Rating of Kirovohrad 2014:

50.7%

Publicity Index

54.4%

City Mayor publicity

62.6%

Executive bodies publicity

35.6%

Publicity of council deputies

Summary:

According to the rating scale, the general level of Kirovohrad city council Publicity Index is 51 %, while the city holds the 9th position out of the 24 regional centers of Ukraine. Among the three objects under measurement, the lowest ranking is with the deputies of Kirovohrad city council (36 %). The highest public level is with the work of executive bodies (63 %).

Ivan Markovskyi holds the 9th position in the rating of City Mayors, with the result of 54 %. Thus, the acting City mayor of Kirovohrad holds personal meetings with citizens every month, and also conducts field visits. Kirovohrad citizens are informed about current activities of the Mayor on a satisfactory level.

However, the council website does not contain main information on the city head, such as declaration on property and income, data on party affiliation and any criminal record. Also, the website hardly ever contains any implementing orders of the City Mayor, including personnel directives (on appointment to positions). Kirovohrad City Mayor does not report on his performance at public meetings with local community members. Main strategic documents of the municipality do not include the Master Plan of the city. Kirovohrad does not either have any quality management system (ISO) implemented which is available in most other regional centers of Ukraine.

 Publicity level of Kirovohrad city council executive bodies was classified as satisfactory (63 %). The website of Kirovohrad city council contains full information on the structure and personnel composition of executive bodies, but it does not have any detailed information on all heads of executive bodies.

Executive bodies do not report directly to local community, not all written reports thereof are posted on the council website. Kirovohrad citizens may not freely attend executive committee meetings, but they may visit offices of most departments and units. The council website does not contain exhaustive and accessible information on financial resources of local self-government that are spent for the functioning of executive bodies. On the other hand, in Kirovohrad there is a successfully operating Center for Rendering Administrative Services. The CRAS has its own Internet page where you can find information on services rendered by executive bodies. In the CRAS office, you can use electronic waiting line.

 The operation of the deputy corps of Kirovohrad city council measures by the Publicity Index as non-public (36 %). The council website only offers the list of deputies, while there are no personal details or pictures of local elects. The publicized schedules for appointments with the citizens are not updated. Also, there is no schedule for deputies’ reporting to the community.

 On the other hand, only some deputies of the city council report to their voters on the work done with no such document. Information on the schedule of meetings of permanent commissions is not available, either. The facts of the meetings are not announced. Citizens do not have any opportunity to freely and with no prior registration attend plenary sessions. Apart from that, the council website timely publicizes all resolutions adopted at the city council plenary sessions, as well as the minutes of all meetings. Kirovohrad city council is one of the few municipalities which publicizes on the website minutes of meetings of all permanent deputy commissions.

Transparency?

CITY MAYOR46%

Information on the On City Mayor and His Activities?53%

The official website of Kirovohrad city council lacks all necessary details on the city mayor’s biography (there is no information on any party affiliation or criminal records).

The city mayor’s declaration of property, income, expenditures and financial liabilities is published in the printed medium of the council and is not available on the council website. The declaration contains all details on the city mayor’s property, income, expenditures and financial liabilities. There is limited access to the information on the registration number of the taxpayer’s record card or series and number of the internal passport of the citizen of Ukraine, as well as to details on the declarant’s resident registration, date of birth and location of the declared property. These data are not publicized.

The official website of the council contains information on the city mayor’s location, mailing address, telephone numbers and email address.

The council webpage and the notice board offer up-to-date information on the schedule of receiving citizens by the city mayor and the procedure of applying for an appointment.

The official website of the council lacks information on the procedure for receiving citizen action groups and/ or other interest groups by the city mayor.

There is information on the city mayor’s powers and functions on the website.

Within the city council’s structure, there is no separate unit responsible for informing the public about the city mayor’s activities. Information on the city mayor’s activities is posted on the council webpage in a swift and systematic manner. The city mayor regularly communicates with media representatives by organizing press-conferences and informal meetings with journalists.

