CARD 8 (A): Public Meeting to Introduce the Project ............................................................ 2
CARD 8 (B): Public Meeting to Introduce the Project (Example) ........................................... 3
CARD 9 (A): First Series of Public Meetings in the Kiosk Catchment Areas ......................... 4
CARD 9 (B): Kiosk Catchment Areas or Zones ..................................................................... 5
CARD 9 (C): Criteria for the Selection of Sites for Kiosks ..................................................... 6
CARD 9 (D): Second Series of Public Meetings at Kiosk Catchment Zone Level ................. 7
1
Toolkit for Urban Water Supply Projects Module 3 Cards 8-9: Project Introduction and Kiosk Sites

2
CARD 8 (A):
Public Meeting to Introduce the Project
Objective
The first series of public meetings serves to inform the population about the planned intervention.
Main Messages and Topics for Discussion
The messages that have to be communicated and discussed during these meetings are the following:

Introduction of the Water Service provider (WSP) and of the project.

The presentation of the Task Team.

The objectives of the various stakeholders with regard to water supply, sanitation and public health.

The social, commercial, technical and public health objectives of the Water Service Provider.

The number of kiosks required to meet the above-mentioned objectives.

The proposed community participation concept.

The kiosk site selection procedure (how the community can participate in the selection of proper kiosk sites) and the criteria that should be used to identify proper sites. Criteria such as risk of vandalism, accessibility, likely hood of erosion and flooding, social control, etc. Special attention has to be given to current land use patterns or land ownership claims with regard to the proposed sites. During the meeting, the residents present may propose a particular site, but the Task Team will have to verify (on the spot) whether or not this site is already used or owned by individuals, institutions or organisations.

The Municipality has to indicate if the land can be used for the construction of public utilities.

The technical and financial constraints related to kiosk site selection (for example, a kiosk cannot be constructed in for instance rocky areas or in areas far removed from the main supply network).

The need, if the intervention is to be a success, to avoid conflicts within the community as a result of kiosk site identification and selection. These conflicts can be the result of intrigues or of the personal interests of a few residents (elders, local party leaders, etc.).

Emphasising the need to keep the water supply scheme and community participation non-political.
Political tensions and conflicts often result in the failure of projects.

Discussing, on the basis of the results of the data collection exercise, the need to design and implement a health and hygiene education/sensitisation programme (in this context it will be important to emphasise the importance of kiosk cleanliness and hygiene).

Discussing the next steps in the step-by-step implementation programme. This can be done on the basis of the Activity CARDS.
Task
The residents are asked to reflect on and discuss among each other a number of potential sites for their kiosk. These sites will be discussed during the kiosk catchment zone meetings .
Outputs

A provisional list of proposed sites for the kiosks and a sketch of the area, digital pictures and
GPS readings of the proposed sites.
 A list of residents’ feedback received during the first series of meetings.
Toolkit for Urban Water Supply Projects Module 3 Cards 8-9: Project Introduction and Kiosk Sites

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CARD 8 (B): Public Meeting to Introduce the Project (Example)
Oloolaiser Water and Sewerage Company
Description
Objective
Target group(s) /
Participant
Initiator and organisers
Contributors
Specific activities
Message(s)
Methodology and media
Methodology
Required materials
Duration
Number
Costs
Public meeting(s) ( Baraza ) held in the project area

Introduce the WSP and the project to the residents

Identifying appropriate sites for the kiosks

How the water kiosks will be managed, supervised and operated

Explaining the advantages of consuming safe water

Residents of the project area

Special emphasis will be given on ensuring the participation of women
Measures should be put in place to allow the elderly and handicapped to attend

Chief/WSP/Task Team

Council

Public Health Officer (PHO) and teachers

Local NGO (non-governmental organisation) or CBO (community-based organisation)

Chief and local leadership (members of Task Team) assist in community mobilisation

Drama/drumming group (to mobilise the residents and to play a sketch on the importance of consuming safe water)

Preparation of the meeting(s)

Presentations by WSP staff

Presentation by the PHO (Public Health Officer)

Presentation by the Council

Question and answer sessions

Drumming and a sketch/skit performed by the drama group

Onsite water quality tests (flocculation test) of existing sources of unsafe water

