How To December 2016 Conduct a Gram Sabha Gram Sabha (GS) or Village Assembly is the examples of democracy at its best as it was envisioned by our freedom fighters. It has been put in place to ensure that transparency and accountability are there in the workings of the each Village Panchayat. The Gram Panchayats, consisting of Panchs or members and a Pradhan or Sarpanch each elected through an open ballot system in each village (The number of Panchs depends on the discretion of the State Government.), is responsible for conducting GS in their villages. Let us look, at how they do that in this edition of livelihoods. Conduct a Gram Sabha ( 1 )
Gram Sabha (GS) or Village Assembly is the examples of democracy at its best as it was envisioned by our freedom fighters. It has been put in place to ensure that transparency and accountability are there in the workings of the each Village Panchayat. Through Gram Sabhas citizens are encouraged to participate in all the matters concerning them, so as to make the stakeholders themselves feel responsible for their and their villages upliftment. The Gram Panchayats, consisting of Panchs or members and a Pradhan or Sarpanch each elected through an open ballot system in each village (The number of Panchs depends on the discretion of the State Government.), is responsible for conducting GS in their villages. Villages are the backbone of our country. They are not only the food baskets of India, but are also critical for preservation of greenery, watersheds, etc., The majority of our citizens live in rural areas. The governments at the centre had earlier tried to implement development measures and schemes in the villages, their efforts did not bear fruit, due to a centralised top-down approach; as most of the people involved in conceiving and formalising these measures were lacking in exposure to local realities and needs; moreover, the funds that were given for village development were absorbed by the bureaucracy, and when finally they trickled down to the grassroots level, they were not enough for taking up the proposed measures. These and many other factors led to a lack of progress at reducing poverty at the village level even after many years into independence. This was not the Gram Swaraj that our pre-independence leaders had envisaged. After thoroughly examining all the facts, the government decided that decentralization is the key to the success of any democracy. Thus, the Constitutional (73rd Amendment) Act was passed in 1992 by PV Narasimha Rao government, and came into force on April 24, 1993. It was meant to provide constitutional sanction to establish "democracy at the grassroots level as it is at the state level or national level "through Panchayat Raj Institutions (PRIs) with focus on a bottoms up approach and democracy by reintroducing the old system of Gram Panchayats (GPs) and GS with a progressive twist. This move was the first step for making the authorities in all villages accountable to each every individual adult citizen. Gram Sabha: The 73 rd Amendment Act 1992 recognised the GS, as a statutory unit. GS is defined as a body consisting of persons recognized in the electoral rolls, relating to a village comprised with in the area of Panchayat Raj (PR) at the village level. The 73 rd amendment is a milestone in the evaluation of Panchayats in India. Panchayats are backbone of Indian villages to achieve economic development and social justice in rural areas. GS is a statutory body to do, different works at village level. The main objective of GS is to have decentralized planning and evaluation with peoples participation at the village level. GS is a constitutional body and it is the basic unit for village development and decentralised planning. GS is a platform for peoples participation, it observes of various development activities in the village, raising issues of village, ensure transparency and accountability in the functioning of PRIs and line departments at the village level. GS conducts social audit of activities undertaken by Government Departments and PRIs. The concept of eradication of discrimination and facilitation of peoples participation from all walks of social life in the management of affairs of their Conduct a Gram Sabha ( 2 )
locality were the foundation for the emergence of comprehensive society called Grama Saba. GS guides the PRIs in their planning and execution of developmental works / functions, social auditing as an integral part of GS that ensures transparency in administration and accountability of PRIs. As per Instructions from Government of India (GOI), every GP has to conduct yearly four GS meetings in fixed dates. GS dates are as follows: 1. First GS: on 2 nd January 2. Second GS: on 14th April 3. Third GS: on 1 st July 4. Fourth GS: on 3 rd October Functions of GS: GS is the basic foundation of the grass root level democratic institution. GS functions are follows: To examine annual statements of accounts, audit report, audit note and to seek clarification from the Panchayat. To discuss report on the administration of the preceding year. To review programme for the year, any new programme and review all kinds of works under taken by the GP. To consider proposals for fresh taxation of for enhancement of existing taxations. To approve the selection of schemes, beneficiary s location, identification and implementation of various development programme. To mobilize voluntary labour and contribution of kind and cash. To undertake programmes for adult education and family welfare with in the village. To promote unity and harmony among