12.    Steps on how to establish a management committee

 

 

The following steps in the development of commonage committees were developed by SPP and Namaqualand

commonage users. Permission to include this in the Toolkit was obtained by SPP.

 

STEPS IN THE DEVELOPMENT OF COMMONAGE COMMITTEES

 

Task

Notes

Responsible body

1.       Preparation:  Depts and NGO meet with land owner (LA) to discuss proposed process for the establishment of MK and answer concerns around future roles, responsibilities and func­tions.

LA’s are legally responsible for the land and what takes place there and may not de­legate all powers to a com­mittee.

DLA &  DOA & NGO

2.       Communication with interested parties:

a)       Identification of roleplayers eg:  Local Authority, Farmers Associations, Local De­velopment Forums, Womens Organisations, Ward Committees.

b)      Invitations/Advertising:  Posters, letters of invitation to organisations, church an­nouncements and all other local strategies should be used.

c)       Mass meeting to which all role players are invited. The agenda should include explana­tion and discussion of the aims of and rea­son for the establishment of a MK, clarifi­cation of the different roles of the LA, Far­mers Associations, MK and other structures.

d)      Decisions on the composition of the MK If possible a decision should be taken at the mass meeting on the composition of the MK and the process by which members will be elected.

Local conditions and struc­tures must be taken into consideration. There is no formula (other than that both owner and user must be represented) that suits all communities. Facilitators should take care to identify all interest groups/structures and involve them in the process from the beginning.

 

 

 

It may be necessary to have more than one meeting before a decision can be reached on the composition of the MK.

 

a)  NGO & LA

 

 

b)  LA

 

 

c)  LA, DOA & NGO

 

 

 

d)  Mass meet­ing with fi­nal appro­val of de­cision by LA.

3.       Election of MK members

a)       The LA officially informs all structures which are to be represented on the MK of the date before which all structures should elect their representatives (and their seconds).

b)      Participating structures elect representa­tives and notify LA.

c)       NGO monitors and keeps process on track.

Care should be taken to en­sure that representatives are democratically elected and not self appointed by cliques and that they have a mandate from their structure to serve on the MK.

 

a)  LA

 

 

b)  Participa­ting Structu­res

c)  NGO

4.       MK Constitution and Code of Conduct

a)       A draft constitution and Code of Conduct should be drawn up by the elected mem­bers of the MK. With assistance from the NGO.

 

 

a)  MK & NGO

b)      Drafts should be submitted to all interested parties in the community and the DOA for comment and finally approval.

c)       The LA formally approves the documents at a full LA meeting.

d)      Copies of approved documents given to all participating structures and members of the MK.

 

b)  Interested role players

 

c)  LA

 

d)  LA & MK

5.       Election of Office Bearers

a)       Role and function of each office bearer workshopped with MK where necessary.

b)      Office Bearers are elected by MK.

c)       Training needs of elected office bearers identified and training arranged.

d)      Public information dissemination.

 

 

 

 

d)     Pamphlet on MK role and functions, introduc-tion of office bearers and any other general information.

a), b) and c) –Facilitation by NGO.

 

 

d)  MK & NGO

6.       Meentkomitee meetings

a)       Regular meetings (at least 1 per month) will need to be arranged at dates and times which ensure maximum participation of members.

 

b)      A method of quick and efficient communi­cation between the MK and the LA should be worked out and recorded in writing.

 

c)       Strict enforcement of the Code of Conduct must take place.

 

d)      Ensure proper minute taking and reporting back to participating structures.

 

 

b)     The MK may not have executive powers and can become quickly undermined if a good working relationship with the LA is not developed.

 

c)     The MK must be seen to be transparent and not acting in the interest of its members only if it to gain acceptance in the community.

 

 

b)  MK & LA

 

 

 

 

 

 

c)  MK Chair-person

 

d)  NGO

7.       Collection of relevant information

a)       Surveys of veld conditions, no of farmers, stock numbers, state of existing infrastruc­ture and inventory of repairs needed and new infrastructure required, needed for the development of a Management Plan.

