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Community Capacity Building Guidelines Series No.

5

GUIDELINES ON MAINTENANCE OF COMMON FACILITIES
(Version 1)

Prepared by

Consolidation for Settlement Capacity Building and Livelihoods Development Project in Sri Lanka
Funded by World Jewish Relief

2008

0 Introduction 1.1 1.0 Steps to make a maintenance plan Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Preparing for a workshop Introducing the workshop objective Identifying common facilities Identifying problems related to the common facilities Listing the common problems Analyzing the problems and searching for solutions Identifying the responsible parties Formulating a maintenance plan Disseminating the maintenance plan 3.2 Need for this guideline Target groups of this guideline 1 1 1 2 2 2 2 2 3 3 4 4 4 5 5 7 2.0 4.0 Setting up of Maintenance Committee Establishment of Maintenance Fund Annex I –Agenda of Workshop on Maintenance of Common Facilities Photos on the cover page: 1) Community hall for social and religious use (Jaffna District) 2) Well for drinking water (Trincomalee District) 3) Distribution of waste collecting bags for preventing of irregular disposal of nondegradable garbage (Galle District) .Contents 1.

1. drains. The objective of this guideline is to educate CDC office bearers and members on how to conduct the maintenance work effectively. the office bearers of all CDCs should get together and decide on a suitable methodology. they hand over the facility to the community and withdraw from the scene. In the absence of such a mechanism in CDCs. One is the operation and maintenance (O&M) of the common facilities. The funding agencies do not provide financial assistance for their maintenance. 1 .1 Need for this guideline Once the funding agencies complete their activities. Therefore a guideline which provides the required know-how to the office bearers of CDCs is necessary to enable them to implement operation and maintenance work systematically. 1.0 Introduction Urban low-income settlements are provided with free basic common facilities such as common water taps. The other is raising funds necessary for operation and maintenance work. Generally CDC office bearers are ignorant of ways and means of raising funds necessary for maintenance. over a period of time many common facilities will be on the verge of breaking down. Thereafter the responsibility for their proper maintenance and protection falls on the Community Development Council (CDC) as funding institutions will cease their involvement in these activities. community halls and playgrounds etc. Hence two (2) responsibilities fall on the CDC. These facilities are provided for the benefit of the community by the funding agencies.1. This guideline can also be used by community mobilizers as a hand book on maintenance of common facilities. Protecting and maintaining these facilities then becomes the responsibility of the CDC. For this work is to be carried out appropriately.2 Target groups of this guideline The main target group of this guideline is the office bearers of the CDCs.

the way it will be conducted and that the final plan will be prepared after group discussions. The table given below can be used for this purpose. Items that are considered as “common facilities” should also be explained. Only those office bearers of CDCs who have some understanding should be summoned for the workshop. A list of all the common facilities in the settlement can be prepared by the resource person after inquiring from the participants. A step by step description is given below. the “reasons” for the problems and “who are 2 . and direct all the groups to identify the problems related to common facilities. Step3 Identifying common facilities (Plenary) Common facilities can be identified through a discussion.2. At the end of the workshop they should prepare a plan for the maintenance of common facilities relevant to their settlements. Step 1 Preparing for a workshop • • • • • Step 2 Deciding the date for the workshop Identifying suitable CDC office bearers (between 15-20) Identifying a suitable venue Procuring the stationery necessary for the workshop Finding a suitable resource person Introducing the workshop objective The resource person should explain the objective of the workshop. ……………………… CDC List of Common Facilities (Quantity) 1 2 3 4 Drain system (……… linear feet) Community hall (1) Common water taps (5) Common bathing well (2) Step4 Identifying problems related to the common facilities (Group work) The resource person should then divide participants into groups. After that.0 Steps to make a maintenance plan A plan for the maintenance of common facilities to be carried out by a CDC could be formulated by conducting a workshop.

and each group will suggest “short term” and “long term” solutions. Common water taps are broken. Who are affected Entire community Community hall is not cleaned. Reasons • • • • People dumping garbage Inadequate side walls Lack of money for maintenance No one takes the responsibility. Next step is the preparation of a list of common problems with priorities. The following table can be used for this purpose. The table below can be used for this purpose. One group can work on one problem. Entire community Step5 Listing the common problems (Plenary) After the groups identify the problems. an opportunity should be given to all the groups to make presentations. Priority 1 2 Problems Drains are not maintained.affected by the problems” will be analyzed. Views of others should also be obtained on the presentations and amendments made if necessary. Step 6 Analyzing the problems and searching for solutions (Group work & Plenary) The resource person will again divide the participants into groups. 2 out of 5 common water taps are broken. Problems related to common facilities Drains are not maintained and cause mosquito problems. 2 out of 5 common water taps are broken. Priority 1 2 Problems Drains are not maintained. All groups will make presentations on the proposed solutions and amend them if necessary. 3 Solutions Short term Long term .

the maintenance plan should be presented to the entire community. Their shortcomings can be rectified during the discussion. Responsibilities Problems Solutions Individual community members CDC as a whole Local authority or any other institutions Step 8 Formulating a maintenance plan (Group work & Plenary) In this step. It should clearly be determined as to by whom.Step 7 Identifying the responsible parties (Group work) An attempt is made here to identify responsibilities for maintenance among parties including the CDC and external institutions. how. Step 9 Disseminating the maintenance plan After the workshop. Plan for Maintenance of Common Facilities Problems Solutions Responsibilities Individuals CDC Institutions Time Frame The overall plan will be prepared by presenting the information identified by the groups separately. it is intended to bring together the information collected earlier and formulate the overall plan. 4 . and when those activities are to be carried out.

which is comprised of four (4) office bearers. 2. 5. Raising funds can be done in several ways. 3. Conduct of a lottery Crediting 1% of the value of community contracts to the fund Donations Crediting a certain portion of the profits received by the CDC to the fund Charging a monthly sum of about Rs.0 Setting up of a Maintenance Committee At the end of the workshop. Implementation and coordination of the maintenance activities in the settlement. Its functions will be: 1. Establishment and operation of the Maintenance Fund. 5 . 1. 4. 10/= from households (monthly subscription fees) The responsibility of the Maintenance Committee is to operate the Maintenance Fund properly and to carry out the necessary maintenance activities. it is important to form a Maintenance Committee.0 Establishment of a Maintenance Fund Establishment of a community fund for maintenance of common facilities is important.3. 4. prepare accurate records and create awareness among the community regarding maintenance activities. Coordination of large scale repairs with relevant institutions. 2. 3.

11.30 a.m.30 a. 12. 01.m.00 a.40 a.40 a. 09.00a.m.30 a.m.m.10 a. 6 .15 a.m.30 p. - 12.m.00 a. – 12.00 a.m.30 a. 01.m. .30 p. 09.m.m.m.m. 10.30 a.m.m. 11.10 a.m.m.15 a. .30 a. 10.30 p.30 a. 01.m.m. 12.00 p. 01.09.09.m.m.m. 01.40 p. 09. 10. 10.00 p. 11.Annex I: Agenda of Workshop on Maintenance of Common Facilities Time 09. Activity Welcome Speech Self Introduction Explanation on the objective of the workshop Explanation on the need for a Community Maintenance System in the settlement Tea Identifying common facilities in the settlement Identifying problems related to the common facilities and prepare a list of common problems Analyzing the problems and search for solutions and identifying the responsibilities Formulation of the maintenance plan Setting up of the Maintenance Committee Follow-up Action Discussion & Winding up Session 11.m.