all the sections of the rural community. To seek clarifications from the mukhia and members of the Gram Panchayat about schemes, income and expenditure. To consider the budget prepared by the Gram Panchayat and future development programmes and plans. To maintain a complete register for all development works undertaken by Gram Panchayat or any other department To approve village plan of action There are three stages to conduct GS: 1. Before GS meeting 2. During GS meeting 3. After GS meeting Before GS meeting: Who organise GS: According to section 6(5) of the APPR Ac 1994, the Panchayat Secretary should organise the GS and also Sarpanch/president has to convene GS meeting in their village. Sarpanch has to take key role to conduct GS meeting. Sarpanch and Secretary have to discuss along with ward members of the village about GS and its importance. Conduct a Gram Sabha ( 3 )
Who can participate: People who are 18 years and above 18 years and who are in the voters list of the village can participate in GS meeting. Sarpanch shall preside over the GS. If Sarpanch absence, Upa Sarpanch/Vice President shall preside the over the GS. Apart from them, Sarpanch, secretary, ward members, co-opted members of GP shall participate in the meeting. Guests of GS: Sarpanch and Secretary have to prepare guests list to send invitation for participating GS meeting. They can invite to MPDO, MRO, Village Development and Panchayat Development Officer and District Panchayat Officer, and all the village and mandal level officials working in the development and welfare departments. They can invite to MPTC, MPP, ZPTC, local MLA, local MP, voluntary organizations, and district level officials etc and media people. Date, Time & Venue: They have to conduct meeting in fixed dates to conduct GS meeting. Morning 9AM to 12PM is the correct time to conduct meeting. GP has to conduct meeting in public. Issuing GS Notice: They have to intimate purpose of the meeting and venue, date and time to guest and villagers. They have to give information to mandal level and district level officials one week before and to villagers at least two days prior information. Government Order GO no 367 suggested three methods for issue of notice of GS. I) Making public announcement ii) Displaying public notice at main places of the village iii) Displaying the notice on the notice board GP office GP has to take possible steps to ensure more participation of villagers in GS. Publicity: Different methods are there for publicity about GS meeting i.e. displaying of wall posters, house to house canvassing, perform cultural activities, electronic and print media and public address system at various places in the village. there is way to convey message through school children to parents about GS meeting if teachers communicate to students, and message pass through Anganwadi worker, ANM, Asha worker, VO, SHG groups, farmers committees, WUAs, VSS, Youth organization, Caste groups, etc. Quorum of GS: GP will check attendance of participants because for effectiveness of GS meeting. They have to check quorum (minimum members) to conduct GS meeting. The act has not laid down any minimum of members as quorum for GS. The quorum varies for gram sabha across states. 10% of quorum of total GS members require in Tamil Nadu, Odisha, Rajasthan, Kerala, Haryana, Gujarat, Goa, Assam, Bihar, 5% of quorum of total GS members require in Uttar Pradesh, West Bengal and states like Maharashtra, Himachal Pradesh, Madhya Pradesh, have large quorum of 15%, 20%, 33.33% respectively. Encouraging to Women and SC/ST members in the meeting. Agenda Preparation: Sarpanch, Secretary along with ward members have to prepare agenda for GS meeting. All agenda points should be related to development of the village. Facilities available: Arrangements have to be made for members of the Gram Sabha for seating, clean toilets, drinking water etc. GP should provide carpets and tents to prepare meeting place comfortable for members if conduct meeting in open place. Act states the following six issues that can be discussed in GS: Annual statements of accounts/audit report, audit note Report on the administration of the preceding year Conduct a Gram Sabha ( 4 )
Proposals for fresh taxation or for enhancement of existing taxes Selection of schemes/beneficiaries/locations and identification of beneficiaries for the implementation of various development programmes Any other ordained by the Government apart from the above listed issues, GS shall also discuss the following issues... Agricultural developmental schemes pertaining to the village Work efficiency of the GP staff Utilization of loans During GS Meeting: Time of GS Meeting: GS meeting should start by as decided time in the same venue. Sarpanch has to preside in the meeting. Language: Sarpanch/Secretary, guests have to speak in local language because of most of the members do not understand other languages. Agenda: Participants can suggest additional points for discussion. They have to discuss agenda points one by one. During the discussion of particular point, Sarpanch or Secretary should clarify doubts of participants if participants will raise doubts. Meeting Minutes: Secretary has to give responsible to one GS staff to record meeting minutes in record book. And also write resolutions in the same note book. Ensuring smooth conduct: It is very important that the meeting of GS should not lose focus from its agenda. Discussion: It is vital to have a proper on agenda, hearing the opinions and grievances of the people, and arriving upon a resolution through voting. Village