have been formulated and implemented – Confirmation of the fact that this requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 4.5 (e) is completed.

(ii) Relevant positions should be ascertained by examining files, documents and reports relevant to these activities.


4.5.1

Disposal of solid waste and service management – Confirmation before awarding of marks.


(ii) If the requirements in 4.5 (a) to 4.5 (d) are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in 4.5 (a) to 4.5 (e) are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in 4.5 (a) to 4.5 (b) are completed, this section can be evaluated as “weak” (E.M. = 1)


4.6 Prevention of Infectious Diseases

(i) Action should have been taken to minimize the instances providing room for breeding of mosquitoes that cause communicable diseases, in public buildings and public places.

If there is no evidence to prove that inspections have been carried out with regard to places where mosquitoes breed, at least once in three months, it is not necessary to examine this section any further

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(ii) Periodical inspections should have been carried out on possibility of breeding mosquitoes in households and business premises (This activity should have been completed before the commencement of the rainy season) and necessary instructions should have been given.

(iii) People should have been made aware about the need for maintaining

empty lands without allowing the water to be stagnated and to be devoid of thorny shrubs and garbage. Legal action should have been taken against persons who do not act accordingly.

(iv) Action should have been taken to spray insecticides that destroy

mosquitoes, as soon as the rainy season is over.

(v) People should have been made aware about the need to cultivate good health habits & practices.

(vi) Opportunity should have been provided for the people to get pure

drinking water.

(vii) Necessary measures should have been planned for the proper disposal of toilet wastes, when cesspits start overflowing.

(viii) In areas subject to floods, action should have been taken to supply pure

drinking water, to the people and to clean the wells, during the times of floods.

4.6.1

Prevention of infectious diseases – Confirmation before awarding of marks.




(iv ) If the requirements in (i) to (iii) above are completed, this section can be evaluated as “weak” (E.M. = 1)

(v) If the above requirements are not fulfilled in that manner, no marks will be awarded (E.M. = 0)


4.7 Maternity and child care services

(i) Financial provision, required for conducting maternity and child care clinics, purchasing medicine for immunization and treatment, implementing health education programme on maternity and child health should have been included in the annual budgetary estimates. -(In allocating financial provision for above activities, attention should be paid to, facilities provided in Government or Provincial Council maternity and child care service centres operating in the council area and in places very close to that area in relation to above activities and also the population of the council area.)

(ii) Health education programmes on maternity and child care health should

have been organized in each ward of the Local Authority at the rate of at least four programmes, per ward, in a year. (Progress reports, on this matter should have been maintained.)

(iii) Over ninety percent (90%) of the annual provision allocated for

maternity and child care services should have been expended. (It should be considered that this requirement is incomplete, if any saving in this expenditure item has been transferred to another expenditure item and that amount exceeds ten percent (10%) of the provision allocated for this activity.)

(iv) Maternity and child care clinics should have been established, by taking

into account the population and geographical position of the council area. (In this regard action should have been taken, by taking into account the maternity and child care clinics maintained by the Government or the Provincial Council, in the council area or in areas very close to that.)

Further investigations on this section can be continued, if the activity in (iii) in this section is completed only.

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4.7.1

Maternity and child care services – Confirmation before awarding of marks.


(ii) If the requirements in (i) to (iii) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in (i) to (ii) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in (i) above is completed, this section can be evaluated as “weak” (E.M. = 1)

(v) If the above requirements are not fulfilled in that manner, no marks will be awarded (E.M. = 0)

4.8 Food Hygiene

(a) Registration of food related businesses

(i) A register should have been maintained up to date in respect of agencies producing food and food related items, distributing centres for food and food related products, places, where food and food related products are displayed for sale, in the council area.

(ii) Action should have been taken, to confirm that every undertaking

appearing in the register prepared, in terms of (i) above, is maintained at a satisfactory level, sufficient for issuing licences under the provisions of relevant by-laws and to make aware adequately the management of such undertakings, on the need for obtaining licences for them

(iii) Licences should have been issued in respect of all such

businesses, subject to the provisions of the relevant by-law - action should have been taken to identity business undertakings which fail to fulfill the conditions required for issuing a licence and to make them aware about that position. This fact should be confirmed by files.

It is not necessary to examine any further about this section, if a register has not been prepared, relating to places which need licences, for the relevant year.


(a.1)

Registration of food related businesses – Confirmation of the fact that this requirement has been fulfilled.


(ii) The fact that above activities have been performed in that manner, has to be ascertained by examining files.


(b) Legal action has been completed against business undertakings

which have not obtained licences before 30th of June.

(i) Issue of licences in respect of businesses which should obtain licences before 15th of January in the year, should have been completed.

(ii) Having identified businesses which have not obtained licences by

15th of January, action should have been taken to make aware the management of such businesses, by 31st of January – If there is any business undertaking which has not fulfilled the conditions necessary for issuing a licence, it may be allowed to complete such conditions till 15th of March.

(iii) Initiation of legal action against business undertakings which did

not obtain licences even by 15th of March, should have been completed by 15th of April.

(iv) Legal action against every business undertaking which did not

obtain licences, should have been completed by 30th of June.

(b.1)

Legal action has been completed against business undertakings which did not obtain licences, before 30th of June – Confirmation of the fact that this requirement has been fulfilled.


(ii) The progress of this, can be observed by examining the files relating to these activities.


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(c) Ensuring that all food related businesses are either, having licences or have been reported to the Judiciary.

(i) Every business undertaking in the council area whose name

appears in the register of food related businesses, should have obtained the relevant licence, or else, legal action against them should have been completed.

(ii) There should be no any business undertaking which does not

conform to the position referred to in (i) above.

(iii) Every licenced business undertaking should have been supervised regularly to ascertain whether, it is operating in conformity with the conditions of the relevant by-laws. Reports should have been maintained about this.

(iv) Action should have been taken to make aware the business

undertakings which were identified, at the supervision referred to in (iii) above, as violating by-laws and, to take judicial measures, against business undertakings which failed to act according to such awareness.

(v) Whether new food related business undertakings have been

started, after the commencement of the year, should have been ascertained by conducting monthly investigations – Reports should have been maintained in respect of this.

(c.1)

Ensuring that all food related business are either having licences or have been reported to the Judiciary – Confirmation of the fact that the requirement has been fulfilled.


(ii) Relevant positions should be confirmed by examining files, documents and reports relating to these activities.


(d) Food testing activities

(i) Provision should have been allocated for testing food samples, in

the annual budgetary estimates.


(ii) Tests should have been conducted on food samples, in such a way that each food related business gets subjected to supervision at least twice a year and that all food related businesses in the council area, will be covered.

(iii) Ninety percent (90%) of the provision allocated for this purpose,

should have been expended – If any saving in this expenditure item has been transferred to any other expenditure item, and when that amount exceeds ten percent (10%), of the provision allocated for this purpose, it should be considered this requirement is incomplete.

(iv) Judicial action should have been taken against those food related

business undertakings which have been identified at food sample tests, as having food, not fit for human consumption or having food produced or displayed not conforming to provisions of by-laws. Monthly reports should have been maintained in this regard.

(v) Advances obtained for getting food samples, should have been settled before the expiry of 30 days from the date on which the advance was taken.

(d.1)

Food test activities – Confirmation of the fact that this requirement has been fulfilled.


(ii) Relevant positions should be confirmed by examining the files, documents and reports relating to these activities.


(e) Inspection of undertakings engaged in the process of food

production and packing and selling of food.

(i) Every undertaking which have obtained a proper licence from the Council and every undertaking which have not obtained licences, should have been inspected regularly. The register prepared in respect of above undertakings should be utilized for this purpose.

(ii) In the case of a business which has not obtained a licence, the

management should have been made aware about the fact that

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obtaining a licence is compulsory and about the provisions of the by-laws.

(iii) Judicial action should have been taken, if businesses referred to in

(ii) above still do not obtain licences. (iv) In the case of businesses which have obtained licences, it should

be examined as to whether the business undertaking conforms to the provision of the relevant by-laws in operating the business and reports should have been submitted.

(v) If it has been observed that business undertakings referred to in

(iv), above have violated the conditions of by-laws, action should have been taken to make them aware of the position and if they did not take measures to rectify that position, action should have been taken to institute judicial action.

(vi) Health education programmes should have been implemented

about the adverse effects on public health resulting from shortcomings in the operation of business undertakings and about the provisions of by-laws.

(vii) Monthly reports about these inspections should have been

submitted.

(e.1)

Inspection of undertakings engaged in the process of food production and packing and selling of food – Confirmation of the fact that this requirement has been fulfilled.




(f) Testing of drinking water samples used in business places.

(i) Testing of the quality of water used for drinking purposes of the

customers and the staff should have been carried out at least twice a year to cover all business places and offices in the council area. - When the water is supplied from one source, the


testing of that water source is sufficient. However, when stock tanks are used the quality of water stored in those stock tanks should be tested. -

(ii) Reports relating to such testing of water quality should have been

maintained.

(iii) When it is confirmed, at the water quality testing, that the quality of water is not satisfactory and that the water contains germs which cause diseases, action should have been taken to give instructions and assistance to relevant undertakings, for rectifying the position.

(f.1)

Testing of drinking water samples used in business places – Confirmation of the fact that the requirement has been fulfilled.


(ii) Relevant positions should be confirmed by examining, files, documents and reports relating to these activities.


(g) Initiatives on improvement of food hygiene

(i) Awareness programmes should have been conducted for persons

who are engaged in transporting and selling food items, and persons who are producing and selling processed food, about the manner of operating their businesses, to ensure health care.

(ii) Council should have provided assistance to businessmen referred

to in (i) above, with regard to health care problems which cannot be solved on their own.

(iii) Reports about above activities should have been maintained and

action should have been taken to obtain the assistance of the Provincial Council, when necessary.

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(g.1)

Initiatives on improvement of food hygiene – Confirmation of the fact that the requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 4.8 (g) is completed.



4.8.1 Food hygiene – Confirmation before awarding of marks.

(i) If five or more out of above requirements are completed section 4.8can be considered in the position of “very good” (E.M. = 4)

(ii) If four out of above requirements are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If three out of above requirements are completed, this section can be evaluated as “average” (E.M. = 2)

(iv) If two out of above requirements are completed, this section can be evaluated as “weak” (E.M. = 1)

(v) When less than two out of above requirements are completed no marks will be awarded. (E.M. = 0)

5. Management of Roads and Rain Water Drains 5.1 Information records in respect of roads and drains

(a) Legal ownership of roads, under statutory provisions, have been

obtained.

(i) After identifying all the roads that should have been owned by the Local Authority, the notice for making aware of that position and for calling objections should have been published in the Gazette.

(ii) After holding the objection inquiry, every such road should have

been published in the Gazette once again, as a road belonging to the Local Authority.

It is not necessary to investigate this section, if the Road Inventory of the Council has not been prepared up to date.


(iii) In every road, street lines should have been demarcated – (From 2010 onwards the competition criteria will be the fact that street lines have been marked by laying boundary stones.)

(a.1)

Legal ownership of roads under statutory provisions have been obtained – Confirmation of the fact that the requirement has been fulfilled.


(ii) The fact that above activities have been performed in that manner, has to be ascertained by examining the files.


(b) Road Inventory, together with maps has been maintained.

(i) A Road Inventory should have been maintained up to date, with a

map and a detailed report overleaf (one sheet per road) in respect of every road identified under (a) above.)

(ii) The following information should have been included in the

above mentioned Road Inventory.

● Name of the road (with the reference of the Gazette where the road has been declared.)

● The reference of the Gazette where the ownership of the

road is declared. ● Place where the road commences ● Place where the road ends ● Full length of the road (in Kilo metres)

● Width of the road (If there is any difference of the width it should have been marked in the map and the distance from the commencing place should have been indicated.)

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● Places where bridges, culverts, box culverts, causeways etc. on the road are situated, together with the distance from the commencing place, should have been indicated.

● Electricity posts, telephone posts, electricity posts having

street lamps and the manner in which water pipes and telephone cables are laid, should have been marked in the map.

(iii) Road Inventory should have been updated in accordance with the

developments undertaken on any road. (b.1)

Road Inventory together with maps have been maintained– Confirmation of the fact that the requirement has been fulfilled.


(ii) The fact that, above activities have been performed in that manner has to be ascertained by examining files..


(c) Inventory of Rain Water Drains has been maintained

(i) An Inventory in respect of every rain water drain in the council

area, should have been prepared and maintained up to date.

(ii) In that Inventory the particulars relating to the road where the drain is situated whether the drain is on the left side or on the right side from the starting place of the road, the material with which it is constructed, the distance between the starting place and the ending place of the drain, should have been included.

(iii) Repairs done on the drain periodically should have been included

in the Inventory and a file should have been maintained in respect of each drain.


(c.1)

Inventory of Rainwater Drains has been maintained – Confirmation of the fact that the requirement has been fulfilled.


(ii) The fact that, above activities have been performed in that manner has to be ascertained by examining files and by conducting sample checks.


(d) Keeping the records in respect of road maintenance

(i) A file in respect of each road owned by the Council, should have

been maintained up to date.

(ii) Immediately after a maintenance work or a repair was done on any road, it should have been recorded in the Road Inventory also in accordance with the information available in the file.

(iii) Reconciliation reports should have been maintained, in order to

confirm the fact that above repairs and maintenance work have been done in keeping with the annual work plan.

(d.1)

Keeping the records in respect of road maintenance – Confirmation of the fact that the requirement has been fulfilled.


(ii) The fact that, above activities have been performed in that manner has to be ascertained by examining files.


(e) Keeping the records relating to the maintenance of rain water

drains.

(i) All information relating to the repairs and removal of stagnant soil in respect of every rain water drain built with cement or concrete, should have been recorded in the Inventory.

(ii) In drains dug up on the natural earth stagnant soil should have

been removed regularly and such maintenance work should have been recorded in the Inventory.

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(e.1)

Keeping the records relating to the maintenance of rain water drains – Confirmation of the fact that the requirement has been fulfilled.



(iii ) If the progress shown is lower than the above position, it should be considered that this requirement is not completed.

(f) Survey maps including the marking of street lines in respect of

each and every road, have been prepared.

(i) A survey plan should have been prepared and maintained separately in respect of every road owned by the Council, simultaneously with the Road Inventory.

(ii) In this survey plan, street lines and building limits should have

been marked. (f.1)

Survey plans together with the marking of street lines, in respect of each and every road – Confirmation of the fact that the requirement has been fulfilled.




5.1.1

Records of Information in respect of roads and drains – Confirmation before awarding of marks.


(ii) If requirements in 5.1 (a) to 5.1. (e) are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If requirements in 5.1 (a) to 5.1 (d) are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If requirements in 5.1. (a) and 5.1. (c) are completed, this section can be evaluated as “weak” (E.M. = 1)

(v) If the above requirements are not completed in that manner, no marks will be awarded (E.M. = 0)


5.2 Rain Water Drains

(a) Maintaining a system of built up drains

(i) A system of drains built with cement or concrete, should have been maintained, so as to cover more than thirty percent (30%) of the total length of roads in urban areas and in areas considered to be built up areas.

(i) On both sides of the remaining roads in the area referred to in (i)

above, surface drains should have been made and maintained periodically.

(ii) Debris that get deposited in the drains should have been

removed, in respect of all built up drains.

(a.1)

Maintaining a system of built up drains – Confirmation of the fact that the requirement has been fulfilled.




(b) Having a system of drains, which are not constructed as such but

maintained satisfactorily.

(i) In areas other than those referred to in (a) above drains should have been cut and maintained on either side of the roads.

(ii) People residing near the roads should have been encouraged to

maintain drains on either side of the roads, regularly, and that work should have been fulfilled accordingly.

It is not necessary to investigate this section any further, if there is no proper system of drains in the council area. This position can be observed when entering the council area, for investigation.

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(b.1)

Having a system of drains which are not constructed as such, but maintained satisfactorily – Confirmation of the fact that the requirement has been fulfilled.




(c) Maintaining the system of drains, regularly.

(i) Action should have been taken to maintain the system of drains, regularly.

(ii) Owners of relevant lands, should have been directed to construct

culverts or to fix concrete slabs, at the entrance to the land from the road across the drain, and to repair and maintain the same regularly.

(iii) When any owner of a land does not act in the manner referred to

in (ii) above, action should have been taken to do the needful, under council expenditure and to recover the amount so expended, from the owner of the land.

(c.1)

Maintaining the system of drains regularly - Confirmation of the fact that the requirement has been fulfilled.




(d) Areas prone, to disasters caused by water, have been identified.

(i) Areas which are subject, to floods due to rain water or overflowing of rivers, canals, streams or any other water courses or to disasters, should have been identified and separate records should have been maintained up to date.


(ii) Records should have been maintained separately in respect of areas which can be subject to disasters, in accordance with the time periods when such instances could occur.

(iii) A mechanism to obtain daily rainfall figures of the area, should

have been identified and the areas which would be subject to disasters caused by water should have been identified, separately, according to the quantum of rainfall in each of such areas.

(d.1)

Areas prone to disasters caused by water have been identified – Confirmation of the fact that the requirement has been fulfilled.




(e) Drainage plans have been prepared.

(i) Room for stagnation of water flowing along the rain water drains, on any land, should have been removed.

(ii) Action should have been taken to remove debris deposited in

every drain, before the rainy season in accordance with reports referred to in (d) above.

(iii) In every instance, of not having an outlet for flowing the water in

a drain, action should have been taken to construct water outlet drains across any private land.

(e.1)

Drainage plans have been prepared – Confirmation of the fact that the requirement has been fulfilled.




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5.2.1

Rain water drains – Confirmation before awarding of marks.


(ii) If requirements in 5.2 (a) to 5.2 (d) are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If requirements in 5.2 (a) to 5.2 (c) are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If requirements in 5.1. (a) and 5.1 (b) are completed, this section can be evaluated as “weak” (E.M. = 1)


5.3 Maintenance and Repairs

(i) Monthly, quarterly, half yearly, annual and four year plans, which include following activities, relating to road repairs and maintenance, should have been prepared.

● Cleaning the shrub jungle on either side of the roads. ● Cleaning the built up drains . ● Removing the soil accumulated in drains dug up on the earth and

re-cutting such drains. ● Repairing damaged places of constructed drains. ● Maintenance (filling pot holes, repairing the broken edges of the

road and subsequent coating) in tarred roads. ● Re laying of rubble earth on rubble laid roads in order to fill pot

holes. ● Cleaning the interior of culverts. ● Painting the road boundary marks which indicate culverts and

boundaries on either side of the roads. ● Repairing damages & removing weeds grown on retaining walls. ● Repair and maintenance of sign boards and name boards.

It is not necessary to examine the progress of this section, if there is no pre arranged programme for the maintenance and repair work.


(ii) Implementation of the above plan according to a time table.

(iii) Removal of obstruction to water courses running across the roads. (iv) A quantum of over twenty per cent (20%) of the total provision of

expenditure in the budget, should have been allocated and more than ninety per cent of that allocation should have been spent for the above purpose. (If any saving in this expenditure item has been transferred to another expenditure item, and if that amount exceeds ten per cent (10%) of the allocation for this purpose, then it should be considered that this requirement is incomplete)

5.3.1

Maintenance and repairs – Confirmation before awarding of marks.


(ii) If requirements in (i) to (iii) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If requirements in (i) and (ii) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If requirements in (i) above is completed, this section can be evaluated as “weak” (E.M. = 1)


5.4 Roundabouts and Pavements (It should be considered that clock towers

are also included.

(a) Periodical maintenance programme implemented according to

the plan.

(i) Monthly quarterly, half-yearly, annual and four year plans which include following activities relating to the maintenance and repair of roundabouts, pavements, centre islands, pedestrian dressings guard railings overhead bridges for pedestrians and subways for pedestrians, should have been prepared.

● Painting

It is not necessary to examine the progress of this section, if there is no pre-arranged programme for maintenance and repairs

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● Maintenance of pavements (filling pot holes, replacing

damaged concrete slabs and removing unauthorized constructions)

● Removing weeds. ● Removing unnecessary encroachments on pavements. ● Repairing damaged iron fences or slabs. ● Removing epiphytic ● Repair and maintenance of sign boards and name boards.

(ii) Implementation of the above plans according to a time table.

(iii) Removal of date expired and unauthorized notices and

advertisements and those which distract the attention of drivers and those which appear to be indecent.

(iv) Removal of unauthorized connections, obstructive boards,

decorations and unauthorized hawking on pavements.

(v) Painting of roundabouts and repair of damaged places of roundabouts.

(a.1)

Regular maintenance programme implemented according to the plan – Confirmation of the fact that the requirement has been fulfilled.


(ii) The fact that the above activities have been performed in that manner has to be ascertained by examining files.


(b) Removing the unauthorized and time expired, posters, banners,

notices, flags and fliers

(i) By-laws relating to regulation, control and supervision of the display of notices and levying fees from them, should have been enacted or adopted.


(ii) Posters and banners of which the period of display has been

lapsed, should have been removed. (iii) Notices and advertisement boards which would distract the

attention of drivers and those which appear to be indecent, should have been removed.

(iv) A register relating to the authorized advertisements banners and

posters, should have been maintained. (b.1)

Unauthorized and time lapsed posters, banners, notices, flags and fliers have been removed – Confirmation of the fact that the requirement has been fulfilled.




(c) Sponsors have been utilized for maintaining roundabouts.

(i) Roundabouts and centre islands on roads situated in the council area should have been entrusted to the private sector or other organizations for the purpose of maintaining, on the basis of charging fees.

(ii) As to whether the agencies entrusted with the maintenance have

performed that function satisfactorily, should have been supervised periodically.

(c.1)

Sponsors have been utilized for maintaining roundabouts – Confirmation of the fact that the requirement has been fulfilled.




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(d) Pavements, which are devoid of unauthorized constructions and hawkers and easily workable.

(i) By-laws for the control of pavements should have been enacted.

(ii) No room should be allowed for any construction on pavements,

pedestrian overhead bridges, pedestrian subways and the highway, causing obstruction to users of such places.

(iii) Trading on pavements, pedestrian overhead bridges, pedestrian

subways and the highway, should have been stopped and unauthorized constructions, should have been removed.

(iv) All obstructions to users of pavements, pedestrian overhead

bridges, pedestrian subways and highways, should have been removed.

(d.1)

Pavements which are devoid of unauthorized constructions and hawkers and easily workable – Confirmation of the fact that the requirement has been fulfilled.




(e) Community participation has been obtained for maintenance

(i) All roundabouts and parts of centre islands on roads which were

not given to the private sector for maintenance and management, should have been maintained and managed by the Council.

(ii) Contribution of the community or other organizations, should

have been obtained for this purpose.


(e.1)

Community participation has been obtained for maintenance – Confirmation of the fact that the requirement has been fulfilled.




5.4.1

Roundabouts and pavements - Confirmation before awarding of marks.


(ii) If requirements in 5.4. (a) to 5.4 (d) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If requirements in 5.4 (a) to 5.4. (c) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If requirements in 5.4 (a) to 5.4. (b) above are completed, this section can be evaluated as “weak” (E.M. = 1)


5.5 Naming of Streets

(a) Roads with street name boards

(i) In respect of all roads in the council area, which have been named in accordance with the provisions of the principal enactment, relating to the Local Authority, a name board with the name of each road, should have been affixed on a permanent structure at the commencing place and at the ending place of the road as well as at the place where the road is leading to another road.

(ii) Every such name board, should have been regularly repaired and

maintained and should have been free from pasting notices covering the name board.

If name boards indicating the destination of street roads or name of the street in the council area have not been installed, it is not necessary to examine the progress of this section.

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(a.1)

Roads with street name boards – Confirmation of the fact that the requirement has been fulfilled.




(b) Street name boards prepared in all the three languages

(i) Every name board installed for identification of the road or for

indicating its destination in respect of named roads, should have been prepared in all the three languages.

(ii) Every such name board should have been made with letters of luminous colour, so as to be easily readable and readable even in darkness.

(b.1)

Street name boards, prepared in all the three languages – Confirmation of the fact that the requirement is fulfilled.




(c) The proper legal procedure has been followed in naming the

streets

(i) In naming the streets and roads situated within the council area the approval of the Minister in charge of the subject should have been obtained in terms of provisions of the principal law relating to the Local Authority.

(ii) When a Council resolution is made for requesting the Minister’s

approval to name any road a part of which falls into another Local Authority area also, the concurrence of such Local Authority should have been obtained.


(iii) After any street or any road was named under proper approval, that should have been published in the Gazette in all the three languages.

(iv) Immediately after the publication of the Gazette Notification

boards with the name of the road, should have been installed.

(c.1)

The proper legal procedure has been followed in naming the streets – Confirmation of the fact that the requirement has been fulfilled.




(d) Sign boards indicating access roads to main cities with distances,

have been installed.

(i) When a named road is an access road to any main city or any town/area a note stating the destination and the distance to it in kilometers, should have been included, in addition to the name, in the sign board.

(ii) When a road which is not named is an access road to any main

city or any town/area, a board indicating its destination and the distance to it, in kilo metres should have been installed permanently.

(iii) If there is no space to turn vehicles at the place where the road

ends, a sign board indicating that position in red colour should have been installed (Dead End).

(d.1)

Sign boards indicating access roads to main cities with distances have been installed – Confirmation of the fact that the requirement has been fulfilled.




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5.5.1

Naming of Streets - Confirmation before awarding of marks.

(i) If all the above requirements are completed, section 5.5 can be considered in the position of “very good” (E.M. = 4)

(ii) If requirements in 5.5 (c) to 5.5 (e) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If requirements in 5.5 (a) to 5.5. (b) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If requirements in 5.5 (c) above is completed, this section can be evaluated as “weak” (E.M. = 1)


5.6 Private roads

(i) Residents living along every private road should have been directed to install a board indicating “private road” or a private road with a dead end at the place where the road begins

(ii) Private roads should have been maintained through owners, so as to

enable the waste water flowing from private roads to enter the drains of the main road, properly.

(iii) Residents should have been directed to construct culvers and retaining

walls necessary for the protection of the private roads and to maintain them.

(iv) Constructions at the place where the access to private road from the

council road is located, should have been done in a manner that does not cause any damage to the council road.

(v) When residents do not act according to such directions, action should

have been taken to do it at the expense of the Council and recover the cost from the residents.


5.6.1

Private roads - Confirmation before awarding of marks.

(i) If all the above requirements are completed, it should be considered section 5.6 can be considered in the position of “very good” (E.M. = 4)

(ii) If requirements in (i) to (iv) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If requirements in (i) to (iii) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If requirements in (i) to (ii) above is completed, this section can be evaluated as “weak” (E.M. = 1)


6. Common Amenities 6.1 Markets/Public Markets

(a) Public market was maintained systematically

(i) Action has been taken to colour wash the public market, annually. (ii) Damaged parts of the building and fittings have been repaired. (iii) Roof, gutters and down pipes have been maintained properly. (iv) System of water drainage in the premises have been maintained

properly and cleaned daily.

(v) Toilets and urinals, (in the public market) have been cleaned daily (at least twice a day) by spraying disinfections.

(vi) Any room which enables the animals to enter the premises should

have been blocked.

It is not necessary to examine the progress of this section, if the rent from market stalls is in arrears for a period of more than three months, at the end of the year.

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(a.1)

The public market was maintained systematically – Confirmation of the fact that the requirement has been fulfilled.


(ii) The fact that the above activities have been performed in that manner has to be ascertained by inspecting the place.


(b) Basic amenities have been provided within the public market.

(i) Toilets and urinals for the convenience of businessmen,

employees and customers should have been provided. (ii) Space for parking vehicles should have been arranged separately. (iii) Electricity and drinking water facilities should have been

provided. (iv) Arrangements should have been made for disposal of waste. (v) Separate weights and measures equipment, should have been

provided in the market premises to check the accuracy of weights and measures of commodities purchased by customers.

(b.1)

Basic amenities have been provided within the public market – Confirmation of the fact that the requirement has been fulfilled.




(c) Trade stalls in the market has been used only for authorized

businesses

(i) Allotted market stalls should have been used only for the business mentioned in the agreement.


(ii) In the instances when a type of business other than which is mentioned in the agreement is carried out proper course of action, should have been taken regarding that

(iii) In the instances when businesses are not carried out at the

allotted places and are kept closed, legal action relevant to that, should have been pursued.

(c.1)

The market stalls have been used only for authorized businesses – Confirmation of the fact that the requirement has been fulfilled.


(ii) The fact that the above activities have been performed in that manner has to be ascertained by examining the place and files.


(d) The amount of rent for market stalls has been revised,

periodically.

(i) When shops or trade stalls are given on lease or rent, agreements should have been signed with relevant partners (In such agreements, a condition should have been included to indicate that the amount of rent will be subject to revision periodically.)

(ii) Amount of rent should have been revised after a few years (after

time period specified in the agreement) (iii) No shop or trade stall should have been given on lease or rent

without an agreement.

(d.1)

The amount of rent for shops or trade stalls has been revised periodically – Confirmation of the fact that this requirement has been fulfilled.


(ii) The fact that the above activities have been performed in that manner has to be ascertained by examining the files.


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(e) Lease rent due from market stalls, have been recovered systematically.

(i) Monthly rent due from shops or trade stalls, should have been

collected without delay. (ii) Legal action should have been taken against defaulters of rent

payment, in terms of the agreement,

(e.1)

Lease rent due from shops/market stalls, have been recovered without delay – Confirmation of the fact that this requirement has been fulfilled.




(f) Action has been taken against persons who violated the

agreement

(i) If shops or trade stalls have been sublet, action should have been taken to transfer such stalls, back to the Council.

(ii) Action should have been taken to transfer shops or trade stalls

back to the council, from those persons who have defaulted the payment of rent continuously.

(iii) Action should have been taken to transfer shops or trade stalls

back to the council, at instances of violating any other provision of the agreement.

(f.1)

Action has been taken against persons who violated the agreement – Confirmation of the fact that this requirement has been fulfilled.





(g) The common pathway within the market has been free from encroachments.

(i) No room should have been allowed for encroaching upon

common pathways and attached corridors/passages made for the convenience of the general public, within the public market.

(ii) Action should have been taken to rectify that situation by

removing such encroachments.

(g.1)

The Common pathways within the market has been free from encroachments – Confirmation of the fact that this requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 6.1 (h) is completed.

(ii) The fact that the above activities have been performed in that manner has to be ascertained by examining the place and the files.


6.1.1

Markets/Public Markets - Confirmation before the awarding of marks.


(ii) If requirements in 6.1 (a) to 6.1. (e) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If requirements in 6.1 (a) to 6.1. (d) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If requirements in 6.1. (a) to 6.1. (c) above is completed, this section can be evaluated as “weak” (E.M. = 1)


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6.2 Weekly Fairs

(a) Basic amenities have been provided within the weekly fair premises

(i) Toilets and urinals should have been provided for the convenience of businessmen, employees and customers.

(ii) Separate space should have been provided for parking of vehicles. (iii) Drinking water facilities and electricity, when the fair is operated

at night, should have been provided. (iv) Either trade stalls or trade slabs should have been made in respect

of all items that may be sold in the weekly fair. (v) Drains should have been built for the flow of rain water and

shelters should have been made for the protection of traders and customers from sun and rain.

(vi) Arrangements should have been made for the disposal of waste. (vii) Separate weight and measures equipment should have been

provided for checking the accuracy of weight and measures of commodities purchased by customers.

(viii) Action should have been taken to prevent the weekly fair land

getting muddy, during rainy times, by laying concrete slabs.

(a.1)

Basic amenities have been provided within the weekly fair – Confirmation of the fact that this requirement has been fulfilled.




(b) Availability of permanent structures for trade stalls

(i) Trade stalls in weekly fairs should have been built to last.

It is not necessary to examine the progress of this section if permanent trade stalls are not constructed in the weekly fair


(ii) Action should have been taken to increase the number of stalls in

keeping with the trend of increasing trading places. (b.1)

Availability of permanent structures for trade stalls – Confirmation of the fact that this requirement has been fulfilled.




(c) Fair fees have been fixed by by-laws

(i) By-laws should have been enacted, with regard to the operation of the weekly fair and charging fees from the weekly fair.

(ii) Provisions of the by-laws should have been followed, in collecting

weekly fair fees either directly by council officials or by awarding tenders.

(c.1)

Fair fees have been fixed by by-laws – Confirmation of the fact that this requirement has been fulfilled.


(ii) The fact that the above activities have been performed in that manner has to be ascertained by examining the files and counterfoils of receipts issued.


(d) Rent from trade stalls have been collected systematically.

(i) Amount of money collected by the revenue collecting officer of the council or the lease of the fair or the installment payable to the Council according to the agreement should have been paid to the Council on or before the due date or.

(ii) If the payments have been delayed, proper action should have

been taken on the matter.

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(d.1)

Rent from trade stalls have been collected systematically – Confirmation of the fact that this requirement has been fulfilled.


(ii) The fact that the above activities have been performed in that manner has to be ascertained by examining files and rent registers.


(e) Weekly fair has been operated properly

(i) Every weekly fair should have been operated in the manner provided by by-laws relating to the operation of the weekly fair and charging fees from the fair.

(ii) Measures should have been taken to prevent any improper

activities in the fair premises, on dates when the fair is not operated.

(iii) Programme of cleaning the weekly fair should have been

organized and implemented accordingly.

(e.1)

Weekly fair has been operated properly – Confirmation of the fact that this requirement has been fulfilled.




6.2.1

Weekly fairs - Confirmation before the awarding of marks.


(ii) If requirements in 6.2 (a) to 6.2 (d) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If requirements in 6.2 (a) to 6.2 (c) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If requirements in 6.2 (a) to 6.2 (b) above is completed, this section can be evaluated as “weak” (E.M. = 1)



6.3 Street Lighting

(a) Register of street lamps with data relating to numbered lamp posts

(i) Every electricity post erected along the roads in the council area

should have been numbered and the posts having street lamps fixed to them, should have been noted. (Information, numbered in this manner should have been noted in the Road Inventory and in respect of roads not belonging to the Council, in a separate register)

(ii) Action should have been taken to enter the following information

in the register, maintained for street lighting, one for each road, namely, type pf street lamps fixed on each lamp post, wattage of the lamp, date on which it was fixed, dates on which electric bulbs were replaced periodically, and the dates on which repairs were done. (It is more suitable to maintain a book of ledgers, where ledgers in respect of electric lamp posts along a road are filed, having one ledger card per electric lamp post)

(iii) Number of units consumed for a day by all street lamps installed

in the council area, when burning at night, should have been computed up to date. (If the wattage of electric bulbs gets changed when they are replaced, the above computation should have been updated)

(a.1)

Having a Register of Street Lamps with data relating to numbered electricity posts – Confirmation of the fact that this requirement has been fulfilled.




It is not necessary to examine the progress of this section, if an Inventory of Street Lamps, has not been prepared.

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(b) Proper methodology for lighting and putting off street lamps

(i) Action should have been taken to entrust, the function of lighting and putting off street lamps, to residents in the neighbourhood and to check, constantly, whether it is performed.

(iii) Action should have been taken to fix a, light sensitive automatic

switch on every electric lamp post that cannot be entrusted to the residents (for lighting and putting off)

(b.1)

Proper methodology for lighting and putting off street lamps – Confirmation of the fact that this requirement has been fulfilled.




(c) Register of public complaints and taking action regarding

complaints

(i) Specific persons should have been nominated to receive public complaints relating to street lamps and when such complaints are made by telephone, action should have been taken to make the people aware, together with relevant telephone numbers.

(ii) The course of action taken according to complaints recorded,

should have been noted in the relevant register together with the date and time. If there is any delay in taking measures, that position should have been made known to the complainant.

(c.1)

Register of public complaints and taking action regarding complaints – Confirmation of the fact that this requirement has been fulfilled.





(d) Approval has been obtained for installing new street lamps

(i) The full capacity of each transformer installed for the purpose of supplying electricity in the council area should have been identified separately and entered in the register.

(ii) If street lamps are installed to exceed 3% of the daily

consumption of all transformers in the council area, as mentioned in (i) above, according to the computation referred to in 6.3. (a) (iii) above, approval of the Secretary to the Minister in charge of the subject of power and energy, should have been obtained, in respect of each and every street lamp so installed. (In the ledger card relating to each street lamp, the reference number and the date of the approval letter should have been noted.)

(d.1)

Approval has been obtained for installing new street lamps – Confirmation of the fact that this requirement has been fulfilled.




(e) Keeping the street lamps within the agreed amount

(i) Installation of street lamps should have been controlled, to ensure

that, it does not exceed three per cent (3%) of the total capacity of transformers installed in the council area, and also that it does not exceed the amount approved by the Secretary to the Ministry of Power on essential occasions.

(ii) In order to facilitate this control policy of the council regarding the installation of street lights it should have been formulated and people should have been made aware of it.

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(e.1)

Keeping the street lamps within the agreed amount – Confirmation of the fact that this requirement has been fulfilled.




6.3.1

Street Lighting - Confirmation before the awarding of marks.


(ii) If requirements in 6.3 (a) to 6.3. (d) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If requirements in 6.3 (a) to 6.3 (c) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If requirements in 6.3 (a) to 6.3 (b) above is completed, this section can be evaluated as “weak” (E.M. = 1)


6.4 Supply of Drinking Water

(a) Supplying water through temporary measures at a time of necessity.

(i) Action should have been taken to supply water by means of tube

wells or shallow wells in areas where the water supply is not provided by the National Water Supply and Drainage Board or by any Community Based Organization.