Recommendations:

  • Post information on the city mayor’s party affiliation and membership, criminal records, etc.
  • Post the city mayor’s declaration of property, income, expenditures and financial liabilities on the council webpage.
Information On the City Mayor Units and HR Policy?53%

The website does not contain information on the city mayor’s assistants or advisors (both full-time and outside), including their contact details and areas of responsibility. During the monitoring period these positions were vacant.

Consolidated contact information is available on the website, including telephone numbers of municipal officials and city council bodies.

The council webpage offers detailed information on the procedures and conditions of competitions to fill vacancies. Vacancy announcements for management positions (heads of bureaus, offices and departments within the city council) are made public through the official print medium of the council in a timely manner, but this information is not available on the website. The latter has the ‘Vacancies’ section but it lacks information on specific vacancies and competition periods. In practice, there is no difficulty in getting access to minutes of competition commissions’ meetings that contain results of competitions to fill vacancies, as well as indicate the number of candidates and composition of the competition commission.

Recommendations:

  • Update information about assistants and advisors to Kirovohrad city mayor.
  • We recommend publishing vacancy competition announcements on the official website on a regular basis.
  • We recommend posting minutes of competition commissions’ meetings that contain results of competitions to fill vacancies, as well as indicate the number of candidates, composition of the competition commission, etc. on the official website.
Basic Strategic (Conceptual) Documents of Municipality?29%

The official website contains the strategic development plan for the city that describes the purpose, objectives and key areas of the city’s strategic development and includes an implementation plan.

The city’s Master plan is not published on the official website because the city of Kirovohrad does not have one.

The city council resolution on the approval of the city budget for the current year (with all amendments) is available on the webpage, as well as resolutions on the approval of amendments to the budget. The latest version of the city budget (spending, revenues) is not published on the website in a separate section.

The official website contains short-term (1 year) and mid-term (5 years) programmes for social and economic development of the city.

The city has not implemented a quality management system (ISO, external auditing).

Recommendations:

Implement a quality management (ISO), receive and publicize a certificate confirming compliance with the requirements of the ISO 9001:2001 standard. Publish the latest version of the city budget in a separate section.

Regulatory Documents of Municipality?67%

The current Local Community Statute is made public on the webpage, as well as available in printed form.

The city mayor’s resolutions are not published on the official website of the city council. The city mayor adopted and publicized a resolution on the implementation of the Law of Ukraine ‘On Access to Public Information’. The enforcement of this law falls within the competence of the council’s citizen requests unit. The website contains information on a special structural unit responsible for ensuring access to public information.

Recommendations:

  • Publish resolutions of Kirovohrad city mayor in a separate section on the council webpage.

EXECUTIVE BODIES66%

Information on Executive Bodies and Their Heads?58%

There is information on the location, telephone numbers, email addresses and office hours of the city council executive bodies and the city district administrations.

The website of Kirovohrad city council offers detailed information on the structure and personnel composition of executive bodies. At the same time, the council webpage lacks comprehensive information on all heads of executive bodies (there are only such details as full names, office telephone numbers and emails; there are no biographical data or photos). More information can be found on websites of individual units, but not all the council units have their own websites.

The city council website contains biographical data (date of birth, educational background, specialization, photo) of deputy mayors; however, there is no information on their work experience, family status or criminal records. The website also has data on the location, mailing addresses and telephone numbers of all deputy mayors. Information on receiving hours and the application procedure for all heads of executive bodies can be found on the website as well.

Deputy mayors’ declarations of property, income and expenditures are published in the official print media of the council. Such information is missing on the council webpage.

The website contains information on all executive bodies’ (departments and offices) powers and functions.

The council webpage does not offer full information on all companies, institutions and organizations (heads, contact information, areas of activity) within the administration of the city council. Information (heads, contacts) on institutions and establishments in the social sphere (educational, medical and cultural establishments, social services, etc.) within the administration of the city council is not structured.

