Activation of Area Sabhas

Citizen’s Assertion Campaign
Movement for
Activation of Area Sabhas and Ward Committees
Of GHMC- Hyderabad

Role of Area Sabha Representatives, Ward Committee Members and
Citizens in Local Governance

True Democracy does not mean Voting once in Five Years.
True Democracy Requires the Active Participation of all Citizens
In Planning all the Development Programs and Activities for their Area

True democracy must also enable all citizens to collectively participate in selection of beneficiaries of the welfare programs of the government like allocation of White Ration Cards, Gas Connections, House Pattas, Pensions and Scholarships etc and not leave it to the discretion of a few individuals.

Can we have True Democracy in Hyderabad?
Yes, with the order for the formation of the Area Sabhas and Ward Committees issued by the Government of Andhra Pradesh in February 2010, every voter of an area is now empowered to participate in deciding about the development programs for his / her area and selection of beneficiaries for all the government programs along with the elected leaders.

It may seem unbelievable but now the common voters of any area can exercise all these powers by just coming together and participating in the Area Sabha Meetings of their localities.

Formation of Area Sabhas and Ward Committees by the GHMC
Carrying the orders of the government of Andhra Pradesh, Greater Hyderabad Municipal Corporation (GHMC) has formed Area Sabhas for every locality covering a population of 5000 in October 2010 and had constituted Ward Committees for all the 150 Wards in June 2010. Each Ward has from 6 to 10 Area Sabhas depending on the population. The Area Sabhas are required to meet once in three months and the Ward Committees should meet once in two months.

Who is a Member of an Area Sabha?
– Every voter of an area automatically becomes a member of his/her Area Sabha
– There is no election, selection or nomination to enable a citizen to participate in an Area Sabha meeting. Any registered voter of an area is entitled to participate in the Area Sabha meeting.
– At least 50 members of the area must be present to conduct the Area Sabha meeting.
– The Corporator of the Ward need not be present in an Area Sabha Meeting. If he / she participates in any Area Sabha Meeting, it will be like any other voter.

Who is Responsible to Organise the Meetings of Area Sabhas?
– GHMC has assigned one officer from amongst the Project Officers and Community Organisers as Assistant Secretaries to each of the Area Sabhas and an Assistant Engineer or the Deputy Engineer as the Ward Secretary with the responsibility to organise the meetings of the Area Sabhas regularly and to communicate the decisions and minutes of the meetings to the Ward Committees for further action.

Who can be an Area Sabha Representative?
In order to convene and preside over the Area Sabha Meetings, GHMC nominates an Area Sabha Representative for each of the Area Sabhas

An Area Sabha Representative can be nominated by the GHMC from amongst the following categories: (a) president / secretary representing registered Residents Welfare Association in the Ward; (b) A member of registered Tax Payers Association / Rate Payers Association in the Ward; (c) A president / secretary of slum level federation (i.e. NHC) of a slum. In case of non-availability of a slum level federation in a Ward, a representative of senior most self help group in the Ward; (d) A member of a registered association / institution / institute / body or organization or Non-Governmental Organization (NGO) or Mahila Mandali or Trade Union / Chamber of Commerce / Medical Council in the Ward (e) Any other prominent citizen from the Ward.,

Powers and Responsibilities of an Area Sabha Representative
During the Area Sabha meetings, though the Area Sabha Representative chairs the meeting, he /she is equal to any other member (the voter of the Area), in terms of participation in the discussions and in proposing suggestions.

The Area Sabha Representative becomes a Member of the Ward Committee and communicates the concerns and decisions of his / her Area in the Meetings of the Ward Committee for consideration and necessary action.

Functions of Area Sabha:-
Area Sabha is entrusted with the following functions:-
(i) To generate proposals and determine the priority of development programmes to be implemented in the area and forward the same to the Ward Committee;
(ii) To identify the most eligible persons for beneficiary oriented schemes as per guidelines of the Government and prepare a list of beneficiaries in the order of priority and forward the same to the Ward Committee;
(iii) To verify the eligibility of persons getting various kinds of welfare assistance from the Government such as pensions and subsidies and submit a report to the Ward Committee;
(iv) To identify the deficiencies in water supply, sanitation and street lighting and to suggest remedial measures to the Ward Committee; and
(v) To suggest the location of street lights, public taps, public wells and public toilets to the Ward Committee.

