The phases of the first sa forum at khan younis municipality

THE PHASES OF THE FIRST SOCIAL
ACCOUNTABILITY FORUN - KHAN YOUNIS

Prepared by:

Mohammed Yaghi
Mo’min Abu Nada

1

THE FIRST SOCIAL ACCOUNTABILITY FORUM
KHAN YOUNIS MUNICIPALITY – 2ND OF OCT.2013

1

PLANNING
Identify the
location of SA
forum.
Propose the
concept of SA
forum.
Meetings with
khan Younis
Municipality and
partners.
An agreement with
Khanyounis
municipality to
conduct the forum.
Build up the work
plan of the Forum.

2

PREPARATION
Meetings with the
main stockholders
(Municipalities,
SCOs, Volunteers
and others).
Prepare of all
documents of the
forum.
Prepare of the
specifications of
procurement.
Contract with the
suppliers (stand-up
comedy group,
sound system,
hospitality,
translator, )
Rehearsal.

THISINFOGRAPHICS CLARIFY THE PHASES
OF THE 1ST SOCIAL ACCOUNTABILITY
FORUM IN THE GAZA STRIP

3

IMPLEMENTATION
Promotion of the
SA forum in
KhanYounis using a
promotion
strategy.
Send invitations to
(municipalities of
Gaza strip, NGOs,
SCOs, community
leaders, …)
Send invitations to
the media
agencies.
Implementation of
the activities of SA
forum.
Media coverage.

4

REPORTING
Meetings with (Dr.
Angelita, Mr. Eyad
Abu Hjaier, Khan
younis’ city
manager).
Collect of the
needed documents
and materials for
documentation
(pictures, video,
and papers. ...).
Analysis of the
data.
Propose the first
draft of the SA
report.
Publishing the final
draft of SA report.
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1
1.1 Identifythe location of SA forum.
The cultural center of Khan Younis municipality

2

THE PLANNING PHASE
Why the cultural center of Khanyounis
municipality?
The municipality of Khan Younis is a
partner in the SA project.
The municipality showed significant
commitment to the concept and is
amongst the first municipalities in the
Gaza Strip who started implementing
monitoring mechanisms.
The culture center is big, has a
conference room enough for 700 guests,
has a lovely garden, and its location is
convenient for the movement of buses
and is away from crowded places like
school neighborhoods that may expose
children to danger of the moving busses.
The management of the municipality
utilized a good number of staff to help
prepare for the forum.

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1.2 Proposed of the concept of SA forum.

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1.3 Meetings with khan Younis Municipality and our partners.

The meetings during the planning phase aimed to: maximize the commitment of partners to make the forum successful, obtain their inputs and
suggestions that might enrich the content of the forum, and to identify potential failure risks with them and propose contingency plans in case they
happen. Seven meetings were conducted: four meetings with the municipality staff and director, and three meeting with partner organizations.

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1.4 An agreement with Khanyounis municipality to conduct the forum.

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1.5 Build up the work plan of the Forum.

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THE PREPARATION PHASE

2.1 Meetings with the main stockholders (Municipality and SCOs).

Meeting Minutes
Preparation meeting with partner organizations and the municipality of Khan Younis to the SA forum on Oct. 2, 2013.
Date: 2013-09-21Location: PYALARA association- Gaza.
Time: Meeting started at 10:30 and ended 12:30.
Facilitator: Mo’men Abu Nada, LGP local consultant- GIZ.
Attendance:

SA project

YCC project

Municipalities
LGP

Participant
ImanMeqbel
Ihsan Abu Obaida
Raed Abu Saada
Sharif Al Sharif
IsraaAlBattriki
(Mariam did not come)
Karam Al-Farra
Mo’men Abu Nada
Mohammed Yaghi

Organization
Life and Hope
Bonian
PCDCR
Pyalara
AISHA
Municipality of Khaniounis
LGP local Consultant
LGP local Consultant

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Files shared with participants:
File
Meeting Agenda
Form1
Form2
Form3
Form4
Volunteer duties
Program SA
forum

Title
Meeting Agenda for the meeting on 2013-90-21
Workshop Content Form
Equipment Transportation Form
Guests Transportation Form
World café discussion Form
Proposed duties and responsibilities for volunteers
Draft Program SA forum

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Discussions:
1. Volunteers:
The proposed rules of volunteers were explained by Mo’men to the participants. They were asked if they agree on the proposed duties
as per the file shared with them and if there are other rules that should be taken into consideration or should be added to the proposed
duties. Participants indicated that the proposed duties are OK and they did not suggest any other rules.
The list of volunteers will be sent to partners to be filled by partner organizations with the volunteers’ names and contact information.
Another meeting was scheduled on Wednesday 25-09-2013 to meet the volunteers and to explain to them their duties and
responsibilities during the event.
A question was raised by participants about the rules of volunteers in booths during the event. Mo’men replied that the representatives
of the organizations will be in the booths and the responsibility related to the booths relies on those representatives not on the
volunteers as volunteers are required to perform other tasks.
2. Workshop Content.
Form1, Workshop content form, was explained to partners and they were told how to fill it. Mo’men explained every point in the form
and explained why we need that information. Participants were told that the form will be sent to them to fill it and send it back for
LGP consultants to give approval and to prepare the logistic needs.

