The most important opportunities for public participation at local level are through using ward councillors and ward committees. The ward councillor is the direct link between the local council and the public operating mainly through the structure of the ward committee. It is the councillor’s responsibility to make sure that people are consulted and kept informed about council decisions, development and budget plans and any council programmes that will affect them. The Municipal Systems Act requires that municipalities take steps to ensure the participation of communities in decision-making.

Section 16 of the Act considers the following as key areas requiring community participation:

Assessing and Approving the budget

Approving the budget is one of the most important functions of the council.

The ward councillor should not approve the budget until there has been proper consultation with the ward committee and other stakeholders. So, ward committees play an important role in the process and they should look carefully at all the parts of the budget that will affect the people in their area. Of special importance are new developments or projects in the ward and the tariffs (prices) set for services like water and refuse removal. All members of the community have the right to observe the special council meeting when the budget is debated and voted on.

Ward committees should also be given regular feedback on the ‘cash flow’ of the municipality. ‘Cash flow’ means the movement of money into (income) and out of (expenditure) the municipality’s bank account. Ward committees have a right to ask questions about how well the ‘cash flow’ is being planned and monitored.

Planning and Developing the Integrated Development Plan (IDP)

Ward committees should work closely with the councillor and other community organisations (community-based organisations and NGO’s) to identify priority needs and make sure these needs are included in the budget proposals and Integrated Development Plans.

Monitoring Council Activities on a Regular Basis

Ward committees should insist on regular reports and feedback on municipal projects and services, either at ward committee meetings or at public hearings.

Performance Management

The municipality must have clear goals and specific targets of what has to be done to make sure the goals are achieved. Every department and staff member should be clear what they have to do and how their performance will contribute to achieving overall goals and targets. Performance management means that the performance of individuals, departments and the municipality as a whole should be monitored to make sure the targets are met and that resources are being used efficiently. Council should prepare a report for the ward committee at least once a year that shows how it has performed in relation to their objectives and the budget. This usually happens at the end of the financial year (July of each year). The report and audited financial statements must be made available to the public.

Direct Advice and Support

Ward councillors are the most direct form of access people have to government. Usually people will turn to a ward councillor for direct advice and support. Once a problem has been referred to a ward councillor, the person should demand to know what the ward councillor is doing or has done to deal with the problem.

Ask for a Councillor Clinic to be Set up

Request the councillor to set up a regular clinic on specific days at a certain place in the community. This means the councillor must be available to see anyone from the community at these agreed times. Advertise these dates around the community.

Lobbying

Communities can use their councillors to lobby committees, the Mayor and other spheres of government.

(See: Problem 1: Lobbying Local Government) (See: Lobbying)

Attend Public Meetings and Public Harings

Attend public meetings called by the councillor, ward committee or council. Identify which committees are making decisions about issues that concern you and attend public hearings of these committees. These meetings are open to the public.

Use the Media

Approach a local newspaper or community radio station and ask them to write or present a story on an issue that concerns the community, explaining what role the municipal council should play in dealing with the issue.

Get Publicity and Grow Support

Hold public demonstrations and mobilise public support (avoid violence and damage as you will lose public support with these actions). Build partnerships, alliances, and networks amongst local organisations, civic groups.

Planning and Implementation of Municipal Service Partnerships

Service delivery partnerships can be made between the municipality and the private sector, other spheres of government, or with CBOs and NGOs. Ward committees and the community can play an important role in the following ways:

• Help the municipality to decide which services to develop and improve
• Develop proposals (with the help of CBO’s and NGO”s) for council to consider
• Have council appoint a committee of community representatives to monitor processes and to advise the municipality on priorities for service development

Communities or their representatives can evaluate future service providers and monitor the performance of those providing services.