HomeMy WebLinkAboutCAO-08-026 - Kumas/Kitchener Partnership - Memorandum of Understandinge
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REPORT
Report To: Mayor Carl Zehr and Members of Council
Date of Meeting: August 15, 2008
Submitted By: Carla Ladd, CAO
Prepared By: Rod Regier, Executive Director Economic Development
Ward(s~ Involved:
Date of Report: August 15, 2008
Report No.: CAO-08-026
Subject: Kumasi/Kitchener Partnership - Memorandum of
Understanding
RECOMMENDATION:
That, City Council approves the attached Memorandum of Understanding ~MOU} between the
City of Kumasi, Ghana and the City of Kitchener to implement a Local Governance Capacity
Building Project, as appended to CAO-08-026
EXECUTIVE SUMMARY:
Following Council's approval of the development of a formal partnership with the Kumasi
Metropolitan Assembly (KMA), Ghana in November 2007 (reports CAO-07-060 and CAO 08-
05), staff of both Cities met in October 2007 and March 2008 to develop a project proposal to
implement the partnership program. This proposal is now finalized. The Mayor and CEO of KMA
are visiting Kitchener during the week of August 18 to sign the MOU and participate in the next
stage of the project.
The goal of the Kitchener/KMA partnership is to support a municipal capacity building process
by developing and implementing a strategic plan in the Bantama Submetro -one of Kumasi's
10 districts - in order to enhance service delivery to the community by 2010. Staff seek Council
support to initiate the formal three year technical program to work towards completion of a
strategic plan, the development and delivery of training programs and related training manuals
and a process framework which can then be implemented by other sub-metros in Kumasi. The
strategic planning process will be launched in the Fall of 2008.
BACKGROUND:
The Canadian Federation of Municipalities (FCM) has had a long standing commitment to
support international municipal capacity building, establishing its International Centre for
Municipal Development in 1987. Its Local Governance and Capacity Building Country
Programme is funded by the Canadian International Development Agency ~CIDA} and the FCM
and supported through the in-kind contributions of staff time from participating Canadian
municipalities. The Programme is focused on 11 countries including: in Africa: Burkina Faso,
Ghana, Mali, Mozambique, Tanzania; in Asia: Cambodia, Philippines, Vietnam; and in Latin
America: Bolivia, EI Salvador, and Nicaragua. Approximately 26 cities in Canada are involved.
Kitchener has previously been involved in a capacity building partnership with the city of
Windhoek Namibia and is currently engaged in projects with the communities of Batticaloa and
Trincomalee in Sri Lanka under the Canada/Sri Lanka Municipal Cooperation Program.
FCM and the National Association of Local Authorities of Ghana (NALAG) are engaged in a
long-term capacity building project for municipalities in Ghana. The Government of Ghana has
recently implemented a program to decentralize local decision making and build effective local
municipal organizations. In 2007, Kumasi identified Kitchener as a possible partner city to
collaborate with in strengthening its approach to local governance. Kumasi covers an area
approximately the size of the Waterloo Region, supports a population of 1.6 million people
(2006), and 10 sub-metropolitan areas with separate recently established municipal
administrations. The project identified by Kumasi will focus on one of those districts -the
Bantama Sub-Metro.
At the outset Kumasi participants identified four broad areas of interest: economic development,
planning, capacity building for City Officials in regards to planning and management and
strengthening local governance. These were subsequently refined through discussions
facilitated by FCM and the NALAG. On two occasions, in October/November, 2007 and
February/March 2008, City of Kitchener and KMA officials met to discuss the structure of a
potential partnership between the two cities. A detailed project proposal is now finalized and will
be formally adopted during the current visit of the Kumasi Mayor to Kitchener.
REPORT:
Extensive discussions facilitated by FCM and NALAG staff resulted in clear support for the
partnership to focus on strengthening local governance in Kumasi. Decentralization of authority
from the Central Government to municipalities is still fairly new and as such, local governance
systems are poorly defined and are not understood by residents. The project identified over the
4 day facilitated session resulted in the following statement of project objectives:
Objectives:
To increase community support and participation in and for programs in the Bantama
Submetro by:
o developing a strategic plan designed to strengthen citizen's participation on local
governance for the Bantama Submetro
o providing informed environment for citizen's participation in local governance
through different media
o building capacities of local government actors including officials by providing
opportunities for information sharing and training
o promoting citizen participation in planning, development and monitoring of local
development processes
o promoting gender equality and equity in local governance by sensitizing the
major actors at the local level
KMA officials wish to begin the first stage of the process: including the planning, gathering and
analysis of community metrics, and the skill development in strategic planning and public
participation. In addition to the signing of the MOU, the current stage in the process involves a
week of discussions between Kumasi and Kitchener staff and community members to share
ideas about community engagement, facilitation and communications in a municipal context.