Recommendations:

  • Post deputy mayors’ declarations of property, income and expenditures on the city council website.
  • Publish information (heads, contacts) on institutions and establishments in the social sphere (educational, medical and cultural establishments, social services etc.) within the administration of the city council on the council webpage, in one document, in a structured way.
  • Post up-to-date information on all companies, institutions and organizations (heads, contact information, areas of activity) within the administration of the city council on the council webpage.
Information on the City Council Executive Committee?73%

Information on the location (meeting place), telephone numbers and email address of the executive committee is available on the official website.

The council webpage contains information on the personnel composition of the executive committee and its powers. There is no information about its members (date of birth, educational background, work experience, family status, criminal records, or a photo).

Up-to-date information on the place and time of executive committee meetings is published on the council webpage in a timely manner.

Recommendations:

  • Post information on executive committee members on the city council website.
Resolutions and Documentation of Executive Bodies?64%

All resolutions of the executive committee are made public on the official website of the council. Draft resolutions of the executive committee are not always published on the council webpage in good time. Draft agendas of executive committee meetings are not always posted on the website in advance (at least 5 days before the meeting).

The council webpage contains an action plan for preparing draft regulatory acts for the next calendar year. The plan includes all the necessary information – definitions of types and titles of projects, their purposes, project development timelines, names of bodies and units responsible for developing draft regulatory acts. Announcements on the fact of publishing draft regulatory acts are also published and contain information on the content of the project, contacts of the developer, ways of publicizing the regulatory act, timing and ways of processing comments and proposals. All draft regulatory acts with relevant analysis of regulatory impact are made public on the council webpage in good time. Resolution on the regulatory act entering into force and its content are published in the print media.

The annual procurement plan and its amendments are duly (within 5 working days from the date of its approval) posted on the council website.

The website of the city council offers outdated information on services rendered by municipal companies and their cost. It does not have a separate section with data on privileges for different categories of citizens and different types of services.

The short-term (1 year) program of social and economic development of the city, with all appendices, is published on the official website of the council. The latter also contains a list of all local special-purpose programs funded from the local budget.

The website lacks a convenient information search system, in particular contextual search in all textual information based on key words or search for regulatory and legal acts posted on the website.

Recommendations:

  • Update information on the cost of municipal services.
  • Upgrade the website of Kirovohrad city council.
Municipal Property and Land of Municipality?56%

Land auctions are regularly held in the city. Resolutions on holding land auctions are made public on the council webpage among other council’s resolutions. Such resolutions include the following details: a list of land plots, the starting price of each land plot, terms and conditions of land plot use. Information on land auction results is publicized in good time (within five working days from the auction date) on the website ‘Kirovohrad City Council. Regulation of Land Relations’ linked by the main website of the council.

The process of creating the urban cadastre service is underway in the city council.

DEPUTIES47%

Information on the City Council Deputies?37%

The council website lacks information on the location, mailing addresses, telephone numbers and emails of city council deputies. Information on the rights and duties of city council deputies is available.

The council webpage does not contain biographical data of all deputies (date of birth, educational background, work experience, family status, criminal records, photo, party affiliation). Neither are published their declarations of property, income, expenditures and financial liabilities with relevant information about their family members.

Information on the schedule of receiving citizens (days, office hours and place) by city council deputies is made public on the council website.

Recommendations:

  • Post biographical data of each city council deputy.
  • Publish declarations of property, income, expenditures and financial liabilities of Kirovohrad city council deputies.
Structure and Work Organization of the Representative Body of Local Self-Government?70%

Rules and procedures of the city council and provisions on the work of permanent commissions are made public on the council webpage. The latter lacks information on meeting schedules of all permanent deputy commissions. At the same time, there is up-to-date information on the composition of deputy commissions and any changes thereof.

The council website offers information on the powers, receiving hours and biographical data of the council secretary. The council secretary’s declaration of property, income, expenditures and financial liabilities (with relevant information about family members) is not published on the council website, only in the printed bulletin of the council.

The website contains up-to-date information on the composition of deputy factions and any changes thereof, as well as the list and boundaries of majoritarian constituencies where city council deputies were elected.