Rights of Area Sabha:-
(i) To get information from the officials concerned as to the services they would render and the works proposed to be executed in the area in the following three months (through the Area Sabha Representative);
(ii) To be informed by the Ward Committee about every decision taken by it concerning the jurisdiction of the area (through the Area Sabha Representative);;
(iii) To be informed by the Ward Committee of the follow-up action taken on the decisions concerning the jurisdiction of the area;

Schedules for Area Sabha Meetings Suggested by GHMC:
All Wards in South Zone 01-06th of the month once in three months.
All the Wards in North Zone 07-12th of the month once in three months.
All the Wards in West Zone 13-18th of the month once in three months.
All the Wards in East Zone 19-24th of the month once in three months.
All the Wards in Central Zone 25-30th of the month once in three months.

Key Features of Ward Committees
– The Ward Committees should meet at least once in two months at a fixed place and at dates already specified as follows:

Schedules for Ward Committee Meetings Suggested by GHMC:
All Wards in South Zone 01-06th day of every alternate month.
All Wards in North Zone 07-12th day of every alternate month.
All Wards in West Zone 13-18thdayof every alternate month.
All Wards in East Zone 19-24th day of every alternate month.
All Wards in Central Zone 25-30th day of every alternate month.

– The Ward Committee comprises of all the nominated Area Sabha Representatives in a Ward along with 10 registered voters of the Ward who are designated as Ward Committee Members.
– The 10 nominated Ward Committee Members are also to be selected from the same categories as those for the Area Sabha Representatives that were listed above. (Area Sabha Representatives are like Members of the Lok Sabha- representing specific constituencies – and Ward Committee Members are like members of the Rajya Sabha).
– There may be 6 to 10 Area Sabhas in any given Ward depending on the population.
– Fifty percent of the members to be nominated to the Ward Committees shall be women.
– The Ward Committees have to deliberate on the Minutes and suggestions of all the Area Sabhas in their jurisdiction and take that as the base for the preparation of the development plans for the Ward.
– The decisions and Minutes of all Ward Committee Meetings should also be displayed on the Ward office notice board and sent to the Commissioner within three days.
– Even if one is not a member of a Ward Committee, any registered voter of the Area can attend the Ward Committee meetings as an Observer.
– Thus the Ward Committees and Area Sabhas enable common citizens to participate in making plans and initiate development programs for their areas.
– The Ward Committees and Areas Sabhas are also empowered to monitor the execution of all works in their areas to ensure quality and transparency.
– As per this new system, The Corporator of the Ward has to work in consultation and collaboration with the voters of the area through the Area Sabhas and Ward Committee for planning and execution of works for the development of the Ward and selection of beneficiaries for all the government schemes and programs and cannot and should not decide about any of these things on his / her own.

Functions of Ward Committee:-
(1) The Ward Committee shall perform the following functions;
(i) Supervision over
(a) Sanitation work and drainage maintenance
(b) Distribution of water supply
(c) Working of street lights
(d) Minor repair of roads
(e) Maintenance of markets
(f) Maintenance of parks and playgrounds
(g) Implementation of poverty alleviation programmes
(ii) Monitoring the functioning of schools, maternity centers, dispensaries and health centers wherever they are under control of the Municipal Corporation.
(iii) Facilitation in the collection of taxes and non-taxes.
(iv) Preparation of list of beneficiaries for beneficiary oriented schemes, pensions and subsidies.
(v) Prepare annual ward development plan.
(vi) Map the ward infrastructure index.
(vii) Preparation of inventory of municipal assets.
(viii)Assistance in the implementation of all government schemes.
(ix) Motivate and encourage the residents in the ward for construction of individual toilets under Integrated Low Cost Sanitation (ILCS).

Rights of Ward Committee:-
The Ward Committee has the following rights:
(i) To seek information from the Commissioner regarding matters relating to the Ward.
(ii) To obtain information about the master plan and zonal development plan of the Municipal Corporation;
(iii) To obtain full Municipal Corporation budget;
(iv) To be consulted in the development of land use and zoning regulations within the ward;
(v) To obtain full details of all revenue items relating to the ward.

Powers of Ward Committee:-
– The Corporation shall allocate twenty percent of the amount earmarked in the annual budget for maintenance works of urban services namely, sanitation, drainage, water supply, roads, street lighting, parks and markets etc. to all Ward Committees.
– The Ward Committee is competent to inspect the maintenance works sanctioned to it by the Commissioner from time to time, and review the progress in the execution of the said works.
– In case of any complaint by the Ward Committee regarding any substandard work, the concerned officer shall inspect the work within a week and take up rectification and submit action taken report in the next meeting of the Ward Committee.

Preparation of Ward Development Plan:-
The Ward Committee shall prepare a Ward Development Plan giving priority for water supply and drainage / sewerage and solid waste management. The Approved Ward Development Plan shall be forward to the Commissioner for incorporation in the Annual Development Plan of the Corporation.