The strategic planning process for the Bantama Submetro is anticipated to be launched in the
fall of 2008.
FINANCIAL IMPLICATIONS:
Funding for the program is provided by FCM/CIDA which covers all direct costs related to travel,
accommodation and living expenses. Support from the City is provided byway of staff time.
COMMUNICATIONS:
A media release is being prepared to inform citizens of Kitchener about the nature of the project.
CONCLUSION:
We are looking forward to an extremely productive partnership. The skills and expertise in the
City of Kitchener are well suited for the project which has been identified and the interest and
commitment of the Kumasi staff and Council will undoubtedly lead to great success.
Carla Ladd
Chief Administrative Officer
Rod Regier
Executive Director of Economic Development
Federation of Canadian Municipalities
~p .
.~ .
National Association of Local Authorities of Ghana
(NALAG)
FEDERATION OF CANADIAN MUNICIPALITIES (FCM) -NATIONAL ASSOCIATION OF
LOCAL AUTHORITIES OF GHANA (NALAG)
LOCAL GOVERNANCE CAPACITY BUILDING COUNTRY PROGRA~~E
This proposal has been developed through the combined efforts of the staff, Council
members of the Kumasi Metropolitan Assembly (K~A} and the City of Kitchener,
Ontario, Canada.
The following endorsements confirm the approval of the proposal by both Councils and
their intentions to continue to work together to accomplish the goals outlined in this
document.
Nonourable Mayor
Patricia Appiagyei
Kumasi
honourable Mayor
Carl Zehr
City of Kitchener
Proposal for Kumasi Metropolitan Assembly (KMA) -Strategic Plan Development
Federation of Canadian Municipalities National Association of Local Authorities of Ghana
(NALAG)
BANTAMA SUB-METRO COUNCIL
MUNICIPAL PROJECT PROPOSAL
Project Title: Strategic Plan for Bantama Sub-Metro Council
Project Partners Kitchener, Canada -Kumasi/Bantama, Ghana
Project Proposal
Prepared By K.M.A with the officials of F.C.M., NALAG &
Kitchener Team
Project Start - End
Dates August 2008 -September 2010
Project Submission
Date November 2007
FCM Project Approval Date: 12 August 2008
By: Bowdin King, Regional Coordinator/Africa
Team/ICMD
1.0 PREAMBLE/BACKGROUND
FCM will suppo~ a partnership between the Kumasi Metropolitan Assembly ~KMA} and the
City of Kitchener through the Municipal Partnership Program ~MPP}. The MPP programming
framework builds on the acquired knowledge of past and present projects to increase the
capacity of local governments working to achieve effective decentralization.
Financed through the Canadian International Development Agency (CIDA), the Federation of
Canadian Municipalities (FCM) international partnership program links Canadian and
overseas municipalities with the goal of improving the quality of life for the residents of both
participating populations, through improvements in municipal services, operations, leadership,
and community participation. The partnership provides a unique oppo~unity for municipal
leaders, administrators, technicians, and professionals to address common interests by
sharing experiences, working together, and applying their knowledge to practical situations
surrounding capacity building, decentralization and good governance.
Ghana is in the midst of a decentralization program to allow for devolution of power from the
Central Government to the municipal level. The intent is to make it possible for citizens to
participate in the local decision-making process. While the basic municipal council structure is
in place, the operationalization in the 10sub-metropolitan areas has proven to be complex
and staff and Councillors lack the requisite skills and knowledge to effectively implement the
program. As result, community participation and support for municipal activities has been low.
Kumasi has therefore identified a need to build capacity at both the staff and Council level to
strengthen the local government system.
In order to assist Kumasi in establishing effective sub-metro governance, a strategic planning
process will be undertaken for one sub-metro area on a pilot basis to develop a strategic
operations plan that will clarify the roles of staff and Council, engage the public in identifying
community priorities and determine resources necessary to support their work. The
partnership will also include training in the areas of community participation, strategic
planning, leadership, and technical skills as required. Finally, the strategic planning and
Proposal for Kumasi Metropolitan Assembly (KMA) -Strategic Plan Development 2
Federation of Canadian Municipalities National Association of Local Authorities of Ghana
(NALAG)
training processes will be documented and formalized in manuals, so that the processes can
be passed to other sub-metro areas increasing the capacity of municipal officials and
Councillors across the City.
