REPUBLICOFZAMBIA

GUIDELINES ON THE ESTABLISHMENT, MANAGEMENT

AND OPERATION OF WARD DEVELOPMENT
COMMITTEES (WDCs)

Ministry of Local Government and Housing

Decentralization Secretariat
Planning Section
7th Floor New Government Complex
Telephone: 227618 / 226787
Lusaka
December, 2013
Foreword

On behalf of the Government of the Republic of Zambia, the Ministry of Local Government
and Housing (MLGH) and indeed on my own behalf, it is my singular honour and privilege
to take cognisance of the Guidelines on the Establishment, Management and Operation of
Ward Development Committees (WDCs).

These Guidelines are yet another significant demonstration of governments commitment

towards the full implementation of the National Decentralisation Policy. The Guidelines are
meant to provide the conceptual framework of engagement and interaction between the
various development agencies and stakeholders at sub-district level.

In most districts, developmental agencies did not effectively coordinate their respective
interventions aimed at alleviating poverty and improving the standard of living of the
community despite the massive investment. Some of the major factors that contributed to this
scenario were poor institutional framework at the Ward level and inadequate coordination
among the various agencies.

The Guidelines shall among other pertinent issues address the above concerns and therefore,
members of the Community, Local Authority and Central Government are expected to
galvanise their energies towards attaining a more responsive governance system that shall
effectively address community felt needs within the Ward.

I therefore, wish to strongly appeal and urge all stakeholders to utilise these Guidelines and
ensure that development processes at sub-district level are in tandem with governments
aspirations to fully decentralise the governance and decision-making process at Ward level.

Ms. EMERINE KABANSHI

MINISTER OF LOCAL GOVERNMENT AND HOUSING

Acknowledgements
The preparation of the Guidelines on the Establishment, Management and Operation of Ward
Development Committees was facilitated by the Ministry of Local Government and Housing
through the Decentralisation Secretariat.

The Ministry would like to thank all stakeholders who participated in various consultative
meetings and workshops countrywide for their contributions and time dedicated to the
process. Due thanks go to the stakeholders who validated the information gathered from all
provinces at various workshops and consultative forums.

Sincere gratitude extends to Mr. Bernard Namachila the then Permanent Secretary, MLGH,
the Director Decentralisation Secretariat -Mr. Alfred Sakwiya, Mr. Fred Shandavu Assistant
Director - Planning Reforms, Mrs. Coreen C. Mvula Assistant Director Information,
Education and Communication, Mr. Brian Chumpuka Assistant Director Legal and
Institutional Reforms, Mr. Mbaala Matengu Assistant Director, Monitoring and Evaluation,
Mr. Jimmy Chulu, Assistant Director Local Government Administration and Mr. James
Chileshe Committee Clerk - Chiefs Affairs for coordinating, facilitating and providing
technical guidance in the preparation of these Guidelines.

Finally, special recognition is accorded to a National technical team of nine planners who
worked with the Decentralisation Secretariat in developing these Guidelines comprising the
following; Mr. Jonathan Mwanza, District Planning Officer (DPO) Lusaka City Council;
Ms. Yvonne Katai, Director of Planning (DP) Mufulira Municipal Council; Mr. Lubinda
Mwala, DPO Shibuyunji District Council, Mr. Ian Chibale, DPO Mansa Municipal
Council, Mr. Sampa Chiyenge, DP Mazabuka Municipal Council, Mr. Dulani Phiri, DPO
Petauke District Council, Mr. Danny Chibinda, DPO Nchelenge District Council, Mr.
Emmanuel Lukupwa, DPO Kaoma District Council and Mr. Willard Siampondo, DPO
Luangwa District Council.