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3. Transportation of Guests.
Mo’men did explain form3, guests’ transportation form, to partners and explained in detail why do we need such information. The
form will be sent to the participants for them to complete it and send it back for LGP local consultants to be able to plan for the
transportation of guests.
Participants indicated that one focal point is not enough since most of them work with more than one municipality and the location of
the organization is also different. Mo’men said that we can plan the route of the busses to have a maximum of 3 stops as long as they
are in the vicinity of each other but this should be planned after we receive such information from the partners.
4. Invitations.
The issue of the form and text of invitations was discussed and partners agreed to have the text used by GIZ in the invitations for the
forum in other cities. The mentioned invitation will be sent later to Mo’men by LGP management.
The municipality of Khan Younis will send formal invitations to the mayors of the Gaza Strip and organizations will coordinate with
their partner municipalities for transportation.
Sharif mentioned that there should be one person or a group of officials that are authorized to talk to the press.
Mo’men indicated that there are three main categories of organizations managing the event: the municipality; partner organizations;
and GIZ. He said that there should be one person authorized for each of the parties. It was agreed on that: the mayor should be
authorized to speak on behalf of the municipality; Mr. Iyad Abu Hjayyer (executive manager of PCDCR) on behalf of the
organizations and the speaker on behalf of the GIZ will be identified later when discussing with the Management of the LGP.

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Participants indicated that there should be an invitation to media organizations that is participatory between the organizations. The
participatory written invitation will be sent by each partner organization to the media channels they prefer.
Participants agreed to have a radio spot advertising for the SA forum that will be broadcasted 5 times a day.
Ihsan will send the text for the radio spot.
The issue of inviting the minister of local governance was raised by Eng. Karam from the municipality. He indicated that the
municipality feels it is obligatory to invite the minister. Mo’men said that he will discuss the issue with the management of the LGP.
5. World Café content.
The concept of the world café was explained again to partners by Mo’men. He explained again what will happen during the world café
activity and what the objective behind carrying out such an activity is.
Form4, Group Discussion at World Café, was explained to participants and the methodology of completing it. Mo’men suggested that
the facilitators trained by both Life & Hope and Bunian should be the facilitators for the tables in the world café activity. Partners
agreed on Mo’men suggestion and the tables were divided by the two organizations as follows:
Life and Hope will be responsible for the first two tables: The concept of SA and Participation.
Bunian will be responsible for the remaining three tables: Transparency; Response; and Monitoring.
The two organizations should fill the form4 and send it back to LGP consultants to facilitate the management of the event.

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6. Persons who will be on the stage during the panel discussion.
It was agreed between partners that there will be only: the Mayor of Khan Younis; Mr. Iyad Abu Hjayyer; and the international
speakers chose by GIZ.
Ihsan will be the facilitator of discussion.
The issue of translation was thoroughly discussed. Partners believe that simultaneous translation is not ideal method to choose due to
the difficulties of having 250 sound devices and devices may be forgotten to be handed over by guests. Mo’men will discuss the issue
with the management of the LGP to obtain their opinion.
Participants indicated that volunteers should have a symbolic reward for their efforts as they will be required to conduct many
activities. They suggested that each of them can be rewarded with a mobile charging card of a value of 50NIS. Mo’men will discuss
the suggestion with the management of GIZ.
7. Equipment Transportation
Form2, Equipment Transportation Form, was explained to participants and they were asked to fill it and send it back to LGP
consultants in order for them to be able to plan for the transportation process of equipment.
8. Simulation of the event.
The event of SA forum was simulated verbally by Mo’men assuring that participants understand how exactly the day will go.