Dissent Note:-
If 20% of the Ward Committee Members give dissent note regarding any matter, Secretary of the Ward Committee shall submit a report to the Commissioner who shall examine the report and communicate his decision to the Secretary of the Ward Committee. The decision of the Commissioner shall be final in this matter.

Following Ward level officers to attend the meetings of the Ward Committees concerned.
(i) The Designated Ward Secretary
(ii) Bill collector of taxation section;
(ii) Community organizer or project officer of ucd section;
(iii) Section officer of town planning section;
(iv) A.E of engineering section;
(v) A.E of street light section;
(vi) sanitary jawan / sanitary supervisor of sanitary section;
(vii) Supervisor of entomology section;
(viii)Supervisor of horticulture section; and
(ix) Ward level officer deputed from HMWW & SB and central DISCOM.

(For more details of the composition, roles and powers of Area Sabhas and Ward Committees please see G.O.Ms No.57 MA & UD (UBS) or visit www.ghmc.gov.in/tender%20pdfs/
DivisionOfWardsToAreas.pdf)

Failure to Conduct Meetings of Area Sabhas and Ward Committees
However, it is observed that even though the Ward Committees were constituted nearly one and a half years back and the Area Sabhas over a year back, in all 150 Wards of GHMC, their meetings are not being conducted regularly. Upon representations from civil society organisations, The Commissioner of GHMC has issued memos and circulars for conducting the meetings regularly and publicizing the date, time and venues of these meetings through newspapers and mobile audio publicity still the meetings of Area Sabhas and Ward Committees are not being conducted as per stipulations. In some cases no meetings have been conducted at all in contravention of the rules and depriving the common citizens their rights and opportunity to take part in planning for the development of their areas.

Non functioning of Area Sabhas and Ward Committees: Key Recommendations of a Study
COVA and PUCAAR conducted a Study in November 2012 and found that most of the issues and problems relating to the functioning of Area Sabhas and Ward Committees can be addressed by adopting the following four measures:
• A majority of people (including the highly educated and socially active) seem to be totally unaware of the concept, constitution, functioning and powers of Area Sabhas and Ward Committees.
• Most NGOs and civil society organisations had never heard of Area Sabha or Ward Committees and some of those who have heard had no idea about their constitution, composition, functions or powers. Some are not even aware that they are eligible to become Representatives of the Area Sabhas or Members of Ward committees by virtue of being members of civil society organizations.
• Mass Awareness Campaigns about the concept, composition and functions of Area Sabhas and Ward Committees should be undertaken immediately to enable common people to actively participate in these important structures of governance now available for the first time at the grassroots .
• Publicity for all Area Sabha and Ward Committee meetings should be undertaken through mobile audio announcements and newspapers/ TV Channels and minutes of all meetings and Action Taken Reports should be updated every week on the GHMC website and published in a Monthly Newsletter to be published by GHMC.
• An exclusive officer should be appointed as Ward Secretary dedicated for the Ward and entrusted with the responsibility for conducting all Areas Sabha and Ward Committee meetings and ensure follow up action. Immediate and strict action should be taken against officials for any dereliction of duty.

Discouragement from Political Control of the Ward Committees and Area Sabhas
Those members of civil society who were aware of Ward Committees and Area Sabhas said that the Corporators selected their own friends and followers for the posts and ignored active social workers.

This has generated a sense of helplessness and hopelessness amongst most socially active citizens. However, this discouragement is due to a lack of proper understanding of the processes underlying the functioning of Area Sabhas and Ward Committees.

The basic inputs for any decisions regarding the development works or selection of beneficiaries for any government program in any Ward has to come from the meetings of the Area Sabhas of the concerned Ward. The members of the Area Sabhas are the common citizens and whatever decisions they take collectively become the recommendations of the Area Sabha for the Ward Committee. And the Ward Committee has to necessarily take the recommendations of the Area Sabhas into consideration for preparing the development plans and implementation of any projects in their jurisdiction. So, even if all the Area Sabha Representatives and Members of a Ward are sympathizers of a particular party or handpicked by a particular person, still the recommendations and suggestions of the voters participating in the Area Sabha meetings cannot be ignored or brushed aside but have to form the foundation and basis for development planning and beneficiary selection of the Ward concerned.

Hence, irrespective of who are nominated as Area Sabha Representatives or Ward Committee Members, if the common citizens in their capacity as voters actively participate in the meetings of the Area Sabhas, then they can determine the direction of development in their Wards and have a say in the implementation of all welfare schemes and programs of the government.

The Challange
The challenge is simple and clear. If democracy has to go beyond the ritual of casting of a vote once in five years and is to really reach the grass roots and enable common people to participate in the processes of governance regularly and effectively, then it must be ensured that Area Sabha and Ward Committee meetings are conducted regularly as per stipulations and that mechanisms are put in place to communicate information about the meetings to all citizens to ensure maximum participation.