REV. HOWARD SIKWELA

PERMANENT SECRETARY
MINISTRY OF LOCAL GOVERNMENT AND HOUSING
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Acronyms
AIDS Acquired Immune Deficiency Syndrome
DDCC District Development Coordinating Committee
DP Director of Planning
DPO District Planning Officer
DPU District Planning Unit
FBO Faith Based Organisation
HIV Human Immunodeficiency Virus
MLGH Ministry of Local Government and Housing
MP Member of Parliament
NDP National Decentralisation Policy
NGO Non-Governmental Organisation
NRC National Registration Card
NZP+ Network of Zambian People Living with HIV and AIDS
PD Polling District
WDC Ward Development Committee
WDEC Ward Development Executive Committee

Working Definitions
In these Guidelines, unless the context otherwise requires;-
Council means a City Council, Municipal Council, or District Council.
District means a District declared under the Provincial and District Boundaries Act (CAP
286 of the Laws of Zambia).
Dissolution refers to an act or process of disbanding an organization, institution, committee
etc so that it no longer exists when certain agreed conditions dictate that such action is
necessary.
Election means a process of choosing a leader to represent a section of society by way of a
secret ballot
Elections Staff refers to persons engaged to conduct zonal or WDEC elections appointed
by the Principal Officer.
Ex officio refers to a member on a committee with an advisory role but no voting rights.
Partisan Politics means being actively involved in a particular political partys activities or
holding office
Polling District means a geographically defined/gazetted area within aWard as defined by
the Electoral Act No.12 of 2006.
Registered Voter refers to a person registered to vote for purposes of zonal elections.
Resident means an individual who has lived in a Ward for a year or more and has a Green
National Registration Card (NRC).
Returning Officer means an officer appointed by the Principal Officer to be in charge of
conducting Zonal or Ward Development Executive Committee (WDEC) elections.
Trustee means a Government officer residing within the Ward appointed by the Council for
purposes of being a caretaker of a WDC and its assets in the event of a WDC dissolution.
Village Council (Chiefdom Development Council) means a body composed of a
Traditional Chief, all Headmen or Headwomen and elected Councillors in the Chiefdom1
Ward Development Committee means a body comprising of community representatives
elected from communities at zone level and ex-offcios drawn from different organisations for
purposes of fostering and coordinating development at Ward level for the period stipulated in
these Guidelines.
Ward means a geographically defined/gazetted area as defined by the Local Government
Elections Act (CAP 282 of the Laws of Zambia).

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ChiefdomDevelopmentCouncilisasproposedintheChiefsBillwhichisyettobeenacted

WDEC means a body of members elected from among the WDC to manage the operations
of the WDC.
Zone refers to the geographical extent of the Polling District

Table of Contents
FORWARD.............................................................................................................................................................2

ACKNOWLEDGEMENTS.......................................................................................................................................3
ACRONYMS.........................................................................................................................................................4
WORKINGDEFINITIONS......................................................................................................................................5
TABLEOFCONTENTS...........................................................................................................................................7

EXECUTIVESUMMARY........................................................................................................................................9
1.0 Introduction....................................................................................................................................................................11
1.1OBJECTIVESOFTHEGUIDELINES..........................................................................................................................11
1.2 TARGETUSERSOFTHEGUIDELINES...................................................................................................................11
2.0 Establishment of WDC..................................................................................................................................................12

2.1 Programming/ScheduleOfActivities........................................................................................................12
2.2 CouncilAdoptionOfProgrammeAndBudgetForWdcFormation...........................................................13

2.3 CommunitySensitization..........................................................................................................................13
2.4 Elections........................................................................................................................................................................13

2.4.1Zone.........................................................................................................................................................14
2.4.2 CompositionofWardDevelopmentCommittees..........................................................................................................15
2.4.3 Ward Development Executive Committee (WDEC)......................................................................................................16
2.4.4 Sub-Committees of the WDC........................................................................................................................................17
2.5 By-Elections..................................................................................................................................................................17
2.6 Tenure of Office for WDC Members.............................................................................................................................18
2.7 Qualifications.................................................................................................................................................................18
3.0 Conduct of Meetings......................................................................................................................................................19
3.1 Ward Development Executive Committee Meetings.....................................................................................................19
3.2 Zonal Assembly.............................................................................................................................................................19
3.3 Ward Development Committee Meetings......................................................................................................................20
3.4 Quorum of Meetings......................................................................................................................................................20