(ii) Temporary measures should have been kept in readiness for

supply of drinking water to the people in the council area, in times of drought, when there are floods, when there is an outbreak of infectious diseases or in times of any other disaster, in whatever area.


(a.1)

Supplying water through temporary measures at a time of necessity – Confirmation of the fact that this requirement has been fulfilled.




(b) Providing services to common places.

(i) Drinking water facilities should have been provided to common

places, where people gather, by means of pipes or water tanks.

(ii) Steps should have been taken to prevent opportunities for getting water to residential places or business places, from such services and an arrangement should have been made to ensure the safety of accessories.

(b.1)

Providing services to common places – Confirmation of the fact that this requirement has been fulfilled.




(c) Maintaining wells, tube wells and pipe water stand posts.

(i) Arrangements should have been made to keep clean, the

surroundings of wells, tube wells and pipe water stand posts, constructed for providing drinking water and, to maintain them, and it should have been implemented accordingly.

(i) Regular cleaning of the interior of wells and tube wells should

have been performed, and damaged places of the construction (of such wells and tube wells) should have been repaired.

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(c.1)

Regular maintenance of wells, tube wells and pipe water stand posts – Confirmation of the fact that this requirement has been fulfilled.




(d) Maintaining with community participation

(i) A programme should have been made and implemented to

encourage the user community to undertake maintenance of wells constructed for drinking or bathing purposes

(ii) Council should have organized sharmadana work, with the

participation of the community, to clean wells or their surroundings.

(iii) Action should have been taken to establish and maintain

voluntary organizations, who are entrusted with the function of maintaining and protecting wells.

(d.1)

Maintaining with community participation – Confirmation of the fact that this requirement has been fulfilled.




(e) Creating efficiency in water supply services, through

improvement.

(i) Steps should have been taken to clean regularly, water sources of existing water supply services and to identify, improve and protect water catchments areas.

(ii) Action should have been taken to enhance the capacity of wells,

in keeping with the population.


(e.1)

Creating efficiency in water supply services through improvement – Confirmation of the fact that this requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 6.e (e) is completed.



(f) Collecting user fees effectively

(i) It should have been planned to charge a certain fee from user community for the purpose of maintaining wells, tube wells or pipe water stand posts, constructed with council funds or vested with the council after having constricted by other organizations.

(ii) This fee should have been recovered properly and maintenance

and repair work should have been done, by utilizing that money. (f.1)

Collecting user fees effectively – Confirmation of the fact that this requirement has been fulfilled.




6.4.1

Supply of drinking water – Confirmation before awarding marks


(ii) If three out of above requirements are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If two out of above requirements are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If one out of above requirements are completed, this section can be evaluated as “weak” (E.M. = 1)


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6.5 Public bathing places

(i) Places for bathing purposes of the people, such as water tanks, water gutters, bathing ports or bathing wells, depending on the condition of water sources in the council area, should have been erected. (In whatever place meant for bathing, separate spaces should have been reserved for females and males and arrangements should have been made for keeping their clothes.)

(ii) These places should have been maintained regularly and action should

have been taken to clean the water sources and surroundings of the place from time to time.

(iii) Action should have been taken to repair, regularly the damaged parts of

constructions.

(iv) Arrangements should have been made for proper disposal of waste water of the bathing place.

6.5.1

Public bathing places – Confirmation before awarding of marks



(iii ) If the requirements in (i) and (ii) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirement in (i) above is completed, this section can be evaluated as “weak” (E.M. = 1)



6.6 Fire Hazard Prevention Services

(a) Installing fire extinguishing equipment in public buildings and public places.

(i) Fire extinguishing equipment should have been installed in all the

public buildings maintained by the Local Authority and their feasibility should have been checked from time to time.

(ii) The Local Authority should have directed the relevant authorities

that fire extinguishing equipment should be installed in all offices business places, factories, goods stores, lodging houses and housing complexes, operating in the council area and that such equipment should be tested periodically. The Local Authority should have checked periodically whether the action is being taken according to the above direction and should have maintained reports.

(a.1)

Installing fire extinguishing equipment in public buildings and public places – Confirmation of the fact that this requirement has been fulfilled.


(ii) The fact that the above activities have been performed in that manner, has to be ascertained by examining the files.


(b) Creating public awareness on prevention of fire

(i) Programmes should have been implemented for creating public

awareness about strategies on prevention of fire hazards and factors which cause the eruption of fire hazards.

(ii) Programmes should have been implemented for creating

awareness among school children about the strategies on preventing fire hazards and factors which cause fire hazards.

It is not necessary to investigate this section, if fire extinguishing equipments are not installed in the office of the Council under investigation.

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(b.1)

Creating public awareness on prevention of fire – Confirmation of the fact that this requirement has been fulfilled.




(c) Fire safety systems for protection of life and property from fire

(i) Teams of people who can be deployed in an emergency of fire eruption in the council area, should have been identified and given an adequate training about it.

(ii) Equipment which can be used in an emergency eruption of fire

taking place in urban areas and built up rural areas, should have been placed in relevant locations.

(iii) Fire hydrants which can be used in an emergency, by connecting

to the system of drinking water mains should have been installed in much populated areas.

(c.1)

Fire Safety Systems for protection of life and property from fire – Confirmation of the fact that this requirement has been fulfilled.




(d) Placing the fire extinguishing equipment inside the office

(i) Fire extinguishing equipment should have been installed inside

the office building of the Local Authority and their feasibility should have been checked from time to time and certificates should have been obtained accordingly.


(ii) The staff of the office should have been trained to use the fire extinguishing equipment.

(d.1)

Placing the fire extinguishing equipment inside the office – Confirmation of the fact that this requirement has been fulfilled.




(e) Establishing a fire protection network with strong partners.

(i) Agreements should have been entered into with the nearest Local

Authority that has established a fire fighting unit in respect of fire fighting activity.

(ii) Action should have been taken to obtain the assistance of

insurance companies for this purpose.

(iii) Local Authority should satisfy itself, about the arrangements made regarding fire prevention and fire protection, before granting approval for building plans.

(e.1)

Establishing a fire protection network with strong partners – Confirmation of the fact that this requirement has been fulfilled.




(f) Conduct of programmes for community fire protection and

control, when necessary.

(i) An incentive scheme to encourage the skills of people in the council area should have been implemented, after training them about the fire protection activity.

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(ii) Rehearsals, at least two per year about the strategies to be

followed at a time of sudden outbreak of fire, should have been conducted.

(f.1)

Conduct of programmes for community fire protection and control, when necessary – Confirmation of the fact that this requirement has been fulfilled.




6.6.1

Fire hazard prevention services – Confirmation before awarding of marks


(ii) If the requirements in 6.6 (a) to 6.6 (e) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in (6.6. (a) and 6.6 (d) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirement in 6.6 (a) to 6.6 (c) above are completed, this section can be evaluated as “weak” (E.M. = 1)



7. Welfare Services 7.1 Management of libraries and reading rooms

(a) Maintaining the active number of library members to be over five (5%) percent.

(i) Action should have been taken to maintain the number of library

members, exceeding five percent (5%) of all the people in the area covered by each library.

(ii) Action should have been taken to maintain the number of readers

who come to the library, to be more than five percent (5%) of persons above 15 years of age and below 65 years of age residing in the area.

(iii) The number of children’s library members should be above five

percent (5%) of the children below the age of 12 years residing in the area covered by the library.

(a.1)

Maintaining the number of active members to be more than five percent (5%) – Confirmation of the fact that this requirement has been fulfilled.




(b) Enacting by-laws relating to libraries or adopting standard by-

laws relating to libraries.

(i) By-laws relating to the regulation and control of libraries should have been enacted or standard by-laws relating to the subject, should have been adopted.

It is not necessary to examine the progress of this section if more than five percent (5%) of the population in the council area, has not maintained the membership of the library.

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(ii) Copies of the by-laws should have been kept, for reference by the people and action should have been taken in accordance with the provisions of such by-laws.

(b.1)

Enacting by-laws relating to libraries or adopting standard by-laws – Confirmation of the fact that this requirement has been fulfilled.




(c) Functions of the Library Advisory Committee.

(i) Library Advisory Committee should have been established in

accordance with the provisions of by-laws.

(ii) Library Advisory Committee should have held its meetings once in every month.

(iii) Supply of books to the library should have been done, in

accordance with the recommendations of the advisory committee.

(c.1)

Function of the Library Advisory Committee – Confirmation of the fact that this requirement has been fulfilled.




(d) Allocating more than 5 percent (excluding salaries and

allowances) of the total budgetary provision (for library work)

(i) More than five percent (5%) of the entire expenditure provisions in the annual budget of the Local Authority, should have been allocated, as provision for expenditure in respect of libraries and reading rooms. (This allocation of 5% should be in addition to the salaries and allowances of the library staff)


(ii) More than ninety percent (90%) of the provision allocated for

library activities annually, should have been expended. (Here, if any saving in the expenditure item, has been transferred to another expenditure item, and when that amount exceeds ten percent (10%) of the allocated provision, it should be considered that this requirement is not completed)

(d.1)

Allocating more than 5 percent of (excluding salaries and allowances) of the total budget – Confirmation of the fact that this requirement has been fulfilled.




(e) Conducting the Annual Board of Survey and implementing its

recommendations

(i) Survey of books mentioned in the accession register, in every library should have been completed before 31st of January.

(ii) Activities that should be performed in terms of the approval

given by the Council for recommendations of the Board of Survey, should have been completed before 15th of March

(e.1)

Conducting Annual Board of Survey and Implementing its recommendations – Confirmation of the fact that this requirement has been fulfilled.




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(f) Using the National Bibliography in obtaining books

(i) Local Authority should have obtained the National Bibliography.

(ii) Library Advisory Committee should have submitted its recommendations for supply of books to libraries, after paying attention to national Bibliography.

(f.1)

Using National Bibliography in obtaining books – Confirmation of the fact that this requirement has been fulfilled.




7.1.1

Management of libraries and reading rooms – Confirmation before awarding of marks



(iii ) If the requirements in 7.1 (a) and 7.1 (d) above are completed, this section can be evaluated as “average” (E.M. = 2)



7.2 Services covered by libraries and reading rooms (a) Making the services available to a larger number of people

(i) By making use of the data that has been collected by the Council about the population living in the council area, and also the data that would be collected by carrying out separate surveys, the numbers belonging to following categories, should have been identified.


● age groups

● educational level

● aptitudes

● books not available in school libraries

● persons having political ideas and their aptitudes.

● persons who value cultural aspects.

● ethnic communities living

● persons who use the Internet

● categories of businessmen

● persons who value religious aspect and

● other groups special to the area.

(ii) Readers, members of the Library Advisory Committee and members of people’s organizations in the area, should have been involved in these survey activities.

(iii) Services should have been arranged in a manner that enables the

provision of service to all the readers identified as per (i) above.

(a.1)

Making the services available to a larger number of people – Confirmation of the fact that this requirement has been fulfilled.




(b) Publications in all the three languages have been made available.

(i) When books are being provided for use in the library, books

printed in all the three languages should have been obtained.

(ii) When daily news papers are being provided news papers in all the three languages, should have been obtained.

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(b.1)

Publications in all the three languages have been made available – Confirmation of the fact that this requirement has been fulfilled.




(c) Enabling the availability of services to every community group

(i) Notifications and instructions should have been issued in such a

way that any person belonging to any community group who comes to the library, can obtain information easily.

(ii) Members of the library staff should have been given the

proficiency in languages, so as to enable them to give information at any time to any person who patronizes the library in the language, he wants. (Staff should have been trained in such a way that at least one person who is fluent in each language could be deployed at a given time)

(c.1)

Enabling the availability of services to every community group – Confirmation of the fact that this requirement has been fulfilled.




(d) Operating mobile library services

(i) When libraries cannot be established to cover the entire council area or when there are persons who are unable to reach the libraries, due to the nature of their livelihood, or due to the lack of understanding about the library, on behalf of them a mobile library service should have been operated and maintained.


(ii) Mobile library service should have been provided to such areas or to work places at least once a week.

(d.1)

Operating mobile library services – Confirmation of the fact that this requirement has been fulfilled.




(e) Operating mini children’s libraries for pre-schools

(i) For the purpose of cultivating reading habits from the childhood itself, a service should have been operated in the form of a children’s library or a mobile library service, in respect of pre-schools maintained by the council and other pre-schools operating in the council area.

(ii) A strategy for exchanging books among pre-schools should have been implemented.

(e.1)

Operating mini children’s libraries for pre-schools – Confirmation of the fact that this requirement has been fulfilled.




7.2.1

Services covered by libraries and reading rooms – Confirmation before awarding marks




(iv ) If the requirement in 7.2 (a) to 7.2 (b) above are completed, this section can be evaluated as “weak” (E.M. = 1)


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7.3 Quality of service in libraries and reading rooms (a) Quality of library services

(i) Index Cards should have been prepared in respect of every book available in the library.

(ii) Books of both lending and reference sections should have been

classified according to international standards of book numbering (ISBN)

(iii) Sufficient space and seating accommodation for library users

should have been provided inside the library and it should be free from external noise.

(a.1)

Quality of the library services – Confirmation of the fact that this requirement has been fulfilled.




(b) Functioning of the Library Reader Societies

(i) An active Reader Society should have been established in every

library and that society should have held its meetings and its views and proposals should have been submitted to the administrative authority of the council.

(ii) Views and proposals of the Library Reader Society should have

been considered by the Library Advisory Committee.

(iii) Library Reader Societies should have been implemented educational and cultural programmes.

It is not necessary to examine the progress of this section, if the Index Cards are not maintained up to date in accordance with the library accession register.


(b.1)

Functioning of Library Reader Societies – Confirmation of the fact that this requirement has been fulfilled.




(c) Basic common amenities in libraries and reading rooms.

(i) Following amenities should have been provided for the users of

the library.

o Toilets and urinal facilities o Drinking water facility o A place to keep reader's bags safely o Facilities to get photocopies of documents o Good ventilation in the library

(ii) Arrangement should have been made to provide any information

required by any person, easily.

(c.1)

Basic common amenities in libraries and reading rooms – Confirmation of the fact that this requirement has been fulfilled.




(d) Using the basic library management systems

(i) Library books should have been classified and indexed.

(ii) Facilities should have been provided to readers, to use Index Cards conveniently.

(iii) Placing of books should have been in accordance with the

classifications.

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(d.1)

Using the basic library management systems – Confirmation of the fact that this requirement has been fulfilled.




(e) Good responsiveness to public complaints

(i) A register to enter proposals and complaints relating to the library

and a complaint box to deposit such intimations made through letters, should have been prepared.

(ii) Courses of action taken on complaints received, should have been

recorded, clearly.

(e.1)

Good responsiveness to public complaints – Confirmation of the fact that this requirement has been fulfilled.




7.3.1

Quality of services in libraries and reading rooms – Confirmation before awarding marks


(ii) If the requirements in 7.3 (a) to 7.3 (3) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in 7.3 (a) and 7.2 (3) above are completed, this section can be evaluated as “average” (E.M. = 2)




7.4 Playgrounds and Pavilions

(i) Playgrounds should have been constructed to have at least one children’s playground and one adult’s playground with a pavilion for a unit of 750 families living in the council area. (In the meantime, there should be at least one playground allocated for each type of games.)

(ii) The ground and the sports equipment of all such playgrounds should

have been maintained satisfactorily.

(iii) Necessary arrangements should have been made to maintain these playgrounds by the private sector or by any other organizations.

(iv) Sports clubs should have been established and operated with the

playground as the centre. (v) More than three percent (3%) of the total expenditure provision of the

annual budgetary estimates of the Local Authority, should have been allocated for the maintenance and repairs of playgrounds.

(vi) More than ninety percent (90%) of the allocated provisions for this

purpose, should have been expended (Here, if any saving in this expenditure item has been transferred to another expenditure item and when that amount has exceeded ten percent (10%) of the provision allocated for this purpose, it should be considered that this requirement is incomplete)

7.4.1

Playgrounds and pavilions – Confirmation before awarding marks



(iii ) If the requirements in (i) and (iv) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirement in (i) to (iii) above are completed, this section can be evaluated as “weak” (E.M. = 1)


It is not necessary to investigate the progress of this section, if there are no playgrounds with protective fences around them

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7.5 Pre-schools and Day Care Centres

(a) Providing basic amenities (buildings, water, electricity and allowances) by the Local Authority.

(i) Measures should have been taken to construct suitable buildings

for pre-schools on lands belonging to the Local Authority, to provide necessary equipment and books by the Council and to operate them free of charge together with their maintenance carried out by voluntary organizations.

(ii) Pre-school teachers deployed for service should be persons who have obtained certificates and who are proficient in that field.

(a.1)

Providing basic amenities (buildings, water electricity and allowances) by the Local Authority – Confirmation of the fact that this requirement has been fulfilled.




(b) Operating pre-schools under the Local Authority Fund

(i) When there is no possibility of implementing in the manner given

in (a) above, pre-schools should have been operated by employing teachers under council expenditure.

(ii) These pre-schools should have been maintained and repaired well

in a manner that would be suitable for the development of pre-childhood.

(b.1)

Operating pre-schools under the Local Authority Fund – Confirmation of the fact that this requirement has been fulfilled.





(c) Teachers with adequate training have been recruited

(i) Teachers in pre-schools should have been recruited after satisfying the requirement that they have been obtained a good training and adequate certificates (Here special attention should have been paid to statutes passed by the Provincial Council in relation to pre-schools.)

(ii) Opportunities should have been provided for further training required for pre-school teachers, from time to time.

(c.1)

Recruiting teachers with adequate training have been recruited– Confirmation of the fact that this requirement has been fulfilled.




(d) Allocating a provision of more than five percent (5%) of the total

budget, for pre-schools

(i) An expenditure provision of more than five percent (5%) of the total expenditure provision in the annual budgetary estimates of the Local Authority should have been allocated as expenditure provision for pre-schools (Salaries and allowances of teachers should not be included in the above five percent (5%)

(ii) More than ninety percent (90%) of the provision allocated for this purpose, should have been expended. - - Here if any saving in this expenditure item has been transferred to another expenditure item and when that amount has exceeded ten percent (10%) of the allocated provision, it should be considered that this requirement is incomplete.

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(d.1)

Allocating provision of more than five percent (5%) of the total budget, for pre-schools – Confirmation of the fact that this requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 7.5 (d is completed.



(e) An adequate number of pre-schools were in operation.

(i) An adequate number of pre-schools should have been established, by taking into account, the number of private pre-schools, and the number of low income group families in the council area and the income level of the Local Authority.

(ii) Number of pre-schools established in the council area should have been

so established in a manner so as to cover every ward of the council area. (In this activity, reasons for awarding marks or for refusing to do so, should have been shown through foot notes)

(e.1)

Recruiting teachers with adequate training – Confirmation of the fact that this requirement has been fulfilled.




7.5.1

Pre-schools and Day Care Centres – Confirmation before awarding of marks


(ii) If the requirements in 7.5. (a) to 7.5 (d) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in 7.5 (a) and 7.5 (c) above are completed, this section can be evaluated 5as “average” (E.M. = 2)




7.6 Cemeteries and crematoria (i) Cemeteries should have been established and maintained, in such manner

that those cemeteries serve all the communities and that those cemeteries cover one ward or two wards, at least.

(ii) Every cemetery should have been declared by the Minister in the Gazette

under the provisions of the Cemeteries and Burial Grounds Ordinance. (iii) By-laws relating to cemeteries, and control of and levy of fees from

cemeteries should have been enacted. (iv) Every cemetery should have been covered by a fence or a wall

constructed around it at a height of not less than six feet. (v) The interior of the cemetery should be free of rack vegetation or thorny

bushes and both sides of the interior foot paths should have been done up and maintained, by growing decorative flower plants or foliage which should be not more than two feet in height.

(vi) The deed and the plan of the cemetery land should be kept separately in a

safe place in the office and the relevant information about the cemetery should have been entered in the register of fixed assets.

(vii) A map of the cemetery should have been prepared separating the

cemetery into several portions for the purpose of allocating cemetery land for burials and the rotation arrangement of allocating such portions for burials, should have been identified. (This map should have been prepared in such a way that it enables any relation of the dead person to identify the place of burial by looking at the map if he wants to see it, on any later occasion)

(viii) A register of dead bodies that were buried should have been maintained

up to date in the office and the Cemetery Keeper. (Among he information included in this register, there should be an identification note which indicates the place referred to in (vii) above)

It is not necessary to measure the progress of this section, if the Gazette containing the notification published by the Minister, declaring the cemetery, cannot be furnished in respect of every cemetery.

Chapter Five | 127

(ix) The task of maintaining the cemetery can be carried out with the contribution of the community and/or with the contribution of the funeral undertakers in the area.

(x) Crematoria should have been established by taking into consideration the

number of crematoria operated in the nearest local authority area and the distance to them from the council area (under investigation) and in a manner that the minimum requirement of crematoria is fulfilled.

(xi) These crematoria should have been maintained and repaired satisfactorily. (xii) Any cutouts, banners, posters, statutes, models pandols, or such thing

relating to any political party or a group should not be kept in the cemetery premises or crematorium premises.

- In order to check the above positions the panel of judges (evaluators) have to carryout a site inspection and examine the relevant files also. When there is a large number of cemeteries to be inspected, only main cemeteries selected as samples can be evaluated. If there are any reasons for rejecting the awarding of marks, they should be described through foot notes.

7.6.1

Cemeteries and crematoria – Confirmation before awarding marks

(i) If all the above requirements are completed, that section 7.6 can be considered in the position of “very good” (E.M. = 4)

(ii) If the requirements in (i) to (ix) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in (i) and (viii) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirement in (i) to (vii) above are completed, this section can be evaluated as “weak” (E.M. = 1)



8. Regulatory Services

8.1 Legal capacity relating to environmental management and protection. . (i) By-laws relevant to the Local Authority, which can be utilized with regard

to areas not covered by the National Environmental Act, have been implemented.

(ii) More participation and contribution of the community have been

obtained for activities relating to the protection of the environment. - Records should have been maintained in respect of activities

implemented for this purpose. (iii) Adequate participation of the community has been obtained for

Environmental Advisory Committee. (iv) Environmental Technical Committee and Environmental Advisory

Committee have held meetings within the specified time period, engaged in investigation activities and submitted necessary recommendations or status reports.

(v) Standing committee/committee on environment and amenities which

should be appointed and be functioning in the Local Authority under provisions of the basic law, should have met at least once a month and submitted necessary recommendation to the Council.

8.1.1

Legal capacity relating to environmental management and protection – Confirmation before awarding of marks


(ii) If the requirements in (i) to (iv) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in (i) and (iii) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirement in (i) to (ii) above are completed, this section can be evaluated as “weak” (E.M. = 1)


It is snot necessary to investigate this section, if meetings of the Environmental Advisory Committee and Environmental Technical Committee have not been held at specified times.

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8.2 Initiatives in environmental management and protection

(a) Conduct of school awareness programmes

(i) Conduct of awareness programmes on environmental

management and protection with the participation of schools in the council area.

- Students of all age groups in every school in the council area should have been participated in the above programmes.

(ii) Environmental management student committees should have

been established and maintained, at school level. (iii) Students should have been encouraged to take part in

environmental protection activities in the school premises and its neighbourhood.

(a.1)

Conduct of school awareness programmes – Confirmation of the fact that this requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 8.2 (1) is completed.

(ii) Relevant positions can be confirmed by examining files, documents and reports relating to these activities.


(b) Tree planting initiatives

(i) Tree planting activities should have been initiated for the purpose of providing shade at public places, with the participation of non-governmental organizations involved in environmental activities, community based organizations and members of student committees, on school environmental management.

(ii) Organizing tree planting programmes in private lands by utilizing

organizations referred to in (i) above.

It is not necessary to examine the progress of this section, if there is no plan, prepared in advance, of activities relevant for the year in respect of initiatives.


(iii) Action should have been taken to appoint caretakers for ensuring the protection and satisfactory growth of trees that have been planted under tree planting programmes, to review the progress periodically, and to report the progress to the committee on environment and amenities in the Pradeshiya Sabha.

(b.1)

Tree planting Initiatives – Confirmation of the fact that this requirement has been fulfilled.


(ii) Relevant positions can be confirmed by examining the files, documents and reports relating to these activities.


(c) Conducting shramadana camps

(i) Shramadana camps should have been conducted for elimination

of garbage and for cleaning up of public places with the participation of non-governmental organizations, community based organizations and members of school environmental student committees.

(ii) Shramadana camps should have been conducted for eliminating

garbage and for cleaning up of lands in the council area with the participation of organizations referred to in (i) above.

(iii) Financial provision required for shramadana camps to be

conducted as mentioned above, should have been allocated in the annual budgetary estimates.

(iv) An amount exceeding ninety percent (90%) of the provision so

allocated, should have been spent. - In this regard, if any saving in this expenditure item has been transferred to another expenditure item and when that amount is more than ten percent (10%) of the provision allocated for this purpose, if should be considered that this requirement is incomplete.

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(c.1)

Conducting of shramadana camps – Confirmation of the fact that this requirement has been fulfilled.



(iii )

If the progress shown is lower than the above positions, it should be considered that this requirement is not completed.

(d) Collaborating with non-governmental organizations and community based organizations, in performing activities relating to the management and the protection of the environment.

(i) Action should have been taken to identity non-governmental

organizations and community based organizations involved in environmental activities in the council area and to register such organizations in the Council, for the purpose of collaborating with them in discharging council responsibilities relating to such activities.

(ii) If there are no organizations involved in environmental activities

as mentioned above, action should have been taken to establish community based organizations for health and environmental activities, on the basis of Grama Niladhari divisions in the council area.

(d.1)

Collaborating with non-governmental organizations and community based organization in performing activities relating to management and protection of the environment. – Confirmation of the fact that this requirement has been fulfilled.




(e) Initiating home garden cultivation (i) Action should have been taken to initiate home garden cultivation

with the participation of non-governmental organizations,


community based organizations and school environmental student committees.

(ii) Action should have been taken to organize a competition among

cultivated home gardens, to provide incentives to competitors and award to prizes for winners.

(iii) Through this initiative an opportunity should have been created

to encourage householders to utilize the waste collected at their homes, to produce compost fertilizer.

(e.1)

Initiating home garden cultivation – Confirmation of the fact that this requirement has been fulfilled.




(f) Other activities related to the protection of the environment.

(i) Awareness programmes necessary for minimizing the generation

of garbage in the council area. – These awareness programmes should have been conducted at least one for each Grama Niladhari division.

(ii) Programme for encouraging people to dispose carbonic waste

collected in houses, in the home garden itself, should have been organized.

(iii) Action should have been taken to persuade people to sort out and

categorize the solid waste generated in the council area, before they are handed over to the waste collecting vehicles of the Council and action should have been taken to collect the solid waste accordingly.

(iv) Private sector should have been encouraged to recycle the

recyclable materials.

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(f.1)

Other activities related to the protection of the environment – Confirmation of the fact that this requirement has been fulfilled.




8.2.1

Initiatives on management and protection of the environment – Confirmation before awarding of marks

(i) If all the above requirements are completed, that section 8.2 can be considered in the position of “very good” (E.M. = 4)

(ii) If the requirements in 8.2. (a) to 8.2 (d) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in 8.2 (a) and 8.2 (c) above are completed, this section can be evaluated as “average” (E.M. = 2)



8.3 Environmental Protection Licences

(a) Provision of services within the primary organizational structure.

(i) Technical Committee relating to environmental activities should

have been established.

(ii) Advisory Committee relating to environmental activities should have been established.

(iii) Applications and other formats required in obtaining

Environmental Protection Licences should have been prepared adequately.

It is not necessary to examine the progress of this section, if the Environmental Technical Committee and the Environmental Advisory Committee have not been established.


(iv) Instruction papers relating to environmental activities should have been prepared and circulated among the people.

(v) Awareness programmes about maintaining the environment at a

satisfactory level should have been conducted.

(a.1)

Provision of services within the primary organizational structure – Confirmation of the fact that this requirement has been fulfilled.




(b) Register of licenced work sites and illegal work sites

(i) A list of industries and trades which are required to obtain Environmental Protection Licences in the council area, should have been maintained in a register kept for that purpose.

(ii) It should have been confirmed that every trade recorded in the

register prepared in terms of (i) above, is being operated. (iii) Periodical investigations should have been undertaken and

reports should have been submitted as to whether licenced industries and trades are being operated further in accordance with conditions relating to licences.

(iv) Licences should have been issued in respect of every such trade,

subject to provisions contained in the relevant by-laws. – In this regard, the business establishments which fail to fulfill any condition, required for the issue of a licence, should have been identified and they should have been made aware of that position. This fact should be confirmed from the files.

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(b.1)

Register of licensed work sites and illegal work sites – Confirmation of the fact that this requirement has been fulfilled.




(c) The fact that 80% of the establishments requiring Environmental Protection Licences, have obtained their licences

(i) Out of the industries and trades operated in the council area that

require Environmental Protection Licences, the number that has completed the necessary qualifications for obtaining those licences, should have exceeded eighty percent (80%)

(ii) Awareness programmes for encouraging the management of establishments that require, Environmental Protection Licences, should have been conducted.

(iii) Action should have been taken to create awareness in the

management of industries, about the need for obtaining an Environmental Protection Licence, the conditions that should be completed in respect of each industry and the position that would arise from not obtaining a licence.

(iv) Legal action should have been taken against those establishments

that require Environmental Protection Licences, but fail to fulfill conditions necessary for obtaining those licences.

(c.1)

The fact that 80% of the establishments requiring Environmental Protection Licences have obtained those licences – Confirmation of the fact that this requirement has been fulfilled.





(d) Instituting legal action by the Local Authority against establishments that have not obtained Environmental Protection Licences

(i) Having identified the establishment that have not obtained

Environmental Protection Licences, action should have been taken to examine the reason why each of such establishments is operating without obtaining a licence i.e. whether it is due to the fact that necessary conditions have not been fulfilled or because they are not aware of this requirement, and such establishments should have been classified accordingly.

(ii) Establishments that have not obtained licences, due to the fact

that they were not aware, should have been made aware and encouraged to obtain licences.

(iii) Establishments that have not fulfilled the conditions necessary for

obtaining environmental licences should have been made aware of the requirement and instructions should have been given for fulfilling the conditions. Even thereafter if they do not obtain the licences, legal action should have been instituted.

(iv) Reports should have been maintained, in respect of all these

activities.

(d.1)

Instituting legal action by the Local Authority, against establishments that have not obtained Environmental Protection Licences – Confirmation of the fact that this requirement has been fulfilled.




(e) Taking action regarding public complaints about instances which are adverse to the environmental conditions. (i) Arrangement should have been made to receive public complaints

(both day and night) about instances which are adverse to the environmental conditions.

Chapter Five | 137

(ii) A report book showing clearly, how action was taken with regard to public complaints should have been maintained.

(iii) The progress of action taken in respect of public complaints

should have been submitted to the committee on environment.

(e.1)

Taking action and maintaining reports in respect of public complaints relating to instances which are adverse to the environmental conditions – Confirmation of the fact that this requirement has been fulfilled.


(ii) Relevant positions can be confirmed by examining files, registers and reports relating to these activities.


(f) Periodical follow up action for the purpose of confirming the fact that action has been taken properly in respect of public complaints.

(i) Follow up action should have been taken to see whether the

courses of action taken in respect of public complaints still continue to be effective and reports should have been submitted.

(ii) If the activities prescribed at the time of inquiring into the

complaints have been confined only to that occasion, it should have been examined once again and legal action taken.

(f.1)

Periodical follow up action for the purpose of confirming the fact that action has been taken properly in respect of public complaints – Confirmation of the fact that this requirement has been fulfilled.


(ii) Relevant positions can be confirmed by examining files, registers and reports relating to these activities.



8.3.1

Initiatives on management and protection of the environment – Confirmation before awarding of marks


(ii) If the requirements in 8.3. (a) to 8.3 (e) above are completed, this section can be evaluated as “good” (E.M. = 3).




8.4 Maintenance of Vehicles/Machinery

(i) A log book should have been maintained up to date, in respect of each vehicle and machinery. (All repairs, periodical servicing, change of lubricating oil, fixing new parts, change of battery and tyres, renewal of the insurance and obtaining the annual revenue licence, in respect of the relevant vehicle, should have been recorded in the log book)

(ii) A time table should have been prepared for servicing and changing of oil,

in respect of daily running vehicles and machinery operated in terms of hours, according to their pattern of daily usage (on the basis of nearest calculation) and servicing should have been done accordingly.

(iii) Having arranged a programme for washing and cleaning of vehicles and

machinery daily, a method for maintaining the implementation of that programme should have been identified.

(iv) Originals of daily running charts relevant to past period should have been

submitted to the officer in charge of vehicles on every occasion when fuel is issued.

(v) Once in six (6) months, the fuel consumption of the vehicle/machinery

should have been tested by a person who is proficient about it and

It is not necessary to examine the progress of this section, if a log book has not been maintained up to date, in respect of each vehicle and machinery

Chapter Five | 139

entered in the log book and the reconciliation of entries in the daily running chart should have been done, accordingly.

(vi) Advance programmes (for coming month) of each machinery should

have been prepared and after obtaining the approval of the Chairman/ Municipal Commissioner/ Staff Officer in charge of vehicles, should have been kept in the file and after comparing with the after report at the end of each month should have been filed together with the approval.

(vii) Revenue licence and the insurance coverage should have been obtained in

respect of every vehicle before the expiration of time.

(viii) By taking into account the amount of distance run by each vehicle action should have taken to place orders for timing belt and wiper, well in advance.

8.4.1

Maintenance of vehicles and machinery – Confirmation before awarding of marks



(iii ) If the requirements in (i) and (v) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirement in (i) to (iv) above are completed, this section can be evaluated as “weak” (E.M. = 1)


8.5 Maintenance of Fixed Assets

(a) Maintaining an updated Register of Fixed Assets

(i) Register of Fixed Assets and a Register of Inventory Items

belonging to the council should have been maintained separately up to date.

It is not necessary to examine the progress of this section, if the Register of Fixed Assets is not updated.


(ii) Every development activity undertaken on fixed assets and every activity that causes a change in the existing status should have been recorded in the Register of Fixed Assets.

(a.1)

Maintaining an updated Register of Fixed Assets – Confirmation of the fact that this requirement is fulfilled.


(ii) The fact that the above activities have been performed in that manner can be ascertained by examining the files.


(b) Deeds and plans relating to fixed assets have been prepared and their safety has been assured.

(i) Instruments of transfer vesting orders, deeds and plans relating to

fixed assets should have been collected and deposited in the safe.

(ii) Copies of the documents referred to in (i) above should have been submitted to the office of the Assistance Commissioner of Local Government.

(b.1)

Deeds and plans relating to fixed assets has been prepared and their safety has been assured – Confirmation of the fact that this requirement has been fulfilled.




(c) Unusable goods have been disposed before 1st of March in accordance with the prescribed procedure. (i) Unusable goods and equipment found among the goods

appearing in the register of inventory goods, should have been disposed before 1st of March in accordance with the recommendations made after Annual Board of Survey.

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(ii) Action should have been taken to write off the goods so disposed, after obtaining reports to the effect that they were disposed.

(c.1)

Disposing of unusable goods before 1st of March in accordance with the prescribed procedure – Confirmation of the fact that this requirement has been fulfilled.




(d) Ensuring the protection of the immovable property

(i) Boundaries of lands belonging to the Council should have been marked by laying land marks and such lands should have been surrounded by a boundary fence and a boundary wall.

(ii) Action should have been taken to keep closed under lock and key,

every building when not being used.

(d.1)

Ensuring the protection of the immovable property – Confirmation of the fact that this requirement has been fulfilled.





8.5.1

Maintenance of fixed assets – Confirmation before awarding of marks

(i) If all the above requirements are completed, section 8.5can be considered in the position of “very good” (E.M. = 4)

(ii) If the requirements in 8.5 (a) to 8.5 (c) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in 8.5 (a) and 8.5 (b) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirement in 8.5 (a) above is completed, this section can be evaluated as “weak” (E.M. = 1)


8.6 Regulations relating to Constructions/ Buildings

(a) Provision of building plan approval services in accordance with

basic organization plan. (i) Action should have been taken to create awareness among the

people in the council area, about the fact that the Urban Development Authority Act, in areas declared under that Act, and Housing and Town Improvement Ordinance in other areas, are operative, and as such the prior approval of the Local Authority should be obtained for every construction.

(ii) Arrangement should have been made to prepare and make

available to applicants an instructions paper containing the manner in which application should be made to obtain approval for any construction, under whatever law mentioned above, documents that should be submitted with the application, if a house is to be constructed the minimum extent of land required, the extent of the space required to be in between the construction and the road, the extent of space required to be in between other constructions on both sides, space required to be reserved for ventilation, amount of fees that should be paid and guidelines for completing the application.

It is not necessary to examine the progress of this section, if Housing and Town Improvement Ordinance, Urban Development Authority Act and Regulations made under that Act and the file containing circulars issued by the Urban Development Authority from time to time, cannot be furnished.

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(iv) Arrangement should have been made and implemented accordingly for providing correct information to persons who come to the Local Authority, to obtain applications and to make inquiries.

(a.1)

Provision of building plan approval services in accordance with basic organization plan – Confirmation of the fact that this requirement has been fulfilled.