Requirements
Need for a Mass Awareness Campaign
The first and foremost requirement is to undertake a mass campaign to orient and educate the common people as well as civil society groups about the concept, constitution and functioning of Ward Committees and Area Sabhas to enable them to realize the importance of these bodies and the power they can derive by participating in these meetings.

Amendments / Additions to the GO
G.O. Ms No 57 of 2010 that laid the foundation for the constitution of Area Sabhas and Ward Committees is revolutionary and has far reaching provisions for the empowerment of the common people. However it has some shortcomings and lacunae that can be rectified by adopting the following amendments / additions:
1. All officials responsible for organising the Area Sabha and Ward Committee meetings should be punished if they fail to organise the meetings as per stipulations.
2. All Area Sabha Representatives who fail to convene and conduct the meetings of their Area Sabha for more than six months should be removed and new persons appointed.
3. All funds should be stopped for the Wards that do not conduct all the Area Sabha and Ward Committee Meetings as per stipulations. Funds should be provided only for such activities where the proposals have been generated by the Area Sabhas.

Who can be involved?
Concerned citizens, NGOs, CBOs, trade unions, students unions, religious bodies, community organisations, professional bodies like Bar Associations, FICCI, Medical Associations, corporate professional and their groups; Professional clubs like Rotary, Lions and sports bodies, celebrities lending their names as Brand Ambassadors etc. Last but not the least, Area Sabha Representatives and Ward Committee Members and the GHMC itself that should have the primary responsibility to undertake a mass publicity campaign and ensure effective operationalisation of Area Sabhas and Ward Committees that have been constituted.

Media Support
Of course the media can play a very critical role in educating the people about the importance and need for involvement with the Area Sabhas and Ward Committees.

What can be done for Generating Awareness?
Group Meetings, Rallies, Public Meetings (preferably with prominent citizens and celebrities), Meetings in Colleges and Junior Colleges, Plays- Folk Songs, Leaflets, Posters and Banners, Mobile Audio Publicity, Scrolls on TV Channels, Ward Wise Local Press Conferences, Announcement by Religious Leaders in Places of Worship and many many more activities and programs that can be undertaken by different groups in their own areas to promote awareness amongst the members of the public about Area Sabhas and Ward Committees.

Actions for Activation of Area Sabhas and Ward Committees
• Representations, faxes, emails, post cards, addressed to the Governor, Chief Minister, Minister for Municipal Administration, Mayor, Dy. Mayor, Commissioner GHMC and other concerned officials.
• Signature Campaign

Benefits of Active Area Sabhas and Ward Committees
• Will enable common people to actively participate in governance processes at the grass roots to determine, decide and monitor the development in their localities.
• Take them beyond the feeling of being mere subjects living on the mercy of the system and strengthen their sense of citizenship.
• Ensure that the programs and schemes undertaken are as per the requirements of the people.
• Promote transparency and drastically reduce corruption.
• Bring in social harmony across society by creating common platforms for people from diverse religions, castes and linguistic groups etc residing in every locality to come together as citizens to collectively plan and address issues facing them all.

Partner Organisations:
AIDWA, All India Milli Council, Andhra Mahila Sabha, APSA, Arya Samaj, Asra Educational Society, AWAAZ, BBK, Bismillah Mahila Mandali, BYFI, Centre for Peace and True Message, CHATRI, CKGPC, Chaitanya Mahila Mandali, CWRDS, Dalit Sthree Sakthi, Elders Council of India, Forum for Better Hyderabad, Forum for Good Governance, Gurunanak Mahila Mandali, Hum Sab Hindustani Trust, Humera Mahila Mandali, Hyderabad Metropolitan Residents Development Society, IAC, INSAF, Joint Action for Water, Mahita, MPJ, MV Foundation, NAPM, Neighbourhood Committee, PIN (People’s Initiative Network), Public Welfare Society, Punch Mohalla Right to Walk Foundation, Sabrang, Sakshi, Sidur, Social Welfare Association, UFRTI, Vikas Mahila Mandali, World Orphanage, Youth for Action

Partner Networks:
COVA (a National Network of 500 Organisations), FACA (Federation of Apartments and Colonies Association), GHRF (Greater Hyderabad Residents Forum), ICAN (Network of 105 Schools), PUCAAR (Movement of 60 Grass-root Activist Organisations), U-FERWAS (Federation of 120 Resident Welfare Associations in Twin Cities)

Secretariat: COVA, 20-4-10, Near Bus Stand, Charminar, Hyderabad – 500 002, AP
Tel.: 040-24572984, Fax: 24574527, Email: covanetwork@gmail.com, www.covanetwork.org