Extensive discussions facilitated by FCM and NALAG staff resulted in clear suppo~ for the
partnership to focus on strengthening local governance in Kumasi. Decentralization of
authority from the Central Government to municipalities is still fairly new and as such, local
governance systems are poorly defined and are not understood by residents. The project
identified over the 4 day facilitated session led resulted in the following statement of project
objectives:
Objectives:
• To increase community support and participation in and for programs in the Bantama
Submetro by:
o developing a strategic plan designed to strengthen citizen's participation on local
governance for the Bantama Submetro
o providing informed environment for citizen's participation in local governance
through different media
o building capacities of local government actors including officials by providing
opportunities for information sharing and training
o promoting citizen participation in planning, development and monitoring of local
development processes
o promoting gender equality and equity in local governance by sensitizing the
major actors at the local level
Between October 22 and November 1, 2007, City of Kitchener and KMA officials met to
discuss the potential partnership between the two cities. At the outset Kumasi pa~icipants
identified four broad areas of interest: economic development, planning, capacity building for
City Officials in regards to planning and management and strengthening local governance.
These were subsequently refined through discussions facilitated by FCM and the National
Association of Local Authorities in Ghana (NALAG}.
Between February and March 2008 a mission by City of Kitchener staff was undertaken to
develop, as the first stage in the project proposal, a detailed Strategic Planning and Public
Engagement Process (SPPEP) that could be implemented in the Bantama Submetro as the
primary project of the Kumasi-Kitchener Capacity Building project.
The model was developed by the Bantama Submetro Planning Team over the course of 4.5
days of discussion. The Planning Team included KMA and Bantama Sub-Metro staff, two
Bantama Councilors, and two staff from the City of Kitchener.
2.0 RATIQNALE
Ghana's decentralization programme has been designed to allow for devolution of power from
the center to the grass root level, thus making it possible for the ordinary citizens to participate
Proposal for Kumasi Metropolitan Assembly (KMA) -Strategic Plan Development 3
Federation of Canadian Municipalities National Association of Local Authorities of Ghana
(NALAG)
in the decision-making process. unfortunately, the sub-structures are weak with the staff and
Councillors lacking the requisite skills and knowledge to implement the decentralization
programme at the sub-structures. This has brought about low community pa~icipation and
support for the activities and programmes of the Bantama Sub-Metro. There is therefore the
need to build capacity of staff and Councillors to strengthen local government system to
sustain decentralised administration. The training needs are:
1) Community participation in planning and decision-making
11) The role and influence of civil society organisations including women's'
organisations
111) Strategic leadership
1v) Revenue mobilisation
v} Systems and plans for monitoring and promoting participatory processes
vii} Appropriate skills and knowledge among staff to deliver services effectively
The purpose of this project is to achieve a high level citizen's collaboration and participation in
the local governance at all levels.
3.0 CRASS CUTTING THEME CONSIDERATIQNS
3.1 Gender Equality and Special Needs Groups:
Unless women are involved in the decision making process at the local government
level, changes in women's political and to some extent, social and economic status, will
continue to be marginal. Since the implementation of Ghana's local government
system in 1988, women's role in local governance has been very minimal.
At the local level, women continue to be significantly under represented in local
decision making. Indications are that women are also under-represented in the public
pa~icipation process that inform and influence decision-makers.
For example, out of the 20-member Bantama Town Councillors only four (4} are
women. This has affected the development of the Sub-Metro. Although women
constitute more than 50% of the population, they do not get the chance to bring their
capabilities and skills to bear on the development of the Sub-Metro. Indeed, any
development programme that does not put in measures to promote the effective
pa~icipation of as many women as men is bound to fail.
The gender issues will be addressed through sensitization of women groups and
workshops to empower women to participate in elections at the sub-structures.
Proposal for Kumasi Metropolitan Assembly (KMA) -Strategic Plan Development 4
Federation of Canadian Municipalities National Association of Local Authorities of Ghana
(NALAG)
4.0 PROJECT DESCRIPTION
4.1 Goal (Contribution to MPP Africa Program Goal)
To develop and begin the implementation of a strategic plan to strengthen the
capacity of substructures of Bantama Submetro ~BSMC} to enhance service
delivery to the community by 2010.
4.2 Objectives Project Objectives}
• The overall objective is to increase community support and participation in and
for programs in the Bantama Submetro (BSMC} within 2.5 years.
The specific objectives are:
• To develop strategic plan designed to strengthen citizens' participation on local
governance for Bantama Sub-Metro by December 2008.