4.0 DissolutionOfWDC..................................................................................................................................21
4.1 DissolutionOfWDEC................................................................................................................................21
5.0 DisciplinaryMatters.................................................................................................................................22
5.1 Discipline..................................................................................................................................................22
5.2 DisciplinaryCommittee............................................................................................................................22
5.3 AppealsCommitteeOfTheWDC..............................................................................................................23
6.0 Aims,Functions,RolesAndResponsibilitiesOfWDCs..............................................................................24

6.1 AimsOfTheWDCs...................................................................................................................................24
6.2 FunctionsOfWDCs...................................................................................................................................24
6.3 DevelopmentPlanningandCoordination.................................................................................................24
6.4 ResourceMobilisationandManagement.................................................................................................25

6.5 MonitoringandEvaluation.......................................................................................................................26
6.6 RolesandResponsibilitiesoftheExecutiveCommittee............................................................................26
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7.0 FunctionsofSubCommittees..................................................................................................................27
7.1 PlanningandBudgetingSubCommittee..................................................................................................27
7.2 InfrastructureDevelopmentSubCommittee...........................................................................................28
7.3 SocioEconomicSubCommittee..............................................................................................................28

8.0 RelationshipofWDCswithotherinstitutionsatWardLevel.....................................................................29
8.1 ReportingSystemoftheWDCs.................................................................................................................29
9.0 Conclusion......................................................................................................................................................................30

APPENDIXA:.....................................................................................................................................................30
APPENDIXB.......................................................................................................................................................32

Executive Summary
The need to establish Ward Development Committees emanates from the fact that for
significant sustainable development to be achieved, there is need to ensure that the ordinary
citizens (primary beneficiaries of any development intervention) are given an opportunity to
participate in the planning, implementation, monitoring and evaluation of interventions meant
to improve their well-being. Their involvement in the development process is cardinal as it
enhances the sense of ownership, increased transparency and accountability and ensures that
development interventions are responsive to the needs of the people.

The Council will be responsible for the process of establishing the WDCs as stipulated in
these Guidelines.

The primary function of the WDC shall be to effectively coordinate all developmental
processes in the Ward and provide a link between community members and the Council and
development agencies operating in the Ward. In order to achieve the function stated above,
the WDC shall have an Executive Committee that is expected to meet at least once a month.
It will manage the administrative functions of the Ward as well as sub-committees
responsible for specialised developmental matters. The WDC shall be expected to hold
quarterly meetings and report to the Council as well as give feedback on all developmental
issues to the community.

The establishment of the WDC will follow a process which shall include among others;

i. Programming/Scheduling

ii. Councillors/Community Sensitisation

iii. Election and Orientations

The elections for zonal representatives shall be held every five (05) years through the Zonal
Assemblies. The elected zonal representatives shall form the WDC. In addition to the elected
representatives, appropriate institutions shall appoint other members to represent them as Ex-
Officios. These Ex Officios shall not hold any executive position.

Office bearers shall be required to adhere to the highest standards of discipline and endeavour
to be exemplary during the discharge of their duties in line with the Disciplinary Code of
Conduct.

Stakeholders such as political parties, the traditional authorities, service providers and all
relevant actors shall continue performing their mandate for which they were established but
shall be required to collaborate with the WDC and provide periodical reports on matters of
development they are implementing in the Ward.

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1.0 Introduction
The National Decentralisation Policy emphasizes the importance of community participation
in the development process. In this regard, the policy outlines specific measures to be
undertaken in the reform process to ensure the enhancement of citizen participation in
national development. One such measure that the policy emphasizes is the establishment of
Sub-district structures (Ward Development Committees) which shall be legal platforms for
peoples participation in the development process at ward level.