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9. Other issues not mentioned in the agenda.
VIP dinner.
It was agreed that each partner organization can have a maximum of 3 guests to attend the VIP dinner as the municipality may need to
invite all mayors participating in the event and key traditional leaders.
Volunteer meeting.
It was agreed to have a meeting for volunteers on Wednesday 25-09-2013 at 10:00. The meeting will be held at the place of the event:
the cultural center for the municipality of Khan Younis. The objective of having the meeting is to make sure that volunteers
understand the tasks and responsibilities they are required to do.
The action plan.
The action plan was explained by Mo’men in order for partners to understand our strategy to make all the preparations for the event
and to obtain their input in case if the action plan should be modified in some way.
The Mural.
The issue of the mural describing SA planned to be drown during the event was raised by Ihsan. Eng. Karam from the municipality
indicated that he will discuss with the municipality the possibility of having such a moral or not.

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Traditional poetry
Eng. Karam from the municipality mentioned that the municipality suggests having a traditional poet to say some poetry about SA
after the concept is explained to him. It was agreed that Ihsan; Karam; and Hatem from the municipality will have a meeting with the
poet to explain to him and come back to LGP consultants with the text of poetry to obtain approval to have it directly after the TEDx
activity.
Wi-Fi
Sharif mentioned that he can create a social media channel reporting the event if an internet was created. He suggested that internet
providers such as Net Stream can be contacted to have advertising for their companies in exchange of providing internet access during
the event. Karam will contact some internet providers to check their interest in doing such a thing.
Cleaning and gardening of the place.
Mo’men emphasized in his speech directed to Karam that municipality need to take extra measures to ensure than the place is clean
and gardening issues such as the long grass should be taken care of. Karam promised that the municipality will take all necessary
measures to ensure that those issues are taken care of.

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2.2 Prepare of all documents of forum.
Annex 1:Volunteers contact information
SA Forum Volunteer contact information

Mobile No.

The name

The organization

Volunteer No.

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Annex 2:Matrix the Role and Responsibilities for volunteers.

The name
No.
– the volunteer of reception committee

– the volunteers of logistics committee

-

-

-

-

-

-

-

-

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Annex 3:Workshop Content Form

Form1: Workshop Content Form
This form is designed to be used by partner organizations to prepare for their workshops that will be carried out during the Social
Accountability (SA) forum. The SA forum will be held at the cultural center of the municipality of Khan Younis on Oct 2, 2013. The
form is also intended to serve facilitating the general management of the event by GIZ. It is designed to be completed by partner
organizations during the process of preparing for the workshop. All aspects related to the workshop (such as outline and logistic
needs) need to be thought about carefully when completing this form in order for GIZ to be able to provide all necessary facilitations
and advice.
-

Organization
Title of workshop
The location of workshop

The time of conducting workshop
The main goal

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-

The main outline

-

–

–- LCD

The moderator
The logistics needs

–
–

Workshop agenda
Date of completing the form

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Annex 4:The form of groups’ discussion at world coffee

The form of groups’ discussion at world coffee

The concept of S.A.

Discussion table Topic
The facilitator
Discussion questions
The logistics needs

Participation

The facilitator
The logistics needs

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Transparency

The facilitator
The logistics needs

Response

The facilitator
The logistics needs

The monitoring

The facilitator
The logistics needs

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Annex 5:Guest Transportation Form

Form3: Guest Transportation Form

The table below provides the transportation needs for every partner organization. Each organization would need to invite people from
their communities in order for them to attend the SA forum and to understand more about the SA concept. The table is completed as
per what is discussed with the partner organizations for the number of guests to be invited and for the focal meeting points. All busses
are supposed to be available for organizations at: 8:30 Wednesday Oct 2, 2013
Bus
Number

Organization

No. of guests who need transportation for the event.

Focal meeting point

Life and Hope
Bunian
PCDCR
Pyalara
AISHA

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Annex 6:Equipment Transportation form

Form2: Equipment Transportation form
This form is to be used by GIZ to plan for the transportation of equipment needed during the Social Accountability (SA) forum that
will be held on Oct 2, 2013 in the cultural center of the municipality of Khan Younis. Equipments are assets of partner organizations
and will be used only as contributions from them during the forum. As the completed form facilitates GIZ staff to plan for the
transportation of equipment, it also serves as a document describing the items/equipments in the possession of the personnel of the
forum and are owned by the partner organization. So please make sure that you write all items/ equipments that will be transported to
the culture center of the municipality of Khan Younis as a contribution from your organization. Please include only items that cannot
be transported with you i.e items that are big or heavy. Items such as cameras or laptops should be transported with you on your way
to the forum.
Transportation form for Equipment

Equipment
Raed will transport them by his car.
Eman will transport them with the bus.
1.
2.
3.
4.

Projector.
Flip chart.
Cameras.
Banner.

The Organization
PCDCR
Life and hope.

No.

Bunian Ass.

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5.
6.
7.
8.
1.
2.
3.
4.
1.
2.
3.