Information on the duties and functions of the council secretariat is available on the website, as well as information on its location, mailing address, telephone numbers and email address.

Recommendations:

  • Post the city council secretary’s declaration of property and income on the official council website.
City Council Plenary Sessions?32%

Resolutions on convening a council session are published at least 10 days before the session both on the council webpage and in the official print media. The draft agenda of the session is made public in advance on the council website. Draft resolutions of the council are not always duly posted on the council website (at least 20 days before the session).

The city council uses an electronic voting system. Information on the registration of deputies at plenary sessions is shown on the council website. Personal voting results for each agenda item are published in the printed bulletin of the city council, not on its website.

Video and audio broadcasting (online broadcasting) of city council plenary sessions is not offered. The website also lacks audio and video records of all city council plenary sessions.

Recommendations:

  • Publish draft resolutions on the council website in advance.
  • Implement audio, online or video broadcasting of city council plenary sessions.
Regulatory Legal Acts and Other Documents by the City Council?80%

All resolutions adopted at city council plenary sessions are published in due time (not later than 10 working days after the session) on the council webpage, along with minutes of all council sessions.

Minutes of all meetings of permanent deputy commissions are also made public on the council website.

Deputy requests are not published separately on the city council website. They are merely mentioned in minutes.

The resolution regulating deputy funds for fulfilling their powers and procedure for using them has not been published on the council website.

Information on the implementation of voters’ mandate by city council deputies is also missing.

Recommendations:

  • Post deputy requests and resolutions thereof separately on the website.
  • Publish voters’ mandate and status of its implementation separately on the website.

Openness?

CITY MAYOR63%

Public Participation?63%

The city mayor regularly receives citizens during fixed hours and at a fixed address and allocates at least 8 hours per month for this purpose. In practice, citizens can easily and without any additional obstacles apply for an appointment with the city mayor. Waiting time does not exceed 30 days, which allows citizens to communicate directly with the city mayor in an efficient manner. The city mayor receives citizens personally and does not delegate this duty to any subordinates. There are all conditions in place to provide the disabled with access to the city council building (where the city mayor receives citizens). The city mayor does not hold separate systematic meetings with other categories of citizens / associations, in particular with civil society organizations – representatives of trade unions, NGOs, religious associations, universities, etc. These categories of citizens are received by the city mayor according to the same general scheme. The acting city mayor also holds regular field meetings with citizens.

The city mayor does not use modern information and communications technologies such as social networks (Facebook, etc.) to communicate with citizens.

There is an operating ‘hotline’ for citizen requests, including requests to the city mayor, in the city council; however such requests are not always processed in a quick and efficient manner.

The city mayor hardly ever initiates public discussions (public hearings, general meetings) on relevant local self-governance issues. From time to time, the city mayor initiates and holds consultations with the public (with interest groups) on high-profile local problems.

Citizens can find information on the procedure for submitting citizen requests on the official website and submit their requests electronically (via the website), including requests to the city mayor.

There are some advisory and consultative bodies under the auspices of the city mayor – the public council and specialized task forces (working groups), but they do not always function effectively.

There is no separate unit within the city council’s structure in charge of establishing cooperation with civil society organizations.

Recommendations:

  • The city mayor should initiate periodic public discussions other than on tariff policy to raise public awareness of local self-governance and administration,
  • as well as consultations with public interest groups on high-profile local problems.

EXECUTIVE BODIES78%

Public Participation?49%

Citizens cannot attend executive committee meetings without prior invitation or notice. In practice, there is free access to the council facilities (offices of structural units).

The council website contains detailed information on the procedure for initiating and holding public hearings, as well as for considering their results. Comprehensive information on other public participation mechanisms (local initiative, general meeting of citizens) is also freely available.

All announcements of public hearings are publicized at least 2 weeks in advance, but they do not always contain full information about the subject of discussion (agenda, draft documents). Comprehensive information (minutes/ shorthand report) on results of all the public hearings held (at least over the recent year) is not available on the website either.

There are some advisory and consultative bodies under the auspices of executive bodies – working groups (task forces), public councils.