As a way of responding to the requirements of the policy on community participation,

Ministry of Local Government and Housing through the Decentralisation Secretariat
embarked on a national wide stakeholder consultation programme from 2009 so as to develop
a Ward Development Committee Establishment and Operations Framework that would guide
both their establishment and operations. These Guidelines are therefore based on the
framework that was arrived at through the national wide consultative process, and have been
developed for the purpose of guiding the process of formation of the Ward Development
Committees (WDCs) and guide their operations.

1.1 Objectives of the Guidelines

These guidelines are set to achieve among others, the following objectives:
1. To outline the process of establishing Ward Development Committees (WDCs);
2. To provide a practical guide on the governance, management and administration of
the Ward Development Committees (WDCs);
3. To outline the composition/membership of the Ward Development Committees
(WDCs); and
4. To outline the relationship between the Ward Development Committees (WDCs) and
the Councils.

1.2 Target Users of the Guidelines

These Guidelines have been developed to provide a framework on the establishment and
operations of WDCs. The Guidelines shall be used among others by the following:

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 Local Authorities
Planners
Heads of Departments
Non-Governmental Organizations / Cooperating Partners /Donors
District Development Coordinating Committee (DDCC)
Ward Development Committee Members
Chiefs
General Public

2.0 Establishment of WDC

The responsibility to facilitate and coordinate the establishment of the WDCs falls under the
Council. The Town Clerk/Council Secretary shall be responsible for the establishment of
WDCs. In undertaking this responsibility, he/she will appoint a team of facilitators,
coordinator and secretariat to spearhead the establishment of WDCs from among others the
under listed Departments and or Units.
i. Planning (Coordinator)
ii. Legal
iii. Administration (Secretariat)
iv. Engineering/Works
v. Finance
vi. Community Development Mother and Child Health
vii. Health
viii. Agriculture
ix. Education

The team shall be required to undergo orientation in WDC Establishment as provided in the
Guidelines. The terms of references for the facilitation team are attached as appendix A.

In establishing the WDCs, the Council shall follow the steps presented below:

2.1 Programming/Schedule of Activities

At this stage, a program of activities for the formation of WDCs shall be developed by the
Planning Department. This program will detail the activities, dates, location and officers

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responsible for the execution of all activities related to the formation of WDCs. The program
must be supported by a comprehensive budget to be approved by Council Management.

2.2 Council Adoption of Programme and Budget for WDC Formation

The Council in its capacity as a policy-making organ of the district shall adopt the
programme and the budget for the formation of WDCs in the Wards.

Councillors should first and foremost be sufficiently sensitized on the necessity of the WDCs,
the conceptual approach leading to their formation as well as their implication to the whole
development process of the Wards and the District. The sensitisation of Councillors will be
conducted in form of a workshop.

2.3 Community Sensitization

Community sensitization meetings shall be conducted in each zone focusing on the following
key issues:
i. Benefits of WDCs
ii. Functions of WDCs
iii. Process of electing representatives to the WDCs

In mobilizing communities for sensitization meetings, the Council shall endeavor to use key
community persons and institutions like Traditional Authorities, Ward Councillors as civic
leaders, Teachers, Pastors, Schools and Churches.

2.4 Elections
The Council shall be responsible for conducting elections including registration of voters,
provision of logistics and setting calendar of elections.