(b) Approving building plans within one month

(i) A check list should have been prepared for the purpose of checking building applications, at the time of accepting the plan submitted for approval, to ascertain whether the application is completed correctly and submitted with required annextures.

(ii) Instructions should have been given to officers, to check every

building application before acceptance and to see whether it is correctly filled in accordance with the above mentioned check list and to accept the application, only if it is without mistakes and shortcomings, and to return the application to the bearer, if it has mistakes and shortcomings, while pointing out then and there, what the mistakes and shortcomings are and how they should be rectified. Officers should have acted accordingly.

(iii) Action should have been taken to grant approval and issue the

building permit to the applicant before the expiry of 30 days from the date of accepting an application, without shortcomings.

(b.1)

Approving building plans within one month – Confirmation of the fact that this requirement has been fulfilled.





(c) Register of authorized and unauthorized buildings

(i) After having collected the data relating to all the buildings constructed within the council area by conducting a survey two registers should have been prepared separately one for buildings constructed on the approval and the other for unauthorized buildings and these registers should have been updated once in every three (3) months.

(ii) A separate file should have been maintained in respect of every

building constructed on the approval. (c.1)

Register of authorized and unauthorized buildings – Confirmation of the fact that this requirement has been fulfilled.




(d) Legal action has been instituted against persons who violate

building plan regulations.

(i) Action should have been taken to regularize every construction that can be regularized, out of unauthorized constructions identified according to the register of buildings constructed without the approval, after obtaining a new building application and recovering the relevant fees.

(ii) In respect of every construction that cannot be regularized, out of

unauthorized constructions identified according to the register of buildings constructed without approval, the owner or the occupant of such building should have been informed by registered post that action should be taken to remove the building.

(iii) Action should have been taken to remove such unauthorized

constructions by taking judicial action against every person who refuses to take action according to the notice sent as per (ii) above.

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(iv) When any building included in the register of buildings constructed with the approval has been constructed by deviating from the manner mentioned in the approval or when any alterations have been done, action should have been taken to regularize them, if they are in a sufficient standard, after obtaining new applications and if that cannot be done necessary measures should have been taken to remove them. (Panel of judges (evaluators) have to ascertain these positions by carrying out an observation about the council area)

(d.1)

Instituting legal action against persons who violate building plan regulations – Confirmation of the fact that this requirement has been fulfilled.


(ii) The fact that the above activities have been performed in that manner can be ascertained by examining the files and the council area.


(e) Maintaining a separate file for each building plan application.

(i) A register should have been maintained for the purpose of recording the courses of action taken on each building plan application received at the Council office during the period between the date on which the application is received and the date on which the Certificate Of Conformity – COC – is issued and the file is transferred to the Assessment Brach.

(ii) A separate file should have been maintained in respect of each

and every building application.

(iii) When an application is made for doing alterations to a building which has been constructed on an approval, action regarding the application for alteration should have been taken, by relating it to the original file itself.

(iv) When an application is made for joining two buildings which

have already received approval, into one, future activities relating to them should have been carried out after combining the two files.


(v) If approval has been given for partitioning of a land on which there is a building constructed with the approval obtained from the Council, a separate file should have been opened in respect of each plot of land, so partitioned, and the approval given for the original building and cross reference in that file should have been included in every new file.

(vi) Having been vigilant about the fact that after the construction of

the building relating to the building application submitted for a construction, whether Certificate Of Conformity – COC – has been obtained within the specified time, action should have been taken accordingly.

(vii) After the Certificate Of Conformity has been issued, in respect of

a building, an entry should have been made in the relevant register to that effect and the file relating to the building application should have been handed over to the Assessment Branch for the purpose of levying assessment tax. Cross reference notes relating to such handing over should have been entered in the relevant register.

(e.1)

Maintaining a separate file for each building application – Confirmation of the fact that this requirement has been fulfilled.


(ii) The fact that the above activities have been performed in that manner can be ascertained by examining the files and council area.


(f) Simultaneous cross checking needed for the purpose of

conforming to the other services of the Local Authority.

(i) Regular inspections should have been conducted to ascertain whether waste water from buildings constructed in the council area is released to drains in the proper manner. If any irregularity is seen steps should have been taken to inform the owner or occupant of the building and to get it rectified.

(ii) On occasions when the approach road to a building is starting

directly from the main road or a by-road belonging to the Council and when the access to the building is through the land on which

Chapter Five | 147

it is constructed and if there is no bridge or culvert constructed over the rain water drain which goes in between the road and the building or the land, the owner or the occupant of the building should have been directed to do so.

(iii) Regular inspections should have been carried out to ascertain

whether a fire protection system is in operation in every building.

(iv) Regular checks should have been made to ascertain whether any unauthorized portions are constructed, as additional to the plan of the building for which approval has been given.

(f.1)

Simultaneous cross checking needed for the purpose of conforming to other services of the Local Authority – Confirmation of the fact that this requirement has been fulfilled.


(ii) The fact that the above activities have been performed in that manner can be ascertained by examining the files and council area.


8.6.1

Regulations relating to constructions/buildings – Confirmation before awarding of marks







(C) Local Authorities are Acting on Principles of Good Governance (Good Governance)

9. Community Participation

9.1 a Community participation in the decision making function with a formal delegation of power. (Municipal Councils)

(i) A set of by-laws should have been enacted relating to the appointment of

the Development Advisory Committee consisting of persons with very special capabilities, in the area, for the purpose of broadening the powers for submitting recommendations regarding following development activities of the Council, in order to facilitate the successful implementation of the functions of Municipal Councils.

• Formulation of the Four Year Corporate Plan. • Drafting of the Annual Budgetary Estimates. • Prioritization of the development activities that should be

fulfilled. • Provision of sudden distress relief and preventing disasters. • Identify sources of revenue generation and special projects.

(ii) Development Advisory Committee consisting of very special persons of

the area and Municipal Councillors, should have been established and its meetings should have been held at least once a month (meetings postponed due to the lack of quorum are not included)

(iii) Four Year Corporate Plan which should include the year under evaluation

also, together with recommendation of the above Development Advisory Committee, should have been approved by the Council.

It is not necessary to examine the progress of this section, if the four year corporate plan has not been formulated.

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(iv) Before taking the Corporate Plan for consideration by the Council, a separate report containing the recommendations of the above Development Advisory Committee in respect of development activities, special projects and prioritizations, that are included in the Corporate Plan, should have been obtained.

(v) Annual Budgetary Estimates relevant to the year under review, before

obtaining the approval of the Council, should have been considered by the Development Advisory Committee and recommendations containing an introduction about development activities to be implemented during the year and their prioritization, should have been submitted.

(vi) Development Advisory Committee, having paid special attention to disasters

and sudden distress conditions that could be relevant to the council area, should have identified, the strategies that should be adopted for preventing them and minimizing disasters and the role of the Council on such occasions, and should have submitted, the committee recommendations to the Council and the Council should have approved item.

(vii) A report containing the recommendations of the Development Advisory

Committee, after making a review about the activities relating to revenue generation and revenue collection of the council should have been submitted to the council meeting once in every three months.

This is not meant for involving external persons in standing committees established under sections 26 and 27 of the Municipal Councils Ordinance and if such an activity has taken place, no any marks will be awarded under this section.

9.1.a1

Community participation in the decision making function with a formal delegation of powers (Municipal Councils) – Confirmation before awarding of marks

(i) If all the above requirements are completed, section 9.1a can be considered in the position of “very good” (E.M. = 4)






9.1 b Community participation in the decision making function with a formal delegation of powers (Urban Councils and Pradeshiya Sabhas) (i) A resolution should have been passed by the Council for creating a

Development Advisory Committee in respect of following development activities for the purpose of facilitating the performance of Urban Councils and Pradeshiya Sabhas (In respect of Pradeshiya Sabha this committee should have been appointed in addition to the committees mentioned in section 12(2) of the Pradeshiya Sabhas Act.)

• Formulation of Four Year Corporate Plan.

• Preparation of Annual Budgetary Estimates.

• Prioritization of development activities that should be fulfilled.

• Provision of sudden distress relief and prevention of disasters.

• Identification of revenue generation sources and special projects.

(ii) Development Advisory Committee, consisting of very special persons in

the area and members of the Urban Council/Pradeshiya Sabha should have been established under the above council resolution and meetings of the Development Advisory Committee should have been held at least once a month (meetings postponed due to the lack of quorum are not included in this.)

(iii) Four Year Corporate Plan which should include the year under

evaluation, together with the recommendations of the Development Advisory Committee, should have been approved by the Council.

(iv) Before taking the Corporate Plan for consideration by the Council, a

separate report containing the recommendations of the above Development Advisory Committee in respect of development activities, special projects and prioritizations, that should be included in the Corporate Plan, should have been obtained.

It is not necessary to examine the progress of this section, if the Four Year Development Plan has not been formulated.

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(v) Annual budgetary estimates relevant to the year under review, before obtaining the approval of the Council, should have been considered by the Development Advisory Committee and recommendations containing an introduction about development activities to be implemented during the year and their prioritization, should have been submitted.

(vi) Development Advisory Committee, having paid special attention to

disasters and sudden distress conditions, that would be relevant, to the council area should have identified the strategies that should be adopted for preventing them and minimizing disasters and the role of the Council on such occasions, and should have submitted the committee recommendations to the Council and the Council should have approved them.

(vii) A report containing the recommendations of the Development Advisory

Committee, after making a review about the activities relating to revenue generation and revenue collection of the Council, should have been submitted to the Council meeting once in every three months.

9.1.b

Community participation in the decision making function with a formal delegation of powers (Urban Councils and Pradeshiya Sabhas) – Confirmation before awarding of marks

(i) If all the above requirements are completed, section 9.1b can be considered in the position of “very good” (E.M. = 4)





9.2 Community participation for the activities of the Local Authority

(a) Obtaining the assistance of community based organizations and

voluntary organizations, for the activities of the Local Authority.

It is not necessary to examine the progress of this section, if community based organizations have not been established for the purpose of voluntary involvement in the council activities.


(i) Community based organizations should have been established in

the council area, under the direction of Development Advisory Committee/committee appointed for facilitating the council activities.

(ii) Meetings of these community based organizations should have

been held and their minutes should have been kept.

(iii) Assistance of the community based organizations and voluntary organizations should have been obtained for cleaning and environmental development activities implemented by the Council.

(a.1)

Obtaining the assistance of community based organizations and voluntary organizations for activities of the Local Authority – Confirmation of the fact that this requirement has been fulfilled.


(ii) Relevant positions should be confirmed by examining the files, documents and reports relating to these activities.


(b) Initiation of special programmes with community participation,

implementing at least five programmes per year.

(i) At least five development programmes, relating to environment, health and sanitation should have been implemented with community participation, every year, simultaneously with development activities that ae due to be implemented annually according to the four year Corporate Plan.

(ii) Programmes proposed to be implemented on the proposals of

the community, included in the Four Year Plan should have been utilized for above programmes.

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(b.1)

Initiation of special programmes with community participation implementing at least five programmes per year. – Confirmation of the fact that this requirement has been fulfilled.


(ii) Relevant positions should be confirmed by examining the files, documents and reports relating to these activities


(c) Persuading public participation in the process of service

provision

(i) Community based organizations and other voluntary organizations in the area should have been utilized on shramadana basis, for the maintenance of roads and common service places, operated by the Local Authority.

(ii) Action should have been taken, with regard to compost

production in relation to the recycling activity of solid waste management, manufacture of by products by using discarded paper, collecting and recycling of plastic waste and glass waste or supplying them to such establishments for money.

(c.1)

Persuading public participation in the process of service provision – Confirmation of the fact that this requirement has been fulfilled.




(d) Persuasion of public participation in the planning process

(i) Community based organizations and voluntary organizations should have been involved in the activity of preparing plans for the coming year, under the direction of Development Advisory Committee/committee.


(ii) In every year, at least five proposals submitted by community based organizations, or voluntary organizations at the process of planning, should have been included in the budget.

(d.1)

Persuasion for public participation in the planning process – Confirmation of the fact that this requirement has been fulfilled.




(e) Allocating provision for providing incentives to community

based organizations and voluntary organizations

(i) Necessary arrangements should have been made for involving community based organizations and voluntary organizations established in the council area, for functions of the Local Authority.

(ii) Accommodation should have been provided in the Local

Authority, for such organizations which involve directly in Local Authority activities relating to solid waste management and environmental protection, for the purposes of holding their meetings and for their office work.

(iii) When such organizations get activated in matters relating to the

recycling of solid waste, recyclable solid waste should have been given to them free of charge.

(e.1)

Allocating financial provision for providing incentives to community based organizations and voluntary organizations – Confirmation of the fact that this requirement has been fulfilled.




Chapter Five | 155

9.2.1

Community participation for Local Authority activities – Confirmation before awarding of marks


(ii) If the requirements in 9.2 (a) to 9.2. (d) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in 9.2 (a) to (c) above are completed, this section can be evaluated as “average” (E.M. = 2)



9.3 Community Based Organizations/ Voluntary Organizations

(i) Community based organizations/voluntary organizations functioning in

the Local Authority area, should have been identified and registered with the Local Authority (Rate Payers' Associations, Traders Associations, Farmer Organizations and Self-employees Associations also should be included as Voluntary Organizations)

(ii) If there are no such organizations functioning in the council area, action

should have been taken to establish and register such organizations. (iii) Local Authority in performing its functions during the current year,

should have worked in collaboration with community based organizations/voluntary organizations.

(iv) Local Authority should have held meetings will representatives of above

organizations periodically and should have reviewed their state of functioning and given them some encouragement.

(v) Local Authority should have ensured the sustainability of above

organizations by looking into the problems arisen in those organizations and by trying to find solutions to them within the legal provisions relevant to the Local Authority, wherever possible and by referring the problems, which require the intervention of other organizations to such organizations.

It is not necessary to measure the progress of this section, if the voluntary organizations in the council area, have not been registered with the Council


9.3.1

Community based organizations/voluntary organizations – Confirmation before awarding of marks



(iii ) If the requirements in (i) to (i) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirement in (i) above is completed, this section can be evaluated as “weak” (E.M. = 1)


10. Acting in Conformity with Statutory Provisions 10.1 By-laws and other laws

(a) Adopting standard by-laws

(i) A Council resolution for the adoption of standard by laws

formulated by the Minister in respect of subject matters which are not included in the by-laws passed by the Local Authority, should have been passed for the purpose of implementing them.

(ii) What are the standard by-laws, so adopted and what is the date

on which they were adopted, should have been notified in the Gazette (a copy of this Gazette notification and a copy of each standard by-laws so adopted, should have been made available to every officer entrusted with functions covered by such standard by-laws)

(iii) Every party to whom the provisions of the standard by-laws so

adopted are applicable should have been made aware of them

It is not necessary to examine the progress of this section if the Gazette where notifications relating to the standard by-laws and the adopting of standard by-laws by the council cannot be finished.

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(a.1)

Adopting standard by-laws – Confirmation of the fact that this requirement has been fulfilled.




(b) Formulation of by-laws

(i) When legal provisions of standard by-laws are not appropriate to

the council area or are inadequate and also when standard by-laws have not been enacted, to cover any provision that should be made in the council area, by-laws, as relevant to such Local Authority should have been passed and received the Minister’s approval. (It is important that in the process of formulating these by-laws, the participation of representatives of Development Advisory Committee/ Committee, community based organizations and voluntary organizations that are registered with the Local Authority, should have been obtained.)

(ii) A copy of the Gazette containing the notification of by-laws so

enacted, should have been given to every officer relating to the functions covered by such by-laws.

(iii) Every party to whom the by-laws so enacted, are applicable,

should have been made aware of them. (b.1)

Formulation of by-laws – Confirmation of the fact that this requirement has been fulfilled.





(c) Protecting the Human Rights

(i) Decisions taken and activities performed by the Local Authority should have been done so, on the basis of equality to all.

(ii) In allocating places like playgrounds and public places, action

should have been taken on the first come first serve basis.

(iii) When services are provided or council property is given on lease, through tender procedure, competitiveness should have been created and the most suitable person should have been selected.

(iv) In providing services, every body should have been treated

equally. (c.1)

Protection of Human Rights – Confirmation of the fact that this requirement has been fulfilled.




(d) Application of Main Laws

(i) Responsibilities, duties and functions stated in the main law

relevant to the Local Authority should have been implemented and responsibilities duties and functions which have been specifically stated as responsibilities , duties and functions that must be fulfilled by the Local Authority mentioned in that law, should have been implemented compulsorily.

(ii) Prior approval of the Council should have been obtained for the

activities relating to responsibilities and duties stated in the main law.

(iii) In respect of every activity, which requires the prior approval of

the Minister in charge of the subject, as stated in the main law, the prior approval of the Minister should have been obtained.

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(d.1)

Application of the main laws – Confirmation of the fact that this requirement has been fulfilled.




(e) Application of other laws

(i) All other laws which state responsibilities, duties and functions

that should be implemented by the Local Authority, and the activities that should be performed by the Local Authority under such laws, should have been identified.

(ii) Functions that should be performed under such other laws

should have been correctly assigned to relevant sections in the Local Authority.

(iii) In instances where the prior approval of the Council and prior

approval of the Minister in charge of the subject has to be obtained, according to other laws, such prior approval should have been obtained.

(iv) Reports should have been submitted to the Council, as to

whether such activities have been performed at satisfactory level. (e.1)

Application of other laws – Confirmation of the fact that this requirement has been fulfilled.





10.1.1

By-laws and other laws – Confirmation before awarding of marks


(ii) If the requirements in 10.1 (a) to 10.1 (d) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in 10.1 (a) to 10.1 (c) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirement in 10.1 (a) and 10.1 (b) above are completed, this section can be evaluated as “weak” (E.M. = 1)


10.2 Implementation of Local Government Reforms Circulars

(a) Circular No. 2

(i) Council meeting should have been held once in every month and the meeting should have been conducted strictly according to the agenda.

(ii) Council should refrain from taking matters outside the purview of

the Local Authority for discussion.

(iii) The attendance of members for the council meeting and for committee meetings should have exceeded eighty per cent (80%)

(iv) Minutes of the council meeting should have been prepared in

brief and any documents tabled by the members should have been attached to the report as annextures. (Here, it is sufficient if the member who presented views in favour or against any resolution, is recorded in the minutes)

It is not necessary to examine the progress of this section, if the elected members and officials of the Local Authority have not been made aware about the Local Government Reforms Circulars and if those circulars cannot be submitted for examination

Chapter Five | 161

(a.1)

Circular No. 2 – Confirmation of the fact that this requirement has been fulfilled.




(b) Circular No. 3

(i) Officers should have been given proper training in order to ensure that they perform their job in the manner stated in the circular.

(ii) In preparing the budgetary estimates the time table given in this

circular should have been followed. (iii) Computers should have been used for keeping accounts of

revenue and expenditure. (iv) Computers belonging to the council should have been allocated

adequately for above activities and officers should have been trained about the use of computers.

(v) Information of computerized accounts should have been stored

in composite discs and a copy of each composite disc should have been kept deposited safely in a place outside the office under the custody of Municipal Commissioner/Secretary.

(b.1)






(c) Circular No. 4 (i) A clear policy should have been formulated with regard to the

physical planning function, in the council area and it should have obtained the approval of the Council.

(ii) Action should have been taken to remove forty percent (40%) of

the unauthorized constructions that existed in the council area, at the beginning of the year and to not allow any unauthorized construction to come up in the course of the year.

(c.1)





(d) Circular No. 5

(i) Council should have incurred expenditure only on constructions which are for the benefit of a majority of people and should have been refrained from doing constructions considered as wasteful expenditure.

(ii) A policy for the maintenance of buildings, street lamps and other

constructions belonging to the Local Authority should have been prepared and obtained the approval of the council.

(d.1)





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(e) Circular No. 6

(i) Register of roads belonging to the Council should have been published in the Gazette and along with that, street lines of each road also should have been published.

(ii) Time table for road maintenance should have been included in

the Four Year Corporate Plan and Annual Plan and it should have been implemented.

(iii) Newly constructed roads should have been planned for the

running of heavy vehicles also.

(e1)





(f) Circular No. 7

(i) Every Urban Council and Pradeshiya Sabha should have acted by accepting the Medical Officer of Health in the area, as the officer in charge of activities relating to health and sanitation and every Municipal Council should have appointed its own Medical Officer of Health (If that post in the Municipal Council is vacant, action should have been taken to get the assistance of the Medical Officer of Health in the area, temporarily.)

(ii) Action should have been taken to conduct food testing activities

and inspections about nuisances, in the area and to rectify any unsatisfactory conditions or to take judicial measures.

(iii) Necessary activities should have been taken for regularizing the

drainage system and for preventing infectious diseases, in the council area.


(f.1)





(g) Circular No. 8

(i) Action should have been taken to develop green parks and open spaces in the Local Authority area.

(ii) Committee on Environment should have been established and a

report, together with recommendations about studies that carried out once a month on the environment in the area and any changes of the environmental condition should have been submitted to the monthly meeting of the Council.

(g.1)





(h) Circular No. 9

(i) When the Local Authority is not engaged in the activity of

supplying water, it should have given fullest cooperation to the National Water Supply and Drainage Board, community based organizations or any other organization in the area, which is engaged in that activity.

(ii) If the Local Authority is engaged in the activity of supplying

water, in the council area, through community based organizations or any other voluntary organization, it should have adopted the standard by-law relating to that subject or should have enacted by-laws.

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(iii) Action should have been taken to prepare the Council’s policy on street lighting in the council area and to make the people aware of the Council’s resolution relating to that.

(iv) A methodology for disposal of latrine waste, when necessary, in

built up rural areas and in urban areas, should have been prepared and implemented.

(v) Action should have been taken to establish and maintain public

markets in built up rural areas and urban wards in the council area, and weekly fairs in populated wards, including rural areas.

(vi) Action should have been taken to maintain cemeteries, owned by

the Council, free of jungle and to recover the portions that have been encroached.

(h.1)



2ii) Relevant positions should be confirmed by examining the files, documents and reports relating to these activities


(i) Circular No. 10 (i) Local Authority should have intervened in establishing rate

payers’ organizations, community based organizations, Development Advisory Committees, traders organizations hiring car drivers’ organizations, self employees' organizations and peoples’ organizations, in the council area and those organizations should have been established.

(ii) Action should have been taken to obtain information reports

about the holding of meetings of those organizations and to obtain their active participation for Local Authority functions.


(i.1)


(i) If all the above requirements are correctly in place, it should be considered that section 10.2 (i) is completed.



(j) Circular No. 11

(i) Council libraries should have been actively utilized for enhancing the reading habit and knowledge of the people in the council area.

(ii) Council should have provided patronage for the development of

culture relating to every religion and ethnic group. (iii) Action should have been taken to obtain the contribution of the

private sector for providing self employment programmes for the benefit of youth in the council area, with the intervention of the Council.

(iv) Programmes for the benefit of women in the council area, should

have been implemented with the intervention of the Council. (v) Action should have been taken to encourage youth and women

for solid waste recycling activities and to provide opportunities to them for that purpose.

(j.1)


(i) If all the above requirements are correctly in place, it should be considered that section 10.2 (j) is completed.



(k) Circular No. 12 (i) Local Authority, after having identified the threats that would

arise with regard the protection of minor irrigation and reservoirs

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in the council area should have taken action, in collaboration with relevant authorities.

(ii) Action should have been taken for the conservation of places

which are important for tourism. (ii) Incentives should have been provided to the private sector to

establish tourist parks for foreign and local tourists who travel across the council area and for people in the area. (Basic structure required for this purpose can be constructed and given on short term lease by the Council)

(k.1)


(i) If all the above requirements are correctly in place, it should be considered that section 10.2 (k) is completed.



(l) Circular No. 13

(i) Necessary arrangements should have been made for conducting

indigenous medical clinics in the council area. (ii) When there is no indigenous physician in the Council, clinics

should have been conducted by deploying an indigenous physician employed on the basis of paying daily allowances, once or twice a week.

(iii) Youth and women should have been encouraged to grow

indigenous medicinal plants and thereby opportunities should have been provided to them for self employment (Action should have been taken, with the intervention of the Council, to utilize uncultivated lands in the council area, for this purpose.)


(L.1)


(i) If all the above requirements are correctly in place, it should be considered that section 10.2 (L) is completed.



10.2.1

Implementation of Local Government Reforms – Confirmation before awarding of marks

(i) If nine or more out of the above requirements are completed, section 10.2 can be considered in the position of “very good” (E.M. = 4)

(ii) If eight out of the above requirements are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If seven out of these requirements are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If six out of the above requirement are completed, this section can be evaluated as “weak” (E.M. = 1)


11. Transparency 11.1 Council Meetings

(a) Holding council meetings in conformity with statutory provisions.

(i) Dates for holding ordinary meetings of the Council in the coming

year, should have been decided in the previous year and thereby it should have been prescribed to hold every monthly meeting within the first two weeks of each month.

(ii) A special Council meeting, should have been convened on a date

falling within first five (05) days of December, for the purpose of considering the annual budgetary estimates. (Although the holding of a special council meeting for the purpose of

It is not necessary to examine the progress of this section, if main minute books containing minutes of Council meetings, approved by the Council and signed by the Mayor/ Chairman, confirming the same cannot be finished.

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the budget is not a statutory requirement in Urban Councils and Pradeshiya Sabhas, in the case of Municipal Councils it is a statutory requirement and therefore it is compulsory for the Municipal Councils to follow it. It is relevant for a supplementary budget also)

(iii) Action should have been taken to serve a written notice on each

and every member about the matters scheduled to be taken up at a council meeting, four days (excluding Saturday, Sunday and Public holidays) prior to the date on which the meeting will be held.

(iv) When any Council meeting is adjourned, the notice for holding it

again should have been served on the members, four days in respect of a Municipal Councils and three days in respect of an Urban Council or a Pradeshiya Sabha, prior to the dare of the meeting. (Here, other working days except Saturday, Sunday and Public holidays, falling within these days could be relevant.)

(v) When members have requested to hold a special Council meeting

or Mayor/Chairman has decided to hold a special Council meeting notice for such a meeting should have been served on the members, four days in respect of a Municipal Council and three days in respect of an Urban Council or a Pradeshiya Sabha, prior to the date of the meeting.

(vi) If there are any reports or documents relating to matters

containing in the agenda for that date they should have been annexed to every such notice.

(vii) In respect of a Municipal Council an estimate of revenue and a

budget containing details of proposed expenditure, for the coming year, should have been submitted to the Council before December after consulting relevant standing committees. (It should be in the some manner, with regard to a supplementary budgetary estimate also)

(viii) Proposed budgetary estimate in terms of (vii) above should have

been distributed among members seven days prior to the date on which it is due to be submitted to the council meeting. (As such, if this notice is incorporated into the notice of any


monthly council meeting, such notice should have been sent seven days prior to the date of the meeting)

(ix) Arrangements should have been made for public inspection of

the annual budgetary estimates of the Municipal Council, during a period of seven days, prior to the date of the Council meeting referred to in (vii) above. The fact that it is exhibited for public inspection, should have been notified in the Gazette and two news papers, at least. (It should be in the same manner, in respect of a supplementary budgetary estimate also)

(x) Matters not relevant to the Local Authority should not have been

included in the agenda of the Council meeting.

(a.1)

Holding of Council meetings in conformity with statutory provisions. – Confirmation of the fact that this requirement has been fulfilled.




(b) Holding of council meetings at the specified time itself.

(i) Monthly council meetings should have commenced at the time

mentioned in the agenda, itself. (If the meeting has been adjourned for a short time or for a future date, due to the fact that members were not present at the time when the meeting was due to be started, it should be considered that this requirement is not completed.)

(ii) An attendance registers should have been maintained by the

Secretary for the members to affix their signature, in order to confirm their attendance.

(iii) Arrangements should have been made to sign the above

mentioned attendance register, by the members who are present at the time of starting the meeting and by other members thereafter, as and when they come.

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(b.1)

Holding the monthly council meeting at the specified time itself – Confirmation of the fact that this requirement has been fulfilled.




(c) Preparing the minutes of the Council meeting, to contain

essential information (i) Decisions taken at a council meeting should be recorded in the

minutes to include only the following:-

• Who submitted the resolution

• Who seconded the resolution

• Who are the members that spoke in favour of the resolution

• Who are the members that spoke in opposition of the resolution

• Whether the resolution was passed unanimously.

• If there was a division.

o Number of votes cast in favour of the resolution and who

are the members

o Number of votes cast in opposition of the resolution and who are the members.

o Number refrained from voting and who are the members.

o Number not present in the meeting hall at the time of

voting and who are the members

o If the number of votes cast is equal, was the casting vote in favour or in opposition of the resolution.

o As such whether the resolution was passed or rejected.


• If there was an objection for the decision taken in the manner mentioned above, and if the request was for recording the objection and if the objection has been submitted to the Secretary within three days, that objection.

• If any member with the permission of the Council, left the

meeting hall, the person who left so, and the time of leaving and if that person returned to the meeting the time of returning.

• If the meeting was adjourned for a short time or for a future

date, that fact.

• If the Mayor/ Chairman left the chair and Deputy Mayor/ Vice Chairman or any other member, took the Chair that fact. (If there was a division for the appointment of another member to take the chair, whether that division was in the same manner as was to be recorded in an earlier division or whether the decision was unanimous should be stated.)

• The fact that the meeting was adjourned, the meeting

resumed its settings again and the meeting was concluded and the time at which these events took place. (If the minutes have been recorded in the manner, how parliamentary Hanzard is prepared, it should be considered that this requirement is not completed.)

(ii) Minutes of the Council meeting should have been certified by the

Mayor/Chairman by signing it, after it was confirmed at the next Council meeting.

(c.1)

Preparing the minutes of Council meetings to contain essential information – Confirmation of the fact that this requirement has been fulfilled.




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(d) Council meetings have been conducted strictly according to the

agenda -

(i) Agenda of the Council meeting should have been prepared in the manner stated in by-laws/ rules, relating to the conduct of Council meetings.

(ii) Council meetings should have been conducted according to the

order appearing in the agenda.

(iii) If on a special occasion, this order has been changed, prior approval of the Council should have been obtained at the same Council meeting.

(d.1)

Council meetings have been conducted strictly according to the agenda – Confirmation of the fact that this requirement has been fulfilled.




(e) Council decisions have been implemented at proper time

(i) Decisions taken at the Council meeting should have been

reported to the relevant sections on the day itself following the day on which the Council meeting was held.

(ii) Progress reports relating to the implementation of Council

decisions should have been prepared and the progress should have been followed up at future meetings of the Council.

(iii) If it appears that there is some delay in implementing Council

decisions action should have taken to inquire about the reasons for that delay and to take remedial measures.


(e.1)

Council decisions have been implemented at the proper time – Confirmation of the fact that this requirement has been fulfilled.




(f) Exemplary behaviour of members at the council meeting

(i) At the Council meeting, every member should have acted with obedience and respect to the Chair.

(ii) Members should have spoken only on matters relevant to the

subject under discussion at the meeting and they should not have spoken on maters extraneous to the subject under discussion.

(iii) No speeches should have been made to cause damage to the

character of any person and also against persons who have no opportunity to speak at the Council meeting.

(iv) Members should have worn suitable clothes when participating at

the Council meeting and they should refrain from using indecent language.

f.1)

Exemplary behaviour of members at the council meeting – Confirmation of the fact that this requirement has been fulfilled.




(g) Safeguarding the rights of members

(i) Action should have been taken by considering that every council member has equal rights.

Chapter Five | 175

(ii) If members request that they be given opportunity to examine Council files, on necessary occasions, that opportunity should have been provided.

(iii) When members request for expressing views on any matter which

is before the Council, every member should have been given the opportunity to express views to the extent specified by by-laws/rules relating to the conduct of meetings.

(g.1)

Safeguarding the rights of members – Confirmation of the fact that this requirement has been fulfilled.




(h) Adequate facilities for the people to observe the conduct of

business in council meetings.

(i) Adequate facilities should have been provided in the council chamber for the people to observe conduct of business at council meetings. (This position should be maintained to the extent that it does not cause adverse effects on the right of the Council, to remove the people from meeting chamber, temporarily, after taking a decision on a council resolution passed, to the effect that, it is not suitable or proper for the people to remain in the meeting chamber at a certain time)

(ii) Space should have been provided with adequate facilities for

media personnel, as to make it convenient for them to observe to conduct of business in the Council meeting and to keep records of its activities for giving publicity through the media. (This position should be maintained to the extent that at does not cause adverse effects on the rights of the Council, to remove media personnel from the meeting chamber temporarily, after taking a decisions on a Council resolution passed to the effect that it is not suitable or


appropriate for the media personnel to remain in the meeting chamber at a certain, time) - This position is not applicable to standing

Committees/ Committees.

(h.1)

Adequate facilities for the people to observe the conduct of business in council meeting – Confirmation of the fact that this requirement has been fulfilled.




(i) Opportunity has been provided for the members to use for

reference, essential laws, statutes and by-laws.

(i) Arrangement should have been made to make available, laws, statutes, rules and by-laws relevant to the Local Authority to the members for them to make use of them at the time of conducting the meeting, because these legal documents are extremely important for the process of taking decisions at the council meeting. (This arrangement should have been implemented, with a system of obtaining them back, after the council meeting is over.)

(ii) If the members require above mentioned laws, statutes, rules and

by-laws for use on occasions when no Council meeting is held, opportunity should have been provided for them to take these documents for use conveniently, with sufficient number of copies.

(i.1)

Opportunity has been provided for the members to use for reference essential laws, statutes and by-laws – Confirmation of the fact that this requirement has been fulfilled.




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11.1.1

Council Meetings – Confirmation before awarding of marks


(ii) If the requirements in 11.1(a) to 11.1 (b) are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in 11.1 (a) to 11.1 (g) are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in 11.1 (a) to 11.1 (e) are completed, this section can be evaluated as “weak” (E.M. = 1)


11.2 Public Communication

(a) A public day has been reserved for the purpose of inquiring about the needs of the people.

(i) At least one day for a week should have been reserved, as a public

day for the purpose of enabling the people to submit their requests, and to discuss about the services that should be provided to them by the Local Authority.

(ii) A directive should have been made to the effect that, on a public

day, the staff including the Mayor/ the Chairman, and the Municipal Commissioner/ Secretary should remain in the office, compulsorily and arrangements should have been made for meeting the general public and they should refrain from fixing other meetings or discussions on that day.

(iii) In a Local Authority which maintains branch offices or sub-

offices, in addition to the Head Office, the above course of action should have been followed in such offices also.

It is not necessary to measure the progress of this section, if the development proposals and progress thereof have not been displayed up to date for the information of the people.


(a.1)

A public day has been reserved for the purpose of inquiring about the needs of the people – Confirmation of the fact that this requirement has been fulfilled.




(b) Opportunity has been provided for the people to exchange

necessary information .

(i) Particulars about persons whom the people should contact and at what times the people can meet them, and their contact telephone numbers, for the purpose of giving some information if any to the Local Authority or to obtain some information if any from the Local Authority, should have been published for the information of the people, any changes about such persons also should have been brought to the notice of the people.

(ii) Opportunity should have been provided for the people to submit

their views and needs through the Development Advisory Committee or the Council members or directly, to the office in order to make them available to the Local Authority.

(iii) A methodology for providing information requested by the

people promptly, should have been formulated and implemented.

(iv) Opportunity should have been made to report or know any information even at night time.

(b.1)

Opportunity has been provided for the people to exchange necessary information – Confirmation of the fact that this requirement has been fulfilled.




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(c) Periodical surveys have been conducted for measuring public responsiveness.

(i) A Register for recording peoples’ views complaints and

suggestions and a box for depositing written complaints and suggestions, should have been maintained. ( It should be confirmed that this register and the box were examined once in every week and action has been taken on matters contained therein.)

(ii) A survey should have been conducted to examine the extent of

responsiveness (appreciation or objection) shown by the people with regard to the activities of the Local Authority.

(iii) A mobile service, to consider people’s needs and to inquire about

their views should have been conducted at least twice a year.

(c.1)

Periodical Surveys have been conducted for measuring public responsiveness – Confirmation of the fact that this requirement has been fulfilled.




(d) Annual Budget has been made available at public places for

reference.

(i) Annual Budget approved by the Local Authority should have been kept in the Head Office, libraries and other offices of the council for public reference.

(ii) Summarized information of the Annual Budget (recurrent

expenditure, amount of provision allocated for public services under recurrent expenditure, capital expenditure, amount of provision allocated for public services under capital expenditure and particulars about development projects proposed to be implemented during the year)


should have been made available to people’s organizations in the area.

(d.1)

Annual Budget has been made available at public places for reference – Confirmation of the fact that this requirement has been fulfilled.




(e) Financial reports have been made available at public places, for

reference.

(i) A report containing the amount of revenue expected to be collected by the Council, in the manner stated in the annual estimates, the amount that has been collected at the end of each month and the amount of arrears that need to be collected further, should have been made available in the Head Office, libraries and other offices of the Council for public reference.

(ii) A report containing the amount of expenditure, containing the

amount of money expected to be incurred as expenditure by the council the amount of expenditure incurred at the end of each month and the amount of balance provision, should have been made available at the Head Office, libraries and other offices of the Council for public reference.

(e.1)

Financial reports have been made available at public places for reference – Confirmation of the fact that the requirement has been fulfilled.




Chapter Five | 181

(f) Minutes of the Council meetings have been made available at public places for reference.

(i) Copies of the minutes of Council meetings should have been

exhibited in the Head Office, libraries and other offices of the Council for the people to come to know about decisions taken by the Local Authority.