Recommendations:

  • Clearly define conditions of access to executive committee meetings.
  • Post comprehensive information on holding public hearings and their results (minutes, draft resolutions).
Access to Public Information?79%

The official website of the council has a separate section ‘On Access to Public Information’ containing all necessary information, in particular on the procedure for preparing and submitting an information request. The website also features a public information accounting system. The website contains request forms to receive public information by all possible means and from different entities. The procedure for disputing resolutions (acts or inactivity) of information administrators is described on the website.

The website navigation system is inconvenient. Sections and rubrics are not always logically structured and organized. The website is not overloaded with textual and multimedia information. It is not user-friendly for visually impaired persons as there is no option to regulate sharpness, font size, accompanying sound for user actions or keyboard access.

An information request can be submitted by post, email, telephone or in person. The website also features a special online form for submitting an information request.

Usually, executive bodies provide replies to requests within the prescribed period – 5 working days or 20 working days providing the requester is notified of request processing extension within 5 days. Requests submitted via email are not processed by executive bodies in due time. Replies to requests are not always complete and substantiated, including in cases when the request processing period is extended to 20 working days.

The city council has dedicated places (rooms) to work with documents.

The council has fixed a fee for copying and printing a reply to a request of over 10 pages. It does not exceed 0.1% of the minimum wage (A4). Executive bodies do not charge extra for copying or printing a request response.

Recommendations:

  • Change the website interface and in particular its search system.
  • Provide all replies to requests in a timely manner and in full scope.
Administrative Services?83%

The city established the Center for Rendering Administrative Services (CRAS).

The CRAS has its own website that is fully operational and contains information on the procedure for rendering different administrative services, access to the CRAS building, public transportation connections, access roads and parking places. The website lacks information on the free of charge Register of Administrative Services that is available at the Governmental portal, on the round-the-clock telephone reference service or the option to inform requesters through mass media. The CRAS website offers full information on all the services provided by executive bodies. The CRAS website and information stands contain information cards describing the procedure for applying for each specific administrative service.

The Center receives citizens at least 6 days per week, 7 hours per day without lunch breaks; at least 2 days per week – until 8pm. The CRAS boasts an electronic queue management system.

Reference and information materials about administrative services are available in the CRAS building for free. It is also possible to receive information about services via means of telecommunication (telephone, email, other means of communication). The CRAS building houses information stands with samples of relevant documents and sufficient information to be able to receive an administrative service without any assistance. There are also application forms (samples) for administrative services.

The CRAS building is equipped with boxes for feedback and proposals by requesters as to the quality of rendering administrative services.

The city does not have an institution to render free primary legal assistance to citizens.

Recommendations:

  • Post information on the free of charge Register of Administrative Services that is available at the Governmental portal and on the round-the-clock telephone reference service on the website.

DEPUTIES36%

Public Participation?36%

Citizens do not have free and smooth access (without prior registration) to city council plenary sessions. If citizens want to attend, they have to register three days before the session. The city council facilities, including those that host plenary sessions, are only partially accessible for the disabled. There is no procedure for the attending citizens to speak out during city council plenary sessions.

The website contains full information on the procedure regulating citizens’ access to deputy commissions meetings. The regulation stipulates that such meetings are open, but since they are announced via telephone, there is no fixed schedule; thus, it is almost impossible to attend such a meeting.

Receiving hours of each deputy are posted on the council webpage but under the title ‘Public Offices of Factions of Kirovohrad City Council’. Some city council deputies personally receive voters at a fixed time and in a dedicated place on a regular basis, while others may delegate this function to their assistants. Receiving hours of some deputies have not been recorded.

The procedure for holding public hearings, local initiative and general meetings of citizens is set out in the Local Community Statute. The procedure for establishing and operating advisory and consultative bodies is regulated by a separate provision of the council.

Deputies of Kirovohrad city council occasionally initiate public hearings on pressing issues of the local community.

Recommendations:

  • Systematically post announcements about meetings of permanent deputy commissions on the council website.
  • Change the name for the website section containing receiving hours of city council deputies so that it reflects its content and update it.