 

a)     DOA can use the pro­cess of surveying as an educational opportunity for members of the MK.

 

a)  DOA & MK

b)      Agricultural Potential reports, maps of farms plus technical information such as carrying capacity.

c)       Relevant legislation and regulations for the municipal areas collected and studied.

d)      Details of any current practice by LA for the registration of farmers, record keeping, gra­zing fees collected, the functioning of local pounds and the capacity to repair and replace infrastructure.

e)       Income and expenditure on the commonage over the last year.

f)       Information from users on current problems and expectations and their proposed solu­tions.

A full understanding of cur­rent practice of the LA in relation to commonage ma­nagement is essential

b)  DOA

 

 

c) and d) – LA, MK and NGO

 

 

 

e) and f) – MK & NGO

8.       Management Plan

        After the collection of all the relevant information the MK can start drawing up the first draft of the Management Plan keeping in regular consultation with the users and the LA.

 

        The Management Plan should include at least the following details:

1)      Description and maps of land to be mana­ged in terms of the Management Plan.

2)      Copies of all Notarial Deeds and Servitudes related to the land.

3)      Carrying Capacity of the land.

4)      Infrastructure Inventory.

5)      General principles on how land will be ma­naged.

6)      Procedures and criteria to be used in the handling of applications for access to the commonage.

7)      Grazing/Maintenance Fees.

8)      Procedure for the management of income and expenditure on the commonage.

 

 

 

 

It is vital that all role-players are consulted throughout the process.

 

 

 

MK, LA & NGO

9)      Plan for the maintenance of Infrastructure on the commonage.

10)    Administration of commonage.

11)    Communication between LA and MK.

12)    Procedures to be followed in amending the Management Plan after adoption.

13)    5 year development plan.

14)    Budget for MK expenses and maintenance of Infrastructure.

15)    Grazing Regulations.

16)    Contracts between users and the LA.

17)    Contracts for the leasing of non removable property on the commonage eg. Houses, sheds, etc.

 

 

 

 

 

 

 

 

15)     Existing regulations

       may needs to be re­viewed or new regula­tions written and ga­zetted.

 

 

 

 

 

 

 

 

15)       DOA & LA & NGO

 

16 & 17   LA

9.       Adoption of Management Plan

         The plan is formally adopted at a meeting of the Local Authority.

If the LA wishes to make changes to the plan, they should meet with the MK to discuss reasons for propo­sed changes and try to reach concensus.

LA

10.     Review and training of LA Administration workers:

 

It may be necessary to look at current methods and pro­vide training for admin work­ers to ensure that they un­derstand and are able to carry out tasks required of them.

LA & NGO

11.         Presentation of the plan:

        A community meeting is called where the plan is explained to all interested parties and the date of implementation is announced. If possible a further information pamphlet could be produced at this stage.

This meeting is an informa­tion meeting as all interes­ted parties would have pre­viously been consulted du­ring the drawing up of the Management Plan.

LA & MK & NGO

12.         Strengthening of the Farmers Associa­tion:

Farmers Associations are often weak and do not represent the majority of the users. Attention should be given to building their capacity.

Efforts should be made to strengthen existing struc­tures rather than create new ones which inevitably lead to conflict with older organi­sations.

DOA & NGO

13.     MK  Training on committee procedures and agricultural technical issues where neces­sary.

 

DOA & NGO

14.     Amendment of Management Plan:

It may become necessary after implementation to make changes to the plan where clauses are shown to be impractical or unsuitable, it is important that any chan­ges are only made after full consultation with all relevant role players.

MK & LA

15.     Preparation of Infrastructure Grant Appli­cation:

This grant may in future be applied for at the time of purchase of the farm or on completion of the manage­ment plan.

MK & DOA & LA

16.     Monitoring of implementation of the plan:

The commonage should re­main a permanent item on the agenda of the LA. Reports received from the MK should be studied and where it is apparent that the MK is failing to deliver the LA as owner of the land should meet with the MK to discuss and find solutions to problems. The DOA should inform the LA of problems such as overgrazing.

LA & DOA