(ii) When somebody wants to have a copy of any minutes of the

Council meeting, arrangements should have been made for him to purchase it at a concessionary price.

(f.1)

Minutes of the Council meetings have been made available at public places for reference – Confirmation of the fact that this requirement has been fulfilled.




(g) Discussions have been held, periodically with the business

community.

(i) Awareness programmes should have been held for the business community, with regard to the revenue due to the Local Authority.

(ii) Discussions should have been held with regard to the assistance

that can be given by the business community to the Local Authority for the solid waste management and their responsibility in respect of that matter.

(iii) Discussions should have been held with regard to the

establishment of new infrastructure facilities and improvement of existing infrastructure facilities, that need to be provided by the Local Authority, for the benefit of business activities of the business community.


(iv) Discussions should have been held for the improvement of mutual relationship between the business community and the Local Authority, in activities relating to business promotion.

(v) Discussions should have been held to identify the instances where

the business community can work in collaboration with the Local Authority and also to implement such activities.

- At least three discussions under each of the above topics should have been held in a year.

(g.1)

Discussions have been held periodically with the business community – Confirmation of the fact that this requirement has been fulfilled.




11.2.1

Public communication – Confirmation before awarding of marks


(ii) If the requirements in 11.2 (a) to 11.2 (f) are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in 11.2 (a) to 11.2 (e) are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in 11.2 (a) to 11.2 (d) are completed, this section can be evaluated as “weak” (E.M. = 1)


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11.3 Tenders and Contracts (a) Suppliers and contractors have been registered annually.

(i) Publicity should have been given through notices published in the news papers in every month of November for the registration of suppliers and contractors in respect of the coming year.

(ii) A method for confirming the identity of every supplier who has

submitted application for registration should have been implemented and copies of their business registration certificates should have been obtained along with the applications.

(iii) After scrutinizing the applications received in response to such

advertisements, if it is found that there are suppliers or contractors who have breached the agreement in earlier years, they should have been submitted to the Council by giving reasons, for refusing to register them and should have obtained Council approval at the Council meeting in December and they should have been informed about the refusal, accordingly,

(iv) Action should have been taken to take a decision to register the

balance suppliers and contractors, at the Council meeting held in December and to inform them accordingly.

(v) A list of names, of registered suppliers and contractors should

have been sent to the relevant sections of the Local Authority by an internal notification.

It is not necessary to measure the progress of this section, if it is not possible to confirm that suppliers and contractors have been registered, in respect of the year under review, by giving publicity through notices published, in the previous year.


(a.1)

Suppliers and contractors have been registered annually – Confirmation of the fact that this requirement has been fulfilled.




(b) Procurement of goods and services has been done, at competitive

level.

(i) In performing the activity of procuring goods and services, to the Local Authority, tenders should have been called for at competitive level, by giving notice through public notifications.

(ii) For the services procured through public tender notices,

opportunity should have been given to registered suppliers and contractors also.

(iii) In procuring goods and services action should have been taken to

select the tenderer that can be confirmed as a tenderer who fulfilled the preliminary activities successfully and who is more advantageous to the Local Authority.

(b.1)

Procurement of goods and services has been done at a competitive level – Confirmation of the fact that this requirement has been fulfilled.




(c) Tender applications have been issued to all registered suppliers.

(i) All registered suppliers should have been categorized in relation

to the provision of different types of goods and services and recorded in the books.

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(ii) When calling for tenders, tender notices should have been issued to every relevant supplier.

(c.1)

Tender applications have been issued to all registered suppliers. – Confirmation of the fact that this requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 11.3(c) is completed.



(d) Opportunity for suppliers other than the registered suppliers to

submit tender applications has been assured.

(i) Every tender notice should have been given adequate publicity through public notifications.

(ii) Opportunity should have been provided not only to the registered

suppliers but outside persons also to submit tender applications.

(d.1)

Opportunity for suppliers other than registered suppliers also to submit tender applications, has been assured. – Confirmation of the fact that this requirement has been fulfilled.




(e) Tenderers have been aware of the opening of tenders

(i) In addition to other information every notification calling for tenders, should contain the following -

• amount of fee to be paid for obtaining a tender form.

• the place of issue and receipt of tender forms.

• the last date and time of issuing tender forms.


• the last date and time of receiving tender forms.

• the date, place and time of opening the tenders

• the fact that the tenderer or his agent can be present at

the time of opening the tenders.

(ii) Tenders should have been opened at the specified time itself, and, opportunity should have been provided to tenderers or their agents to be present at that time.

(e.1)

Tenderer have been made aware of the opening of tenders. – Confirmation of the fact that this requirement has been fulfilled.




(f) Criteria relating to the submission of tenders have been clearly stated in the tender forms.

(i) Prior to the calling of tenders a Technical Evaluation Committee,

consisting of persons who possess technical knowledge and financial knowledge in relation to the field for which the tender is relevant, should have been appointed and should have got that committee to prepare the tender forms.

(ii) In respect of a tender called for the supply of goods or services,

the required qualifications of the tenderers, the manner in which the applications should be submitted, the value of the required Bank Guarantee or the Bond and any other additional criteria, are there, those criteria, should have been stated clearly in the tender application.

(iii) Tender applications which do not conform to the criteria, should

have been rejected

Chapter Five | 187

(f.1)

Criteria relating to the submission of tenders have been stated clearly in tender application. – Confirmation of the fact that this requirement has been fulfilled.




(g) Tenders have been selected after a technical evaluation.

(i) Tender applications that have been received should have been made to go through a technical evaluation carried out by the Technical Evaluation Committee which prepared the tender applications.

(ii) Action should have been taken to award tenders in accordance

with the recommendations of the Technical Evaluation Committee.

(g.1)

Tenders have been selected after a techncial evaluation. – Confirmation of the fact that this requirement has been fulfilled.




(h) The decision to award the tender has been taken by the Council

itself.

(i) Recommendations of the Technical Evaluation Committee should have been referred to the Standing Committee on Finance, in the case of a Municipal Council and the Advisory Committee on Finance and Policies in the case of an Urban Council/ Pradeshiya Sabha, for their observation and a report should have been obtained.


(ii) The decision regarding the awarding of the tender should have been taken by the Council itself in accordance with the report submitted by the Standing Committee/Advisory Committee on Finance in response to the recommendations made by the Technical Evaluation Committee. Here if the powers of the Council has been delegated to any person or committee, it should be considered that this requirement is not fulfilled. However, the fact that power to award tenders up to fifteen thousand in the case of Municipal Councils, and up to five thousand in the case of Urban Councils/ Pradeshiya Sabhas, has been assigned to the Mayor/ Chairman/ Committee/ Municipal Commissioner/ Secretary should be excluded from this.

(h.1)

Decision to award the tender have been taken by the council itself. – Confirmation of the fact that this requirement has been fulfilled.




11.3.1

Tenders and contracts – Confirmation before awarding of marks


(ii) If the requirements in 11.3 (a) to 11.3 (g are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in 11.3 (a) to 11.3 (f) are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in 11.3 (a) to 11.3 (e) are completed, this section can be evaluated as “weak” (E.M. = 1)


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11.4 Citizens Charter

(i) Citizens Charter which contains the responsibilities, duties and functions of the Local Authority and the time required to complete each and every activity, should have been recorded at least in both Sinhala and Tamil languages and should have been displayed at the entrance to the office, to be easily observed.

(ii) Responsibilities and duties contained in the Citizens Charter should have

been explained to every person in the staff.

(iii) Target activities of the Citizens Charter should have been included in the performance standards of job descriptions issued to the staff and the performance evaluation should have been undertaken accordingly.

(iv) Conduct of business in the Local Authority should have been maintained

at least to conform to the criteria contained in the Citizens Charter.

11.4.1 Citizens Charter – Confirmation before awarding of marks (i) If nine or more out of the above requirements are completed, section

11.4 can be considered in the position of “very good” (E.M. = 4) (ii) Number of instances when action could not be taken in accordance

with the criteria contained in the Citizens Charter due to unavoidable circumstances, up to fifteen percent of the total number of activities, can be disregarded – Here, facts should have been submitted to the satisfaction of the panel of judges (evaluators) and the panel of judges (evaluators) should explain by footnotes, when awarding marks, as to how they accepted or rejected those facts (here the evaluation point should be decided by the panel of judges (evaluators)

(iii) If the above requirements are not completed in that manner, no marks will be awarded (E.M. = 0)

It is not necessary to measure the progress of this section, if the Citizens Charter has not been prepared.


12. Responsiveness 12.1 Public Complaints and Redress

(i) A complaint book for recording complaints of the general public with

regard to functional responsibility of the Local Authority, should have been kept in the Head Office and in each place where in Local Authority provides its services.

(ii) A complaint box should have been kept in the Head Office and in each

place where the Local Authority provides its services, for the people to drop their written complaints.

(iii) Complaints containing in complaint books and complaint boxes should

have been referred to relevant sections on three days in every week. (iv) Action should have been taken on complaints so received within three

days and should have been reported. (v) Arrangements made for preventing shortcomings pointed out in

complaints so received, occurring in future, and any recommendations regarding the course of action to be taken in that regard, should have been submitted in a separate report.

12.1.1

Public complaints and redress – Confirmation before awarding of marks



(iii ) If the requirements in (i) to (iii) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in (i) to (ii) above are completed, this section can be evaluated as “weak” (E.M. = 1)


It is not necessary to examine the progress of this section, if “a complaint book” and “a complaint box” have not be kept for daily examination

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12.2 Responding to written communications (i) A methodology for identifying information relating to the referring of

every letter received at the Local Authority (by hand, by ordinary post, by registered post, by fax, by e-mail or by whatever other means) to the relevant section, after taking action to register them.

(ii) Officers of the Local Authority should have been made aware about the

methodology that should be followed in respect of letters received at the Local Authority.

(iii) Action should have been taken to send a clear reply to every letter so

received, within three days. (iv) If an adequate reply cannot be sent within three days, an interim reply

should have been sent within three days giving reasons for not being able to send the final reply.

(v) When any written request cannot be fulfilled under the existing legal

provisions a reply should have been sent clearly explaining the actual position about it.

12.2.1

Responding to written communications – Confirmation before awarding of marks






It is not necessary to examine the progress of this section, if it is not possible to confirm that there is an arrangement to refer, the daily tappal to relevant sections on the same day, after entering them in the register.


12.3 Close relations with the people (i) A report containing information about people’s requests that could not

be fulfilled, out of those requests that were received at the Local Authority during the past period, and also, a report containing particulars about revenue that was not collected out of the revenue that should have been collected, during that period, should have been prepared.

(ii) A mobile services/mobile meetings should have been held for the

purpose of fulfilling needs referred to in (i) above, at least once in three months, so as to cover every ward.

(iii) Action should have been taken to provide adequate answers to

outstanding problems of the people and to pay attention to their views and proposals, at those mobile services.

(iv) Action should have been taken to make use of the mobile service for

collecting taxes due to the Local Authority. (v) These mobile services/meetings should have been made use of for

making people aware about the responsibilities, duties and functions of the Local Authority, as well as their co-operation and duties towards the Local Authority.

12.3.1

Close relations with the people – Confirmation before awarding of marks






It is not necessary to examine the progress of this section, if it is not possible to confirm that meetings with the people have not been held, for the purpose of identifying their needs.

Chapter Five | 193

13. Equality

13.1 Equality in respect of females/males (a) A policy decision has been taken to ensure female representation

in a more number of committees appointed by the council.

(i) Council should have taken a policy decision with regard to the extent of female representation in the membership of Development Advisory Committee and other advisory committees/committees appointed in relation to functions of the Local Authority.

(ii) Female members of the relevant committees should have been

appointed in accordance with the above policy decision. (a.1)

A policy decision has been taken to ensure female representation in a more number of committees appointed by the council – Confirmation of the fact that this requirement has been fulfilled.




(b) Development programmes with a majority representation of

women, have been initiated.

(i) Development programmes, to be implemented by the Local Authority for the economic development of the people, should have been initiated.

(ii) Majority of those development programmes should be

programmes represented by women. (b.1)

Development programmes with a majority representation of women have been initiated – Confirmation of the fact that this requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be


considered that section 13.1 (b) is completed.(ii) The fact that the above activities have been performed in that manner

to be ascertained by examining the files. (iii ) If the progress shown is lower than the above positions, it should be

considered that this requirement is not completed. (c) Assistance has been provided for women’s development activities

(i) Incentives should have been provided for initiating women

development programmes, for women in the council area.

(ii) Local Authority should have provided assistance, at least for one of those programmes.

(c.1)

Assistance has been provided for women’s development activities – Confirmation of the fact that this requirement has been fulfilled.


(ii) The fact that the above activities have been performed in that mannerhas to be ascertained by examining the files.


(d) Participation of women’s organizations, has been obtained for

Standing/ Advisory committees

(i) Opportunity should have be proved to women’s organizations operating in the council area, to represent in the Development Advisory Committee/Committee of the Local Authority.

(ii) Among the recommendations of the Development Advisory

Committee, recommendations for women’s development programmes should have been submitted.

(iii) At least one recommendation out of above recommendations

should have been implemented for a year.

Chapter Five | 195

(d.1)

Participation of women’s organizations has been obtained for Standing/ Advisory Committees – Confirmation of the fact that this requirement has been fulfilled.




13.1.1

Equality in respect of females/ males – Confirmation before awarding of marks



(iii ) If the requirements in 13.1(a) and 13.1(b) above are completed, this section can be evaluated as “average” (E.M = 2)

(iv ) If the requirements in 13.1 (a) is completed, this section can be evaluated as “weak” (E.M. = 1)


13.2 Providing services to every member of the community

(a) Special attention has been paid to provide services to persons

who possess various skills.

(i) Action should have been taken to identity persons who posses specific skills, living in the council area, by conducting a survey.

(ii) Feasibility studies should have been carried out with regard to

activities that can develop the specific skills of such persons.

(iii) Action should have been taken to obtain the approval of the Minister in charge of the subject of Local Government for implementing the recommendations of those feasibility reports.


(a.1)

Special attention has been paid to provide services to persons who possess various skills – Confirmation of the fact that this requirement has been fulfilled.




(b) Special attention has been paid to provide services to senior

citizens

(i) Action should have been taken to make arrangements for paying special attention when dealing with senior citizens who come to the Local Authority for getting their work attended and to create awareness among the staff about it.

(ii) A methodology should have been formulated for obtaining the

services of senior citizens in the council area for development activities of the Council on voluntary basis, in advisory capacity.

(b.1)

Special attention has been paid for providing services to senior citizens – Confirmation of the fact that this requirement has been fulfilled.




(c) Local languages has been used when obtaining services

(i) Language suitable for the area should have been used in obtaining services for performing activities of the Local Authority.

(ii) Documents should have been prepared in all the three languages,

for the benefit of persons who use other languages.

Chapter Five | 197

(c.1)

Local languages has been used in obtaining services – Confirmation of the fact that this requirement has been fulfilled.


(ii) The fact that the above activities have been performed in that manner to be ascertained by examining the files.


(d) Every document has been translated into all the three languages

(i) All documents issued by the Local Authority should have been prepared in all the three languages.

(ii) In order to ensure this activity an exact arrangement should have

been made to utilize translators.

(iii) Adequate provision should have been included in the annual estimates for covering the expenditure in respect of translation activities.

(d.1)

Every document has been translated into all the three languages – Confirmation of the fact that this requirement has been fulfilled.




13.2.1

Providing services to every member of the community – Confirmation before awarding of marks



(iii ) If the requirements in 13.2 (a) and 13.2(b) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in 13.2 (a) is completed, this section can be evaluated as “weak” (E.M. = 1)



13.3 Conflict Resolution

(i) A committee consisting of persons who are interested in the subject matter and representatives of voluntary organizations, should have been appointed for investigating the type of conflict that could arise among the people, as a result of cultural and social conditions prevalent in the council area and to report the course of action necessary for resolving such conflicts.

(ii) Necessary action should have been taken, by considering the

recommendations submitted by the above committee from time to time.

(iii) A committee Consisting of council members and special persons, should have been appointed to resolve such conflicts that could arise in the council area,

(iv) Local authority should have worked closely with the Mediation Board

established under the Mediation Boards Act, in the council area.

(v) Any assistance that could be provided for the activities of the Mediation Board, should have been provided.

13.3.1 Conflict resolution – Confirmation before awarding of marks

(i) If nine or more out of the above requirements are completed, section

13.3 can be considered in the position of “very good” (E.M. = 4) (ii) If the requirements in (i) to (iv) above are completed, this section can

be evaluated as “good” (E.M. = 3). (iii ) If the requirements in (i) and (iii) above are completed, this section can

be evaluated as “average” (E.M. = 2) (iv ) If the requirements in (i) and (iii) above are completed, this section can

be evaluated as “weak” (E.M. = 1) (v) If the above requirements are not completed in that manner, no marks


Chapter Five | 199

14. Responsibility and Accountability 14.1 Leadership

(i) Development activities contributing to peoples' welfare, should have been identified, with the participation of the people and the co-operation of the private sector, during the last two years.

(ii) Development activities, identified as above, should have been implemented in a

sustainable manner, even by the current year.

(iii) Development activities contributing to the benefit of the ordinary people, should have been linked to normal planning process of the Local Authority.

(iv) New services for the ordinary people should have been initiated, with the co-

operation of the private sector and the general public.

14.1.1 Leadership – Confirmation before awarding of marks






It is not necessary to measure the progress of this section, if it is not confirmed that action has been taken to involve outside parties for development activities.


14.2 Accountability (a) Providing replies for audit queries, with suitable explanations.

(i) Replies should have been provided in respect of queries received, at least before the expiry of fourteen (14) days from the receipt of such queries.

(ii) Replies with exact explanations should have been given in respect

of matters raised by an audit query (If any mistake or a shortcoming has been there, action should have been taken to rectify it and that fact should have been stated clearly in the reply)

(iii) In every such reply, reasons that are acceptable for the query

raised by the audit, under legal conditions, should have been included.

(a.1)

Providing replies for audit queries with suitable explanations – Confirmation of the fact that this requirement has been fulfilled.




(b) There is a satisfactory acceptance by the Auditor General’s Department.

(i) Replies to audit queries should have been submitted within fourteen (14) days of their receipt up to an extent of eighty per cent (80%) of the audit queries referred to the Local Authority.

(ii) Audit opinion on final accounts of the Local Authority, should

have been stated. (subject to mattes given at the end of 3(2) (xiv) in guidelines relating to these criteria)

It is not necessary to examine the progress of this section, if a register of audit queries, maintained up to date cannot be furnished.

Chapter Five | 201

(b.1)

There is a satisfactory acceptance by the Auditor General’s Department – Confirmation of the fact that this requirement has been fulfilled.




(c) Updated register of audit queries

(i) A detailed register of audit queries should have been maintained to record information relating to audit queries received at the Local Authority.

(ii) All information, up to the dispatch of final replies, should have

been recorded in the register of audit queries, so as to enable the clear identification of particulars, such as, what is the response made by the Local Authority in respect of queries confirmed in the above mentioned register of audit queries and on what dates, those responses have been made.

(c.1)

Updated register of audit queries – Confirmation of the fact that this requirement has been fulfilled.




(d) Taking remedial action to the extent recommended by the audit.

(i) Weaknesses as pointed out by the audit in respect of activities implemented by the Local Authority, should have been identified.

(ii) Action should have been taken to remove such weaknesses in a

manner that satisfies the audit and that does not cause any loss to the need of the activities performed.


(d.1)

Taking remedial action to the extent recommended by the audit – Confirmation of the fact that this requirement has been fulfilled.




14.2.1

Accountability – Confirmation before awarding of marks


(ii) If the requirements in 14.2 (a) to14.2 (c) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in 14.2 (a) and 14.2 (c) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in 14.2 (a) above is completed, this section can be evaluated as “weak” (E.M. = 1)


15. Planning Capacity 15.1 Strategic plans/ Medium term plans

(a) Holding discussions with all stakeholders including the private

sector

(i) Before preparing the plans for the Local Authority discussion should have been held with stakeholders (including the private sector), with the intervention of the Development Advisory Committee/Committee, and ask for their views.

(ii) Minutes of the discussions so held should have been made

available to all the parties.

It is not necessary to measure the progress of this section, if the “vision” and the “mission” of the council has been identified and exhibited.

Chapter Five | 203

(iii) Matters agreed upon at those discussions, should have been incorporated into the strategic plans.

(a.1)

Holding discussions with all stakeholders including the private sector – Confirmation of the fact that this requirement has been fulfilled.




(b) Identification of the vision and mission of the Local Authority

with a wide consensus

(i) Vision and mission relevant to the Local Authority should have been identified.

(ii) In the process of identifying this “vision” and “mission” all

members and staff officers of the Council, other members of the Development Advisory Committee. Representatives of community organizations representatives of voluntary organizations, representatives of the Council staff and representatives of trade unions connected to officers of the Council, should have been involved.

(iii) Approval of the Council should have been obtained for the vision

and mission, so identified. (b.1)

Identification of the vision and mission of the Local Authority with a wide consensus – Confirmation of the fact that this requirement has been fulfilled.





(c) Making the people aware of the vision and mission.

(i) Vision and mission of the Local Authority, which has received the approval of the Council should have been brought to the notice of the people.

(ii) Officers of the council should have been made aware of the

vision and mission of the Local Authority.

(iii) Vision and mission of the Local Authority should have been exhibited, clearly in all the three languages, at the Head Office, sub-offices and other buildings belonging to the council.

(c.1)

Making the people aware of the vision and mission – Confirmation of the fact that this requirement has been fulfilled.


(ii) The fact that the above activities have been performed in that mannerhas to be ascertained by examining the files.


(d) Strengths, weaknesses, opportunities and risks relating to the

Local Authority, have been identified and prioritized.

(i) Strength (capacity) and weaknesses of the Local Authority and opportunities for its future activities and risks relating to the functioning of the council, should have been identified, under the direction of the Development Advisory Committee and with the participation of other members and staff of the council.

(ii) Strengths, weaknesses, opportunities and risks so identified

should have been prioritized.

(iii) Strategies required for developing strengths, removing weaknesses, developing opportunities and reducing risks, so prioritized should have been identified.

Chapter Five | 205

(d.1)

Strengths, weaknesses, opportunities and risks relating to the Local Authority have been identified and prioritized – Confirmation of the fact that this requirement has been fulfilled.




(e) Plans have been prepared for identification and prioritization of

targets.

(i) Targets that should be achieved by the council in relation to its vision and mission should have been determined.

(ii) Having prioritized all the targets that should be achieved by the

councils the courses of action for achieving those targets, should have been planned.

(iii) Identification of above mentioned targets and planning of courses

of action to achieve, them, should have been done under the direction of Development Advisory Committee/Committee and with the involvement of community based originations and other organizations in the area.

(e.1)

Plans have been prepared for identification and prioritization of targets – Confirmation of the fact that this requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 15.1(e) is completed.



(f) Benchmarks/Land marks relating to expected targets have been clearly identified. (i) Practical and realistic benchmarks/land marks should have been

identified in respect of each and every target for the purpose of


confirming the fact that targets, denitrified in relation to vision and mission of the council have been achieved.

(ii) Some knowledge about the benchmarks/ land marks so identified

should have been given to officers who are performing work relating to the achievement of each and every target.

(iii) All activities required for reaching each and every

benchmark/landmark should have been identified. (f.1)

Benchmark/Land marks relating to expected targets have been clearly identified – Confirmation of the fact that this requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 15.1(f) is completed.



(g) Sustainability of the planning process has been assured

(i) All the activities identified for the achievement of targets identified in relation to the functions of the Local Authority, should have been prioritized.

(ii) An action plan should have been prepared in respect of every

such activity contained in the medium term plan.

(iii) Methodology necessary for including financial provision in the budgetary estimates relevant to years during which the targets prioritized in relation to medium term plan, should have been planned.

(iv) Progress reports in respect of such activities scheduled to be

implemented during the year, should have been considered at every Council meeting.

Chapter Five | 207

(g.1)

Sustainability of the planning process has been assured – Confirmation of the fact that this requirement has been fulfilled.

(i) If all the above requirements are correctly in place, it should be considered that section 15.1(g) is completed.



15.1.1

Strategic plans/medium term plans – Confirmation before awarding of marks


(ii) If the requirements in 15.1 (a) to15.1 (e) above are completed, this section can be evaluated as “good” (E.M. = 3).


(iv ) If the requirements in 15.1 (a) to 15.1 (c) above are completed, this section can be evaluated as “weak” (E.M. = 1)


15.2 Annual Plan

(i) Development activities of the current year together with activities

relevant to that year, included in the medium term plan, and new projects identified in respect of that year, should have been prioritized.

(ii) Financial provision required for activities relevant to the current year, in

accordance with the medium term plan and for projects identified in respect of that year, should have been included in the budgetary estimates.

(iii) Comprehensive action plans for implementing such activities, during the

year should have been prepared and implemented accordingly. (iv) Assistance required for implementing activities according to these action

plans should have been obtained from stakeholders.

It is not necessary to measure the progress of this section if medium term plans have not been prepared.


(v) Assistance of community based organizations and other organizations

should have been obtained for development activities. (vi) Information about development activities implemented during the year,

should have been made known to the people in the council area. (vii) Persons selected from the people in the area should have been appointed,

to investigate about the implementation of each development activity and to report the progress to Development Advisory Committee/Committee.

15.2.1

Annual Plan – Confirmation before awarding of marks






15.3 Implementation of the annual plan (i) An awareness workshop should have been conducted for officers

involved in the activities of the annual plan, in the manner stated in action plans relevant to functions of the current year.

(ii) Such activities should have been noted against the relevant dates in the

call up diary of each such officer and they should have acted accordingly. (iii) Every field officer and every officer entrusted with a time bound activity

should have prepared an annual plan in respect of his activities in the current year, prior to the commencement of the year, and should have obtained the approval of the Municipal Commissioner/Supervising Staff Officer/Secretary

It is not necessary to measure the progress of this section, if action plans relating to proposals made in the budget for implementing during the relevant year, have not been prepared.

Chapter Five | 209

(iv) Advance programmes of those officers prepared in accordance with the above mentioned annual plan, should have obtained the approval, in the same manner as mentioned above, prior to the commencement of the month and it should have been compared with the follow up programme report to ascertain whether, it has been implemented accordingly.

(v) When advance programmes and follow up programme report, are

compared, if any shortcomings come to light, necessary measures should have been taken to remedy such shortcomings without delay.

(vi) Progress of these action plans should have been reviewed by the

Development Advisory Committee/ Committee and reported to the monthly meeting of the Council.

(vii) Strategies for preventing weaknesses mentioned in the report submitted

by Development Advisory Committee/ Committee, should have been decided at the Council meeting.

15.3.1

Implementation of the Annual Plan – Confirmation before awarding of marks






15.4 Special Projects Plans

(i) Action should have been taken, to identify strategies necessary for

identifying projects contributing to promote revenue of the Council, under the direction of Development Advisory Committee/ Committee and with the involvement of the private sector, and also, to improve such projects which are already in operation.

It is not necessary to measure the progress of this section, if it is not possible to confirm that strategies contributing to income generation have not been identified.


(ii) Reports should have been prepared, after conducting a feasibility study, in respect of utilizing lands already belonging to the Local Authority, if there are, for commencing such projects and for acquiring necessary lands, if there are no lands belonging to the Local Authority for this purpose.

(iii) Plans should have been made for implementing special projects contained

in the medium term plan and projects, identified as stated above, after obtaining the required capital from the private sector, and stakeholders.

(iv) A project report should have been prepared about the projects so

identified and a project plan, indicating exactly, the manner in which the financial resources, human resources and physical resources are utilized, in respect of each such project.

(v) When these special projects are of commercial nature, prior approval of

the Minister in charge of the subject, should have been obtained for commencing and operating such projects.

15.4.1

Special Project Plans – Confirmation before awarding of marks






Chapter Five | 211

(D) Role of Local Authorities with regard to the achievement of Millennium Development Goals

16. Millennium Development Goads 16.1 Alleviation of abject poverty and hunger

(i) Access roads should have been maintained continuously, at a satisfactory

level, so as to enable the transport of produce in the council area, to the market, quickly and conveniently (development of roads should have been targeted the producing areas)

(ii) Wholesale fair/weekly fair should have been established so as to be

convenient to business undertakers who come to purchase the produce in the council area. (Special attention should have been paid to products in the council area)

(iii) Action should have been taken to train and encourage people for

products made with the utilization of resources in the council area (Vocational training programmes related to resources found in the area should have been initiated.)

(iv) Action should have been taken to levy and collect tax on undeveloped

lands found in the council area (Under the provisions of Municipal Councils Ordinance Section 247 (d), Urban Councils Ordinance, Section 165 (c) and Pradeshiya Sabha Act Section 133)

16.1.1

Alleviation of abject poverty and hunger – Confirmation before awarding of marks







16.2 Achieving the objective of providing primary education to all (i) Action should have been taken to minimize the shortcomings and

deficiencies in pre-schools operating in the council area. (ii) Action should have been taken to provide school exercises books and

school equipment to children of low income families, as determined on the basis of clear criteria.

(iii) Day care centres for looking after the children of women engaged in

vocations, should have been established and maintained.

(iv) Action should have been taken to encourage non-governmental organizations to establish pre-childhood development centres, based on religious places or common places.

(v) Instructors in pre-childhood centres should have been exposed to a

proper training and a programme should have been organized to encourage them.

(vi) Action should have been taken to supply furniture and equipment

required for pre childhood development centres maintained by non-governmental organizations (not as private enterprises)

(vii) Action should have been taken to formulate and implement programmes

for rehabilitating disabled children living in the council area or to refer such children to rehabilitation centres.

16.2.1

Achieving the objective of providing primary education to all – Confirmation before awarding of marks






Chapter Five | 213

16.3 Promotion of female/male equality and empowerment of women.

(i) At least a quantum exceeding twenty five percent (25%) of the

members who are co-opted to special/advisory committees established in respect of development and social activities in Local Authorities, should have been women.

(ii) After having conducted workshops for wellbeing of women, workshops necessary for training them to get self employment opportunities should have been organized.

(iii) Awareness workshops should have been conducted about the

prevention of domestic cruelty and child abuse.

(iv) Awareness workshops should have been conducted through library reader societies and community centres for the purpose of giving some understanding about peace, unity and equality from the childhood itself (In these workshops resources in the council area, should be utilized voluntarily)

(v) Opportunities should have been provided to the people for

developing their literary knowledge and aptitude and for residents in the area to get together, by improving library services and establishing library reader societies.

16.3.1

Promotion of female/male equality and empowerment of women – Confirmation before awarding of marks







16.4 Reduction of child morality

(i) Health education programmes should have been conducted, in making use of maternity and child clinics and by employing Medical Officer of Health and Family Health Workers (Midwives) in the area.

(ii) Statistics relating to pregnant mothers in the council area should

have been maintained regularly and the progrmames for educating pregnant mothers regularly, should have been implemented (Monthly reports of Family Health Workers should have been maintained properly)

(iii) Deep wells or shallow wells required for providing pure drinking

water to the people in the council area should have been constructed and maintained at satisfactory level.

(iv) People should have been persuaded to use latrines and action

should have been taken to supply materials required for constructing latrines for families, not having latrines, at the cost price, on a concessionary basis. (In this regard the statistics relating to the number of families, not having latrines, in each year, in the council area should have been maintained)

16.4.1

Reduction of Child Mortality – Confirmation before awarding of marks




(iv ) If the requirements in (i) to (vi) above are completed, this section can be evaluated as “weak” (E.M. = 1)


16.5 Enhancement of maternity health

(i) Health education programmes, on maternity nutrition, should have been conducted (Statistics should have been maintained)

Chapter Five | 215

(ii) Action should have been taken to make aware both husband and wife by giving advice necessary for preventing unnecessary pregnancies and abortions. (In this regard, the assistance of Family Health Workers could be obtained and statistics should have been maintained)

(iii) Necessary measures should have been arranged for preventing

illegal abortions, and in order to raid such places, operating in the council area and to take legal action, Local Authority should have maintained a close relationship with the Police and Children’s Bureau and Women’s Bureau. (Statistics should have been maintained.

(iv) Action should have been taken to persuade people to cultivate

food crops with high nutritional value (crops that can be easily grown in the council area) and to consume such crops. In this regard, action should have been taken to create awareness about this, among farmers, in the area and to provide convenient marketing opportunities for their products (statistics should have been maintained)

(v) Action should have been taken to conduct ante natal and post

natal clinics and adequate financial provision should have been made in the annual budget (Statistics should have been maintained up to date)

16.5.1

Enhancement of Maternity Health – Confirmation before awarding of marks







16.6 Action was taken against diseases such as Dengue, chikun Gunya Japanese Encephalitis, Rat Fever, Malaria and HIV/AIDS (i) Action should have been taken to maintain the disposal of

garbage at a satisfactory level. (ii) People should have been made aware that they should clear the

empty lands with shrub jungle and maintain them in good condition and legal action should have been taken against persons who keep lands with shrub jungle (Statistics should have been maintained)

(iii) Action should have been taken to minimize the mosquito

breeding places. In this regard a programme for inspecting each and every household and educating householders about the above matter by Public Health Inspectors, should have been implemented. At least two such programmes per each Grama Niladhari area should have been conducted (Statistics should have been maintained)

(iv) Action should have been taken to warn persons who do not take

measures to remove the trends of mosquito breeding even after making them aware in the first instance, and if they do not comply with such warning also, to take legal action against them, in the second instance (Statistic should have been maintained.)

(v) Courses of action should have been implemented with regard to

the destruction of mosquitoes and means of mosquito breeding (Statistics should have maintained.)

(vi) Awareness programmes about HIV/AIDS should have been

conducted, for the people (Statistics should have been maintained)

(vii) If piggery farms are operated in the council area, necessary action

should have been taken to ensure health safety in those places (Statistics should have been maintained)

(viii) Programmes should have been implemented to destroy breeding

of rats around houses and paddy fields and to educate persons who engage in activities in and around paddy fields or marshy lands about wearing of protective clothing. These awareness

Chapter Five | 217

programmes should have been conducted at least in every season of paddy cultivation, quite before the commencement of work in paddy fields (Statistics should have been maintained)

16.6.1

Action was taken against diseases such as Dengue, Chikun Gunya, Japanese Encephalitis, Rat Fever, Malaria and HIV/AIDS Plan – Confirmation before awarding of marks


(ii) If the requirements in (i) to (vii) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in (i) and (vi) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in (i) to (v) above are completed, this section can be evaluated as “weak” (E.M. = 1)


16.7 Ensuring the sustainability of the environment

(i) Action should have been taken to establish green zones in the council area (Statistics should have been maintained)

(ii) Places which cause air pollution or noise pollution should have

been supervised regularly and steps should have been taken to prevent such pollution. (Statistics should have been maintained.)

(iii) Establishments on places where hazardous waste is being

disposed should have been supervised regularly and steps should have been taken to prevent such disposals (Statistics should have been maintained)

(iv) Action should have been taken to ensure the protection of

watershed areas and water sources. (Statistics should have been maintained)

(v) Action should have been taken to prevent filling of rivers, canals

streams, tanks and other water sources and also to prevent putting waste into them. Provisions of the Nuisance Ordinance can be applied for this purpose (Statistics should have been maintained.)


(vi) Awareness programmes necessary for minimizing the use of pesticides and artificial fertilizer for agricultural activities, should have been conducted. (Statistics should have been maintained)

(vii) Action should have been taken to make sue of provisions under

the Urban Development Authority Act or Housing and Town Improvement Ordinance or both of these Laws, to minimize the blocking out of lands, in the council area. (Register of approval for blocking out plans and files relevant to it should have been maintained up to date.)

(viii) Steps should have been taken to prevent the incidence of

unauthorized constructions in the council area, and action should have been taken to remove the unauthorized constructions that are being maintained (Statistics should have been maintained.

(ix) Action should have been taken to regulate advertisements and bill

boards (Provision of by-laws relating to this should have been complied with and also documents & registers about them should have been maintained up to date.)

16.7.1

Ensuring the sustainability of the environment – Confirmation before awarding of marks


(ii) If the requirements in (i) to (viii) above are completed, this section can be evaluated as “good” (E.M. = 3).

(iii ) If the requirements in (i) and (vii) above are completed, this section can be evaluated as “average” (E.M. = 2)

(iv ) If the requirements in (i) to (vi) above are completed, this section can be evaluated as “weak” (E.M. = 1)


16.8 Building a local partnership for development

(i) Action should have been taken to identity various activists living in the council area and to build up organizations/fora of each and every category of activists (such as organizations, of tax payers, traders, hiring car drivers and owners of hiring cars and reader societies. (Statistics should have been maintained.)

Chapter Five | 219

(ii) At least twice a year, discussions should have been held with representatives of associations mentioned in (i) above regarding development activities in the council area (Statistics should have been maintained.)

(iii) Non-governmental organizations engaged in development activities that have emerged from the people in the area and being maintained, should have been made to involve in development activities of the Local Authority. (Statistics should have been maintained.)

(iv) Participation of organizations referred to in (i) and (iii) above should have been obtained in preparing the annual budgetary estimates (Statistics should have been maintained.)