2.4.1 Registration of Voters

This will take place at least three months before the zonal elections. The Council will
publicise the exercise providing details on who qualifies to be registered as a voter, the
venues, period and time for registration. The residents shall be allowed to verify their details
after a draft Voters Register is produced. After verification, the Council shall approve the
Zonal Voters Register. The format of the Zonal Voters Register is provided at appendix B

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2.4.2 Variation in Zone Representative

Considering that Wards have varying numbers of zones, it is hereby provided that the number
of representatives to be elected to the WDC shall also vary as shown in table 1.0 below:

Table: 1.0 Variation in Zone Representatives per Ward

Scenario per Ward Required number of elected Representatives
per Zone
One (01) Zone 12
Two (02) Zones 6
Three (03) Zones 4
Four (04) to Six (06) Zones 3
Seven (07) and above 2

In conducting elections the Council may be assisted by a representative(s) from NGOs or

independent organizations. All institutions and persons intending to observe or monitor the
elections shall be required to obtain accreditation from the Council at least a week before the
elections day. Elections shall be conducted at the following levels:-

2.4.3 Zone

i. Zonal Assemblies shall be held every five (05) years for the purpose of
conducting elections to elect Zonal representatives. The assembly shall only be
open to registered voters who are residents of that particular Zone.

ii. Nominations of candidates wishing to be elected as Zonal representatives

must be filed two (02) weeks before the poll day.
iii. Candidates wishing to contest for zonal elections shall be required to fill in
the nomination and affidavit forms among others as provided for at
appendix B - Form 3 of these Guidelines.
iv. Elections shall be conducted through a secret ballot on the basis of a plurality
vote. Each voter is provided with a ballot paper containing the names of the
candidates. For example where six (06) zonal representatives are required, a
ballot paper will have names of all candidates participating in that election and
the voter will be required to mark against six (06) names of their preferred
candidates. Where voters are not able to mark on their own ballot paper due to
incapacity, they shall be assisted by their relatives, friends or the elections staff.

v. At the close of the elections, the elections staff shall open the ballot box(s) and

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 begin the counting process immediately. Counting shall be done by way of

tallying the votes cast for each candidate. Where accredited monitors and
observers are present they shall be allowed to witness the counting.
vi. The candidate(s) receiving the most votes according to the number of zonal
representatives required are elected. In case of a tie, the Returning Officer shall
cut two identical papers and ask an independent person to write the names of
the two candidates who shall then fold the two papers. He/she shall then put the
two folded papers in the ballot box provided. The Returning Officer shall then
pick a paper randomly after shaking the box or as the case may be. The name
picked is declared duly elected. Announcement and declaration of the election
results shall be done by the election staff in charge of elections in a given zone.
Announcement and declaration forms are shown as appendix B. The zonal
representatives will automatically become WDC members.

2.4.4 Election Petition

Where parties to an election are aggrieved with the outcome of an election

such parties may lodge in their written petition, stating grounds for their
grievances. The petition must be lodged through the office of the Town
Clerk/Council Secretary within thirty (30) days from the day of the
declaration of the election results of that particular zone.

The Town Clerk/Council Secretary shall refer such a petition to the

Appeals Committee for determination. However, in an event that the
aggrieved are not satisfied with the outcome of the Appeals Committee,
the aggrieved may appeal to the Council through the office of the Town
Clerk/Council Secretary. He/she shall present the appeal before Council
for determination by an appropriate Committee.

Furthermore, if the aggrieved are not satisfied with the outcome of the
determination of the matter by Council, they may take the matter to a
Court of competent jurisdiction for determination.

2.4.5 Composition of Ward Development Committees

Arising from the election of Zonal representatives, the WDC shall be constituted and
comprise of the Zonal representatives. The Council shall then write institutions and
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organisations to appoint members to sit on the WDC as Ex-officios as provided for in the
Guidelines. The Ex-officios shall be as follows:

i. One (01) officer (extension officer) from Department of Agriculture

ii. One (01) officer from Education
iii. One (01) officer from Health
iv. One (01) officer from Community Development
v. One (01) representative from a local Non- Governmental Organisation in the area
(where applicable)
vi. One (01) representative of the Differently Abled (where applicable)
vii. One (01) representative from Network of Zambian People Living with HIV & AIDS
(NZP+)
viii. One (01) representative from Faith Based Organisation (FBO)
ix. One (01) person representing the Village Council (Chiefdom Development Council)
within the Ward
x. Ward Councillor