Accountability?

CITY MAYOR59%

Financial Resources of Municipality?100%

The council webpage contains the approved annual report on budget execution with comprehensive information on the status of executing the city’s core financial document.

Report on the City Mayor’s Performance?55%

The city mayor does not inform the local community at an open meeting about the implementation of programmes of social, economic and cultural development of the city, as well as local specific-purpose programmes.

The city mayor reports to the city council on the implementation of state regulatory policy by executive bodies on an annual basis. The annual report on the implementation of state regulatory policy by executive bodies is also published in the print media.

The city mayor annually reports to the city council on the work of executive bodies, but the full text of such a report is not posted on the council webpage. The city mayor does not report on the city mayor’s performance at an open meeting with the local community. A detailed procedure for the city mayor’s reporting is not set out in the Local Community Statute.

Recommendations:

  • We recommend that the city mayor inform the local community at an open meeting about the implementation of programmes of social, economic and cultural development of the city two or more times a year in order to raise public awareness of the municipality’s work.
  • Develop a detailed procedure for the city mayor’s reporting and make relevant amendments to the city statute or adopt a separate regulation on this issue.

EXECUTIVE BODIES47%

Reporting on Performance of the Council Executive Bodies?34%

Executive bodies (units) do not directly report on their performance to the local community at least twice a year. The council website lacks reports of all executive bodies (units) for the recent year.

The council webpage contains a report on the implementation of programs for social, economic and cultural development. Interim and final reports on the status of implementing special-purpose programs in the current year have not been publicized.

Executive bodies submit to the council written reports on the process and results of municipal property alienation.

Complete reports (indicating the requester and subject of the request) on public information requests processing are published on the council website.

Recommendations:

  • Executive bodies should report directly to the local community.
  • Information on the place and time of executive bodies’ reporting should be disseminated in advance (at least 5 days before) by all available means (council website, mass media, notice boards of municipal companies).
Financial resources of Municipality?51%

The council webpage does not contain full information (indicating budget holders) on the structure and scope of local budget spending. Quarterly reports on local budget execution are published on the website.

The council website does not have information on financial resources (structure and scope of local budget spending, procedure and mechanisms of using local budget funds) spent on the municipality’s activities and in particular on executive bodies.

The city has implemented a practice of publicly presenting information on local budget execution for the previous year.

Executive bodies’ reports on the process and results of municipal property alienation are published on the council webpage.

Recommendations:

  • We recommend publishing on the website information on financial resources (structure and scope of local budget spending, procedure and mechanisms of using local budget funds) spent on the municipality’s activities and in particular on executive bodies.
Regulatory Policy?100%

All reports on monitoring effectiveness of regulatory acts are published on the council website or in the print media.

DEPUTIES15%

Reporting on Performance Results?15%

All permanent deputy commissions report to the council but complete reports on the work of all permanent deputy commissions are not published on the council webpage.

The reporting procedure of deputies to the local community is stipulated in the Local Community Statute, but there are no approved time periods and reporting schedule. This information is missing on the council website and is not available in general.

Some deputies report on their work to voters of the corresponding constituency at least once a year. Public information on deputies’ reporting is partial and non-systematized. The latest reports on the work of city council deputies are not available on the council webpage. Deputies do not inform the city council and its executive bodies about the reporting date or results of voters’ mandate implementation.

Deputies’ reports that are occasionally publicized in the bulletin of the city council are not complete and do not contain full information on the deputy’s activities in the council and its bodies, election campaign implementation, interaction with voters, participation in discussions and voters’ mandate implementation.

The website also lacks information (report) on the amount of money allocated from the deputy funds for citizen needs.

Recommendations:

  • Publish reports on the work of all permanent deputy commissions on the council webpage.
  • Post the schedule of deputies’ reporting to voters on the website of Kirovohrad city council.
  • Publish the latest reports of all deputies of Kirovohrad city council on the website.
  • Post information on the amount of money allocated from the deputy funds for citizen needs on the website.

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