• To provide informed environment for citizen's pa~icipation in local governance
through different media
• To build capacities of local government actors including officials by providing
opportunities of information sharing and training
• To promote citizens participation in planning, development and monitoring of
local development processes
• To promote gender equality and equity in local governance by sensitizing the
major actors at the local level
4.3 Expected Result
Stage One: Diagnosis
Output 1: Comprehensive Data Repo
Indicators: Numberof surveys completed
Output 2: Planning Process specific to sub Metro identified
Indicators: Number of Stakeholders meetings held
Minutes of Planning Process meetings
Output 3: Public participation in Planning Process
Indicator: Number of Community members especially women participating in the planning
process
Proposal for Kumasi Metropolitan Assembly (KMA) -Strategic Plan Development 5
Federation of Canadian Municipalities National Association of Local Authorities of Ghana
(NALAG)
Stage Two: Knowledge and Skill Development
Output 1: Capable, informed and committed project team and stakeholders in place
Indicator: Nine member project team
Training Repots
Output 2: high public involvement in sub metro activities
Indicator: Number of community durbars held
Minutes of Community Durbars
Stage Three: System Development
Output 1: Action Plan to address performance gaps
Indicators: Comprehensive process manual completed
Output 2: Performance gaps addressed and project success determined
Indicator: At least 30% community participation in local government achieved
At least 30% of elected councillors at the Sub metro are female
Stage Four: Institutionalization
Output 1: Strategic Plan approved and adopted by KMA
Indicator: Minutes of meeting that approved strategic plan
Output 2: Replication of Project to other Sub metros in the metropolis
Indicators: Number of sub metros adopting and implementing the strategic planning
process
4.3.2 Outcome Results (by end of project}
Outcome 1:
Completion of strategic Plan and an implementation plan to identify key issues and to address
them respectively according to community priorities.
Outcome 2:
Increased community participation in local governance.
4.3.3 Impacts
The project will be replicated in the other nine (9) sub-metros, which will result in a city wide
community response in high community participation and support for sub district activities.
This will bring about an increase in revenue mobilisation, effective waste collection and an
increase in women pa~icipation in local governance. This will strengthen local governance,
contribute to local development and improve conditions of the local people.
Proposal for Kumasi Metropolitan Assembly (KMA) -Strategic Plan Development 6
Federation of Canadian Municipalities National Association of Local Authorities of Ghana
(NALAG)
Impact indicators:
1. Number ofsub-metros implementing the strategic planning process
2. Percentage of increase in revenue mobilisation
3. Number of women elected at the sub-structures -Sub-Metro Council, Town Council
and ~,1nit Committees
4.4 Assumptions and Risk Factors
Assam bons Low Medium Hi h Miti anon Strate
All participating officers could be Chief Executive and Metro Co-Coordinator
maintained through out the time should device a policy to maintain official
frame/ ro'ect c cle
Commitment from the Assembly • The Assembly should be committed
Support from the community/senior • Sensitization of the communities on the
officials project to whip up interest
Kitchener's commitment Continue to suppo~ the partnership.
Example Kitchener/KMA
Local government policy interventions Stable policy from MLRDE
Risks
Involvement of members in Team work should be encouraged to ensure
electioneering campaign 2008 that in the absence of a member, others
take up the responsibility
Few people hijacking the project Roles should be clearly spelled out
Time Management Effective time management strategies to be
ado ted
Delay in release of funds Timely submission of financial repots
Abstract Project fails to sustain the Total involvement of community in project
interest of community
Results of 2008 election In case of a political change, project
management team should give a detailed
report on the project and its benefits and
also lobby for political suppo~
Proposal for Kumasi Metropolitan Assembly (KMA) -Strategic Plan Development 7
Federation of Canadian Municipalities National Association of Local Authorities of Ghana
(NALAG)
5.0 WORK PLAN
Program of Activities and Time Frame
See Appendix "A" attached.
6.0 KNOWLEDGE AND BEST PRACTICE DISSEMINATION
Training and process manuals, will be produced for replication of good practices in
other sub-metros. The Federation of Canadian Municipalities reserves the right to use
all materials developed with the financial support of this program for non commercial
purposes. Due acknowledgment of the contribution made by Kumasi Metropolitan
Assembly and the City of Kitchener to the development of such materials shall be
made.
7.0 PROJECT BUDGET
The annual program budget is 38,000$..The budget is dedicated to support technical
missions between the partner cities. Within the annual budget, up to 5,000$ may be
used for project support.