Introduce the WSP

Objectives of the kiosk project

Project community participation concept

Kiosk site identification procedure

Criteria that will be used to identify


The project will bring safe water to residents
Importance of consuming safe water ( afya bora ) maji safi

Proper water transport, water storage and use

Importance of a user-friendly and clean water

 appropriate sites for water kiosks
How kiosks will be managed & operated
Metering of domestic customers kiosk

Planned construction activities

Importance of a user-friendly kiosks

Public announcement

Drama group

Presentations

Giving participants the opportunity to ask questions

Megaphone

Drums

Water testing kit

Flipchart stand

A1 size paper, markers
Water meter

1.5 – 2 hours

One baraza per area or one baraza per kiosk catchment area (depending on such factors as area population, distance, number of kiosks, etc.)

Hiring of drama group

Water testing kit

Transport costs



Megaphone (if the WSP does not own one)
Flipchart stand
Lunch allowances (PHO, Chief, etc.)
Toolkit for Urban Water Supply Projects Module 3 Cards 8-9: Project Introduction and Kiosk Sites

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CARD 9 (A):
First Series of Public Meetings in the Kiosk Catchment Areas
Number of
Meetings
Participants
Organisation
Participation

The Task Team should organise at least one (1) public meeting in each
“kiosk catchment zone” or alternatively at a central location (within the project area) where all residents are able to attend.

The kiosk catchment zone and central location is discussed in Activity CARD
8 (C).
The public meetings should be attended by the following stakeholders:

The population of the kiosk catchment zone.

The members of the Task Team.

Technical and commercial/public relations staff (Task Team members) of the
WSP, in a position to able to comment upon the proposed kiosk sites.

The local administration, e.g. the Chief.

The choice of public meeting location i.e. either at kiosk catchment level or at a central place will depend on the distances between kiosks.

The Task Team should make sure that the meeting (time, venue, main objective) is known to the population of the kiosk catchment zone.

Women and teenage children (as they often fetch water) should be motivated to attend the meeting.

The meetings should be well prepared and a member of the Task Team should give short presentations on the topics (mentioned on CARD 8 (B)).

It is important that the Task Team and the project team meet a day or two before the actual baraza day to ensure that all things are in order.

Although the Task Team will need time to explain the various issues, the objective of the meeting is to discuss the proposed project with the residents.

If there is a large crowd, it will be impossible to give everybody the opportunity to speak. What is important is that all participants have the feeling that their concerns have been adequately addressed.

After each presentation by a member of the Task Team and the WSP team the participants should be given the opportunity to ask questions and make comments.

A good attendance and an active participation are success indicators.
Success
Indicators
Tools
Entertainment

Module 3, Section 4 contains a poster (A4 size) which can be adapted and used to announce the first public meeting and the second public meeting.

In order to enliven the meeting, a local drumming or drama group could give a few short performances. Is drumming a good method to draw residents to the meeting?
Toolkit for Urban Water Supply Projects Module 3 Cards 8-9: Project Introduction and Kiosk Sites

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CARD 9 (B):
Kiosk Catchment Areas or Zones
Remarks Concerning Kiosk Catchment Areas/Zones and Kiosks Site Selection
The Task Team will have to subdivide the project area into kiosk catchment areas or zones (one zone for each kiosk). The kiosk catchment zones, despite the fact that the exact locations of the kiosks are not known, should cover potential kiosk catchment/service areas.
Preparation

On the basis of the data collection exercise, it will be possible to estimate the future demand for kiosk water (on a litres per person per day basis).

An analysis of current consumption practices and the availability of alternative sources (including existing domestic connections) should guide the assessment of the percentage of the population that will use the kiosks.

The estimation of future daily per capita consumption figures will allow for the assessment of the number of residents per kiosks.

Population data will be used to calculate the required number of kiosks.

This calculation should also take population growth and the current and future extension of the area into account (Is the project designed for now, the year
2015, the year 2020?)

Other factors, such as distance (between dwellings and kiosks), and population density, should also be given consideration.