LCD
LCD Screen
Publications.
Brochures.
LCD.
Flip Chart.
Embroidery Products.
Publications.
Projector.
Big LCD screen.
Two small LCD screens.

4
PYALARA
5
Aisha Ass.
6
Effects Company

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Annex 7:Buses Times and Focal points for transportation service SA Forum Oct. 2, 2013

Buses Times and Focal points for transportation service SA Forum Oct. 2, 2013
The table below provides the transportation needs for every partner organization. Each organization would need to invite people from
their communities in order for them to attend the SA forum and to understand more about the SA concept. The table is completed as
per what is discussed with the partner organizations for the number of guests to be invited and for the focal meeting points. All busses
are supposed to be available for organizations at: 8:30 Wednesday Oct 2, 2013.
Bus
Number

Organization

No. of guests who need transportation for the event.

Life and Hope

Focal meeting point

30

Bunian

PCDCR

Pyalara

AISHA

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The time of buses movement from the main focal points:

The times of transportation

8:35
8:50

The times of
availability of the
buses

No. of buses

The focal point

8:30
8:45

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2.3 Prepare the specifications of the procurement.
2.4 Contract with the suppliers (stand-up comedy group, sound system, hospitality, translator, )
2.5 Practice Performance.

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3

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THE IMPLEMENTATION PHASE

3.1 General promotion of the SA forum in Khanyounis.

We have used different tools for
general promotion of SA Forum in
Khan Younis:
Facebook.
Twitter.
SMS.
Radio Advertising.
Billboards.

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3.2 Send invitations to (municipalities of Gaza strip, NGOs, SCOs, community leaders, citizens …).
3.3 Send invitations to the media agencies in order to cover the event.

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3.4 The first SA forum in khan Younis municipality.
The forum started with receiving the guests at 9:00. Speeches started at 10:00 followed by the fun-type activites to introduce the
concept of SA (SA documentary film produced by GIZ, traditional poetry, and stand-up comedy film). A break was taken from
12:00 to 13:00 were participants had the opportunity to visit the booths and know about the activities of the municipality and
the partner organizations. Panel discussion started at 13:00 at the main conference room and lasted for 90 minutes with
intensive discussion of the concept of SA and the challenges that faces its application in the Gaza Strip. After the panel
discussion, participants had the curiosity to know more about the concept so they participated in three simultaneous activities:
SA workshop, YCC workshop, and the SA world café. The closing ceremonies started after the completion of those three activities
and included the expression of gratfullness by both GIZ and the municipality for participants and also the submission of the
second award for the SA photo competition. The forum activities ended at 16:00.
For detailed description of the activities, please refer to the SA forum report.

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3.5 Media coverage
The following table presents our strategy for social media coverage for SA forum at Khan Younis municipality. Our objective from
approaching such a strategy is to spread the news about SA and the activities of GIZ to reach as many people as we can.
The CSOs should provoke the social media activists intheir organizations to help us be successful reaching as many audiences as
possible.

No.

Social Media Tool

Promotional strategy

Resources

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1.

Facebook

Publishing of all SA forum Activates on SA page.
Include the following Hashtag:
#social_accountability

Organizations' members
who are active in social
media
Use of Smart mobile.

in the news.
Tag as many friends as you can, GIZ team, journalists and others
related to NGOs sectors.
2.

Twitter

Tweet on the following Hashtag:
#social_accountability

Organizations' members
who are active in social
media
Use of Smart mobile.

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4

THE REPORTING PHASE

4.1 Meetings with (Dr. Angelita, Mr. Eyad Abu Hjaier, Khan younis’ city manager).
The meetings aimed to obtain the assessment of the three key persons of the forum as well as to obtain their recommendations.
4.2 Collect of the needed documents and materials for documentation (pictures, video, papers ...).
The documents provided an evidence for all the analysis that was conduced in order to write the final report. They included the videos of the
forum to transcript speeches and discussions and also the entry registration documents in order to obtain an overview about the participants in
regards to their ages and the organizations they come from.

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4.3 Analysis of the data.
The analysis was done in order to extract the required information from the raw data available. As previously mentioned, entry registration
documents were analyzed to extract information about gender distribution of participants and the organizations they come from. The
transcription of the speeches and the panel discussion were analyzed to obtain a view about the level of understanding of key persons as well as
participants to the concept of the SA, the challenges, and their suggestions for improvement.

4.4 Propose the first draft of the SA report.
A draft was written for the final report of the SA forum in Khan Younis and was sent to key stakeholders to obtain their feedback in
case they have any comments that can enrich the report.
4.5 Publishing the final draft of the report: The first SA forum in the municipality of Khan Younis.

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The phases of the first sa forum at khan younis municipality

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