(v) Supervising committees should have been appointed to monitor

the operation of any development project implemented in the council area and to obtain information about it, as and when relevant to each occasion and basic information about such development projects should have been made available to those committees (Statistics should have been maintained

16.8.1

Building a local partnership for development – Confirmation before awarding of marks






Chapter Six | 221

Chapter 6_____________________________ Questionnaire and Format for entering Marks, in the Performance Enhancement and Consolidation Tool (PERFECT) The Questionnaire of the Performance Enhancement and Consolidation Tool (PERFECT) which is to be used for assessing the performance of Local Authorities, is introduced in this Chapter. Members of the panels of judges (evaluators) should keep a copy of this Questionnaire and they are advised to follow the relevant guidelines given in Chapter 5 in assessing the indicators stated there, specifically. The panels of judges (evaluators) are requested to record the final evaluation of the performance in the performance score sheet, which is given in 6.2 of this Chapter, and to make foot notes where necessary to justify their evaluation. The assessment of performance can be undertaken, by two panels of evaluators each consisting of two evaluators. Each panel can assess two sections out of office management and administration service provision and control and achievement of millennium goals, as included in the Performance Enhancement and Consolidation Tool (PERFECT). In assessing the indicators which are required to be assessed, excluding those indicators that should be assessed in the field, at least 4 minutes should be spent in respect of one indicator. As such a single panel of evaluators needs at least 5 working hours, in carrying out this evaluation. This time period can be reduced by half, if two panels of evaluators can be deployed for this purpose. In addition to that, by following the course of action stated below, time spent on assessing can be further reduced.

● Inform the Local Authorities to be ready with reports and documents which are necessary for facilitating the assessment activity of the panel of evaluators.

● Inform Local Authorities in writing to keep ready the documents specially

named, out of those necessary for the assessment, such as the budget, audit reports, final accounts and medium term plans.

● Panels of evaluators should strictly follow the guidelines given in Chapter 5 by

paying special attention to priority points that should be achieved in respect of each indicator. If the Local Authority has failed to achieve the priority points in any indicator the panel of evaluators should refrain from spending time any further, for assessing that indicator.

● Request the Local Authority to arrange the presence of all relevant officers, in the

office, at the time of assessing the performance, for the purpose of facilitating the collection of information which need to be obtained through consultation, by the panel of evaluators.

222

6.1

Que

stio

nnai

re o

f th

e Lo

cal A

utho

rity

Per

form

ance

Enh

ance

men

t an

d C

onso

lidat

ion

Too

l (PE

RF

EC

T)

Nam

e of

the

Loc

al A

utho

rity

:……

……

……

……

……

……

……

……

……

……

……

……

……

……

……

……

……

……

……

……

.. N

ames

of t

he P

anel

of Ju

dges

(Eva

luat

ors)

(Cha

irman

)……

……

……

……

……

……

……

…..M

r./M

rs./

Miss

……

……

……

……

……

……

……

…

(Mem

ber)…

……

……

……

……

……

……

……

.…M

r./M

rs./

Miss

……

……

……

……

……

……

......

......

.

(Mem

ber)…

……

……

……

……

……

……

……

….M

r./M

rs./

Miss

……

……

……

……

……

……

……

(Mem

ber)…

……

……

……

……

……

……

….…

…M

r./M

rs./

Miss

……

……

……

……

……

……

……

(Mem

ber)…

……

……

……

……

……

……

….…

…M

r./M

rs./

Miss

……

……

……

……

……

……

……

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rag

e =

2

Goo

d =

3

Ver

y G

ood

=4

(Poi

nt

x W

eigh

t)

(A)

Not

e

Pro

duct

ive

use

of L

ocal

Aut

hori

ty R

esou

rces

in P

rovi

ding

Ser

vice

s to

the

Com

mun

ity

(Off

ice

Man

agem

ent

and

Adm

inis

trat

ion)

P

anel

of

Eval

uato

rs a

re r

eque

sted

to

firs

t ex

amin

e w

heth

er t

he c

rite

ria

prin

ted

in b

old

lett

ers,

am

ong

the

crit

eria

th

at s

houl

d be

exa

min

ed, a

re c

ompl

eted

and

onl

y if

the

y ar

e co

mpl

eted

pro

ceed

wit

h th

e ev

alua

tion

, if

the

crit

eria

in

bold

lett

ers

are

not

com

plet

ed t

o tr

eat

them

as

not

com

plet

ed a

nd t

o ev

alua

te t

he n

ext

crit

eria

01

H

uman

Re

sour

ces

Man

agem

ent

1.1 i.

ii.

iii

.

Dut

ies a

nd R

espo

nsib

ilitie

s Po

wer

s of

the

Cou

ncil

have

bee

n de

legat

ed t

o th

e Ch

ief E

xecu

tive

and

the

Adm

inist

rativ

e H

ead

of

the

Loca

l Aut

horit

y. D

elega

tion

of M

ayor

’s/Ch

airm

an’s

pow

ers

to

the

Adm

inist

rativ

e H

ead.

Re

gist

er o

f D

elega

tion

has

been

m

ainta

ined

and

offi

cers

hav

e be

en

mad

e aw

are

of it

.

Basic

ac

tiviti

es a

re

not

prop

erly

in p

lace

Act

iviti

es i

to iv

ar

e in

pl

ace

Act

iviti

es

i to

vi a

re

in p

lace

Act

iviti

es i

to v

ii ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

ete

d

1.5

223

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Hum

an

Reso

urce

s M

anag

emen

t

iv.

v.

vi.

vii.

viii.

Job

desc

riptio

ns

have

be

en

issue

d to

the

staf

f. In

clusio

n of

pe

rfor

man

ce

stan

dard

s, in

job

desc

riptio

ns.

Wor

k pl

an h

as b

een

prep

ared

an

d re

levan

t no

tes

have

bee

n en

tere

d in

the

call

up d

iary.

Arr

ange

men

ts

have

be

en

mad

e fo

r co

verin

g up

of

du

ties,

of o

ffice

rs w

ho o

btain

lea

ve.

A

key

repo

sitor

y ha

s be

en

prep

ared

fo

r de

posit

ing

dupl

icate

s of o

ffice

key

s.

1.2 i. ii.

iii

.

Perf

orm

ance

App

raisa

l of

the

Staf

f D

ecis

ions

in

re

spec

t of

sa

lary

in

crem

ents

ha

ve

been

ta

ken

wit

hin

the

pres

crib

ed p

erio

d.

Dut

ies h

ave

been

rev

iewed

at

least

onc

e a

year

. La

st y

ear’s

fin

al pe

rfor

man

ce

appr

aisal

has

been

do

ne

befo

re 1

5th o

f Jan

uary

and

the

perf

orm

ance

ag

reem

ent

for

the

curr

ent

year

ha

s be

en

signe

d.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

i to

iv a

re

in p

lace

Act

iviti

es

i to

vi a

re

in p

lace

Act

iviti

es

i to

vii

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

224

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Hum

an

Reso

urce

s M

anag

emen

t

iv.

v.

vi.

vii.

viii.

Mid

term

Per

form

ance

App

raisa

l of

sta

ff g

rade

offi

cers

has

bee

n do

ne in

the

prop

er ti

me.

Perf

orm

ance

, ap

prais

al of

non

-st

aff

grad

e of

ficer

s ha

s be

en

done

in th

e pr

oper

tim

e. Pe

rfor

man

ce

appr

aisal

of

the

staf

f ha

s be

en u

nder

take

n in

a

man

ner

that

will

fac

ilita

te t

he

achi

evem

ent

of

targ

ets

in

the

year

. Co

mm

enda

tion

lette

rs t

o th

ose

who

hav

e pe

rfor

med

exc

ellen

tly

and

lette

rs

with

ad

vers

e co

mm

ents

to

th

ose,

who

pe

rfor

med

ve

ry

poor

ly,

have

be

en is

sued

. M

easu

rem

ent

of

perf

orm

ance

, ha

s bee

n ca

rried

out

in a

man

ner

that

w

ill

impr

ove

the

perf

orm

ance

of t

he st

aff.

1.3 a.

Pers

onne

l M

anag

emen

t an

d W

elfar

e. A

sses

smen

t of

st

aff

train

ing

need

s, pl

anni

ng

of

train

ing

prog

ram

me

and

arra

ngem

ent

of

finan

cial

prov

ision

th

roug

h bu

dget

ary

estim

ates

, ha

ve b

een

unde

rtake

n.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Two

activ

ities

ar

e in

pl

ace

Thre

e ac

tiviti

es

are

in

plac

e

Four

ac

tiviti

es

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

225

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Hum

an

Reso

urce

s M

anag

emen

t

b. c.

d. e. f.

Ade

quat

e fa

ciliti

es h

ave

been

pr

ovid

ed

for

dini

ng

and

recr

eatio

n pu

rpos

es

of

the

staf

f. To

ilet/

urin

al fa

ciliti

es

have

be

en p

rovi

ded

for

the

male

an

d fe

male

staf

f, se

para

tely.

A

ll st

aff

mem

bers

w

ear

offic

ial I

dent

ity C

ards

and

the

staf

f w

ho

are

entit

led

to

unifo

rms,

wea

r uni

form

s. A

rran

gem

ents

ha

ve

been

m

ade

for

safe

ty f

rom

fire

and

el

ectri

city

leak

ages

. Im

plem

enta

tion

of A

grah

ara

Insu

ranc

e Sc

hem

e.

02

Off

ice

Man

agem

ent

2.1 a.

b. c.

d.

Offi

ce L

ayou

t Lo

catio

n of

sta

ff, i

n a

man

ner

that

will

fac

ilita

te t

he a

cces

s of

clie

nts.

Eff

icien

t use

of e

xist

ing

offic

e sp

ace.

Nea

t an

d pl

easa

nt

offic

e en

viro

nmen

t. D

isplay

the

off

ice l

ayou

t fo

r th

e in

form

atio

n of

the

gene

ral

publ

ic.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Thre

e ac

tiviti

es

are

in

plac

e

Four

ac

tiviti

es

are

in

plac

e

Five

ac

tiviti

es

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

226

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Off

ice

Man

agem

ent

e. f. g.

Disp

lay o

f the

nam

e bo

ards

with

of

ficial

des

igna

tions

of o

ffice

rs.

Disp

lay

of

the

offic

e or

gani

zatio

n ch

art

for

the

info

rmat

ion

of

the

gene

ral

publ

ic.

Prov

ision

of

st

atio

nary

an

d of

fice

equi

pmen

t ade

quat

ely.

2.2 i.

ii.

iii.

iv.

v.

Mon

thly

Man

agem

ent

Com

mitt

ee M

eetin

g.

Man

agem

ent c

omm

ittee

mee

ting

has b

een

held

, eve

ry m

onth

. M

inut

es

of

ever

y m

eeti

ng

refe

rred

to

in i

abo

ve,

has

been

mai

ntai

ned.

O

ffic

ers

have

bee

n m

ade

awar

e of

dec

ision

s ta

ken

at m

eetin

gs

refe

rred

to in

i ab

ove.

Staf

f m

eetin

gs h

ave

been

held

ev

ery

mon

th.

Min

utes

of

mee

tings

ref

erre

d to

in

iv

ab

ove

have

be

en

mad

e av

ailab

le to

the

staf

f.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

i to

iv a

re

in p

lace

Act

iviti

es

i to

v ar

e in

plac

e

Act

iviti

es

i to

vi a

re

in p

lace

All

activ

ities

ar

e co

mpl

eted

1.5

vi.

At

mee

tings

ref

erre

d to

in i

and

iv a

bove

, pro

gres

s an

d pr

oblem

s ha

ve

been

di

scus

sed

and

solu

tions

hav

e be

en m

ade.

227

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Off

ice

Man

agem

ent

vii.

Whe

re

the

invo

lvem

ent

of

outs

ide

agen

cies

are

nece

ssar

y to

so

lve

prob

lems

arisi

ng

at

mee

tings

ref

erre

d to

in i

and

iv

abov

e, ac

tion

has

been

take

n to

in

volv

e th

em.

2.3 i. ii.

iii

. iv

. v.

Files

and

Dat

a M

anag

emen

t A

rec

ord

room

sho

uld

have

be

en m

aint

aine

d.

Files

sh

ould

ha

ve

been

nu

mbe

red

for

easy

id

entif

icatio

n of

st

aff

and

subj

ects

. Fi

les

shou

ld

have

be

en

main

tain

ed in

a m

anne

r tha

t will

en

sure

their

safe

ty.

Eve

ry

file

shou

ld

have

be

en

mad

e w

ith

hard

co

ver

and

whe

re

nece

ssar

y in

to

seve

ral

volu

mes

. Fi

le co

vers

sho

uld

have

bee

n in

di

ffer

ent

colo

urs

or

ther

e sh

ould

hav

e be

en a

col

oure

d rib

bon,

for i

dent

ifica

tion

of fi

les

relev

ant t

o ea

ch d

ivisi

on.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

i to

vii

are

in

plac

e

Act

iviti

es

i to

ix a

re

in p

lace

Act

iviti

es

i to

xii

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

3.75

228

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Off

ice

Man

agem

ent

vi.

vii.

viii.

ix

. x.

xi

. xi

i.

Wor

k pr

oced

ure

relat

ing

to t

he

wor

k in

eac

h fil

e sh

ould

hav

e be

en s

tate

d in

the

inne

r pa

ge o

f th

e co

ver.

A s

yste

m o

f m

arki

ng f

iles

for

easy

ide

ntifi

catio

n of

file

s th

at

need

prio

rity,

shou

ld h

ave

been

in

trodu

ced.

E

very

of

ficer

sh

ould

ha

ve

main

tain

ed

a Fi

les

Regi

ster

co

ntain

ing

basic

in

form

atio

n re

latin

g to

eac

h fil

e. A

mov

emen

t ca

rd s

houl

d ha

ve

been

main

tain

ed i

n re

spec

t of

ea

ch fi

le.

Files

co

ntain

ing

laws,

regu

latio

ns

and

circu

lars

relev

ant t

o du

ties o

f eac

h of

ficer

sh

ould

hav

e be

en m

ainta

ined

. A

ctio

n sh

ould

hav

e be

en t

aken

so

as

to e

nsur

e th

e sa

fety

of t

he

files

. Fi

les w

here

wor

k is

over

sho

uld

have

bee

n se

nt t

o th

e re

cord

ro

om,

once

in

six m

onth

s an

d re

gist

ers

relat

ing

to t

hat

mat

ter

shou

ld h

ave

been

main

tain

ed.

229

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Off

ice

Man

agem

ent

xiii.

xi

v.

xv.

Act

ion

shou

ld h

ave

been

tak

en

to d

ispos

e of

disp

osab

le fil

es in

th

e re

cord

roo

m, i

n ac

cord

ance

w

ith le

gal p

rovi

sions

rela

ting

to

that

. D

ata

relat

ing

to

cond

uct

of

busin

ess

shou

ld

have

be

en

main

tain

ed se

para

tely

. D

ata

refe

rred

to

in (

xiv)

abo

ve

shou

ld h

ave

been

sto

red

up t

o da

te.

03

Fina

ncial

M

anag

emen

t 3.

1 i. ii.

iii

. iv

. v.

Budg

et F

orm

ulat

ion

Tim

e ta

ble

for

form

ulat

ing

the

annu

al,

budg

et,

shou

ld

have

be

en p

repa

red.

In

the

call

up

diar

y of

eve

ry

offic

er

enga

ged

in

budg

et

form

ulat

ion,

ac

tiviti

es

rele

vant

to

one

self,

in

the

budg

et t

ime

tabl

e sh

ould

hav

e be

en n

oted

. Su

rvey

s sh

ould

ha

ve

been

do

ne

rega

rdin

g ta

rget

ed

reve

nue.

E

stim

ates

sh

ould

ha

ve

been

pr

epar

ed

in

resp

ect

of

ever

y re

venu

e su

bjec

t. Re

venu

e sh

ould

ha

ve

been

es

timat

ed, s

trict

ly in

the

man

ner

stat

ed in

the

curr

ent l

aw.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

i to

vi a

re

in p

lace

Act

iviti

es

i to

vii

are

in

plac

e

Act

iviti

es

i to

ix

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

2.0

230

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Fina

ncial

M

anag

emen

t vi

. vi

i. vi

ii.

ix.

x.

xi.

Reve

nue

estim

ates

sh

ould

co

nfor

m to

the

curr

ent b

y-law

s. Pr

ovisi

on

shou

ld

have

be

en

mad

e fo

r ex

pend

iture

on

st

atut

ory

and

agre

ed

com

mitm

ents

. Pr

ovisi

on

shou

ld

have

be

en

mad

e fo

r ca

pita

l ex

pend

iture

id

entif

ied a

ccor

ding

to lo

ng te

rm

deve

lopm

ent p

lan.

Suff

icien

t pr

ovisi

on s

houl

d ha

ve

been

m

ade

for

capi

tal

expe

nditu

re a

nd a

ctiv

ities

sho

uld

have

bee

n sp

ecifi

cally

nam

ed.

Suff

icien

t pr

ovisi

on s

houl

d ha

ve

been

mad

e fo

r m

ainte

nanc

e an

d re

pairs

of a

sset

s. Ca

pita

l exp

endi

ture

sho

uld

have

be

en i

dent

ified

thr

ough

pub

lic

cons

ulta

tion.

3.2 i. ii.

Acc

ount

ing

and

Repo

rting

B

ank

reco

ncili

atio

n sh

ould

ha

ve b

een

prep

ared

by

th

e pr

escr

ibed

dat

e.

Regi

ster

s and

form

ats r

eleva

nt to

Lo

cal

Gov

ernm

ent

finan

ce

man

agem

ent

shou

ld h

ave

been

us

ed.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

i to

viii

are

in

plac

e

Act

iviti

es

i to

x ar

e in

plac

e

Act

iviti

es

i to

xii

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

231

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Fina

ncial

M

anag

emen

t iii

. iv

. v.

vi

. vi

i. vi

ii.

ix.

x.

Reve

nue

and

expe

nditu

re s

houl

d ha

ve

been

st

ated

co

rrec

tly,

in

rece

ipts

, vo

uche

rs a

nd i

nvoi

ces

relat

ing

to st

ores

item

s. Fi

nal a

ccou

nts

shou

ld h

ave

been

pr

epar

ed

corr

ectly

an

d ut

ility

re

gist

ers

shou

ld

have

be

en

main

tain

ed.

Oth

er r

even

ue r

egist

ers

shou

ld

have

bee

n m

ainta

ined

up

to d

ate.

Gen

eral

Ledg

er

shou

ld

have

be

en m

ainta

ined

pro

perly

and

up

to d

ate.

All

acco

unts

re

gist

ers

shou

ld

have

bee

n en

tere

d co

rrec

tly.

Cash

an

d ba

nk

trans

actio

ns

shou

ld

have

be

en

main

tain

ed

daily

. Re

conc

iliat

ion

of

daily

ca

sh

trans

actio

ns, a

t th

e en

d of

eve

ry

day

shou

ld h

ave

been

exa

min

ed.

Reve

nue

and

expe

nditu

re

acco

unts

sh

ould

ha

ve

been

re

conc

iled

at t

he e

nd o

f da

ily

wor

k an

d at

the

end

of

ever

y qu

arte

r.

232

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Fina

ncial

M

anag

emen

t

xi.

xii.

xiii.

xi

v.

Fina

l acc

ount

s sh

ould

hav

e be

en

prep

ared

and

subm

itted

. Re

plies

to

audi

t qu

eries

sho

uld

have

bee

n se

nt w

ithin

14

days

. A

udit

opin

ion

for

final

acco

unts

sh

ould

hav

e be

en o

btain

ed.

Aud

itor G

ener

al’s r

epor

t on

final

acco

unts

sh

ould

ha

ve

been

su

bmitt

ed to

the

Coun

cil.

3.3 i. ii.

iii

.

Fina

ncial

Co

ntro

l an

d M

onito

ring

Fore

cast

of

reve

nue

expe

cted

to

be

colle

cted

in

ea

ch

mon

th

unde

r ea

ch

Reve

nue

Hea

d,

shou

ld h

ave

been

pre

pare

d.

A r

epor

t in

res

pect

of

reve

nue

rece

ived

at

th

e en

d of

ea

ch

mon

th

shou

ld

have

be

en

prep

ared

and

sub

mitt

ed,

at t

he

end

of e

ach

mon

th.

Arr

ange

men

ts s

houl

d ha

ve b

een

mad

e to

col

lect

defa

ult

reve

nue,

in te

rms

of re

ports

refe

rred

to in

i a

nd ii

abo

ve.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

i to

v ar

e in

plac

e

Act

iviti

es

i to

vii a

re

in p

lace

Act

iviti

es

i to

viii

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

3.75

233

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Fina

ncial

M

anag

emen

t iv

. v.

vi

. vi

i. vi

ii.

ix.

x.

Fore

cast

of e

xpen

ditu

re e

xpec

ted

to b

e in

curr

ed i

n ea

ch m

onth

, un

der

each

E

xpen

ditu

re

Hea

d sh

ould

hav

e be

en p

repa

red.

A

n ex

pend

iture

reg

ister

sho

uld

have

be

en

used

in

re

spec

t of

ea

ch e

xpen

ditu

re.

A r

epor

t ab

out

the

expe

nditu

re

incu

rred

by

th

e en

d of

ea

ch

mon

th u

nder

eac

h E

xpen

ditu

re

Hea

d, sh

ould

hav

e be

en p

repa

red

at t

he e

nd o

f ev

ery

mon

th a

nd

subm

itted

. O

rder

s sh

ould

ha

ve

been

ob

tain

ed

abou

t th

e co

urse

of

ac

tion

to

be

take

n w

hen

prov

ision

und

er a

ny E

xpen

ditu

re

Hea

d is

exha

uste

d or

exc

eede

d.

Inst

ance

s of

in

curr

ing

expe

nditu

re in

exc

ess

of r

even

ue

shou

ld h

ave

been

pre

vent

ed.

Ove

r dr

aftin

g of

ban

k ac

coun

ts

shou

ld h

ave

been

pre

vent

ed.

Rep

orts

wit

h re

gard

to

(i) t

o (v

i) ab

ove

shou

ld h

ave

been

su

bmit

ted

to t

he c

ounc

il.

234

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Fina

ncial

M

anag

emen

t 3.

4 i. ii.

iii

. iv

. v.

vi

.

Reve

nue

Gen

erat

ion.

N

otic

es r

elatin

g re

venu

e le

vied

in

resp

ect

of

the

curr

ent

year

, in

ac

cord

ance

with

the

auth

ority

giv

en

by la

w, s

houl

d ha

ve b

een

publ

ished

in

the

Gaz

ette

. C

opie

s of

th

e ab

ove

Gaz

ette

N

otifi

cati

on

shou

ld

have

be

en

mad

e av

aila

ble

to t

he s

taff

and

sh

ould

hav

e be

en b

roug

ht t

o th

e no

tice

of t

he g

ener

al p

ublic

. O

ffice

rs s

houl

d ha

ve b

een

mad

e aw

are

of th

e re

venu

e th

at sh

ould

be

colle

cted

. A

reg

ister

of

trade

s w

hich

nee

d lic

ence

s ac

cord

ing

to

by-la

ws,

shou

ld h

ave

been

pre

pare

d, in

the

pr

evio

us y

ear.

A r

egist

er o

f bu

sines

ses

whi

ch a

re

liabl

e to

pay

tax

es,

unde

r th

e law

, sh

ould

hav

e be

en p

repa

red,

in t

he

prev

ious

yea

r. A

regis

ter

in r

espe

ct o

f th

e qu

antu

m

of m

oney

due

to

be c

ollec

ted

from

pr

oper

ties

which

are

liab

le to

pay

as

sess

men

t ta

x an

d ac

reag

e ta

x, an

d th

e qu

antu

m o

f arre

ars

of ta

x sh

ould

ha

ve b

een

prep

ared

up

to d

ate.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

i to

vii

are

in

plac

e

Act

iviti

es

i to

ix a

re

in p

lace

Act

iviti

es

i to

xi

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

235

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Fina

ncial

M

anag

emen

t vi

i. vi

i. ix

. x.

xi

. xi

i. xi

ii.

A re

port

shou

ld h

ave

been

pre

pare

d in

re

spec

t of

pr

oper

ties,

whe

re

mod

ifica

tions

hav

e be

en m

ade.

Ow

ners

of

Trad

es,

who

hav

e no

t ob

tain

ed li

cenc

es, s

houl

d ha

ve b

een

mad

e aw

are

of it

. O

wne

rs o

f bus

ines

ses

who

hav

e no

t pa

id b

usin

ess

tax

shou

ld h

ave

been

m

ade

awar

e of

it.

Lega

l act

ion

shou

ld h

ave

been

take

n ag

ainst

tra

des

for

whi

ch

licen

ces

have

not

bee

n ob

tain

ed.

In r

espe

ct o

f Tr

ades

whi

ch f

ail t

o ob

tain

lic

ence

s ev

en

afte

r ta

king

leg

al ac

tion

closu

re o

rder

s sh

ould

ha

ve b

een

obta

ined

. Le

gal a

ctio

n sh

ould

hav

e be

en ta

ken

again

st, p

erso

ns w

ho h

ave

defa

ulte

d th

e pa

ymen

t of b

usin

ess t

ax.

Prop

ertie

s of

pe

rson

s w

ho

have

de

faul

ted

the

paym

ent o

f acr

eage

tax

and

asse

ssm

ent

tax,

sh

ould

ha

ve

been

des

train

ed.

236

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Fina

ncial

M

anag

emen

t 3.

5 Co

llect

ion

and

Man

agem

ent

of

Reve

nue

Reve

nue

due

at th

e en

d of

the

year

, sh

ould

hav

e be

en c

ollec

ted

in fu

ll

Colle

cted

re

venu

e is

less

th

an

45%

Colle

cted

re

venu

e is

mor

e th

an

45%

, but

les

s tha

n 50

%

Colle

cted

re

venu

e is

mor

e th

an

50%

, but

les

s tha

n 75

%

Colle

cted

re

venu

e is

mor

e th

an

75%

, but

les

s tha

n 80

%

Colle

cted

re

venu

e is

mor

e th

an

80%

1.5

3.6 i.

ii.

iii.

iv.

v.

Sust

enan

ce o

f Fin

ancia

l Disc

iplin

e Ei

ther

an

In

tern

al

Aud

it

bran

ch

shou

ld

have

be

en

mai

ntai

ned

or

an

Inte

rnal

A

udit

Off

icer

sho

uld

have

bee

n ap

poin

ted.

In

tern

al au

dit

bran

ch s

houl

d ha

ve

prep

ared

sem

i-ann

ual a

udit

plan

s. In

tern

al au

dit

plan

s sh

ould

ha

ve

been

impl

emen

ted.

Re

port

in re

spec

t of i

nter

nal a

udit

carr

ied o

ut, i

n ac

cord

ance

with

the

plan

, sho

uld

have

bee

n su

bmitt

ed.

Com

plian

ce

with

pr

ovisi

ons

of

Fina

ncial

Ru

les

of

the

Loca

l A

utho

rity.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

i to

viii

are

in

plac

e

Act

iviti

es

i to

ix a

re

in p

lace

Act

iviti

es

i to

x ar

e in

plac

e

All

activ

ities

ar

e co

mpl

eted

2.0

237

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Fina

ncial

M

anag

emen

t vi

. vi

i. vi

ii.

ix.

x.

xi.

xii.

xiii.

Copi

es

of

by-la

ws

relat

ing

to

finan

cial

cont

rol

and

copi

es

of

Fina

ncial

Ru

les

have

be

en

mad

e av

ailab

le to

the

relev

ant o

ffice

rs.

All

finan

cial

activ

ities

ha

ve

been

pe

rfor

med

st

rictly

in

ac

cord

ance

w

ith th

e Fi

nanc

ial R

ules

. Re

gist

ers

in r

espe

ct o

f ea

ch a

ctiv

ity

have

bee

n m

ainta

ined

in a

ccor

danc

e w

ith r

eleva

nt b

y-law

s an

d Fi

nanc

ial

Rules

. D

aily

rece

ipts

of

cheq

ues

and

cash

ha

ve b

een

depo

sited

in th

e ba

nk.

All

paym

ents

of

the

coun

cil h

ave

been

mad

e on

ly in

che

ques

. Pa

ymen

t vo

uche

rs

have

be

en

subm

itted

to th

e au

dit,

at th

e en

d of

ev

ery

mon

th.

Adv

ance

Le

dger

an

d D

epos

it Le

dger

hav

e be

en m

ainta

ined

upt

o da

te.

Shor

tcom

ings

indi

cate

d by

the

audi

t ha

ve b

een

rect

ified

.

238

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Fina

ncial

M

anag

emen

t 3.

7 i. ii.

iii

. iv

. v.

vi

. vi

i. vi

ii.

Inte

rnal

Cont

rol

Ann

ual

Boa

rd o

f Su

rvey

has

be

en

fina

lized

be

fore

31

st

of

Janu

ary.

O

ffice

rs h

ave

been

dep

loye

d fo

r pr

epar

atio

n an

d ch

ecki

ng o

f ev

ery

activ

ity r

elatin

g to

fin

ance

, in

such

a

way

th

at

two

offic

ers

are

depl

oyed

for t

he w

ork.

Ca

sh

Book

an

d ot

her

regi

ster

s re

latin

g to

fin

ancia

l act

iviti

es h

ave

been

main

tain

ed u

pto

date

. A

Log

Boo

k ha

s be

en m

ainta

ined

in

res

pect

of

ever

y ve

hicl

e an

d m

achi

nery

. Co

unci

l ap

prov

al ha

s be

en

obta

ined

for

the

Boa

rd o

f Su

rvey

re

port.

D

ispos

al of

ite

ms,

whi

ch

wer

e re

com

men

ded

to b

e di

spos

ed o

f, by

th

e re

port

of

the

Boar

d of

Su

rvey

, ha

s be

en f

inali

zed

befo

re

15th o

f Mar

ch.

Crite

ria f

or s

uppl

iers

have

bee

n pr

epar

ed a

nd f

or t

hat

the

coun

cil

appr

oval,

has

bee

n ob

tain

ed.

Ann

ual

regi

stra

tion

of

supp

liers

ha

s bee

n do

ne

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

i to

vi

are

in

plac

e

Act

iviti

es

i to

viii

are

in

plac

e

Act

iviti

es

i to

ix

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

239

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Fina

ncial

M

anag

emen

t ix

. x.

xi

Paym

ent

of c

ash

from

the

rec

eipt

coun

ter h

as b

een

prev

ente

d.

Act

ion

has

been

ta

ken

to

mak

e pa

ymen

ts

to

the

staf

f fr

om

the

cash

ier t

hrou

gh th

e iss

ue o

f che

ques

. A

rran

gem

ents

hav

e be

en m

ade

for

easy

acc

ess

by th

e pu

blic,

to th

e ca

sh

coun

ter.

(B) –

Eff

icien

t Per

form

ance

in re

spec

t of L

ocal

Aut

horit

y Re

spon

sibili

ties (

Prov

ision

of S

ervi

ces)

Not

e :

Pane

l of E

valu

ator

s ar

e re

ques

ted

to fi

rst e

xam

ine

whe

ther

the

crite

ria p

rinte

d in

bol

d let

ters

, am

ong

the

crite

ria th

at

shou

ld b

e ex

amin

ed, a

re c

ompl

eted

and

onl

y if

they

are

com

plet

ed to

pro

ceed

with

the

evalu

atio

n, a

nd if

the

crite

ria in

bo

ld le

tters

are

not

com

plet

ed, t

o tre

at th

em a

s not

com

plet

ed a

nd to

eva

luat

e th

e ne

xt c

riter

ia.

04

. Pu

blic

Hea

lth

and

Sani

tatio

n

4.1 i. ii.

iii

.

Enf

orce

men

t of L

egisl

atio

n.

Div

isio

nal

Med

ical

O

ffic

er

of

Hea

lth

has

been

app

oint

ed a

s th

e H

ead

of t

he h

ealt

h se

ctio

n of

the

Loc

al A

utho

rity

. M

ayor

’s/Ch

airm

an/s

pow

ers

have

be

en

deleg

ated

to

th

e M

edica

l O

ffice

r of H

ealth

. By

-law

s re

latin

g to

he

alth

and

sani

tatio

n ha

ve b

een

main

tain

ed o

r st

anda

rd

by-la

ws

have

be

en

adop

ted.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

i to

iv

are

in

plac

e

Act

iviti

es

i to

v ar

e in

plac

e

Act

iviti

es

i to

vi

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.0

240

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Publ

ic H

ealth

an

d Sa

nita

tion

iv.

v.

vi.

vii.

viii.

The

sche

dule

of

the

By-la

ws

on

Dan

gero

us a

nd O

ffens

ive

Trad

es

has b

een

legall

y de

clare

d.

Act

ion

has

been

tak

en t

o iss

ue

licen

ces

in

conf

orm

ity

with

Bu

tche

rs’ O

rdin

ance

. Pr

ovisi

ons

of P

ublic

Per

form

ance

O

rdin

ance

, Re

gist

ratio

n of

Dog

s O

rdin

ance

, Rab

ies O

rdin

ance

and

N

uisa

nce

Ord

inan

ce

have

be

en

impl

emen

ted.

A

nnua

l pl

an o

f ac

tion

acco

rdin

g to

the

prov

ision

s of

law

s re

levan

t to

hea

lth a

nd s

anita

tion

has

been

pr

epar

ed.

Ann

ual p

lan o

f ac

tion

refe

rred

to

in

vii

abov

e ha

s be

en

impl

emen

ted.

4.2 i. ii.

Sani

tatio

n Pu

blic

toile

ts

and

urin

als

have

be

en

cons

truct

ed

adeq

uate

ly in

pu

blic

plac

es.

An

arra

ngem

ent

is in

plac

e fo

r cle

anin

g pu

blic

toile

ts a

nd la

trine

s, da

ily.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace.

Thre

e ac

tiviti

es a

re in

pl

ace

Four

ac

tiviti

es

are

in

plac

e

Five

ac

tiviti

es

are

in

plac

e.

All

activ

ities

ar

e co

mpl

eted

1.0

241

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Publ

ic H

ealth

and

Sa

nita

tion

iii.

iv.

v.

vi.

vii.

Arr

ange

men

t re

ferr

ed t

o in

ii

abov

e w

as im

plem

ente

d su

cces

sful

ly.

An

arra

ngem

ent

for

regu

lariz

ing

the

plac

es

whe

re

was

te

and

wat

er

get

stag

nant

, is i

n pl

ace.

An

arra

ngem

ent

has

been

mad

e fo

r re

mov

ing

was

te f

rom

priv

ate

toile

ts in

th

e lo

cal a

utho

rity

area

. D

ata

relat

ing

to

the

healt

h an

d sa

nita

tion

of th

e pe

ople

are

main

tain

ed

up to

dat

e. A

ssist

ance

has

bee

n pr

ovid

ed t

o po

or

pers

ons,

for

cons

truct

ion

of p

rivat

e to

ilets

.

4.3 i.

ii.

iii.

Colle

ctio

n of

Sol

id w

aste

Pr

ogra

mm

e fo

r sw

eepi

ng st

reet

s in

urba

n an

d bu

ilt u

p ar

eas h

as b

een

impl

emen

ted.

Pr

ogra

mm

e an

d th

e ti

me

tabl

e fo

r co

llect

ion

and

disp

osal

of

so

lid

was

te h

as b

een

draw

n up

. Pe

ople

hav

e be

en m

ade

awar

e of

the

pr

ogra

mm

e fo

r co

llect

ion

of

solid

w

aste

.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace.

Act

iviti

es

i to

iii

are

in

plac

e

Act

iviti

es

i to

iv

are

in

plac

e

Act

iviti

es

i to

v ar

e in

plac

e

All

activ

ities

ar

e co

mpl

eted

2.5

242

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Publ

ic H

ealth

an

d Sa

nita

tion

iv.

v.

vi.

vii.

Prog

ram

me

for

colle

ctio

n an

d di

spos

al of

so

lid

was

te

was

im

plem

ente

d ac

cord

ingl

y. A

n ar

rang

emen

t fo

r re

cord

ing

publ

ic co

mpl

aints

is

in p

lace

and

actio

n ha

s bee

n ta

ken

acco

rdin

gly.

A

syst

em

of

levyin

g fe

es

for

colle

ctin

g ga

rbag

e ha

s be

en

intro

duce

d.

Fees

hav

e be

en c

olle

cted

acc

ordi

ng

to

the

syst

em

of

levyin

g fe

es

refe

rred

to in

vi a

bove

.

4.4 a.

b. c. d. e. f.

Initi

atio

n of

Min

imiz

ing

Solid

W

aste

So

rting

of

solid

was

te a

t th

e pl

ace

of g

ener

atio

n its

elf (

resid

entia

l and

bu

sines

s)

Prog

ram

me

of c

ompo

stin

g at

the

ho

useh

old

itself

. Sc

hool

pro

gram

mes

for r

ecyc

ling.

D

omes

tic

prog

ram

mes

fo

r re

cycl

ing.

O

ther

org

aniz

atio

nal p

rogr

ames

for

re

cycl

ing.

E

duca

tiona

l an

d aw

aren

ess

prog

ram

mes

.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

a to

c a

re

in p

lace

Act

iviti

es

a to

d a

re

in p

lace

Act

iviti

es

a to

e a

re

in p

lace

All

activ

ities

ar

e co

mpl

eted

.

2.5

243

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Publ

ic H

ealth

an

d Sa

nita

tion.

4.5 a.

b. c.

d. e.

Disp

osal

of

Solid

W

aste

an

d Se

rvice

Man

agem

ent.