development committees have to submit in the meeting. Counting of votes: Recording of votes casted in favour/against of any resolution placed before Gram Sabha. Attendance: GP should record details of participants, who attended in the meeting of GS, obtain signatures/thumb impression of participants. Vote of Thanks: Sarpanch/Secretary should tell vote of thanks to guests and members after completion of GS meeting. After GS Meeting: Sending Minutes: Sarpanch, ward members have to discuss on resolutions of GS for considering in GP meeting. Secretary send GS meeting report to higher officials. Preserve reports in panchayat office as records. Assign responsibilities to concern persons and committees to implement resolutions. Initiate activities/works according GS resolutions. Mobilise funds and resources to fulfil the GS resolutions. Participation of vulnerable people and women: The GP and government officials have to make special efforts to increase the attendance of SCs, STs and women, as these are the most vulnerable groups who find it tough to make their voices heard. Awareness about the GS should reach them, and when they attend the meeting, their problems should be heard and resolved. SHGs, CBOs and Federations, etc., need to propagate the importance of GS among women. Conduct a Gram Sabha ( 5 )
Selection of beneficiaries through GS and its impact on attendance: The selection of beneficiaries for government schemes and programmes and other entitlements needs utmost transparency and accountability, as it was found that those in power tend to practise favouritism while selecting beneficiaries. Therefore, it was decided by the government that there could be no better way to do this than to conduct selection through the GS as it not helps in selecting the most needy and deserving vulnerable people in front of the whole village, but also ensures better participation of villagers in the GS. Social audit in the Gram Sabha ensures transparency. Especially, the Mahatma Gandhi National Rural Employment Guarantee Scheme, where both the works to be done and wage seekers are identified in the GS, has become a major factor in increasing the importance of GS among people. Validation of Electoral Rolls: Role of Sarpanch: Sarpanch is legally bound to organize GS meetings. It is duty of sarpanch to organize minimum two GS meetings every year. He presides over the GS meetings and should sign the register after minuts of GS meetings. He can answer the questions raised in the GS meetings. Sarpanch should take steps to participation of members in GS meeting and also ensure participation of people from all sections of society. In case, Any Sarpanch will not conduct GS meetings twice a year as stated in the GO 367, the Sarpanch will cease to hold the post. Such provisions are incorporated in Panchayat Raj Act sec 20(A)(1). According to this section, such Sarpanch will not be eligible for contesting for a period of one year from the date of losing the post. Role of Secretary: Secretary plays important role in GS meetings. Preparing agenda for GS meeting along with Sarpanch Issuing notice of GS meeting GS meeting publicity Providing facilities during meeting Record the members attendance of GS meeting Ensuring the smooth conduct of the meeting as per agenda Assisting the sarpanch in recording the minutes Coordinating with the Sarpanch and ward members for considering the resolution of GS in GP meeting Send GS meeting report to higher officials Issues/problems: There are problems in conducting GS in village level across the country. Act says that every year GPs should conduct GS meeting minimum twice in every year but most of the GPs do not practice. Most of the GPs are not fallowing proper publicity methods to create awareness about GS meeting. Sarpanch, ward members do not have comprehensive awareness in GS meeting. Most of the villages, Sarpanch is taking decisions without approaching to ward members and villagers on development programmes. Conclusion: GS is play an important role in decision making, giving priorities about the development works, analysis annual reports, conducting social audits of all the works at village level. But there is big doubt arising whether it is being done or allowed to be happening by the Sarpanch. Because of lack of education among members of GS in villages, lack of awareness about their rights and responsibilities, fear of exploited, bad politics at village level, low participation of the people, lack of coordination among the GS members etc. People have to educate and aware about their rights and responsibilities towards society through capacity building. GS should present and all the reports in the meeting for the information and evaluation of the GS members to bring transparency in the functioning of the GPs. Media also play an important role in create the awareness and education among the GS Conduct a Gram Sabha ( 6 )
members. The Gram Sabha is a powerful tool for villagers to raise their hands to uplift themselves. In the villages where Gram Sabhas have had a larger attendance, the development has been phenomenal. However, in many places, the awareness about the powers the Gram Sabhahas, has not been made clear to the members; this situation leads to those in positions to take advantage of the common man s ignorance. For India to become a developed nation, the villages need to be the torchbearers of development. In the coming years, Gram Sabhas should be strengthened even more so that the people at the grassroots can get to choose what is best for their villages. Conduct a Gram Sabha ( 7 )