1. Bangladesh SDLG Project
(A project of USAID)
Tetra Tech ARD
07/04/2011
Forum-Citizen in Governance(F-CIG)

2. 3
Index: Page no.
1. Back ground of the project: 03
2. Goal of the SDLG project 03
3. The Citizens Participation Forum of SDLG project 04
4. Over all Objectives of Citizen Participation 04
5. Specific Objectives: 04
6. Working area for a CPF in LGU: 04
7. Implementation Strategy 04
8. The structure of Citizen Participation Committee 05
9. The Eligible Members of the committee 05
10. Not eligible 05
11. The duration of the committee 05
12. The change of constitution 05
13. The Major functions of the Citizen Participation Forum 06
14. The Steps of CPF formation and other activities 07
15. Election process of executive committee 08
16. Working linkage 09
17. Sustainability strategies 09
18. Annexure:
i. Monitoring process of Citizen Forum activities (Check List) 10-11
ii. Memorandum of Understanding, MOU-1 between PNGO and CPF 12-13
iii. Memorandum of Understanding, MOU-2 between LGU and CPF 14-15
iv. Activity plan of component -4 16-18

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4. 3
Citizen Participation Forum (CPF)
Bangladesh Strengthening Democratic Local Government (SDLG) project
Tetra Tech ARD
(A project of USAID)
1. Back ground of the project:
The Strengthening Democratic Local Governance (SDLG) in Bangladesh a 5 years Project (2010 –
2015) funded by the USAID/Bangladesh Mission. The SDLG Project combines a focus on research and
policy advocacy, capacity development for local government associations, and training and technical
assistance for local government units at Union Parishad, Upazila Parishad and Municipal levels and
increases the participation of citizens, including women and youth, through citizen participation forums in
each 600 Local Government Units (LGUs). Tetra Tech ARD is the implementing partner for the SDLG
Project.
The SDLG Project will:
• Expand the roles and authorities of local governments: We will stimulate evidence-based policy
dialogue at the national level, test/disseminate innovative practices and partnerships with local
governments, and demonstrate the benefits to policymakers;
• Strengthen and expand the capacity of local government associations: We will work with the
existing union and municipal local government associations to articulate emerging policy dialogue issues
and advocate for legal and policy reform on behalf of their constituencies. We will also help form a unified
association of Upazilas;
• Improve and expand the service delivery and resource mobilization of local government units:
With Union Parishads (UPs) and municipalities we will work to expand existing capacities. We will also
help the newly forming Upazila-level governments to define and test service delivery and resource
mobilization alternatives; as we do this, we will support elected women officials by clarifying roles and
responsibilities and strengthening their capacities; and
• Ensure accountability and transparency of local governments in finances and decision making:
We will increase the participation of citizens, including women and youth, through citizen participation
forums, newly legislated UP Ward Committees, activating Standing Committees of Upazilas and other
local participatory strategies
2. Goal of the SDLG project:
The goal of the SDLG program is to improve transparent and participatory public administration at the sub-
national level and to enhance legal and policy reform at the national level in order to promote and expand
decentralization. Over its lifetime the program aims to improve the capacity of at least 600 local government
units covering all six divisions of Bangladesh, including 450 Union Parishads, 100 Upazila Parishads, and 50
Municipalities to better respond to the needs of their constituents.