Colle

ctio

n of

da

ta

relev

ant

to

Solid

Was

te M

anag

emen

t. Pe

rfor

man

ce

Man

agem

ent

relat

ing

to

Solid

W

aste

M

anag

emen

t. Ef

fect

ive

perf

orm

ance

of

fina

l di

spos

al.

Sepa

rate

di

spos

al of

sp

ecifi

ed

solid

was

te.

Solid

Was

te M

anag

emen

t Pl

ans

have

be

en

prep

ared

an

d im

plem

ente

d.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace.

Act

iviti

es

a to

b

are

in

plac

e

Act

iviti

es

a to

c a

re

in p

lace

Act

iviti

es

a to

d a

re

in p

lace

All

activ

ities

ar

e co

mpl

eted

.

2.5

4.6 i.

ii.

iii.

iv.

Prev

entio

n of

In

fect

ious

D

iseas

es.

Act

ion

was

tak

en t

o pr

even

t th

e br

eedi

ng o

f mos

quito

es.

Per

iodi

c in

vest

igat

ion

abou

t th

e ci

rcum

stan

ces

for

mos

quit

o br

eedi

ng i

n pr

ivat

e an

d pu

blic

pla

ces.

Pe

ople

have

bee

n m

ade

awar

e of

co

urse

s of

act

ion

nece

ssar

y fo

r pr

even

ting

mos

quito

bre

edin

g.

Act

ion

has

been

tak

en t

o sp

ray

inse

ctic

ides

pre

vent

ing

mos

quito

br

eedi

ng.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

i to

iii

are

in

plac

e

Act

iviti

es

i to

iv a

re

in p

lace

Act

iviti

es

i to

v ar

e in

plac

e

All

activ

ities

ar

e co

mpl

eted

.

1.0

244

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Publ

ic H

ealth

an

d Sa

nita

tion

v.

vi.

vii.

viii.

Peop

le ha

ve

been

m

ade

awar

e ab

out g

ood

healt

h pr

actic

es.

Arr

ange

men

t ha

s be

en m

ade

for

the

avail

abili

ty o

f dr

inki

ng w

ater

to

the

peop

le.

Arr

ange

men

t is

in

plac

e fo

r re

mov

ing

the

sept

ic w

aste

ov

erflo

win

g fr

om to

ilets

. A

rran

gem

ent

is in

pl

ace

for

prov

ision

of

pure

drin

king

wat

er

in

times

of

flo

ods

or

natu

ral

disa

ster

s.

4.7 i. ii.

iii

. iv

.

Mat

erni

ty a

nd C

hild

Car

e Se

rvice

A

dequ

ate

finan

cial

prov

ision

has

be

en

mad

e fo

r m

ater

nity

an

d ch

ild c

are

serv

ices

. A

t lea

st f

our

prog

ram

mes

hav

e be

en

impl

emen

ted,

in

a

year

ab

out m

ater

nity

and

chi

ld h

ealth

. A

n ex

pend

itur

e ex

ceed

ing

90%

of

the

fina

ncia

l pro

visi

on

mad

e fo

r m

ater

nity

and

chi

ld

heal

th,

for

the

curr

ent

year

, ha

s be

en in

curr

ed.

Ade

quat

e nu

mbe

r of

clin

ics h

ave

been

es

tabl

ished

, fo

r m

ater

nity

an

d ch

ild h

ealth

, with

in t

he lo

cal

auth

ority

are

a.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in i

are

in

plac

e

Act

iviti

es

i to

ii ar

e in

plac

e

Act

iviti

es

i to

iii

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.0

245

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rag

e =

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Publ

ic he

alth

and

Sani

tatio

n

4.8 a.

b. c.

d. e. f. g

Food

Hyg

iene

R

egis

trat

ion

of

food

re

late

d bu

sine

sses

. Le

gal a

ctio

n ha

s bee

n co

mpl

eted

in

resp

ect

of b

usin

esse

s fo

r w

hich

lic

ence

s hav

e no

t bee

n ob

tain

ed b

y 30

th o

f Jun

e. E

nsur

ing

that

all

fo

od

relat

ed

busin

esse

s ar

e eit

her

havi

ng

licen

ces

or

repo

rted

to

the

judi

ciary

. Im

plem

enta

tion

of

food

te

stin

g ac

tiviti

es.

Insp

ectio

n of

inst

itutio

ns e

ngag

ed

in fo

od p

roce

ssin

g an

d se

lling

. E

xam

inat

ion

of

wat

er

sam

ples

us

ed in

bus

ines

s plac

es.

Initi

ativ

e ac

tiviti

es

on

impr

ovem

ent o

f foo

d hy

gien

e.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace.

Two

activ

ities

ar

e in

pl

ace

Thre

e ac

tiviti

es

are

in

plac

e

Four

ac

tiviti

es

are

in

plac

e.

All

activ

ities

ar

e co

mpl

eted

1.0

05.

Man

agem

ent

of R

oads

an

d Ra

in

wat

er

Dra

ins.

5.1 a.

b. c.

Info

rmat

ion

Reco

rds

on

Road

s an

d D

rain

s. Le

gal

title

of t

he r

oads

has

bee

n ob

tain

ed,

unde

r st

atut

ory

prov

ision

s. R

oad

Inve

ntor

y ha

s be

en

mai

ntai

ned

wit

h m

aps.

Ra

in

Wat

er

Dra

inag

e In

vent

ory

has b

een

main

tain

ed.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace.

Act

iviti

es a

to b

ar

e in

pl

ace

Act

iviti

es

a to

c a

re

in p

lace

Act

iviti

es a

to d

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

2.5

246

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Man

agem

ent

of R

oads

an

d Ra

in

wat

er

Dra

ins.

d. e. f.

Reco

rds

in

resp

ect

of

road

m

ainte

nanc

e, ar

e in

plac

e. Re

cord

s in

res

pect

of

rain

wat

er

drain

s are

in p

lace.

Surv

ey

plan

s to

geth

er

with

m

arki

ng

of

stre

et

lines

, ha

ve

been

pre

pare

d in

res

pect

of e

ach

road

.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace.

Act

iviti

es

a to

b

are

in

plac

e

Act

iviti

es

a to

c a

re

in p

lace

Act

iviti

es

a to

d a

re

in p

lace

All

activ

ities

ar

e co

mpl

eted

2.5

5.2 a.

b.

c. d.

e.

Surf

ace

Dra

ins

Main

tena

nce

of

a w

ell

cons

truct

ed sy

stem

of d

rain

s. M

ainte

nanc

e of

a

syst

em

of

drain

s w

hich

ar

e no

t co

nstru

cted

but

well

main

tain

ed.

Mai

nten

ance

of

dr

aina

ge

syst

em u

p to

dat

e.

Are

as l

ikely

to

be a

ffect

ed b

y w

ater

hav

e be

en id

entif

ied.

Dra

inag

e pl

ans

have

be

en

prep

ared

.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace.

Act

iviti

es

a to

b

are

in

plac

e

Act

iviti

es

a to

c a

re

in p

lace

Act

iviti

es

a to

d a

re

in p

lace

All

activ

ities

ar

e co

mpl

eted

2.5

5.3 i. ii.

iii

.

Main

tena

nce

and

Repa

irs

Pla

ns h

ave

been

pre

pare

d in

re

spec

t of

roa

d m

aint

enan

ce

and

repa

irs.

Pl

an r

efer

red

to in

(i) a

bove

has

be

en im

plem

ente

d as

spec

ified

. O

bstru

ctio

ns in

wat

erw

ays

have

be

en re

mov

ed in

tim

e.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace.

Act

iviti

es

in i

are

in

plac

e

Act

iviti

es

in i

and

ii ar

e in

pl

ace

Act

iviti

es

i to

iii

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

2.5

247

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Man

agem

ent

of R

oads

and

Ra

in w

ater

D

rain

s.

iv.

Ade

quat

e pr

ovisi

on h

as b

een

mad

e fo

r ex

pend

iture

(a

qu

antu

m e

xcee

ding

20%

of t

he

entir

e ex

pend

iture

est

imat

es.)

5.4 a.

b. c.

d. e.

Roun

dabo

uts

and

Pave

men

ts

(clo

ck to

wer

s are

also

inclu

ded)

H

avin

g a

plan

ned

main

tena

nce

prog

ram

me

impl

emen

ted

perio

dica

lly.

Una

utho

rized

and

tim

e lap

sed

post

ers,

bann

ers,

notic

es,

and

flags

hav

e be

en re

mov

ed.

Spon

sors

hav

e be

en m

ade

use

of

for

main

tena

nce

of

roun

dabo

uts.

Hav

ing

pave

men

ts f

ree

from

un

auth

oriz

ed

cons

truct

ions

an

d ve

ndor

s. Co

mm

unity

pa

rtici

patio

n ha

s be

en o

btain

ed fo

r m

ainte

nanc

e w

ork.

Basic

ac

tiviti

es a

re

not

prop

erly

in

plac

e

Act

ivi

ties i

n a

to b

ar

e in

pl

ace

Act

iviti

es i

n a

to

c ar

e in

pl

ace.

Act

iviti

es i

n a

to

d ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.0

5.5 a.

b.

Nam

ing

of S

treet

s H

avin

g ro

ads

wit

h st

reet

na

me

boar

ds.

Hav

ing

stre

et

nam

e bo

ards

w

ritte

n in

thre

e lan

guag

es.

Basic

ac

tiviti

es a

re

not

prop

erly

in

plac

e

Act

ivi

ties i

n a

are

in

plac

e

Act

iviti

es i

n a

and

b ar

e in

plac

e

Act

iviti

es i

n a

to

c ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.0

248

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Man

agem

ent

of R

oads

an

d Ra

in

Wat

er d

rain

s

c. d.

Lega

l pr

oced

ure

has

been

fo

llow

ed in

nam

ing

stre

ets.

Sign

bo

ards

sh

owin

g ac

cess

ro

ads w

ith th

eir d

istan

ce to

main

to

wns

hav

e be

en in

stall

ed.

5.6 i. ii.

iii

. iv

. v.

Priv

ate

Road

s Co

uncil

sh

ould

ha

ve

give

n in

stru

ctio

ns

to

inst

all

boar

ds

stat

ing

“A p

rivat

e ro

ad”

at t

he

begi

nnin

g of

priv

ate

road

s. Re

siden

ts sh

ould

hav

e m

ade

rain

w

ater

dra

ins

on e

ither

sid

e of

pr

ivat

e ro

ads.

Resid

ents

sh

ould

ha

ve

cons

truct

ed

culv

erts

an

d sid

e dr

ains.

Plac

es w

here

the

priv

ate

road

s ge

t con

nect

ed to

the

publ

ic ro

ad,

shou

ld h

ave

been

mad

e, in

suc

h a

man

ner

that

the

re w

ill b

e no

ob

stru

ctio

n.

Whe

n ac

tiviti

es re

ferr

ed to

in ii

, iii

an

d iv

ab

ove,

are

not

impl

emen

ted

by

owne

rs

the

Coun

cil s

houl

d ha

ve d

one

them

an

d re

cove

red

the

expe

nses

.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in i

and

ii

are

in

plac

e

Act

iviti

es

in i

and

iii a

re in

pl

ace

Act

iviti

es

i to

iv

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.0

249

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

06

. Co

mm

on

Am

eniti

es

6.1 a.

b. c.

d. e. f.

g.

Mar

kets

/ Pu

blic

Mar

kets

Pu

blic

mar

ket

has

been

m

ainta

ined

syst

emat

ically

. Ba

sic

amen

ities

ha

ve

been

pr

ovid

ed to

the

publ

ic m

arke

t. A

ctio

n ha

s be

en ta

ken

to e

nsur

e th

e ut

iliza

tion

of t

rade

sta

ll on

ly fo

r app

rove

d bu

sines

ses.

The

rent

of

the

trade

sta

lls h

as

been

revi

sed.

Le

ase

rent

du

e fr

om

trad

e st

alls

ha

ve

been

re

cove

red

syst

emat

ical

ly.

Act

ion

has

been

tak

en a

gain

st

thos

e w

ho v

iolat

e th

e ag

reem

ent.

Hav

ing

com

mon

pa

vem

ents

w

ithin

th

e m

arke

t fr

ee

from

en

croa

chm

ent.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in a

to c

ar

e in

pl

ace

Act

iviti

es

in a

to d

ar

e in

pl

ace.

Act

iviti

es

in a

to e

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.0

6.2 a.

b. c. d. e.

Wee

kly

Fairs

Ba

sic

amen

ities

ar

e pr

ovid

ed

with

in th

e w

eekl

y fa

ir pr

emise

s. T

rade

st

alls

co

nsis

t of

pe

rman

ent

stru

ctur

es.

Fair

fees

are

fixe

d by

by-

laws.

Rent

ha

s be

en

reco

vere

d sy

stem

atic

ally

from

trad

e st

alls i

n th

e fa

ir.

Wee

kly

fair

has

been

w

ell

main

tain

ed.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in a

to b

ar

e in

pl

ace

Act

iviti

es

in a

to c

ar

e in

pl

ace.

Act

iviti

es

in a

to d

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.0

250

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Com

mon

A

men

ities

6.

3 a. b.

c. d.

e.

Stre

et L

ight

ing

Hav

ing

a re

gist

er

of

stre

et

lam

ps w

ith

data

on

num

bere

d la

mp

post

s.

Hav

ing

a pr

oper

m

etho

d of

sw

itchi

ng o

n an

d sw

itchi

ng o

ff

stre

et la

mps

. H

avin

g a

regi

ster

of

pu

blic

com

plain

ts a

nd a

ctio

n ta

ken

on

com

plain

ts.

App

rova

l ha

s be

en o

btain

ed f

or

fixin

g ne

w st

reet

lam

ps.

Main

tena

nce

of s

treet

lam

ps i

n ac

cord

ance

w

ith

the

num

ber

agre

ed u

pon.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in a

to b

ar

e in

pl

ace

Act

iviti

es

in a

to c

ar

e in

pl

ace.

Act

iviti

es

in a

to d

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.0

6.4 a.

b. c.

d. e. f.

Supp

ly of

Drin

king

Wat

er

In ti

mes

of n

eces

sity w

ater i

s sup

plied

th

roug

h tem

pora

ry m

eans

. Se

rvice

is

prov

ided

to

pu

blic

plac

es.

Well

s tu

be w

ells

and

wat

er s

tand

po

sts a

re m

ainta

ined

up

to d

ate.

Main

tena

nce

of w

ater

sup

ply

is ca

rried

ou

t w

ith

com

mun

ity

parti

cipat

ion.

Se

rvic

e ef

ficien

cy

is bu

ilt

up

thro

ugh

impr

ovem

ents

. U

sher

fe

es

are

colle

cted

ef

fect

ively

.

Basic

ac

tiviti

es

are

not

in p

lace

prop

erly

One

ac

tiviti

es

are

in

plac

e

Two

activ

ities

ar

e in

pl

ace

Thre

e ac

tiviti

es

are

in

plac

e.

All

activ

ities

ar

e co

mpl

eted

1.0

251

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Com

mon

A

men

ities

6.

5 i. ii.

iii

. iv

.

Publ

ic Ba

thin

g pl

aces

Pu

blic

bath

ing

plac

es h

ave

been

es

tabl

ished

, w

ith

adeq

uate

fa

cilit

ies.

Publ

ic b

athi

ng p

laces

are

cle

aned

pe

riodi

cally

. Pu

blic

bath

ing

plac

es

are

main

tain

ed p

erio

dica

lly.

Arr

ange

men

ts

are

in

plac

e fo

r pr

oper

di

spos

al of

w

aste

w

ater

fr

om p

ublic

bat

hing

plac

es.

Basic

ac

tiviti

es

are

not

in p

lace

prop

erly

Act

iviti

es

in i

are

in

plac

e

Act

iviti

es

in i

and

ii ar

e in

pl

ace

Act

iviti

es

i to

iii

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.0

6.6 a.

b. c.

d. e. f.

Fire

Haz

ard

Prev

entio

n Se

rvice

s. H

avin

g fir

e ex

tingu

ishin

g eq

uipm

ent

inst

alled

in

pu

blic

bu

ildin

gs a

nd p

ublic

plac

es.

Crea

tion

of a

war

enes

s am

ong

the

gene

ral

publ

ic ab

out

the

prev

entio

n of

fire

. H

avin

g fi

re

prot

ecti

on

syst

ems

esta

blis

hed,

fo

r pr

otec

tion

of

life

and

prop

erty

fr

om f

ire.

Lo

catio

n of

fir

e ex

tingu

ishin

g eq

uipm

ent i

nsid

e th

e of

fice.

Est

ablis

hing

fir

e sa

fety

ne

twor

k w

ith p

oten

tial p

artn

ers.

Hav

ing

com

mun

ity

fire

safe

ty

prog

ram

mes

and

whe

n ne

cess

ary,

cont

rol p

rogr

amm

es, i

n pl

ace.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in a

to c

ar

e in

pl

ace

Act

iviti

es

in a

to d

ar

e in

pl

ace.

Act

iviti

es

in a

to e

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.0

252

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

07

. W

elfar

e Se

rvic

es

7.1 a.

b.

c. d.

e. f.

Man

agem

ent

of

Libr

aries

an

d Re

adin

g Ro

oms.

Mai

ntai

ning

th

e nu

mbe

r of

ac

tive

mem

bers

hip

to b

e m

ore

than

5%

. E

nact

ing

libra

ry

by-la

ws

or

adop

ting

stan

dard

by-

laws

relat

ing

to li

brar

ies.

The

role

of

Libr

ary

Adv

isory

Co

mm

ittee

. Fi

nanc

ial p

rovi

sion,

of

mor

e th

an

5%

of

the

entir

e bu

dget

(e

xclu

ding

salar

ies a

nd a

llow

ance

s)

has b

een

mad

e. A

nnua

l Boa

rd o

f Su

rvey

has

bee

n ca

rried

ou

t an

d its

re

com

men

datio

ns

have

be

en

impl

emen

ted.

U

sing

natio

nal

bibl

iogr

aphy

in

ac

quiri

ng b

ooks

.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in a

to

care

in

plac

e

Act

iviti

es

in a

to d

ar

e in

pl

ace.

Act

iviti

es

in a

to e

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

2.5

7.2 a.

b. c.

Serv

ices

cove

red

by L

ibra

ries

and

Read

ing

Room

s. Se

rvice

s ar

e m

ade

avail

able

to

a hi

gher

segm

ent o

f the

pop

ulat

ion.

Pu

blica

tions

com

pose

d in

all

the

thre

e lan

guag

es

are

mad

e av

ailab

le.

Serv

ice is

ava

ilabl

e to

all

sect

ions

of

the

com

mun

ity.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in a

to b

ar

e in

pl

ace

Act

iviti

es

in a

to c

ar

e in

pl

ace.

Act

iviti

es

in a

to d

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

2.5

253

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Welf

are

Serv

ices

d.

e.

Mob

ile

libra

ry

serv

ices

are

in

oper

atio

n.

Min

i Ch

ildre

n’s

libra

ries

are

in

plac

e, fo

r th

e be

nefit

of

pr

e-sc

hool

s.

7.3 a. b. c.

d. e.

Qua

lity

of s

ervi

ce in

Lib

rarie

s an

d Re

adin

g Ro

oms.

Qua

lity

of se

rvice

in li

brar

ies.

Func

tioni

ng

level

of

Read

er

Socie

ties.

Basic

co

mm

on

amen

ities

in

lib

rarie

s and

read

ing

room

s. U

tiliz

atio

n of

ba

sic

libra

ry

man

agem

ent

syst

em.

Goo

d re

spon

se

for

publ

ic co

mpl

aints

.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in a

to b

ar

e in

pl

ace

Act

iviti

es

in a

to c

ar

e in

pl

ace.

Act

iviti

es

in a

to d

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

2.5

7.4 i.

ii.

iii.

Play

grou

nds a

nd P

avili

ons.

An

adeq

uate

nu

mbe

r of

pl

aygr

ound

s hav

e be

en e

stab

lishe

d in

the

Loca

l Aut

horit

y ar

ea.

Pla

ygro

unds

ha

ve

been

pr

oper

ly m

aint

aine

d, t

oget

her

wit

h w

all

or a

fen

ce a

roun

d th

em.

Ass

istan

ce o

f th

e pr

ivat

e se

ctor

ha

s be

en

obta

ined

fo

r th

e m

ainte

nanc

e of

play

grou

nds.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in i

and

iii a

re in

pl

ace

Act

iviti

es

in i

and

iv a

re in

pl

ace

Act

iviti

es

i to

v ar

e in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.0

254

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Welf

are

Serv

ices

iv

. v.

vi.

Spor

ts c

lubs

hav

e be

en e

stab

lishe

d ce

nter

ing

roun

d pl

aygr

ound

s. A

pro

visio

n of

mor

e th

an 3

% o

f th

e an

nual

expe

nditu

re e

stim

ate

has

been

all

ocat

ed

for

main

tena

nce

and

repa

ir of

pl

aygr

ound

s. M

ore

than

90%

of

the

alloc

ated

pr

ovisi

on h

as b

een

spen

t fo

r th

at

purp

ose.

7.5 a.

b. c.

d. e.

Pre-

scho

ols

and

Day

Ca

re

Cent

res.

Prov

ision

of

ba

sic

facil

ities

(b

uild

ings

, w

ater

, el

ectri

city

an

d all

owan

ces)

Lo

cal

Aut

horit

y op

erat

es

pre-

scho

ols w

ith it

s ow

n fu

nds.

Teac

hers

with

ade

quat

e tra

inin

g ha

ve b

een

recr

uite

d.

Allo

catio

n of

fin

ancia

l pr

ovisi

on

of m

ore

than

5%

of

the

entir

e bu

dget

, for

pre

-sch

ools.

A

dequ

ate

num

ber

of p

re-s

choo

ls ar

e in

ope

ratio

n.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in a

to b

ar

e in

pl

ace

Act

iviti

es

in a

to c

ar

e in

pl

ace.

Act

iviti

es

in a

to d

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.0

255

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Welf

are

Serv

ice

7.6 i.

ii.

iii.

iv.

v.

vi.

vii.

viii

ix.

x.

xi.

Cem

eter

ies a

nd C

rem

ator

ia Ce

met

eries

ha

ve

been

es

tabl

ished

se

para

tely

for

the

use

of

all

com

mun

ities

. E

very

cem

eter

y ha

s be

en d

ecla

red

in t

he G

azet

te u

nder

Cem

eter

ies

and

Bur

ial G

roun

ds O

rdin

ance

. By

-law

s re

latin

g to

cem

eter

ies

and

crem

ator

ia ha

ve b

een

appr

oved

. E

very

cem

eter

y ha

s be

en c

over

ed b

y a

wall

of

7 fe

et h

igh

or a

fen

ce,

cons

truct

ed a

roun

d it.

E

very

cem

eter

y ha

s be

en p

rope

rly

main

tain

ed.

The

deed

and

the

plan

in r

espe

ct o

f ev

ery

cem

eter

y ha

s bee

n ob

tain

ed.

Layo

ut p

lan f

or a

lloca

ting

spac

e fo

r bu

rials

in

the

cem

eter

y ha

s be

en

draw

n up

. A

reg

ister

of

dead

bod

ies

burie

d in

ev

ery

cem

eter

y ha

s bee

n m

ainta

ined

. Pe

ople’

s co

ntrib

utio

n ha

s be

en

obta

ined

fo

r th

e pu

rpos

e of

m

ainta

inin

g ce

met

erie

s. Cr

emat

oria

have

bee

n es

tabl

ished

to

be a

dequ

ate

for t

he n

eeds

of t

he a

rea.

Crem

ator

ia ha

ve

been

m

ainta

ined

pe

riodi

cally

.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in i

and

vii a

re in

pl

ace

Act

iviti

es

in i

and

viii

are

in

plac

e

Act

iviti

es

i to

ix

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

256

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

08

. Re

gulat

ory

Serv

ices

8.

1 i. ii.

iii

. iv

. v.

Lega

l cap

acity

relat

ing

to M

anag

emen

t an

d Pr

otec

tion

of th

e E

nviro

nmen

t. By

-law

s re

latin

g to

en

viro

nmen

tal

man

agem

ent

appl

icabl

e to

th

e ar

ea

have

bee

n en

acte

d an

d im

plem

ente

d.

Com

mun

ity

parti

cipati

on

has

been

ob

taine

d fo

r env

ironm

ental

pro

tectio

n.

Ade

quat

e co

mm

unity

par

ticip

atio

n ha

s be

en

obta

ined

fo

r A

dviso

ry

Com

mitt

ee o

n E

nviro

nmen

t. E

nvir

onm

enta

l T

echn

ical

C

omm

itte

e an

d En

viro

nmen

tal

Adv

isor

y C

omm

itte

e ha

ve

held

th

eir

mee

ting

s in

spe

cifi

ed t

ime

peri

ods.

M

eetin

g of

the

Sta

ndin

g Co

mm

ittee

/ Co

mm

ittee

on

Env

ironm

ent h

as b

een

held

at l

east

onc

e a

mon

th.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace.

Act

iviti

es

in i

and

ii ar

e in

pl

ace

Act

iviti

es

in i

and

iii a

re in

pl

ace

Act

iviti

es

i to

iv

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.0

8.2 a. b c. d.

Initi

ativ

e A

ctiv

ities

of

Env

ironm

enta

l m

anag

emen

t and

pro

tect

ion.

Co

nduc

t of

pro

gram

mes

for

cre

atin

g aw

aren

ess a

mon

g sc

hool

chi

ldre

n.

Initi

ativ

e fo

r tre

e pl

antin

g.

Cond

uctin

g Sh

ram

adan

a Ca

mps

. W

orki

ng i

n co

llabo

ratio

n w

ith n

on-

gove

rnm

enta

l or

gani

zatio

ns (

NG

Os)

an

d co

mm

unity

ba

sed

orga

niza

tion

(CBO

s) in

env

ironm

enta

l man

agem

ent

and

prot

ectio

n ac

tiviti

es.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in a

to b

ar

e in

pl

ace

Act

iviti

es

in a

to c

ar

e in

pl

ace.

Act

iviti

es

in a

to d

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.0

257

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Regu

lator

y Se

rvice

s e. f.

Initi

ativ

es f

or c

ultiv

atio

n of

hom

e ga

rden

s. O

ther

ac

tiviti

es

relat

ing

to

envi

ronm

enta

l pro

tect

ion.

8.3 a.

b. c.

d. e. f.

Env

ironm

enta

l Pro

tect

ion

Lice

nces

. Pr

ovisi

on

of

serv

ices

with

in

the

prim

ary

orga

niza

tiona

l fra

mew

ork.

Re

gist

er o

f lic

ense

d an

d ill

egal

wor

k sit

es.

80%

ou

t of

ag

encie

s lia

ble

for

obta

inin

g E

nviro

nmen

tal

Prot

ectio

n Li

cenc

es

have

ob

tain

ed

valid

lic

ence

s. Ta

king

le

gal

actio

n by

th

e Lo

cal

Aut

horit

y ag

ainst

ag

encie

s w

hich

fa

iled

to

obta

in

Env

ironm

enta

l Pr

otec

tion

Lice

nces

. Ta

king

ac

tion

rega

rdin

g pu

blic

com

plain

ts

abou

t in

stan

ces

disa

stro

us

to

envi

ronm

enta

l co

nditi

ons

and

keep

ing

reco

rds

of

them

. Ta

king

fol

low

up

actio

n pe

riodi

cally

, to

ens

ure

that

pro

per a

ctio

n ha

s bee

n ta

ken

rega

rdin

g pu

blic

com

plain

ts.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in a

to b

ar

e in

pl

ace

Act

iviti

es

in a

to c

ar

e in

pl

ace.

Act

iviti

es

in a

to e

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.5

258

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Regu

lator

y Se

rvice

s 8.

4 i. ii.

iii

. iv

. v.

vi

. vi

i.

Main

tena

nce

of V

ehicl

es/

Mac

hine

ry

A

Log

Boo

k ha

s be

en

mai

ntai

ned,

up

to

da

te,

in

resp

ect

of

each

ve

hicl

e an

d m

achi

nery

. A

pro

gram

me

for

serv

icing

has

bee

n im

plem

ente

d in

re

spec

t of

ev

ery

mac

hine

ry,

of w

hich

the

run

ning

is

mea

sure

d in

term

s of h

ours

. A

rran

gem

ents

hav

e be

en m

ade

to

obta

in d

aily

runn

ing

char

ts o

r ch

arts

of

run

ning

hou

rs, b

efor

e th

e iss

ue o

f fu

el or

ders

. Fu

ll co

nsum

ptio

n ra

te

of

each

ve

hicle

an

d m

achi

nery

ha

s be

en

chec

ked

once

in e

very

six

mon

ths.

Adv

ance

pr

ogra

mm

es

have

be

en

prep

ared

in

re

spec

t of

ev

ery

mac

hine

ry, f

or th

e co

min

g m

onth

. Re

venu

e lic

ence

s an

d In

sura

nce

cove

rage

hav

e be

en o

btain

ed b

efor

e th

e sp

ecifi

ed d

ate.

Ess

entia

l sp

are

parts

ha

ve

been

or

dere

d by

spec

ified

tim

e.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in i

and

iv a

re in

pl

ace

Act

iviti

es

in i

and

v ar

e in

pl

ace

Act

iviti

es

i to

vi

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

2.5

259

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Regu

lator

y Se

rvice

s 8.

5 a. b.

c. d.

Main

tena

nce

of F

ixed

Ass

ets

Mai

nten

ance

of

an

up

to

date

A

sset

s R

egis

ter.

Dee

ds

and

plan

s in

re

spec

t of

im

mov

able

prop

ertie

s ha

ve

been

pr

epar

ed a

nd p

rote

cted

. A

ll un

usab

le ite

ms

have

be

en

disp

osed

of

befo

re 3

1st o

f M

arch

, in

acco

rdan

ce

with

th

e pr

oper

pr

oced

ure.

Safe

ty o

f im

mov

able

prop

erty

has

be

en e

nsur

ed.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in a

are

in

plac

e

Act

iviti

es

in a

to b

ar

e in

pl

ace.

Act

iviti

es

in a

to c

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

2.5

8.6 a.

b. c.

d. e. f.

Regu

latio

ns

Relat

ing

to

Cons

truct

ions

/ Bu

ildin

gs.

Prov

ision

of

build

ing

plan

app

rova

l se

rvice

, in

ac

cord

ance

w

ith

basic

or

gani

zatio

nal p

lan.

App

rova

l of

bui

ldin

g pl

ans

with

in

one

mon

th.

Regi

ster

of

au

thor

ized

an

d un

auth

oriz

ed b

uild

ings

. Le

gal

actio

n ha

s be

en

inst

itute

d ag

ainst

tho

se w

ho v

iolat

e bu

ildin

g pl

anni

ng re

gulat

ions

. A

sep

arat

e fil

e ha

s be

en m

ainta

ined

fo

r eac

h bu

ildin

g ap

plica

tion.

Si

mul

tane

ous

cros

s ch

ecki

ng

with

ot

her

serv

ices

of

the

Loca

l A

utho

rity,

for c

ompl

iance

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in a

to b

ar

e in

pl

ace

Act

iviti

es

in a

to c

ar

e in

pl

ace.

Act

iviti

es

in a

to e

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.5

260

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

(C

) – L

ocal

Aut

horit

ies, t

o ac

t in

com

form

ity w

ith p

rincip

les o

f goo

d go

vern

ance

(Goo

d G

over

nanc

e)

N

ote

: Pa

nel o

f Eva

luat

ors a

re re

ques

ted,

to fi

rst e

xam

ine

whe

ther

the

crite

ria p

rinte

d in

bol

d let

ters

, am

ong

the

crite

ria th

at sh

ould

be

exa

min

ed;

are

com

plet

ed a

nd o

nly

if th

ey a

re c

ompl

eted

; to

proc

eed

with

the

evalu

atio

n an

d if

the

crite

ria p

rinte

d in

bol

d let

ters

are

not

com

plet

ed, t

o tre

at th

em a

s not

in p

lace

and

to p

roce

ed w

ith th

eev

aluat

ion

ofth

e ne

xt c

riter

ia..

09.

Com

mun

ity

Parti

cipat

ion

9.1A

i. ii.

iii

. iv

. v.

Com

mun

ity P

artic

ipati

on in

the

Func

tion

of D

ecisi

on M

akin

g, wi

th

a fo

rmal

Dele

gatio

n of

po

wer (

Mun

icipa

l Cou

ncils

) A

by-la

w en

ablin

g th

e es

tablis

hmen

t of a

Dev

elopm

ent

Advis

ory

Com

mitt

ee h

as b

een

appr

oved

. M

eetin

gs o

f th

e D

evelo

pmen

t Ad

visor

y Co

mm

ittee

wer

e he

ld

once

in ev

ery m

onth

. A

fou

r ye

ar d

evel

opm

ent

plan

ha

s be

en

prep

ared

w

ith

the

part

icip

atio

n of

D

evel

opm

ent

Adv

isor

y C

omm

itte

e.

Dev

elopm

ent

func

tions

in

th

e fo

ur

year

de

velo

pmen

t pl

an h

ave

been

prio

ritiz

ed.

Ade

quat

e fin

ancia

l pro

visio

n ha

s be

en m

ade

for

activ

ities

in

the

four

yea

r dev

elopm

ent

plan

, ar

e co

nsid

ered

by

the

Dev

elopm

ent

Adv

isory

Co

mm

ittee

.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es

in i

and

iii a

re in

pl

ace

Act

iviti

es

in i

and

iv a

re in

pl

ace

Act

iviti

es

i to

v ar

e in

plac

e

All

activ

ities

ar

e co

mpl

eted

3.0

261

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Com

mun

ity

Parti

cipat

ion

vi.

vii.

Parti

cipat

ion

of

the

Dev

elopm

ent

Adv

isory

Co

mm

ittee

ha

s be

en

obta

ined

in

pr

ovid

ing

disa

ster

relie

f. Pa

rticip

atio

n of

D

evelo

pmen

t A

dviso

ry

Com

mitt

ee

has

been

ob

tain

ed i

n pr

omot

ing

and

colle

ctin

g re

venu

e.

9.1B

i.

ii.

iii.

Com

mun

ity P

artic

ipat

ion

in

the

Func

tion

of

Dec

ision

M

akin

g w

ith

a fo

rmal

Dele

gatio

n of

Po

wer

s. (U

rban

Co

uncil

s an

d Pr

ades

hiya

Sab

has)

A

Coun

cil r

esol

utio

n ha

s be

en

pass

ed

enab

ling

the

estab

lishm

ent o

f a D

evelo

pmen

t Ad

visor

y Com

mitt

ee.

Mee

tings

of

th

e D

evelo

pmen

t A

dviso

ry

Com

mitt

ee h

ave

been

held

on

ce in

eac

h m

onth

. A

fou

r ye

ar d

evel

opm

ent

plan

ha

s be

en

prep

ared

w

ith

the

part

icip

atio

n of

D

evel

opm

ent

Adv

isor

y C

omm

itte

e.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e.

Act

iviti

es

in i

and

iii

are

in

plac

e

Act

iviti

es

in i

and

iv a

re in

pl

ace

Act

iviti

es

i to

v ar

e in

plac

e

All

activ

ities

ar

e co

mpl

eted

3.0

262

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Com

mun

ity

Parti

cipat

ion

iv.

v.

vi

vii.

Dev

elopm

ent f

unct

ions

in th

e fo

ur y

ear

deve

lopm

ent

plan

ha

ve b

een

prio

ritiz

ed.

Ade

quat

e fin

ancia

l pr

ovisi

on

has b

een

mad

e fo

r act

iviti

es in

th

e fo

ur

year

de

velo

pmen

t pl

an,

cons

ider

ed

by

the

Dev

elop

men

t A

dviso

ry

Com

mitt

ee.

Parti

cipat

ion

of

the

Dev

elop

men

t A

dviso

ry

Com

mitt

ee h

as b

een

obta

ined

in

pro

vidi

ng d

isast

er re

lief.

Parti

cipat

ion

of D

evelo

pmen

t A

dviso

ry C

omm

ittee

has

bee

n ob

tain

ed

in

prom

otin

g an

d co

llect

ing

reve

nue.

9.2 a.

b.

Com

mun

ity P

artic

ipat

ion

for

Loca

l Aut

horit

y A

ctiv

ities

. O

btai

ning

th

e su

ppor

t of

co

mm

unity

ba

sed

orga

niza

-tio

ns (

CBO

s) an

d vo

lunt

ary

orga

niza

tions

for

act

iviti

es o

f th

e Lo

cal A

utho

rity

. In

itiat

ion

of

spec

ial

prog

ram

mes

w

ith

the

com

mun

ity

parti

cipat

ion,

5

prog

ram

mes

at

lea

st,

for

a ye

ar.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es

in a

to b

ar

e in

pl

ace

Act

iviti

es

in a

to c

ar

e in

pl

ace.

Act

iviti

es

in a

to d

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.5

263

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Com

mun

ity

Parti

cipat

ion

c. d.

e.

Pers

uasio

n of

pe

ople'

s pa

rticip

atio

n in

the

pro

cess

of

serv

ice p

rovi

sion.

Pe

rsua

sion

of

peop

le’s

parti

cipat

ion

in t

he p

roce

ss

of p

lanni

ng.

Allo

catio

n of

fin

ancia

l pr

ovisi

on

for

givi

ng

ince

ntiv

es

to

com

mun

ity

base

d or

gani

zatio

n an

d vo

lunt

ary

orga

niza

tions

.