Technical and financial factors such as the total quantity of water available, expected water pressure, lay out of roads and housing and the project budget are equally important.
Defining
Kiosk
Catchment
Areas

When the total number of kiosks has been established, the Task Team should identify, on the basis of area walks, sketches, aerial photographs, maps, the kiosk catchment zones.

Kiosk catchment areas are non-binding in the sense that they only serve a purpose during the planning and implementation process. The catchment areas are used to organise meetings. To identify appropriate sites for the kiosk.
Residents are free to fetch water at any kiosk.
Tool
Output

Module 3 , Section 6 (Kiosk Planning Tool).

A detailed sketch of the area showing the various kiosk catchment areas.
Toolkit for Urban Water Supply Projects Module 3 Cards 8-9: Project Introduction and Kiosk Sites

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CARD 9 (C):
Criteria for the Selection of Sites for Kiosks
Site
Selection
Criteria
During the identification of appropriate sites for the kiosks, the following criteria should be taken into account:

The views and preferences of the residents of the kiosk catchment area.

Accessibility and distance (between dwellings and kiosks).

Other socio-economic constraints such as distance to graveyards, bars, markets, main roads (a kiosk should not be transformed into a car wash facility), etc.

Legal constraints such as land use and land claims. Establishing existing land rights and claims requires the involvement of the Municipality.

The sites of the kiosks in the other catchment areas.

Technical constraints such as soil condition, the layout of roads, and distance to the main distribution network.

Environmental constraints (is the area prone to flooding, erosion, etc.). Is it necessary to carry out an environmental impact assessment (EIA) for NEMA
(National Environmental Management Authority)?

Financial constraints (every budget has its limits) and maximum per capita investment costs (investment per resident of the kiosk catchment area).
Presentation and
Discussion of
Constraints

During the public meetings, the residents should be informed on these various constraints.

The Task Team should prepare a sheet (A1) and use flipchart stands to present and discuss the constraints.

The Task Team should provide experience from other towns where the neglect of a particular constraint had a negative impact upon the kiosk project.
Tools

Module 2, Section 9 of the Toolkit, addresses a number of legal constraints that may arise during the identification and selection of appropriate sites for the kiosks.
Toolkit for Urban Water Supply Projects Module 3 Cards 8-9: Project Introduction and Kiosk Sites

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CARD 9 (D):
Second Series of Public Meetings at Kiosk Catchment Zone Level
Objective
Main
Messages and Topics for
Discussion
Decision
Making
Remark
Other
Issues
Outputs

The second series of public meetings (one meeting per kiosk catchment zone) has to be organised one or two weeks after the first meeting. The main objective of these meetings is to determine, together with the residents, the exact sites of the kiosks.

The assumption is that after the first meeting, residents will have developed ideas on the appropriate site for what is to become their kiosk.

Discussions with the participants should focus upon the advantages and disadvantages of the proposed sites.

During the meeting, preferably 2 sites should be selected for the kiosk, a preferred site and an alternative site (in case the preferred site cannot be chosen due to technical, financial, legal or other constraints).

After the meeting, the Project Task Team and the other participants in the meetings will visit the sites. The particularities of the sites will be mentioned in a short Site Selection Report which contains a sketch map, a digital picture of the site and a short description of the site. If possible the report should also contain
GPS readings.

The Service Provider, in consultation with the Contractor and/or the Field
Monitor, will have to make a final decision with regard to the kiosk sites.

If the site selected by the Service Provider is located at a distance of more than
(+-) 25 metres of the site selected during the public meetings, the WSP should inform the other stakeholders and if necessary organise another public meeting.

Political interference should not be ruled out and experience shows that the second meeting, if not properly organised, can be thrown into shade by political discussions and conflicts that have little to do with the main objective of community participation: assuring that all residents have easy access to treated water.

Experience shows that residents, after having attended the first meeting, have discussed the topics presented at home with their families or within their neighbourhood.

The Task Team should give the participants in the meeting the opportunity to ask questions concerning the other topics discussed during the first meeting and any other related issues.

These questions should be recorded and taken into account during the sensitisation programme.

A (short) Site Selection Report.

A list of other questions and issues which were raised by participants during the second series of public meetings.
Toolkit for Urban Water Supply Projects Module 3 Cards 8-9: Project Introduction and Kiosk Sites