5. 3
3. Citizen in Governance of SDLG project:
The Forum- Citizen in Governance of SDLG project would play a greater role in policy making of the
selected Local Government Institutions (LGUs) in Bangladesh. The Forum will address the public interest
and advocate for innovative deliberative democratic processes for ensuring public service delivery for the
people especially for the poor. But encouraging interest groups to participate in citizens’ forum is no easy
undertaking. There will always be a tension between keeping the process insulated from the strategic action
of interest groups, whilst at the same time allowing them access to the deliberations. Interest groups may be
more motivated to participate in CIG forums if greater emphasis is placed on the organizational learning
benefits of public deliberation.
4. Over all Objectives of Citizen in Governance:
The objective of increasing citizen participation in local decision-making is to ensure transparency and
accountability in public management which will lead to improve service delivery.
Specific Objectives:
• Establish a minimum of 400 additional Forums- Citizen in Governance and sustain of those forums
that were previously established through USAID funding.
• Increase knowledge by citizens and local government officials of citizen roles and responsibilities in
local oversight.
• Increase transparency and accountability of LGUs, related to revenues and expenditures.
• Adopt and use the Citizen in Governance approaches in local governments outside SDLG program.
• Implement and institutionalize participatory strategic planning in at least 600 target LGUs.
• Establish mutually accepted standards for citizen participation in local governance.
• Improve local decision-making, strategic planning, budget formulation, and prioritization of
development projects as a result of consistent citizen engagement.
• Increase information available on participatory planning and community engagement to key actors
including GOB officials at the local and national levels, local government associations, donors,
NGOs, universities, schools, and community-based organizations/associations.
5. Working area:
- Selected LGUs by the project (450 Union Parishad, 100 Upazila Parishad, 50 Municipalities in 22 districts
in Bangladesh)
6. Implementation Strategy:
1. The LGUs will plan and lead to form CIG forum through democratic process where 30% women
participation of different community will be ensured.
2. All project’s activities would be selected and implemented jointly (CIG and LGUs)
3. The active participation of CIG members in the standing and other formal committees of LGU s will
be increased to ensure the quality of Public Service delivery.
4. Linkage and networking among the like minded organizations, projects and LGU’s associations in its
working areas.
5. The roles of PNGOs are as facilitators in implementing the activities taken by the project

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7. The structure of Citizen In Governance Committee:
a) The general body: 90 members (30% or 27 women)
b) Executive committee: 27 member’s (30% or 8-9 women)
c) Advisory committee: 5-7 members’ (30% or 2-3 women)
a) General body:
The members of General Body will be selected/ elected by the LGUs (10 members from each ward, 6 male
and 04 female) with the consultation of the concerned community facilitated by PNGO staff.
b) Executive committee: 27 member’s (30% women)
Sl.no Designation Position/s
1 President 01
2 Vice President (Male and female) 02
3 Secretary 01
4 Treasurer 01
5 Event organizer (Male and female) 02
6 General Members 20
Total 27
Responsibility of Executive Committee:
-
-
c) Advisory committee: 5-7 members’ (30% women)
The Executive Committee will propose the name of Advisory Committee members who will able to guide
them properly.
8. The Eligible Members of the committee
1. Respected, influential and acceptable to all;
2. Pro active and interested to work voluntarily with local government Institutions and involve in social
work;
3. Permanent residents in the LGU area.
9. Not eligible:
1. Actively involved in the party politics;
2. Defaulter of any public dues determined by a court of law;
3. Immediate family member of public representatives.
( Immediate family members: Father or Father in Law, Mother or Mother in Law, Brother or Brother in Law,
Sister or Sister In law, Son or Son in Law, Daughter or Daughter in Law, Uncle or Aunt, Grand father or
Grand Mother, Grand son or Grand daughter etc.)
10. The duration of the committee: 01 (one) Year
11. The change of constitution: 70% members of General body will be needed to change any item or
clause of the constitution.