9.3 i. ii.

iii

.

Com

mun

ity

base

d or

gani

zatio

n/

volu

ntar

y or

gani

zatio

n.

Com

mun

ity

base

d or

gani

zati

ons

and

vo

lunt

ary

orga

niza

tion

s fu

ncti

onin

g in

the

Loc

al

Aut

hori

ty a

rea

have

bee

n id

enti

fied

and

reg

iste

red.

If

th

ere

are

no

such

or

gani

zatio

ns,

new

or

gani

zatio

ns

have

be

en

form

ed a

nd re

gist

ered

. Su

ch

orga

niza

tions

ha

ve

been

in

volv

ed

in

Loca

l A

utho

rity

activ

ities

.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es

in i

are

in

plac

e

Act

iviti

es

in i

and

ii ar

e in

pl

ace

Act

iviti

es

i to

iii

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

264

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Com

mun

ity

Parti

cipat

ion

iv.

v.

Mee

tings

ha

ve

been

he

ld

perio

dica

lly

with

su

ch

orga

niza

tions

in

relat

ion

to

nece

ssar

y m

atte

rs.

Act

ion

has

been

ta

ken

to

settl

e pr

oblem

s co

ncer

ning

su

ch o

rgan

izat

ions

.

10.

Com

plian

ce

with

St

atut

ory

Prov

ision

s

10.1

a. b.

c. d. e.

By-la

ws a

nd o

ther

Law

s St

anda

rds

by-la

ws

have

bee

n ad

opte

d.

Form

ulat

ion

of b

y-la

ws.

Safe

guar

ding

Hum

an R

ight

s. U

tiliz

atio

n of

main

Law

s. U

tiliz

atio

n o

othe

r Law

s

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es

in a

to b

ar

e in

pl

ace

Act

iviti

es

in a

to c

ar

e in

pl

ace.

Act

iviti

es

in a

to d

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

2.75

10.2

a. b.

c. d.

e.

Impl

emen

tatio

n of

Lo

cal

Gov

ernm

ent

Refo

rms

Circ

ular

s. A

dmin

istra

tive

Refo

rms

Circ

ular

No.

02

Adm

inist

rativ

e Re

form

s Ci

rcul

ar N

o. 0

3 A

dmin

istra

tive

Refo

rms

Circ

ular

No.

04

Adm

inist

rativ

e Re

form

s Ci

rcul

ar N

o. 0

5 A

dmin

istra

tive

Refo

rms

Circ

ular

No.

06

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Six

activ

ities

ar

e in

pl

ace

Seve

n ac

tiviti

es

are

in

plac

e

Eig

ht

activ

ities

ar

e in

pl

ace.

All

activ

ities

ar

e co

mpl

eted

2.75

265

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Com

plian

ce

with

St

atut

ory

Prov

ision

s

10.2

a. b.

c. d.

e. f. g.

h.

i. j. k.

l.

Impl

emen

tatio

n of

Lo

cal

Gov

ernm

ent

Refo

rms

Circ

ular

s. A

dmin

istra

tive

Refo

rms

Circ

ular

No.

02

Adm

inist

rativ

e Re

form

s Ci

rcul

ar N

o. 0

3 A

dmin

istra

tive

Refo

rms

Circ

ular

No.

04

Adm

inist

rativ

e Re

form

s Ci

rcul

ar N

o. 0

5 A

dmin

istra

tive

Refo

rms

Circ

ular

No.

06

Adm

inist

rativ

e Re

form

s Ci

rcul

ar N

o. 0

7 A

dmin

istra

tive

Refo

rms

Circ

ular

No.

08

Adm

inist

rativ

e Re

form

s Ci

rcul

ar N

o. 0

9 A

dmin

istra

tive

Refo

rms

Circ

ular

No.

10

Adm

inist

rativ

e Re

form

s Ci

rcul

ar N

o. 1

1 A

dmin

istra

tive

Refo

rms

Circ

ular

No.

12

Adm

inist

rativ

e Re

form

s Ci

rcul

ar N

o. 1

3

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Six

activ

ities

ar

e in

pl

ace

Seve

n ac

tiviti

es

are

in

plac

e

Eig

ht

activ

ities

ar

e in

pl

ace.

All

activ

ities

ar

e co

mpl

eted

2.75

266

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

11

Tr

ansp

aren

cy

11

.1 a.

b. c.

d. e. f.

g.

h. i.

Cou

ncil

Mee

ting

s Co

uncil

mee

tings

are

held

in

acco

rdan

ce

with

st

atut

ory

prov

ision

s. M

onth

ly

mee

tings

of

th

e Co

uncil

ar

e he

ld

at

the

prop

er ti

me.

Min

utes

of

the

mee

ting

s ha

ve b

een

prep

ared

wit

h es

sent

ial i

nfor

mat

ion.

M

eetin

gs h

ave

been

held

stric

tly

acco

rdin

g to

the a

gend

a. D

ecisi

ons

of

the

Coun

cil

mee

ting

have

bee

n im

plem

ented

at

the p

rope

r tim

e. Co

nduc

t of

the

mem

bers

at

the

Coun

cil

mee

ting

is ex

empl

ary.

Righ

ts o

f th

e m

embe

rs a

re

safe

guar

ded.

A

dequ

ate

facil

ities

ar

e pr

ovid

ed

for

the

gene

ral

publ

ic to

ob

serv

e th

e co

nduc

t of

bu

sines

s in

Co

uncil

mee

tings

. M

embe

rs

have

be

en

give

n th

e op

portu

nity

to

m

ake

refe

renc

e to

ess

entia

l law

s, st

atut

es, a

nd b

y-law

s.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es

in a

to e

ar

e in

pl

ace

Act

iviti

es

in a

to g

ar

e in

pl

ace.

Act

iviti

es

in a

to h

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.5

267

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Tran

spar

ency

11.2

a. b.

c. d.

e.

f. g.

Pub

lic C

omm

unic

atio

n A

pu

blic

day

has

been

re

serv

ed f

or lo

okin

g in

to th

e ne

eds o

f the

gen

eral

publ

ic.

Gen

eral

publ

ic ha

s be

en

give

n th

e op

portu

nity

to

ex

chan

ge

nece

ssar

y in

form

atio

n.

Perio

dica

l sur

veys

hav

e be

en

cond

ucte

d fo

r

mea

surin

g pu

blic

resp

onse

. A

nnua

l bu

dget

doc

umen

t ha

s be

en k

ept

at p

ublic

pl

aces

for

ref

eren

ce.

Fin

anci

al

repo

rts

have

be

en k

ept

at p

ublic

pla

ces

for

refe

renc

e.

Min

utes

of

th

e C

ounc

il m

eeti

ngs

have

bee

n ke

pt

at

publ

ic

plac

es

for

refe

renc

e.

Disc

ussio

ns h

ave

been

hel

d,

perio

dica

lly w

ith th

e bu

sines

s co

mm

unity

.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es

in a

to d

ar

e in

pl

ace

Act

iviti

es

in a

to e

ar

e in

pl

ace.

Act

iviti

es

in a

to f

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

.

2.25

268

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Tran

spar

ency

11

.3 a.

b. c.

d. e. f.

g.

h.

Tend

ers a

nd C

ontra

cts.

Supp

liers

and

con

trac

tors

ha

ve

been

re

gist

ered

an

nual

ly.

Supp

ly of

goo

ds a

nd s

ervi

ces

has

been

m

ade

at

com

petit

ive

level.

Te

nder

ap

plic

atio

ns

have

be

en i

ssue

d to

all

regi

ster

ed

supp

liers

. O

ppor

tuni

ty

has

been

pr

ovid

ed fo

r the

unr

egist

ered

su

pplie

rs a

lso t

o ap

ply

for

tend

ers.

Tend

erer

s ha

ve

been

ke

pt

info

rmed

abo

ut t

he o

peni

ng

of te

nder

s. Cr

iteria

fo

r su

bmiss

ion

of

tend

ers,

have

be

en

clea

rly

stat

ed in

tend

er fo

rms.

Selec

tion

of te

nder

s has

bee

n m

ade,

afte

r te

chni

cal

evalu

atio

n.

The

deci

sion

for

awar

ding

te

nder

s ha

s be

en m

ade

by

the

Coun

cil it

self.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es

in a

to e

ar

e in

pl

ace

Act

iviti

es

in a

to f

are

in

plac

e.

Act

iviti

es

in a

to g

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.5

269

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Tran

spar

ency

11

.4 i.

ii.

iii.

iv.

Citiz

ens C

harte

r Ci

tizen

s Ch

arte

r ha

s be

en

kept

for

pub

lic e

xhib

ition

at

least

in tw

o lan

guag

es.

Eve

ry o

ffice

r has

bee

n m

ade

awar

e of

th

e Ci

tizen

s Ch

arte

r an

d its

re

spon

sibili

ties.

Cont

ents

of

th

e Ci

tizen

s Ch

arte

r ha

ve b

een

inclu

ded

in jo

b de

scrip

tions

. Ac

tiviti

es o

f th

e Co

uncil

hav

e be

en

exec

uted

in

ac

cord

ance

wi

th th

e Citi

zens

Cha

rter.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

A

ll ac

tiviti

es

are

com

plet

ed

1.5

12.

Resp

onsiv

enes

s 12

.1 i.

ii.

iii.

iv.

Publ

ic

Com

plain

ts

and

Redr

ess.

A

com

plai

nt

book

ha

s be

en

kept

in

th

e H

ead

Off

ice

and

in s

ub-o

ffic

es.

A

com

plai

nt

box

has

been

ke

pt

in

the

Hea

d O

ffic

e an

d in

sub

-off

ices

. Co

mpl

aints

con

tain

ed in

the

book

and

the

box

have

bee

n re

ferr

ed to

rele

vant

div

ision

, th

ree

times

a w

eek.

A

ctio

n on

co

mpl

aints

so

re

ceiv

ed,

has

been

ta

ken,

w

ithin

thre

e da

ys.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es

in i

and

ii ar

e in

pl

ace

Act

iviti

es

in i

and

iii a

re in

pl

ace

Act

iviti

es

i to

iv

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

270

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Resp

onsiv

enes

s v.

Co

urse

of

actio

n ta

ken

to

rect

ify t

he d

efici

encie

s ha

s be

en re

cord

ed.

12.2

i. ii.

iii

. iv

. v.

Resp

onse

s ha

ve b

een

mad

e fo

r Writ

ten

Com

mun

icatio

n A

n ea

sy m

etho

dolo

gy h

as

been

ado

pted

to

regi

ster

w

ritt

en

com

mun

icat

ions

an

d to

id

enti

fy

acti

on

take

n on

the

m.

Staf

f ha

s be

en m

ade

awar

e ab

out t

hat m

etho

dolo

gy.

Act

ion

has

been

ta

ken

with

in t

hree

day

s, in

res

pect

of

lette

rs re

ceiv

ed.

An

inte

rim r

eply

has

been

se

nt, w

hen

actio

n co

uld

not

be

finali

zed

with

in

thre

e da

ys.

Whe

n th

ere

are

legal

barr

iers

for

taki

ng a

ctio

n re

gard

ing

a w

ritte

n re

ques

t, a

repl

y ha

s be

en

sent

, ex

plain

ing

that

po

sitio

n.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es

in i

and

ii ar

e in

pl

ace

Act

iviti

es

in i

and

iii a

re in

pl

ace

Act

iviti

es

i to

iv

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

271

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Resp

onsiv

enes

s 12

.3 i.

ii.

iii.

iv.

v.

Clos

e Re

latio

nshi

p w

ith t

he

Gen

eral

Publ

ic.

A r

epor

t sh

ould

hav

e be

en

subm

itted

re

gard

ing

the

requ

ests

tha

t co

uld

not

be

gran

ted

and

reve

nue

that

co

uld

not b

e co

llect

ed.

Mob

ile

serv

ices

and

mee

tings

w

ith

the

peop

le ha

ve b

een

held

, per

iodi

cally

. So

lutio

ns h

ave

been

giv

en in

re

spec

t of

un

solv

ed

prob

lems

of t

he p

eopl

e, at

m

obile

serv

ices

. A

ctio

n ha

s be

en

take

n at

m

obile

ser

vice

s to

rec

over

re

venu

e du

e to

the

Coun

cil.

Peop

le sh

ould

ha

ve

been

m

ade

awar

e ab

out

the

serv

ices

prov

ided

by

th

e Co

uncil

.

Basic

ac

tiviti

es

are

not i

n pl

ace

prop

erly

Act

iviti

es

in i

and

ii ar

e in

pl

ace

Act

iviti

es

in i

and

iii a

re in

pl

ace

Act

iviti

es

i to

iv

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

272

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

13

E

quali

ty

13.1

a. b.

c. d.

(Fem

ale/

Male

) Gen

der E

quali

ty

Fem

ale re

pres

enta

tion

in m

ajorit

y of

com

mitt

ees

appo

inte

d by

the

Co

uncil

, ha

s be

en d

ecid

ed a

s a

mat

ter o

f pol

icy.

Dev

elopm

ent p

rogr

amm

es w

ith a

m

ajorit

y re

pres

enta

tion

of

wom

en h

ave

been

initi

ated

. Su

ppor

t ha

s be

en p

rovi

ded

for

wom

en

deve

lopm

ent

prog

ram

mes

. Pa

rticip

atio

n of

a

wom

en’s

orga

niza

tion

in

stan

ding

/ ad

viso

ry c

omm

ittee

s is i

n pl

ace

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es i

n a

are

in p

lace

Act

iviti

es i

n a

to

b ar

e in

pl

ace.

Act

iviti

es i

n a

to

c ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.5

13.2

a. b.

c. d.

Prov

ision

of

Serv

ices

to e

very

M

embe

r of t

he C

omm

unity

Sp

ecial

atte

ntio

n ha

s be

en p

aid

for p

rovi

sion

of s

ervi

ces

to th

ose

who

hav

e sp

ecial

skill

s. Sp

ecial

atte

ntio

n ha

s bee

n pa

id to

pr

ovid

e se

rvice

s to

se

nior

cit

izen

s. In

pr

ovid

ing

serv

ices

lo

cal

langu

age

has b

een

used

. E

very

do

cum

ent

has

been

tra

nslat

ed

into

all

th

e th

ree

langu

ages

.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es i

n a

are

in p

lace

Act

iviti

es i

n a

to

b ar

e in

pl

ace.

Act

iviti

es i

n a

to

c ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.5

273

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Equ

ality

13

.3 i.

ii.

iii.

iv.

v.

Conf

lict R

esol

utio

n A

com

mitt

ee s

houl

d ha

ve b

een

set

up w

ith t

he i

nvol

vem

ent

of

the

Coun

cil f

or t

he p

urpo

se o

f ob

tain

ing

reco

mm

enda

tions

ne

cess

ary

for

reso

lvin

g an

y lik

ely

conf

licts

am

ong

the

peop

le in

the

Loca

l Aut

horit

y ar

ea.

Atte

ntio

n ha

s be

en

paid

to

re

com

men

datio

ns m

ade

by t

hat

com

mitt

ee.

A

spec

ial

com

mitt

ee

has

been

ap

poin

ted

to

reso

lve

such

co

nflic

ts th

at c

ould

aris

e. H

as

wor

ked

close

ly

with

th

e M

ediat

ion

Boar

ds f

unct

ioni

ng in

th

e Lo

cal A

utho

rity

area

. A

ssist

ance

ha

s be

en

give

n to

M

ediat

ion

Boar

ds.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es i

n i a

nd

ii ar

e in

pl

ace

Act

iviti

es i

n i a

nd

iii a

re in

pl

ace

Act

iviti

es i

to iv

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

1.5

14.

Resp

onsib

ility

and

A

ccou

nta

bilit

y

14.1

i.

Lead

ersh

ip

Act

iviti

es

impl

emen

ted

durin

g th

e las

t tw

o ye

ars,

with

th

e pa

rticip

atio

n of

the

gene

ral p

ublic

an

d w

ith t

he a

ssist

ance

of

the

priv

ate

sect

or s

houl

d ha

ve b

een

iden

tifie

d.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es i

n i a

re

in p

lace

Act

iviti

es i

n i a

nd

ii ar

e in

pl

ace

Act

iviti

es i

to ii

i ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

1.5

274

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Resp

onsib

ility

and

A

ccou

nta

bilit

y

ii.

iii.

iv.

Thos

e ac

tiviti

es

have

be

en

cont

inue

d in

th

e cu

rren

t ye

ar

also.

Th

ose

activ

ities

ha

ve

been

im

plem

ente

d in

rela

tion

to t

he

gene

ral

plan

ning

pro

cess

of

the

Loca

l Aut

horit

y. A

new

com

mun

ity s

ervi

ce h

as

been

im

plem

ente

d w

ith

the

parti

cipat

ion

of th

e ge

nera

l pub

lic

and

the

priv

ate

sect

or

14.2

a. b.

c. d.

Acc

ount

abili

ty

Repl

ies

for

audi

t qu

eries

ha

ve

been

su

bmitt

ed

toge

ther

w

ith

suita

ble

expl

anat

ions

. Th

ere

has

been

a

satis

fact

ory

reco

gniti

on

by

the

Aud

it D

epar

tmen

t. R

egis

ter

of a

udit

que

ries

has

be

en u

pdat

ed.

Cour

se o

f act

ion

has b

een

relax

ed

up t

o th

e ex

tent

rec

omm

ende

d by

the

Aud

it.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es i

n a

are

in p

lace

Act

iviti

es i

n a

and

b ar

e in

plac

e

Act

iviti

es i

n a

to

c ar

e in

pl

ace

All

activ

ities

ar

e in

plac

e

2.7

5

275

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

15

. Pl

anni

ng

Capa

city

15.1

a. b.

c. d.

e. f. g.

Stra

tegi

c Pl

anni

ng/M

ediu

m T

erm

Pl

anni

ng.

Disc

ussio

n w

ith a

ll st

akeh

olde

rs

inclu

ding

the

priv

ate

sect

or.

Iden

tifi

cati

on

of

visi

on

and

mis

sion

of

th

e Lo

cal

Aut

hori

ty

wit

h a

broa

d co

nsen

sus.

Cr

eatio

n of

aw

aren

ess

amon

g th

e pe

ople

abou

t th

e vi

sion

and

miss

ion

of th

e Lo

cal A

utho

rity.

Iden

tifica

tion

and

prio

ritiz

atio

n of

st

reng

th

and

wea

knes

ses,

oppo

rtuni

ties

and

thre

ats,

relev

ant t

o th

e Lo

cal A

utho

rity.

Plan

s ha

ve

been

pr

epar

ed

in

resp

ect

of

iden

tifyin

g an

d pr

iorit

izin

g th

e ta

rget

s. M

ilest

ones

/ be

nchm

arks

in

re

spec

t of

exp

ecte

d ta

rget

s ha

ve

been

iden

tified

, clea

rly.

The

sust

ainab

ility

of

the

proc

ess

of p

lanni

ng h

as b

een

assu

red.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es a

to a

ar

e in

pl

ace

Act

iviti

es a

to d

ar

e in

pl

ace

Act

iviti

es a

to e

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

.

1.5

276

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Plan

ning

Ca

pacit

y 15

.2 i.

ii.

iii.

iv.

v.

vi

vii

Ann

ual P

lan

Pla

ns

cont

aine

d in

th

e m

ediu

m

term

pl

an

rele

vant

to

th

e cu

rren

t ye

ar

and

iden

tifi

ed

new

pr

ojec

ts

in

resp

ect

of t

he c

urre

nt y

ear,

ha

ve b

een

prio

riti

zed.

Fi

nanc

ial p

rovi

sion

requ

ired

for

thos

e pr

ojec

ts h

as b

een

inclu

ded

in th

e bu

dget

est

imat

es.

Act

ion

plan

s ha

ve b

een

prep

ared

an

d im

plem

ente

d in

res

pect

of

ever

y ac

tivity

men

tione

d in

the

an

nual

plan

. A

ssist

ance

of

all

st

akeh

olde

rs

relev

ant t

o th

e im

plem

enta

tion

of

the

annu

al pl

an

has

been

ob

tain

ed.

Ass

istan

ce o

f co

mm

unity

bas

ed

orga

niza

tions

an

d vo

lunt

ary

orga

niza

tions

sho

uld

have

bee

n ob

tain

ed.

Peop

le ha

ve b

een

mad

e aw

are

of

the

activ

ities

co

ntain

ed

in

the

deve

lopm

ent p

lan.

Ass

istan

ce r

equi

red

to m

onito

r ea

ch a

nd e

very

act

ivity

in

the

deve

lopm

ent

plan

ha

s be

en

obta

ined

from

the

com

mun

ity.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es i

n i t

o iv

are

in

plac

e

Act

iviti

es i

n i a

nd

v ar

e in

pl

ace

Act

iviti

es i

to v

i ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

1.5

277

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Plan

ning

Ca

pacit

y 15

.3 i.

ii.

iii.

iv.

v.

vi.

vii.

Impl

emen

tatio

n of

th

e A

nnua

l Pl

an

Wor

ksho

ps h

ave

been

con

ducte

d to

m

ake

awar

e th

e sta

ff ab

out

the

impl

emen

tatio

n of

acti

vities

rela

ting

to ea

ch fu

nctio

n of

the p

lan.

Func

tions

as

signe

d to

ea

ch

offic

er h

as b

een

ente

red

in h

is ca

ll up

diar

y. E

very

of

ficer

w

ho

is as

signe

d fu

nctio

ns o

f th

e an

nual

plan

has

su

bmitt

ed a

dvan

ce p

rogr

amm

es

relev

ant t

o th

e cu

rren

t yea

r. Pr

ior a

ppro

val h

as b

een

obta

ined

fo

r th

e m

onth

ly ad

vanc

ed

prog

ram

me

relev

ant

to

that

an

nual

adva

nced

pro

gram

me.

Shor

tcom

ings

id

entif

ied

acco

rdin

g to

ad

vanc

ed

prog

ram

mes

an

d fo

llow

up

pr

ogra

mm

es h

ave

been

rect

ified

. D

evelo

pmen

t Ad

visor

y Co

mm

ittee

/ Co

mm

ittee

has

revie

wed

the p

rogr

ess

of th

e im

plem

entat

ion

of an

nual

plan

an

d re

porte

d.

Coun

cil h

as t

aken

dec

ision

s to

ov

erco

me

wea

knes

ses

appe

arin

g in

the

rep

ort

refe

rred

to

in v

i ab

ove.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es i

n i t

o iv

are

in

plac

e

Act

iviti

es i

n i a

nd

v ar

e in

pl

ace

Act

iviti

es i

to v

i ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

1.5

278

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Plan

ning

Ca

pacit

y 15

.4 i.

ii.

iii.

iv.

v.

Spec

ial P

roje

ct P

lanni

ng

Reve

nue

prom

otio

n pr

ogra

mm

es

of

the

Coun

cil

have

be

en

iden

tified

with

the

inv

olve

men

t of

D

evelo

pmen

t A

dviso

ry

Com

mitt

ee/

Com

mitt

ee a

nd t

he

priv

ate

sect

or.

Act

ion

has

been

take

n to

iden

tify

and

acqu

ire

lands

ne

eded

fo

r pr

ojec

ts id

entif

ied in

i ab

ove.

Plan

s ha

ve

been

m

ade

for

obta

inin

g fin

ancia

l pr

ovisi

on

nece

ssar

y fo

r pr

ojec

ts r

efer

red

to

in i

abo

ve a

nd i

n th

e m

ediu

m

term

plan

. A

pro

ject p

lan h

as b

een

prep

ared

in

re

spec

t of

ev

ery

spec

ial

proj

ect.

Min

ister

’s ap

prov

al ha

s be

en

obta

ined

, w

here

pro

jects

are

of

com

mer

cial n

atur

e.

Basic

ac

tiviti

es

are

not

prop

erly

in

plac

e

Act

iviti

es i

n i a

nd

ii ar

e in

pl

ace

Act

iviti

es i

n i t

o iii

are

in

plac

e

Act

iviti

es i

to iv

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

1.5

279

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

D

) – T

he R

ole

of L

ocal

Aut

horit

ies in

ach

ievin

g M

illen

nium

Dev

elopm

ent G

oals

Not

e :

Pane

l of

Eva

luat

ions

are

req

uest

ed t

o, f

irst

exam

ine

whe

ther

crit

eria

prin

ted

in b

old

lette

rs a

mon

g th

e cr

iteria

tha

t sh

ould

be

exam

ined

are

com

plet

ed a

nd o

nly

if th

ey a

re c

ompl

eted

, to

proc

eed

with

the

evalu

atio

n an

d if

crite

ria p

rinte

d in

bol

d let

ters

are

no

t com

plet

ed to

trea

t the

m a

s not

com

plet

ed a

nd to

pro

ceed

with

the

evalu

atio

n of

nex

t crit

eria.

16

Mill

enni

um

Dev

elopm

ent

Goa

ls

16.1

i. ii.

iii

. iv

.

Alle

viat

ion

of

Abj

ect

Pove

rty a

nd H

unge

r. Ro

ads

have

be

en

main

tain

ed

so

as

to

facil

itate

the

tra

nspo

rt of

pr

oduc

e in

th

e Lo

cal

Aut

horit

y ar

ea,

to

the

mar

ket.

An

easy

ac

cess

to

m

arke

ting

has

been

ar

rang

ed fo

r the

pro

duce

in

the

area

. In

cent

ives

ha

ve

been

pr

ovid

ed

for

enga

ging

in

pr

oduc

tion

activ

ities

by

ut

ilizi

ng lo

cal r

esou

rces

. Ta

xes

have

bee

n im

pose

d on

und

evelo

ped

lands

, in

th

e pr

oper

man

ner

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in i

are

in

plac

e

Act

iviti

es

in i

and

ii ar

e in

pl

ace

Act

iviti

es

i to

iii a

re

in p

lace

All

activ

ities

ar

e co

mpl

eted

2.0

16.2

i.

The

Goa

l of

Pr

ovid

ing

Prim

ary

Edu

catio

n fo

r A

ll ha

s bee

n ac

hiev

ed.

Act

ion

has

been

tak

en t

o m

inim

ize

the

shor

tcom

ings

in

pre

-sch

ools

of th

e ar

ea.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in i

to iv

ar

e in

pl

ace

Act

iviti

es

in i

and

v ar

e in

pl

ace

Act

iviti

es

i to

vi a

re

in p

lace

All

activ

ities

ar

e co

mpl

eted

1.5

280

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Mill

enni

um

Dev

elop

men

t G

oals

ii.

iii.

iv.

v.

vi.

vii.

Scho

ol b

ooks

and

equ

ipm

ent

have

bee

n pr

ovid

ed to

chi

ldre

n in

low

inco

me

fam

ilies

. D

ay

care

ce

ntre

s ha

ve

been

es

tabl

ished

and

main

tain

ed.

Non

-gov

ernm

enta

l or

gani

zatio

ns

have

be

en

enco

urag

ed to

run

pre-

scho

ols.

Act

ion

has

been

tak

en t

o tra

in

pre-

scho

ol

teac

hers

w

ith

the

assis

tanc

e of

relev

ant a

genc

ies.

Act

ion

has

been

ta

ken

to

obta

in

equi

pmen

t fo

r pr

e-sc

hool

s, fr

om

non-

gove

rnm

enta

l org

aniz

atio

ns.

Reha

bilit

atio

n ce

ntre

s fo

r di

sabl

ed

child

ren

have

be

en

esta

blish

ed a

nd m

ainta

ined

.

16.3

i.

Equ

al Tr

eatm

ent

for

Wom

en

and

Men

and

Em

pow

erm

ent

of W

omen

. A

fem

ale r

epre

sent

atio

n ov

er

25%

in

th

e m

embe

rshi

p of

D

evelo

pmen

t A

dviso

ry

Com

mitt

ee

has

been

m

ainta

ined

.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in i

and

ii ar

e in

pl

ace

Act

iviti

es

in i

to ii

i ar

e in

pl

ace

Act

iviti

es

i to

iv

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

281

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Mill

enni

um

Dev

elop

men

t G

oals

ii.

iii.

iv.

v.

Wom

en’s

deve

lopm

ent

prog

ram

mes

ha

ve

been

im

plem

ente

d.

Awar

enes

s wo

rksh

ops

have

bee

n he

ld

in

resp

ect

of

dom

estic

vio

lence

and

child

abus

e. Pr

ogra

mm

es o

n eq

ual

treatm

ent

for

men

and

wom

en h

ave

been

im

plem

ented

with

the i

nvol

vem

ent

of

Read

er

Socie

ties

and

Com

mun

ity C

entre

s. D

evelo

pmen

t of

lib

rary

fa

ciliti

es

for

the

purp

ose

of

enco

urag

ing

com

mun

ity

empo

wer

men

t.

16.4

i. ii.

iii

. iv

. v.

Dec

reas

e of

Chi

ld M

orta

lity

Hea

lth e

duca

tion

prog

ram

mes

on

m

ater

nity

nu

tritio

n ha

ve

been

impl

emen

ted.

A

war

enes

s ha

s be

en

crea

ted

abou

t fa

mily

pl

anni

ng

and

fam

ily h

ealth

. O

ppor

tuni

ty h

as b

een

prov

ided

to

obt

ain p

ure

drin

king

wat

er.

Aw

aren

ess

wor

ksho

ps

have

be

en

cond

ucte

d on

pr

imar

y he

alth

and

sani

tary

hab

its.

Imag

inat

ion

prog

ram

mes

hav

e be

en im

plem

ente

d.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in i

and

ii ar

e in

pl

ace

Act

iviti

es

in i

to ii

i ar

e in

pl

ace

Act

iviti

es

i to

iv

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

282

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Mill

enni

um

Dev

elopm

ent

Goa

ls

16.5

i. ii.

iii

. iv

. v.

Impr

ovem

ent

of

Mat

erni

ty

Hea

lth

Hea

lth e

duca

tion

prog

ram

mes

ha

ve

been

im

plem

ente

d in

re

spec

t of m

ater

nity

hea

lth.

Aw

aren

ess

has

been

cr

eate

d ab

out

fam

ily

plan

ning

an

d fa

mily

hea

lth.

Mea

sure

s ha

ve b

een

take

n to

pr

even

t ille

gal a

borti

on.

Peop

le ha

ve b

een

purs

ued

to

culti

vate

nut

ritio

nal c

rops

. A

lloca

tion

of a

dequ

ate

finan

cial

prov

ision

fo

r pr

e-na

tal

and

ante

-nat

al cli

nics

.

Basic

ac

tiviti

es

are

not i

n pl

ace

prop

erly

Act

iviti

es

in i

and

ii ar

e in

pl

ace

Act

iviti

es

in i

to ii

i ar

e in

pl

ace

Act

iviti

es

i to

iv

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

16.6

i. ii.

iii

.

Act

ion

again

st

Dise

ases

lik

e D

engu

e, Ch

ikun

guny

a, Ja

pane

se

Enc

epha

litis,

Ra

t Fe

ver,

Mala

ria a

nd H

IV/A

IDS.

G

arba

ge d

ispos

al by

the

Loc

al A

utho

rity

has

been

main

tain

ed

at a

satis

fact

ory

level.

Pe

ople

have

bee

n m

ade

awar

e of

th

e ne

ed

to

keep

va

cant

lan

ds fr

ee o

f jun

gle

Step

s ha

ve

been

ta

ken

to

min

imiz

e th

e pl

aces

of

m

osqu

ito b

reed

ing.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es

in i

and

ii ar

e in

pl

ace

Act

iviti

es

in i

to ii

i ar

e in

pl

ace

Act

iviti

es

i to

iv

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

283

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poo

r =

0

Wea

k =

1

Ave

rage

=

2

Goo

d =

3

Ver

y G

ood

=4

(P

oint

x

Wei

ght)

Mill

enni

um

Dev

elopm

ent

Goa

ls

iv.

v.

vi.

vii.

viii.

Lega

l acti

on h

as b

een

taken

again

st pe

rsons

who

fail

to

follo

w ste

ps

refe

rred

to in

iii ab

ove.

Act

ion

has

been

ta

ken

for

dest

royin

g m

osqu

itoes

an

d m

eans

of m

osqu

itoes

bre

edin

g.

Peop

le ha

ve b

een

mad

e aw

are

abou

t HIV

/AID

S.

Step

s ha

ve

been

ta

ken

to

ensu

re h

ealth

saf

ety

of p

igge

ry

farm

s in

the

Loc

al A

utho

rity

area

. St

eps

have

be

en

take

n to

de

stro

y ra

ts, b

reed

ing

in h

ouse

s an

d pa

ddy

lands

.

16.7

i. ii.

iii

. iv

.

Ens

urin

g th

e Su

stain

abili

ty o

f th

e E

nviro

nmen

t. A

ctio

n ha

s be

en

take

n to

es

tabl

ish

gree

n zo

nes

with

in

the

Loca

l Aut

horit

y ar

ea.

Plac

es

whe

re

ther

e is

air

pollu

tion

have

be

en

brou

ght

unde

r con

trol.

Plac

es w

here

haz

ardo

us w

aste

is

gene

rate

d ha

ve b

een

brou

ght

unde

r con

trol.

Step

s ha

ve

been

ta

ken

to

prot

ect

wat

er c

atch

men

ts a

reas

an

d w

ater

sour

ces.

Basic

ac

tiviti

es

are

not

prop

erly

inpl

ace

Act

iviti

es

in i

to v

i ar

e in

pl

ace

Act

iviti

es

in i

to v

ii ar

e in

pl

ace

Act

iviti

es

i to

viii

are

in

plac

e

All

activ

ities

ar

e co

mpl

eted

1.5

284

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poor

=

0 W

eak

=

1 A

vera

ge

= 2

G

ood

=

3 V

ery

Goo

d =

4

(Poi

nt x

W

eigh

t)

M

illen

nium

D

evelo

pmen

t G

oals

v.

vi.

vii.

viii.

ix

.

Step

s ha

ve

been

ta

ken

to

prev

ent

fillin

g w

ater

so

urce

s an

d ad

ding

was

te to

them

. Pe

ople

have

bee

n m

ade

awar

e ab

out

min

imiz

ing

the

use

of

inse

ctici

des

and

chem

ical

ferti

lizer

, in

ag

ricul

tura

l ac

tiviti

es.

Step

s ha

ve

been

ta

ken

to

min

imiz

e th

e lo

tting

of

lands

w

ithin

th

e Lo

cal

Aut

horit

y ar

ea, b

y ap

plyin

g re

levan

t law

s. A

ctio

n ha

s be

en

take

n to

re

mov

e an

d co

ntro

l un

auth

oriz

ed c

onst

ruct

ions

in

the

Loca

l Aut

horit

y ar

ea.

Act

ion

has

been

ta

ken

to

regu

late

bill

boar

ds a

nd p

oste

rs

with

in

the

Loca

l A

utho

rity

area

.

16.8

i. ii.

Build

ing

a Lo

cal

Partn

ersh

ip

for D

evelo

pmen

t. St

eps h

ave

been

take

n to

bui

ld u

p or

gani

zatio

ns o

f va

rious

acti

vists

in th

e Loc

al Au

thor

ity ar

ea.

Disc

ussio

ns

have

be

en

held

, pe

riodi

cally

, wi

th

repr

esen

tative

s of

org

aniza

tions

ref

erre

d to

in

i ab

ove.

Basic

ac

tiviti

es

are

not

prop

erly

in p

lace

Act

iviti

es i

n i a

nd

ii ar

e in

pl

ace

Act

iviti

es

in i

to ii

i ar

e in

pl

ace

Act

iviti

es i

to iv

ar

e in

pl

ace

All

activ

ities

ar

e co

mpl

eted

1.5

285

Se

ctor

Indi

cato

r

Eva

luat

ion

Weight

Scor

e

Poor

=

0 W

eak

=

1 A

vera

ge

= 2

G

ood

=

3 V

ery

Goo

d =

4

(Poi

nt x

W

eigh

t)

M

illen

nium

D

evelo

pmen

t G

oals

iii.

iv.

v.

Ass

istan

ce o

f N

GO

s ha

s be

en

obta

ined

for

Loc

al A

utho

rity

activ

ities

. Pa

rticip

atio

n of

or

gani

zatio

ns

refe

rred

to

in i

and

iii

abov

e ha

s be

en o

btain

ed i

n dr

aftin

g th

e an

nual

budg

et.

Vig

ilanc

e Co

mm

ittee

s ha

ve

been

app

oint

ed f

or o

vers

eein

g th

e de

velo

pmen

t pr

ojec

ts a

nd

getti

ng

info

rmat

ion

abou

t th

em,

impl

emen

ted

in

the

Loca

l Aut

horit

y ar

ea.

Follo

w th

e pr

oced

ure

give

n in

the

list o

f ins

truct

ions

and

mar

k √

in th

e re

leva

nt c

olum

n an

d th

en m

ultip

ly th

e pr

ofic

iency

poi

nt in

that

co

lum

n by

the

valu

e of

weig

ht a

nd re

cord

the

scor

e of

mar

ks.