8.0 MONITORING AND EVALUATION
The strategic plan will be monitored to track progress and provide feedback for
informed decision making in the implementation of the plan. A 5-member Monitoring
and Evaluation team comprising the Metro Budget Analyst, the Metro Economic
Planning Officer, the Deputy Metro Co-ordinating Director, the Administrator, Bantama
Sub-Metro Council and the Town Council Secretary will be responsible for monitoring
the implementation of the plan and will focus on tracking the implementation of
activities as well as outcomes.
Monitoring will be done to:
• Ascertain whether or not activities are on track and take corrective measures where
possible.
• Identify successful implementation of plan and replication in other Sub-Metros.
• t~btain periodic data for fu~her planning in the Bantama Sub-Metro
• Motivate as well as strengthen the capacity of the various actors such as staff,
Councillors, Unit Committee members, women and the private sector.
Evaluation
The plan will be evaluated to assess the overall impact of implementation.
Evaluation will be carried out mid yearly, yearly and end of the project.
Data will be generated through routine evaluation systems on performance of staff and
councillors,
Community participation and suppo~, women participation in activities of sub district
structures, revenue mobilization etc.
Proposal for Kumasi Metropolitan Assembly (KMA) -Strategic Plan Development 8
Federation of Canadian Municipalities National Association of Local Authorities of Ghana
(NALAG)
Funding will be sought for a repeat survey to determine the extent of change. A stakeholder
workshop will be organised to discuss findings of evaluation exercise and the outcome which
should feed into other plans.
9.0 RQLES AND RESPQNSIBILITIES
LQCAL CQ-QRDINATORS GHANA & CANADA
• Ensure good communication between the two partner municipalities and with FCM
• Keep Municipal Council and Staff informed about partnership activities
• Participate in the design of the partnership project
• Mobilise and co-ordinate resources within the municipality for the implementation of the
pa~nership project
• Co-ordinate arrangements for sending delegations to the partner municipality or hosting
delegations from the partner municipalities
• Co-ordinate briefing and debriefing sessions for participants in missions
• Monitor the results of the project and progress towards expected results
• Manage project funds
• Repot to FCM on partnership activities, results achieved and funds disbursed
• Participate in training seminars organised by FCM
• Ensure that women are informed and consulted in both municipalities and that gender
equality issues are included in project activities
FCC, CANADA &NALAG, GHANA:
• Prepare a mission plan
• Make local travel arrangements
• Organise pre-departure briefing
• Distribute participants kits
• Read upon health issues and the challenges of cross cultural work
• Prepare the project final report
• Coordinate all activities and channel communication between persons involved in the
project
10.0 PRQJECT ~ANAGE~ENT TEAM AND CONTACT INFQR~ATIQN
~unici alit Africa} Munici alit (Canada}
Metropolitan Chief Executive Mayor Carl Zehr
Cell phone: 0205110031 Office: 519-741-2300
Office: 051-23707 Email: carl.zehrkitchener.c
Email: kmma, o~yahoo.com
Metropolitan Co-ord Director Chief Administrator
Cell Phone: 0208153555 Office: 519-741-2350
Office: 051-23184 Email: carla.lddkitchener.ca
Email : dinne.robertson~kitchener.ca
De ut Metro Co-ord Director Executive Director Economic Dev.
Proposal for Kumasi Metropolitan Assembly (KMA) -Strategic Plan Development 9
Federation of Canadian Municipalities National Association of Local Authorities of Ghana
(NALAG)
Cell Phone: 0246099917 Office: 519-741-2506
Office: 051- 26363 Email: rod.regier~kitchener.ca
Email:embotchwa ~ ahoo.com
Bantama Sub Metro Administrator Director, Community & Corporate
Cell Phone: 0244011074/ 0208148908 Planning
Office: 05138190 Office: 519-741-2476
Email: padnicol ahoo.com Email: Shelley.dmskitchener.ca
International Co-ordinator, KMA Manager of Communications
Cell Phone :0244461840 Office: 519-741-2458
Email : fcornah~africaonline Email: iana.miller~kitchener.c
Asst Dev. Planning Officer, KMA
Cell Phone :0244540238
Office :05126363
Email :Randy_tawiah~yahoo.co.uk
Town Councillor
Cell Phone :0244379181
Proposal for Kumasi Metropolitan Assembly (KMA) -Strategic Plan Development 10
Federation of Canadian Municipalities National Association of Local Authorities of Ghana
(NALAG)
Proposal for Kumasi Metropolitan Assembly (KMA) -Strategic Plan Development 11
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