7. 3
12. The Major functions of the Citizen in Governance
Specific Task:
1. Ensure Community Participation of LGUs activities specially standing committee activation,
holding tax collection, tax assessment; organize ward meeting and open budget meeting,
LGU’s performance assessment, where applicable etc.
2. Introduce democratic practice in LGUs decision making process through formal meeting,
open discussion involving all LGU’s public representatives, community as and when is
needed.
3. Development linkage with other CBOs like LGUs associations, CIG and NGOs etc.
4. Prepare activity plan with LGUs and involve them in all social events (Joint efforts)
5. Sensitize community on their ( Citizens) rights and Role and Responsibilities including
citizen’s charter of LGUs
6. Ensure Justice for all specially for the poor in terms of resource allocation, , participation in
decision making etc.
7. Plan and observe National & International days with LGUs
8. Activate LGU standing committees by engaging themselves as potential members of the
committee and guide to ensure the public service delivery for the people.
9. Immerse with all stake holders by developing working relation with general members ,LGUs,
Community and updated progress of the activities and necessary information
10.Capacity development for the actors through Participation in the training, workshop or study
tour organized by PNGOs or SLDG project
Involve LGUs in
Social Activities
Capacity
development for
the actors
Immersion
activities with
all stake holders
Introduce
democratic
practice in LGUs
decision making
Ensure
Community
Participation in
LGUs activities
Observe National
and international
days
Develop linkage
with other CBOs
Ensure Justice for
all
Sensitize
community on
their rights
Activate LGU
standing
Committee
Qualitative Public
Service delivery of
LGUs GUs

8. 3
13. The Steps of CIG forum formation and other activities
Step 1- organize planning meeting with LGUs
Step 2-Citizen in Governance Forum Formation
Step 3- Training for Executive Committee
Step 4- Organize Activity plan workshop
Step 5- Implement planned activities
Step 1 Organize planning meeting with Local Government Units:
The PNGO will organize a planning meeting with LGU to introduce project, explaining the objectives of the
CIG and specific role of the forum for assisting LGU through democratic process. All public
representatives and officials of LGU will be invited to share their views. At the end of the meeting, an
agreed MOU will be signed in presence of all members of the meeting between PNGOs and LGU. As per
MOU, LGU will be requested to make a plan to invite different level of community citizens to UP premises
as per selected criteria in a specific date to form CIG Forum.
Step 2, Citizen in Governance Forum Formation:
-The ward members/counselors and female members/ counselor (preserved seat) will prepare a joint list
of 10 citizens for the members of general body (06 male and 04 female citizens as per guide line) with the
consultation of ward committee of their own constitution’s areas or wards. They will be requested to share
the objectives of the CIG with the citizens before finalizing the list of probable members.
-All listed Citizens will be invited by the public representative to attend CIG forum formation meeting in
planned date at LGU’s premises.
- For Upazila Level, only president, vice presidents and secretary of Union and Municipality CIG Forum
and 03-04 representatives (non working UPs) from different Unions would be invited at Upazila Premises
to form Upazila CIG Forum.
- In CIG formation meeting, the Chairman/Mayor will welcome all participants to express their interest to
work for the people and with the LGU as volunteer. Other members of LGU will be explored to speak in
relation with this.
- A (draft) Bye-law will be shared with all members for their clear understanding.
- In small group discussion or selection or oral voting, 03 members (2 male and 01 Female) will be
proposed from each ward to work in Executive Committee (27-30 members in Executive Committees) of
CIG.
- In presence of Local government bodies, the members of Executive Committee will be elected in
different positions (See election process)
- At last, an agreed MOU will be signed between CIG and LGU in presence of all members of the
meeting.
- The staff of PNGO will facilitate the whole process to form the CIG