286

6.2

Loca

l Aut

hori

ty P

erfo

rman

ce E

nhan

cem

ent

and

Con

solid

atio

n T

ool (

PE

RF

ECT

) – F

orm

at f

or E

nter

ing

Mar

ks

……

……

……

.…Pr

ovin

ce -

……

……

……

……

….D

istr

ict

-……

..……

……

…..M

unic

ipal

Cou

ncils

/Urb

an C

ounc

il/ P

rade

shiy

a Sa

bha

Se

ctor

Indi

cato

r

Eval

uati

on P

oint

(A)

Weight (B)

Sc

ore

Poo

r =

0

Wea

k =

1 A

vera

ge

=2

Goo

d =

3 V

ery

Goo

d =

4

(A x

B

)

(A)

Eff

ecti

ve u

se o

f Lo

cal A

utho

rity

Res

ourc

es in

pro

vidi

ng s

ervi

ces

to t

he C

omm

unit

y (O

ffic

e M

anag

emen

t an

d A

dmin

istr

atio

n)

01.

Hum

an

Reso

urce

M

anag

emen

t

01.1

D

utie

s and

Res

pons

ibili

ties

1.

5

Foot

note

for 0

1.1

01.2

Pe

rfor

man

ce A

ppra

isal o

f the

Sta

ff

1.5

Foot

note

for 0

1.2

01.3

Pe

rson

nel M

anag

emen

t and

Welf

are

1.

5

Foot

note

for 0

1.3

02.

Off

ice

Man

agem

ent

02.1

O

ffic

e La

yout

1.5

Foot

note

for 0

2.1

02.2

M

onth

ly M

anag

emen

t Com

mitt

ee

1.

5

Foot

note

02.

2

02.3

Fi

les a

nd D

ata

Man

agem

ent

3.

75

Foot

note

02.

3

Follo

w th

e pr

oced

ure

give

n in

the

list o

f ins

truct

ions

and

mar

k √

in th

e re

leva

nt c

olum

n an

d th

en m

ultip

ly th

e pr

ofic

iency

poi

nt in

that

co

lum

n by

the

valu

e of

weig

ht a

nd re

cord

the

scor

e of

mar

ks.

287

Se

ctor

Indi

cato

r

Eva

luat

ion

Poin

t (A

)

Weight (B)

Sc

ore

Poo

r =

0

Wea

k =

1 A

vera

ge

=2

Goo

d =

3 V

ery

Goo

d =

4

(A x

B

)

03.

Fina

ncial

M

anag

emen

t 03

.1

Budg

et F

orm

ulat

ion

2.

0

Foot

note

for 0

3.1

03.2

A

ccou

ntin

g an

d Re

porti

ng

1.

5

Foot

note

for 0

3.2

03.3

Fi

nanc

ial C

ontro

l and

Mon

itorin

g

3.75

Foot

note

for 0

3.3

03.4

Re

venu

e G

ener

atio

n

1.5

Foot

note

for 0

3.4

03.5

Re

venu

e Co

llect

ion

and

Man

agem

ent

1.

5

Foot

note

for 0

3.5

03.6

Su

sten

ance

of F

inan

cial D

iscip

line

2.

0

Foot

note

for 0

3.6

03.7

In

tern

al Co

ntro

l

Foot

note

for 0

3.7

Follo

w th

e pr

oced

ure

give

n in

the

list o

f ins

truct

ions

and

mar

k √

in th

e re

leva

nt c

olum

n an

d th

en m

ultip

ly th

e pr

ofic

iency

poi

nt in

that

co

lum

n by

the

valu

e of

weig

ht a

nd re

cord

the

scor

e of

mar

ks.

288

Se

ctor

Indi

cato

r

Eva

luat

ion

Poi

nt (A

)

Weight (B)

Sc

ore

Poo

r =

0

Wea

k =

1 A

vera

ge

=2

Goo

d =

3 V

ery

Goo

d =

4

(A x

B

)

(B)

Eff

icie

nt P

erfo

rman

ce in

res

pect

of

Loca

l Aut

hori

ty R

espo

nsib

iliti

es (P

rovi

sion

of S

ervi

ces)

04

.

Publ

ic H

ealth

an

d Sa

nita

tion

04.1

E

nfor

cem

ent o

f Law

s

1.0

Fo

otno

te fo

r 04.

1 04

.2

Sani

tatio

n

1.0

Fo

otno

te fo

r 04.

2 04

.3

Colle

ctio

n of

Sol

id W

aste

2.5

Fo

otno

te fo

r 04.

3 04

.4

Initi

atio

n of

Min

imiz

atio

n So

lid

Was

te

2.

5

Foot

note

for 0

4.4

04.5

D

ispos

al of

Sol

id W

aste

and

Se

rvice

Man

agem

ent

2.

5

Foot

note

for 0

4.5

04.6

Pr

even

tion

of

Infe

ctio

us

Dise

ases

1.

0

Foot

note

for 0

4.6

04.7

M

ater

nity

an

d Ch

ild

Care

Se

rvice

s

1.0

Foot

note

for 0

4.7

04

.8

Food

Hyg

iene

1.

0

Foot

note

for 0

4.8

Follo

w th

e pr

oced

ure

give

n in

the

list o

f ins

truct

ions

and

mar

k √

in th

e re

leva

nt c

olum

n an

d th

en m

ultip

ly th

e pr

ofic

iency

poi

nt in

that

co

lum

n by

the

valu

e of

weig

ht a

nd re

cord

the

scor

e of

mar

ks.

289

Se

ctor

Indi

cato

r

Eva

luat

ion

Poin

t (A

)

Weight (B)

Sc

ore

Poo

r =

0

Wea

k =

1 A

vera

ge

=2

Goo

d =

3 V

ery

Goo

d =

4

(A x

B

)

05.

Man

agem

ent o

f Ro

ads a

nd R

ain

Wat

er D

rain

age

05.1

Re

cord

s of i

nfor

mat

ion

abou

t Ro

ads a

nd D

rain

s

2.5

Foot

note

for 0

5.1

05.2

Ra

in w

ater

dra

ins

2.

5

Foot

note

for 0

5.2

05.3

M

ainte

nanc

e an

d Re

pairs

2.5

Foot

note

for 0

5.3

05.4

Ro

unda

bout

s and

Pav

emen

ts

1.

0

Foot

note

for 0

5.4

05.5

N

amin

g of

Roa

ds

1.

0

Foot

note

for 0

5.5

05.6

Pr

ivat

e Ro

ads

1.

0

Foot

note

for 0

5.6

Follo

w th

e pr

oced

ure

give

n in

the

list o

f ins

truct

ions

and

mar

k √

in th

e re

leva

nt c

olum

n an

d th

en m

ultip

ly th

e pr

ofic

iency

poi

nt in

that

co

lum

n by

the

valu

e of

weig

ht a

nd re

cord

the

scor

e of

mar

ks.

290

Se

ctor

Indi

cato

r

Eva

luat

ion

Poin

t (A

)

Weight (B)

Sc

ore

Poo

r =

0

Wea

k =

1 A

vera

ge

=2

Goo

d =

3 V

ery

Goo

d =

4

(A x

B

)

06.

Com

mon

A

men

ities

06

.1

Mar

kets

/Pub

lic M

arke

ts

1.

0

Foot

note

for 0

6.1

06.2

W

eekl

y Fa

irs

1.

0

Foot

note

for 0

6.2

06.3

St

reet

Lig

htin

g

1.0

Foot

note

for 0

6.3

06.4

Su

pply

of D

rinki

ng W

ater

1.0

Foot

note

for 0

6.4

06.5

Pu

blic

bath

ing

plac

es

1.

0

Foot

note

for 0

6.5

06.6

Fi

re H

azar

d Pr

even

tion

Serv

ices

1.

0

Foot

note

for 0

6.6

Follo

w th

e pr

oced

ure

give

n in

the

list o

f ins

truct

ions

and

mar

k √

in th

e re

leva

nt c

olum

n an

d th

en m

ultip

ly th

e pr

ofic

iency

poi

nt in

that

co

lum

n by

the

valu

e of

weig

ht a

nd re

cord

the

scor

e of

mar

ks.

291

Se

ctor

Indi

cato

r

Eva

luat

ion

Poin

t (A

)

Weight (B)

Sc

ore

Poor

=

0 W

eak

=1

Ave

rage

=

2 G

ood

=3

Ver

y G

ood

=4

(A x

B

)

07.

Wel

fare

Ser

vice

s 07

.1

Man

agem

ent

of L

ibra

ries

and

Read

ing

room

s

2.5

Foot

note

for 0

7.1

07.2

Se

rvice

s co

vere

d by

Li

brar

ies

and

Read

ing

room

s

2.5

Foot

note

for 0

7.2

07.3

Q

ualit

y of

Ser

vice

s pr

ovid

ed b

y Li

brar

ies a

nd R

eadi

ng ro

oms

2.

5

Foot

note

for 0

7.3

07.4

Pl

aygr

ound

s and

Pav

ilion

s

1.0

Fo

otno

te fo

r 07.

4 07

.5

Pre-

scho

ols

and

Day

Ca

re

Cent

res

1.

0

Foot

note

for 0

7.5

07.6

Ce

met

erie

s and

Cre

mat

oria

1.

0

Foot

note

for 0

7.6

Follo

w th

e pr

oced

ure

give

n in

the

list o

f ins

truct

ions

and

mar

k √

in th

e re

leva

nt c

olum

n an

d th

en m

ultip

ly th

e pr

ofic

iency

poi

nt in

that

co

lum

n by

the

valu

e of

weig

ht a

nd re

cord

the

scor

e of

mar

ks.

292

Se

ctor

Indi

cato

r

Eval

uati

on P

oint

(A)

Weight (B)

Scor

e

Poo

r =

0

Wea

k =

1 A

vera

ge

=2

Goo

d =

3 V

ery

Goo

d =

4

(A x

B

)

08.

Regu

lator

y Se

rvice

s Re

gulat

ory

Serv

ices

08.1

Le

gal c

apac

ity re

leva

nt to

E

nviro

nmen

tal M

anag

emen

t an

d Pr

otec

tion

1.

0

Foot

note

for 0

8.1

08.2

In

itiat

ives

in E

nviro

nmen

tal

Man

agem

ent a

nd P

rote

ctio

n

1.0

Foot

note

for 0

8.2

08.3

E

nviro

nmen

tal P

rote

ctio

n Li

cenc

es

1.

5

Foot

note

for 0

8.3

08.4

M

ainte

nanc

e of

Veh

icles

/

Mac

hine

ry

2.5

Foot

note

for 0

8.4

08.5

M

ainte

nanc

e of

Fix

ed A

sset

s

2.5

Fo

otno

te fo

r 08.

5 08

.6

Cons

truct

ion

Build

ing

Regu

latio

ns

1.5

Foot

note

for 0

8.6

Follo

w th

e pr

oced

ure

give

n in

the

list o

f ins

truct

ions

and

mar

k √

in th

e re

leva

nt c

olum

n an

d th

en m

ultip

ly th

e pr

ofic

iency

poi

nt in

that

co

lum

n by

the

valu

e of

weig

ht a

nd re

cord

the

scor

e of

mar

ks.

293

Se

ctor

Indi

cato

r

Eval

uati

on P

oint

(A)

Weight (B)

Scor

e

Poo

r =

0

Wea

k =

1 A

vera

ge

=2

Goo

d =

3 V

ery

Goo

d =

4

(A x

B

)

(C)

Loc

al A

utho

riti

es A

ctin

g on

Pri

ncip

les

of G

ood

Gov

erna

nce

(Goo

d G

over

nanc

e)

09.

Com

mun

ity

Parti

cipa

tion

09.1

A

Com

mun

ity

Parti

cipat

ion

in

decis

ion

mak

ing

with

a f

orm

al de

legat

ion

of

pow

ers

(Mun

icip

al Co

uncil

s)

3.0

09.1

B Co

mm

unity

Pa

rticip

atio

n in

de

cisio

n m

akin

g w

ith a

for

mal

deleg

atio

n of

po

wer

s (U

rban

Co

uncil

s an

d Pr

ades

hiya

Sa

bhas

)

Foot

not

e fo

r 09.

1 (P

lease

take

n ca

re to

reco

rd th

e sc

ore

unde

r thi

s ite

m, i

n 09

.1A

col

umn,

in re

spec

t of

Mun

icipa

l Cou

ncils

and

in 0

9.1

B co

lum

n in

resp

ect o

f Urb

an C

ounc

ils a

nd P

rade

shiya

Sa

bhas

)09

.2

Com

mun

ity P

artic

ipat

ion

for

activ

ities

of t

he L

ocal

Aut

horit

y.

1.

5

Foot

note

for 0

9.2

09.3

Co

mm

unity

Bas

ed

Org

aniz

atio

ns/

Vol

unta

ry

Org

aniz

atio

ns

1.

5

Foot

note

for 0

9.3

Follo

w th

e pr

oced

ure

give

n in

the

list o

f ins

truct

ions

and

mar

k √

in th

e re

leva

nt c

olum

n an

d th

en m

ultip

ly th

e pr

ofic

iency

poi

nt in

that

co

lum

n by

the

valu

e of

weig

ht a

nd re

cord

the

scor

e of

mar

ks.

294

Se

ctor

Indi

cato

r

Eva

luat

ion

Poi

nt (A

)

Weight (B)

Scor

e

Poo

r =

0

Wea

k =

1 A

vera

ge

=2

Goo

d =

3 V

ery

Goo

d =

4

(A x

B

)

10.

Act

ing

in

Com

plian

ce w

ith

Stat

utor

y Pr

ovisi

ons

10.1

By

-law

s and

oth

er L

aws

2.

75

Fo

otno

te fo

r 10.

110

.2

Impl

emen

tatio

n of

Loc

al G

over

nmen

t Ref

orm

s Circ

ular

s

2.75

Foot

note

for 1

0.2

11.

Tran

spar

ency

11.1

Co

uncil

Mee

tings

1.5

Fo

otno

te fo

r 11.

1 11

.2

Publ

ic Co

mm

unica

tion

2.25

Foot

note

for 1

0.2

11.3

Te

nder

s and

con

tract

s1.

5Fo

otno

te fo

r 11.

3 11

.4

Citiz

ens C

harte

r1.

5Fo

otno

te fo

r 11.

4 12

. Re

spon

siven

ess

12.1

Pu

blic

Com

plain

ts a

nd R

edre

ss

1.

5

Foot

note

for 1

2.1

12.2

Re

spon

ding

to W

ritte

n Co

mm

unica

tions

1.5

Foot

note

for 1

2.2

12.3

Cl

ose

Relat

ions

hip

with

the

Gen

eral

Publ

ic

1.5

Foot

note

for 1

2.3

Follo

w th

e pr

oced

ure

give

n in

the

list o

f ins

truct

ions

and

mar

k √

in th

e re

leva

nt c

olum

n an

d th

en m

ultip

ly th

e pr

ofic

iency

poi

nt in

that

co

lum

n by

the

valu

e of

weig

ht a

nd re

cord

the

scor

e of

mar

ks.

295

Se

ctor

Indi

cato

r

Eva

luat

ion

Poi

nt (A

)

Weight (B)

Scor

e

Poo

r =

0

Wea

k =

1 A

vera

ge

=2

Goo

d =

3 V

ery

Goo

d =

4

(A x

B

)

13.

Equ

ality

13.1

(M

ale/F

emale

) Gen

der E

quali

ty

1.5

Fo

otno

te fo

r 13.

113

.2

Prov

ision

of

Serv

ices

to e

very

M

embe

r of t

he C

omm

unity

1.5

Foot

note

for 1

3.2

13.3

Co

nflic

t Res

olut

ion

1.

5

Foot

note

for 1

3.3

14.

Resp

onsib

ility

an

d A

ccou

ntab

ility

14.1

Le

ader

ship

1.5

Fo

otno

te fo

r 14.

1 14

.2

Acc

ount

abili

ty2.

75Fo

otno

te fo

r 14.

2 15

.

Plan

ning

cap

acity

15.1

St

rate

gic

Plan

s/M

ediu

m

term

Pl

ans

1.

5

Foot

note

for 1

5.1

15.2

A

nnua

l Plan

1.5

Foot

note

for 1

5.2

15.3

Im

plem

enta

tion

of A

nnua

l Plan

1.5

Foot

note

for 1

5.3

15.4

Sp

ecial

Pro

ject

Plan

s

Foot

note

for 1

5.4

Follo

w th

e pr

oced

ure

give

n in

the

list o

f ins

truct

ions

and

mar

k √

in th

e re

leva

nt c

olum

n an

d th

en m

ultip

ly th

e pr

ofic

iency

poi

nt in

that

co

lum

n by

the

valu

e of

weig

ht a

nd re

cord

the

scor

e of

mar

ks.

296

Se

ctor

Indi

cato

r

Eva

luat

ion

Poin

t (A

)

Weight (B)

Scor

e

Poo

r =

0

Wea

k =

1 A

vera

ge

=2

Goo

d =

3 V

ery

Goo

d =

4

(A x

B

)

(D)

Rol

e of

Loc

al A

utho

riti

es in

ach

ievi

ng M

illen

nium

Dev

elop

men

t G

oals

16

.

Mill

enni

um

Dev

elopm

ent

Goa

ls

16.1

A

llevi

atio

n of

A

bjec

t Po

verty

an

d H

unge

r

2.0

Foot

note

for 1

6.1

16.2

A

chiev

ing

the

objec

tive

of

prov

idin

g Pr

imar

y E

duca

tion

to

all

1.

5

Foot

note

for 1

6.2

16.3

Pr

omot

ion

of G

ende

r E

quali

ty

and

Em

pow

erm

ent o

f Wom

en

1.5

Foot

note

for 1

6.3

16.4

D

ecre

ase

of C

hild

Mor

talit

y

1.5

Fo

otno

te fo

r 16.

416

.5

Impr

ovem

ent

of

Mat

erni

ty

healt

h

1.5

Foot

note

for 1

6.5

16.6

A

ctio

n ag

ainst

di

seas

es

like

Den

gue,

Chik

ungu

nya,

Japa

nese

E

ncep

halit

is, R

at F

ever

, Mala

ria

and

HIV

/AID

S

1.

5

Foot

note

for 1

6.6

16.7

E

nsur

ing

the

Sust

ainab

ility

of

the

Env

ironm

ent

1.

5

Foot

note

for 1

6.7

16.8

Bu

ildin

g a

Loca

l Par

tner

ship

for

Dev

elopm

ent

1.

5

Foot

note

for 1

6.8

Follo

w th

e pr

oced

ure

give

n in

the

list o

f ins

truct

ions

and

mar

k √

in th

e re

leva

nt c

olum

n an

d th

en m

ultip

ly th

e pr

ofic

iency

poi

nt in

that

co

lum

n by

the

valu

e of

weig

ht a

nd re

cord

the

scor

e of

mar

ks.

297

We

certi

fy th

at th

e qu

antu

m o

f mar

ks (s

core

) obt

ained

by

……

……

……

……

……

……

……

.Mun

icipa

l Cou

ncil/

Urb

an

Coun

cil/P

rade

shiya

Sab

ha in

the

dist

rict o

f ……

……

……

……

……

….in

……

……

……

……

..pro

vinc

e, un

der e

ach

item

of t

he

Perf

orm

ance

Com

petit

ion

in re

spec

t of t

he y

ear 2

0……

…, i

s cor

rect

.

1.

Chair

man

of t

he P

anel

of J

udge

s (E

valu

ator

s )- …

……

……

……

..(N

ame

and

Des

igna

tion)

……

……

……

……

……

……

..

…

……

……

……

(Sig

natu

re)…

……

……

……

….

2.

Mem

ber o

f the

Pan

el of

Jud

ges (

Eva

luat

ors)

- ……

……

……

…..(

Nam

e an

d D

esig

natio

n) …

……

……

……

……

……

…..

……

……

……

…(S

igna

ture

)……

……

……

……

.

3.

Mem

ber o

f the

Pan

el of

Judg

es (E

valu

ator

s) -

……

……

……

…..(

Nam

e an

d D

esig

natio

n) …

……

……

……

……

……

…..

……

……

……

…(S

igna

ture

)……

……

……

……

.

Dat

e …

……

……

…. 2

0……

……

…..


6.3 Criteria Summary in respect of the Performance of the Local Authority Province…………………………………… - District ………………………………………… …………………………… Municipal Council/ Urban Council/ Pradeshiya Sabha

Sector

Indicator

Evaluation Point (A) Weight

(B)

Score

0 1 2 3 4 (A x B)

(A) Effective Utilization of Local Authority Resources in Providing Services to the Community (Office Management and Administration)

01

Human Resources Management

01.1

Duties and Responsibilities

1.5

01.2

Performance Appraisal of the Staff

1.5

01.3

Personnel Management and Welfare

1.5

02

Office Management

02.1 Office Layout 1.5 02.2

Monthly Management Committee Meeting

1.5

02.3

Files and Data Management

3.75

03

Financial Management

03.1 Budget Formulation 2.0 03.2

Accounting and Reporting

1.5

03.3

Financial Control and Monitoring

3.75

03.4 Revenue Generation 1.5 03.5

Revenue Collection and Management

1.5

03.6

Sustenance of Financial Discipline

2.0

03.7 Internal Audit 1.5 (B) Efficient Performance in respect of Local Authority Responsibility (Provision of

Services) 04

Public Health and Sanitation

04.1 Enforcement of Laws 1.0 04.2 Sanitation 1.0 04.3

Collection of Solid Waste

2.5

Chapter Six | 299

Sector

Indicator


(B)

Score

0 1 2 3 4 (A x B)

Public Health and Sanitation

04.4 Initiation of Minimizing Solid Waste

2.5

04.5 Disposal of Solid Waste and Service Management

2.5

04.6 Prevention of Infectious Diseases

1.0

04.7

Maternity and Child Care Services

1.0

04.8 Food Hygiene 1.0 05 Management of

Roads and Rain Water Drains

05.1

Information Records about Roads and Drains

2.5

05.2 Rain Water Drains 2.5 05.3

Maintenance and Repairs

2.5

05.4

Roundabouts and Pavements

1.0

05.5 Naming of Streets 1.0 05.6 Private Roads 1.0 06 Public

Amenities 06.1

Markets/Public Markets

1.0

06.2 Weekly Fairs 1.0 06.3 Street Lighting 1.0 06.4

Provision of Drinking Water

1.0

06.5 Public Bathing Places 1.0 06.6

Fire Hazard Prevention Services

1.0

07 Welfare Services

07.1

Management of Libraries and Reading Rooms

2.5

07.2

Services covered by Libraries and Reading Rooms

2.5

07.3

Quality of Services provided by Libraries and Reading Rooms

2.5


Sector

Indicator


(B)

Score

0 1 2 3 4 (A x B)

Welfare Services

07.4 Playgrounds and Pavilions 1.0

07.5

Pre-schools and Day Care Centres

1.0

07.6

Cemeteries and Crematoria 1.5

08 Regulatory Services

08.1

Legal Capacity relevant to Environmental Management and Protection

1.0

08.2

Initiatives in Environmental Management and Protection

1.0

08.3

Environmental Protection Licences

1.5

08.4

Maintenance of Vehicles/Machinery

2.5

08.5

Maintenance of Fixed Assets

2.5

08.6

Construction/Building Regulations

1.5

(C) Local Authorities to act in Conformity with Principles of Good Governance (Good Governance 09 Community

Participation

09.1A

Community Participation in decision making with formal delegation of powers (Municipal Councils)

3.0

09.1B

Community Participation in decision making with formal delegation of powers (Urban Councils and Pradeshiya Sabhas)

09.2 Community Participation for Local Authority Activities

1.5

09.3 Community Based Organizations/Voluntary Organizations

1.5

10 Compliance with Statutory Provisions

10.1 By-Laws and other Laws 2.75

10.2 Implementation of Local Government Reforms Circulars

2.75

Chapter Six | 301

Sector

Indicator


(B)

Score

0 1 2 3 4 (A x B)

11 Transparency 11.1 Council Meetings 1.5 11.2 Public Communication 2.25 11.3 Tenders and Contracts 1.5 11.4 Citizens Charter 1.5 12 Responsiveness 12.1

Public Complaints and Solutions

1.5

12.2

Responding to Written Communications

1.5

12.3

Close Relationship with the General Public

1.5

13 Equality

13.1

(Female/Male) Gender Equality

1.5

13.2

Provision of Services to Every Member of the Community

1.5

13.3 Conflict Resolution 1.5 14 Responsibility

and Accountability

14.1 Leadership 1.5

14.2 Accountability 2.75 15 Planning

Capacity

15.1

Strategic Plans/Medium Term Plan

1.5

15.2 Annual Plan 1.5 15.3

Implementation of Annual Plan

1.5

15.4 Special Project Plans 1.5 (d) Role of Local Authorities in achieving Millennium Development Goals) 16 Millennium

Development Goals

16.1

Alleviation of Abject Poverty and Hunger

2.0

16.2

Achievement of the Goal of Providing Primary Education for all

1.5

16.3

Equal Treatment for Women and Men and Empowerment of Women

1.5

16.4

Decrease of Child Mortality

1.5

16.5

Improvement of Maternity Health

1.5


Sector

Indicator


(B)

Score

0 1 2 3 4 (A x B)

16.6

Action against diseases like Dengu, Chikungunya, Japanese Encephalitis, Rat Fever, Malaria and HIV/Aids

1.5

16.7

Ensuring the Sustainability of the Environment

1.5

16.8

Building a Local Partnership for Development

1.5

Enter the score of points, by marking √ in the relevant column and by multiplying the proficiency score in that column, by the value of the weight. ………………………………Province………………………………………..District We certify that the quantum of marks obtained by ………………………………………… Municipal Council/Urban Council/Pradeshiya Sabha, under each item in the Performance Competition in respect of the year 20……, as stated above, is correct.

1. Chairman of the Panel of Judges (Evaluators) …………………………………………..

(Name and Designation) …………………………………………..

(Signature) …………………………………………..

2. Member of the Panel of Judges (Evaluators) …………………………………………..


(Signature) …………………………………………..

3. Member of the Panel of Judges (Evaluators) …………………………………………..


(Signature) …………………………………………..

Date :-………….20

Chapter Six | 303

Chapter 7_____________________________ 7.1 Local Authority Performance & Competition District Level Evaluation Sheet.

Local Authority Performance Enhancement and Consolidation Tool (PERFECT)

District results. Province :……………………………... District :…..…………………….. Category of Local Authorities : Municipal Councils/Urban Councils/Pradeshiya Sabhas * (* Delete what is not applicable.)

Serial No. Name of the Local Authority

Marks Earned (According to subject areas)

Total Marks

Rank in the

District A B C D

01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 1. Signature of the Chairman of the Panel of Judges (Evaluators) :…………….

2. Signature of the Member of the Panel of Judges (Evaluators) :………………

3. Signature of the Member of the Panel of Judges (Evaluators) :…………………


7.2 Local Authority Performance Competition Provincial Level Evaluation Sheet Local Authority Performance Enhancement and Consolidation Tool (PERFECT) Provincial Results Province :……………………………………… District :…………………………

Municipal Councils Order of Priority – Year 20…..

Serial No. Name of the Municipal Councils


Total Marks

Rank in the District

A B C D 01. 02. 03. 04. 05. 06. ========================================================

Urban Councils, Order of Priority – Year 20….

Serial No. Name of the Urban Councils


Total Marks


A B C D 01.

02.

03.

04.

05.

06.

07.

08.

09.

10

11.

12.

13.

14.

Chapter Six | 305

Pradeshiya Sabhas, Order of Priority – Year 20…..

Serial No. Name of the Pradeshiya Sabhas


Total Marks


A B C D 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.

28.


Serial No. Name of the Pradeshiya Sabhas


Total Marks


A B C D 29.

30.

31.

32.

33.

34.

35.

36.

37

38.

39.

40.

41.

42.

Prepared by …………….…………………… Signature ………………………..

Examined by ………………………………….. Signature ……………………….

I certify that the above mentioned results prepared on the basis of reports submitted by the

panels of judges (Evaluators) in respect of Performance Management Competition for Local

Authorities are correct. Copies of each evaluation report relating to each Local Authority,

submitted by the Panels of Judges (Evaluators) are annexed.

………………………………………..

Date : ………………… Commissioner of Local Government

……………………………….Province

Copies : 1. Deputy Chief Secretary (Personnel and Training) ………….. Province

2. Secretary, Ministry of Local Government ………….. Province

Chapter Six | 307

Chapter 8_____________________________ 8.1 Self Evaluation by Local Authorities in respect of their Performance 8.1.1 Any Local Authority in the Island can carryout a self evaluation about the level of performance by using Performance Enhancement and Evaluation Tool (PERFECT). This Tool is useful not only for identifying areas which need to be improved by any Local Authority, but also for preparing that Local Authority for the Management Performance Competition conducted by the Provincial Council in the coming year. 8.1.2 Following simple stages may be followed by Local Authorities for the purpose of carrying out a self-evaluation in respect of their management performance. Stage 1 - Preparing for the self evaluation

A panel of four persons, consisting of two teams (each team having two persons for the purpose of assessing the evaluation, should be appointed for carrying out the self evaluation. As the PERFECT has been formulated for the purpose of measuring the performance along four subject areas, two subject areas may be assigned to each team. In respect of Municipal Councils and Urban Councils, a panel consisting of four, two member teams may be appointed and each team may be assigned one subject area.

State 2 - Studying the guidelines for assessing the performance, by using the

“PERFECT”

The panel of evaluators should thoroughly study the guidelines mentioned in Chapter 5, where the process of evaluation is given in detail. In order to make this task a success, every member of the panel of evaluators, should come into a common consensus and understanding.

Stage 3 - Preparation of formats

Obtain copies of the PERFECT Questionnaire given in paragraph 2 of Chapter 6 and the Format for entering marks given in paragraph 2 of Chapter 6.

Stage 4 - Performing the task of evaluation

Have a meeting with all the staff in the Local Authority, who are relevant for obtaining information relating to the task of evaluation and discuss with them about each and every indicator. A clear decision should have been taken in respect of the manner in which each and every indicator is evaluated in accordance with the guidelines given in the Chapter 5 of this document. Two members of each two member team should enter the marks in respect of each subject area, separately , in two copies of marking sheets. At the end of that evaluation done by the each evaluation member, should be compared, and


the final evaluation sheet should be prepared, after correcting inconsistent instances in them.

Stage 5 - Preparation of the self evaluation report

Through this the Local Authority will get the final result of the evaluation prepared by using PEFECT. It would be very important, if key persons taking part in the decision making process of the Local Authority could prepare a simple but effective report, by using this result. A specimen of the report that should be prepared in this manner, is included in Para 8.2 of this chapter.

Stage 6 – Preparation of the Action Plan

Having identified the sections that need to be improved according to the self evaluation report. Local Authority should prepare plans necessary for improving the performance and an Action Plan for implementing those plans. It would be very important if a team headed by the Head of the Local Authority could be formed for the purpose of completing every activity in the Action Plan.

8.2 Specimen Reports necessary for the task of self evaluation in Local Authorities

I. Basic Information

Local Authority

District

Province

II. Performance level of the Local Authority in respect of each indicator

given in the PERFECT.

After evaluating the level of performance in respect of each indicator and after entering that evaluation in the relevant cage, the level of performance earned by the Local Authority in respect of relevant indicators can be identified. This evaluation can be entered in the cage in front of each indicator, in words as follows – “poor”, “weak”, “average’. “good” or “very good”. If any Local Authority has carried out a self evaluation in this manner for the previous year, that self evaluation should be compared with the current self evaluation.

Chapter Six | 309

Serial No.

Code Indicator

Evaluation level of the

previous year

Evaluation level of this

year (A) - Effective Utilization of Local Authority resources, in providing services to the

Community (Office management and administration) 1

A1 Duties and responsibilities

2

A2 Performance appraisal of the staff

3

A3 Personnel management and welfare

4

A4 Office layout

5

A5 Monthly Management Committee meetings

6

A6 Files and Data management

7

A7 Budget Formulation

8

A8 Accounting and Reporting

9

A9 Financial control and monitoring

10

A10 Revenue generation

11

A11 Revenue collection and management

12

A12 Sustenance of financial discipline

13

A13 Internal control

(B) - Efficient Performance in respect of Local Authority Responsibilities (Provision of Services)

14

B14 Enforcement of laws

15

B15 Sanitation

16

B16 Collection of solid waste

17

B17 Initiation of minimizing solid waste

18

B18 Disposal of solid waste and management of services

19

B19 Prevention of infectious diseases

20

B20 Maternity and child care services


Serial No.

Code Indicator


previous year


year 21

B21 Food hygiene

22

B22 Information records about roads and drains

23

B23 Rain water drains

24

B24 Maintenance and repairs

25

B25 Roundabouts and pavements

26

B26 Naming of streets

27

B27 Private roads

28

B28 Markets/public markets

29

B29 Weekly fairs

30

B30 Street lighting

31

B31 Supply of drinking water

32

B32 Public bathing places

33

B33 Fire hazard prevention services

34 B34 Management of libraries and reading rooms

35

B35 Services covered by libraries and reading rooms

36

B36 Quality of service in libraries and reading rooms

37

B37 Playgrounds and pavilions

38

B38 Pre-schools and day care centres

39

B39 Cemeteries and crematoria

40

B40 Legal capacity relevant to environmental management and protection

41

B41 Initiatives on environmental management and protection

42

B42 Environmental Protection Licences

Chapter Six | 311

Serial No.

Code Indicator


previous year


year 43

B43 Maintenance of vehicles/machinery

44

B44 Maintenance of Fixed Assets

45

B45 Regulations relating to constructions/ buildings

(C) - Local Authorities are acting on Principles of Good Governance (Good Governance)

46

C46 Community participation in the process of decision making, with formal delegation of authority

47

C47 Community participation for activities of the Local Authority

48

C48 Community based organizations/ voluntary organizations

49

C49 By-laws and other Laws

50

C50 Implementation of Local Government Reforms Circulars

51

C51 Council meetings

52

C52 Public communication

53

C53 Tenders and contracts

54

C54 Citizens charter

55

C55 Public grievances and remedies

56

C56 Responsiveness for written communications

57

C57 Close relationship with the general public

58

C58 Equality of females/males

59

C59 Provision of services to every member of the community

60

C60 Conflict resolution

61

C61 Leadership

62

C62 Accountability


Serial No.

Code Indicator


previous year


year 63

C63 Strategic planning/medium term plans

64

C64 Annual plan

65

C1 Implementation of annual plan

66

C2 Specific project planning

(D) - Role of Local Authorities for achieving Millennium Development Goals

67

D67 Alleviation of extreme poverty and hunger

68

D68 Achieving the goal of providing primary education to all

69

D69 Promoting equality of females/males

70

D70 Reduction of infant mortality

71

D71 Improvement of maternity health

72

D72 Taking action against diseases like Dengue, Chikun Gunya, Japanese Encephalitis, Rat Fever, Malaria and HIV AIDS

73

D73 Ensuring the sustainability of the Environment

74

D74 Building a local partnership for development

8.3 Progress of the Local Authority according to the process of self evaluation 8.3.1 This section deals with analyzing the quantum of marks identified as marks earned through self evaluation carried out by using PERFECT for indicators under following subject areas.

● Effective utilization of Local Authority resources in providing services to the community (Office management and administration)

● Efficient performance in respect of Local Authority responsibilities (Provision of

services) ● Local Authorities are acting on the principles of good governance (good

governance) ● Role of Local Authorities in achieving Millennium Development Goals

Chapter Six | 313

8.3.2 Subject areas that should be improved by the Local Authority on the basis of this analysis under following manner could be identified.

● Positive improvement ● Improvement is not necessary ● Negative improvement (minimizing losses)

8.4 Types of indicators for self evaluation This method would be very useful to the Local Authority for achieving better results by identifying areas where, changes have taken place after comparing with the previous year’s positioning in respect of each subject area and by taking necessary course of action in future. A similar diagram showing a different type of indicators is given below as a port of this report.


Financial Management

Service Management

Good Governance

F1 Internal Control SD1 Solid waste - collection

G1 Equality of females/ males

F2 Policy guidance

SD2 Solid waste - minimization

G2 Leadership

F3

Disclosure SD3 Solid waste - disposal

G3 Conflict resolution

F4

Collection of revenue

SD4 Solid waste – panning of services

G4 Public communication

F5

Revenue- cost control

SD5 Roads G5 Public participation

F6

Revenue – generation

SD6 Drainage G6 Fairness/Transparency

F7

Revenue - Financial Management

SD7 Street lighting G7 Legal capacity

F8

Budget Formulation Development process

SD8 Water supply G8 Planning capacity

F9

Budget Formulation Reporting

SD9 Maintenance of vehicles/ machinery

F10

Budget Formulation Implementation/ Control

SD10 Maintenance of buildings

F11

Budget Formulation Planning/ Estimating

SD11 Regulations relating to constructions/ buildings

F12

Accounting/Control Accounting Planning

SD12 Environmental Licences

F13

Accounting/ Control Payments

SD13 Public health

F14

Accounting/ Control Maintenance

SD14 Pre-schools

SD15 Libraries SD16 Amusements

Introduction of colour code

Positive Improvement Negative Improvement No change

Chapter Six | 315

Through the following graphic diagram, the quantum of marks earned by the Local Authority in respect of each indicator and the maximum quantum of marks that can be earned under such indicators, can be illustrated. A Local Authority can observe its performance by carrying out this self evaluation at time frames which are different from each other. This graphic diagram will be an aid to decision makers of the Local Authority to easily understand their strengths and weaknesses.

Variation of marks in financial management quantum - 2005 / 2006

0.00 1.00 2.00 3.00 4.00 5.00 6.00 7.00 8.00 9.00

F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12 F13 F14

Nuwara-eliya MC-2006 Nuwara-eliya MC-2005 Maximum