9. 3
Step 3, Organize Training for Executive Committee of CIG Forum:
A 2-day residential training in role for CIG and prioritization of community concern will be organized for
all members of CIG executive committee at convenient venue available within the district. The trained
PNGOs staff by SDLG project will facilitate the sessions by using the developed module of the project.
Step 4, Organize activity plan workshop for CIG including preparation for participatory strategic
planning:
The Executive Committee of CIG will jointly prepare an activity plan for the year with concerned LGU.
Based on activity plan they will also prepare a budget mentioning the source of fund. The major activity
will be as follows (example): Regular meeting organize, UP performance evaluation, organize open
budget meeting, ensure Service delivery of government agencies, observant international day etc. The
PNGOs staff will facilitate the workshop to prepare activity plan as per the capacity of each CIG based
on local demand.
Step 5, Implement planned activities:
The Executive Community will work jointly with LGU to implement the activities taken by them and the
staff of PNGO will assist accordingly. An agreed amount will be allocated to implement the planned
activities of each CIG.
14. Election process of executive committee:
1. An election board of 03 members will be formed to drive the process of election of the Executive
Committee. This board will be headed by the LGU Chairman and s/he will lead the election process
of the Executive Committee along with 2 counselors /members (male & female) assisted by PNGO
staff. In Upazila, 02 vice Chairmen will assist Upazila Chairman or Head of the election board as
election board members.
2. The Chairman or Mayor will read the bye -laws of CIG before election starts specially the structure
and responsibilities of the Executive Committee. Bye laws will be distributed among the executive
committee members.
3. The Chairman will announce a position and ask the members especially who are willingly interested
for the position. If there is more than one candidate for a position, the name and position will be
announced and invited general members of the committee to give their vote or opinion by raising
hand. Other two members of election board will assist the Chairman by keeping records in this
regards.
4. It is suggested that Upazila Citizen Forum President would be elected from Presidents of UP’s CIG,
Vice president from Vice presidents of UP’s CIG and Secretary from Secretaries of UP’s CIG.
5. The above process will be followed for all 07 positions of the Executive committee.
6. Rest members of the committee will be the general member of the Executive Committee. The name
of all general members will be announced by the Head of the election board.
7. At last, the name of elected members mentioning positions would be announced by the Head of
election board.

10. 3
15. Working Linkage
16. Sustainability strategies:
- Increase participation of CIG in all community based activities of LGU especially participatory planning,
budgeting and decision making.
- By ensuring citizens’ ‘watch dog’ role to ensure the qualitative service delivery of GO and NGOs agencies.
- Forming standing committees of LGU democratically for opening scope for Executive Community members
of CIG forum to participate actively.
- Plan activities with objective of adoption in mainstream institutional practices.
- Target CIG members to develop leadership capacity for election as public representative in future.
What is Citizen?
1. A person owing loyalty to and entitled by birth or naturalization to the protection of a state or nation.
2. A resident of a city or town, especially one entitled to vote and enjoy other privileges there.
3. A civilian.
4. A native, inhabitant, or denizen of a particular place
LGUs
LGU
associations
ccc
CBOs
LGUs
LGU
associations
CPF
CBOs

11. 3
Annexure -i
Monitoring process of Citizen in Governance activities
(Check List)
Sl.
No.
Activities Yes No Specific comments
1. Work as associate organization of
LGUs
2. Ensure Justice for all specially for the
poor
3. Introduce democratic practice in
LGUs decision making process
4. Have freedom to work as volunteer
5. Organize regular general meeting of
the forum at LGU’s premises.
6. Actively Participated in all meetings,
training and workshops
7. Sensitize community on their Role
and Responsibilities of Citizen as
well as LGUs
8. Ensure Community Participation
including youth and women in all
LGUs activities
9. Participated in all activities invited by
LGUs
10. Activate standing committees being
an active member of the committee
11. Develop an annual work plan through
participatory process
12. Have linkage with other CBOs
13. Have taken initiative for financial
sustainability
General comments:
Name of informant:
Designation:
Organization:
Date:

12. 3

13. 3

14. 3
Annexure-iv
Activities Plan of component 4, Citizen in Governance in local decision making
(Draft)
Sl
no
Name of
the
activities
Indicators Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
1. LGUs
Selection
600 LGUs
selected
(100 Upazila
Parishad, 50
municipalities
and 450 Union
parishads)
1.1 Desk review
by the
project team
Site selection
( draft) prepared
1.2 Field visit
and review
with
concerned
PNGOs
Site selection
( draft) reviewed
1.3 Project
management
meeting for
finalizing site
A list of 600
LGUs finalized
2 Partner
NGO
Selection
6-10 PNGOs
selected
2.1 Meeting with
potential
NGOs
1 Meeting
conducted at
project office
2.2 Capacity
assessment
of PNGOs
Capacity
assessment
done
2.3 Assist
PNGOs to
select
deliverable
activities
Deliverable
activities
selected for each
PNGOs
2.4 Budget
negotiation
and
approved of
PNGOs
Budget approved
2.5 MOU sign
with PNGOs
6-10 MOU
signed

15. 3
Sl
no
Name of
the
activities
Indicators Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
3 Develop
Training
materials
with NGO
Partners
(Training
module, CIG
Bye law
etc.)
-Module
development on
Roles of CIGs
and Prioritization
of community
concerns for 3
days(residential)
- Bye law
development
3.1 Meeting with
resource
persons of
PNGOs
Dhaka based 01
meeting 1
day (3-5
persons from
each
organization)
3.2 TOT for
facilitators at
cluster level
( Module and
materials will
be
developed in
training)
3 TOTs in 3
cluster for all
facilitators for 3
days-residential
training(27-30
participants in
each batch)
4 Orientation
of community
formation
CPFs
600 CPFs
4.1 Planning
Meeting with
LGUs to form
Forum CIG,
introduce
SDLG
project and
MOU signed
-600 planning
meetings
(1 day)
- 600 MOU
signed
4.2 -Organize an
Orientation
for the
community of
each LGU,
formation
CPF
And MOU
signed
- 600 LG
institution based
orientation
( 1 day for 100
persons)

16. 3
Sl
no
Name of
the
activities
Indicators Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
- fixing
training date
of the forum
5 Organize
training in
role for
CPFs and
prioritizatio
n of
community
concerns
60 batches
(A 2 day
residential
training will be
organized )
6 Activity
Planning
workshop
for CPFs
including
preparation
for
participator
y strategic
planning
600 workshops
(1 day for 40
participants)
Major Deliverable activities of PNGOs: Component 4, Citizen Participation in Local Decision Making
LGUS = 600
Upazila Parishad = 100
Union Parishad =450
Municipalities = 50
1. Planning meeting with LGUs to form Forum of CIG and introducing SDLG project - 600 meetings ( 15-20)
2. Organize orientation for the community of each LGU and form CIG forum – 600 ( 90-100 participants)
3. Organize cluster based 3 days residential TOT for all facilitators (20-25) facilitated by SDLG- 5-7 batches
4. Organize and facilitate 2 days residential training in role of CIGs and prioritization of community concerns- 600 batches
(27-30 in a batch)
5. Activity Plan workshop for CIG including preparation for participatory strategic planning- 600 bathes
(20-25 participants of executive committee members and LGUs)
6. Support and facilitate LGUs to implement their planned activities as well as monitoring the activities( Based on LGU’s activity
plan)

17. 3
What is a Citizen Report Card ( CRC)?
The Citizen Report Card (CRC) is a tool to
•collect citizen feedback on public services from actual users of a service
•assess the performance of individual service providers and/or compare performance
across service providers and
•generate a database of feedback on services that is placed in the public domain.
Why use a Citizen Report Card?
As a diagnostic tool:
The CRC can provide citizens and governments with qualitative and quantitative information
about prevailing standards and gaps in service delivery. It also measures the level of public
awareness about citizens' rights and responsibilities2.
Thus, the CRC
•is a powerful tool when the monitoring of services is weak
•provides a comparative picture about the quality of services and
•compares feedback across locations/demographic groups to identify segments where
service provision is significantly weak.
As an accountability tool:
The CRC reveals areas where the institutions responsible for service provision have not
achieved mandated or expected service standards.
•Findings can be used to identify and demand specific improvements in services.
•Officials can be stimulated to work towards addressing specific issues.
As a benchmarking tool:
The CRC, if conducted periodically, can track changes in service quality over time.
Comparison of findings across CRCs will reveal improvements or worsening in service delivery.
Conduct CRCs before and after introducing a new program/policy to measure its
impact.
To reveal hidden costs:

18. 3
Citizen feedback can expose extra costs beyond mandated fees while using public services.
The CRC, thus
•conveys information regarding the proportion of the population who pay bribes
(either demanded or freely given) and the size of these payments and
•estimates the amount of private resources spent to compensate for poor service
provision.
CRCs are a powerful tool when used as part of a local or regional plan to improve services.
Institutions undertaking a program to improve services could use CRCs to determine
whether the changes taking place are necessary and to evaluate the impact of these
changes.

19. 3
Key Stages in the CRC Process
The actual process of conducting a CRC includes several steps.
•Stage 1: Assessment of Local Conditions
•Stage 2: Pre-survey Groundwork
•Stage 3: Conducting the Survey
•Stage 4: Post Survey Analysis
•Stage 5: Dissemination of Findings
•Stage 6: Improving Services
Stage 1: Assessment of Local Conditions
The effectiveness of a CRC depends on local conditions and the capacity of the proposed
lead institution.
Objective
•Evaluate local conditions to determine if suitable to implement a CRC.
•Assess the skills and motivations of the proposed lead institution(s).
Expertise
•Knowledge of local (city/ town/ district/ village) conditions.
•Knowledge of the skills and motivations of the proposed lead institution(s).
Output
•Decision on whether to conduct Citizen Report Card.
•Identification of a lead institution.
Time: Approximately 2 weeks.
Stage 2: Pre-survey Groundwork
Objective
•Identify the scope of the CRC.
•Make preliminary implementation plans.
•Design the questionnaire.
•Complete the sampling design.

20. 3
Expertise
• Knowledge of budgeting and fund raising.
•Knowledge of public service provision.
•Knowledge of social science survey methodology.
Output
•Statement of purpose of CRC.
•Project budget and funding.
•Work plan (deadlines, staffing/ outsourcing decision).
•Survey instrument.
•Sampling design.
Time: Approximately 2 months.

21. 3
Stage 3: Conducting the Survey
Objective
•Carry out an accurate survey to satisfy objectives of the CRC6.
Expertise (some of this can be outsourced)
•Fieldwork management and coordination.
•Training of investigators.
•Interviewing and probing of respondents.
Output
•Completed and quality-checked questionnaires/ survey schedules.
Time: Approximately 2 weeks - 2 months (depending on sample size and staff size).
Stage 4: Post Survey Analysis
Objective
•Determine key findings on availability, usage, satisfaction, etc.
Expertise
•Data entry.
•Data analysis and interpretation.
•Writing an analytical report.
Output
•Database on service quality (from citizen feedback).
•Analysis tables (basic frequencies, cross tabulations, etc.).
•Main CRC Report.
Time: Approximately 2-3 months.
Stage 5: Dissemination of Findings

22. 3
Objective
•Disseminate findings to key stakeholders.
Expertise
•Ability to effectively communicate (orally and in writing) with press, citizens and
public service providers.
Output (varies considerably, a few examples)
•Press conference and releases.
•Newspaper, TV coverage.
•Presentation to service providers.
•Written reports/ posters targeted for various audiences.
Time: Approximately 1-2 months.

23. 3
Stage 6: Improving Services
Objective
•Use CRC findings to bring about improvements in service delivery.
Expertise
•Ability to work with CSOs, media and service providers.
•Skilled in imagining, designing and implementing improvements in
Output (varies considerably, a few examples)
•Exchanging of best practices: workshops among service providers.
•Awareness/dialogue campaigns: open houses, public forums.
•Piloting of new reform.
Time: Approximately 2-4 months (Depending on the amount of efforts, this stage could take
up to 6 months).