2.4.6 Ward Development Executive Committee (WDEC)

In the first ordinary meeting of the WDC, members shall elect their executive from amongst
the elected members from zones. These elections shall take the following form;
a. Any member vying for an executive position shall file their nomination with the
Returning Officer two (02) hours before the initial meeting at a place and time to be
communicated by the Council.
b. The Returning Officer shall announce the validly received nominations and call for
elections.
c. Where only one (01) valid nomination for a particular position has been received, the
Returning Officer shall announce and declare that particular candidate as duly elected
Executive committee member.
d. Where no nominations are received for a particular position(s), the WDC shall be
requested to propose and second members in the available positions.
e. Upon completion of the elections, the duly elected Executive Committee members
shall assume their duties.
The following positions shall make up the Executive Committee:
i. Chairperson
ii. Vice Chairperson
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 iii. Secretary
iv. Vice Secretary
v. Treasurer
vi. Vice Treasurer
vii. Four (04) Committee Members

It is important to note that;

The WDC shall strive where possible to maintain gender balance in the Executive. The
WDEC shall appoint WDC members to the sub-committees.

2.4.7 Sub-Committees of the WDC

The Sub-Committees of the WDC will include but not limited to the following:

i. Planning and Budgeting Sub-Committee

ii. Infrastructure Development Sub-Committee
iii. Socio-Economic Sub-Committee

However, the maximum number of Sub- Committees shall be six (06). Members of each
Sub-Committee shall elect their own Chairperson, Vice Chairperson, Secretary and Vice
Secretary. There shall be a proposer and seconder of the motion in electing the said positions.
In an event that a counter proposal is raised and duly seconded, members shall vote by way of
secret ballot or show of hands. The candidate with the highest votes shall be deemed elected
into that respective position.

2.5 By-Elections
By-elections to replace a member(s) of WDC shall be held whenever a member(s) is
ineligible to continue serving for any of the following reasons:

i. Death
ii. Incapacity arising from whatever cause
iii. Expulsion
iv. Resignation
v. A member ceases to be a resident of that particular Ward.
vi. Involvement in active politics
vii. Whenever the WDC is dissolved by the Council
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By-elections shall be held within ninety (90) days for the position(s) falling vacant.

2.6 Tenure of Office for WDC Members

i. The tenure of office for WDC members shall be five (05) years. The elections of
the WDC shall be held two (02) months after the General Elections
ii. The term of office for WDC Executive members shall be two and half years (2.5)
Note:
After these Guidelines have taken effect, WDC members who shall be elected shall
have their tenure of office deemed to have been running concurrently with the
immediate past General Elections and shall cease at the expiration of the five (05)
years in accordance with existing National Political Electoral System.

2.7 Qualifications
For one to be eligible to be elected at Zonal and WDC level, he/she must:-
i. Be a Zambian citizen who has at least attained the age of 18
ii. Has not been convicted of any criminal offence in the last five (05) years
iii. Be resident of that particular zone for not less than one (01) year regardless of
their social status, race, creed, beliefs, or sex.
iv. Have attained Grade Nine (9) or its equivalent as a minimum qualification
v. Not be involved in active partisan politics. Must not hold the position of Area
Member of Parliament, Councillor or Chief
vi. Must be nominated by at least two (02) and supported by five (05)registered
voters of that particular zone

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3.0 Conduct of Meetings

Notwithstanding the provisions of these Guidelines and the disciplinary code of conduct
provided herewith, all meetings of the committees shall follow similar pattern. Some of
the procedures to be followed when conducting meetings will include the following:

Notice of meetings of not less than seven (07) days shall be given to all
members and a copy sent to the Chief, Member of Parliament (MP), and the
Town Clerk/Council Secretary. A meeting can be called in less than seven
days when need arises.

The notice of meeting shall specify:

The agenda of meeting
The venue of the meeting
The date and time of the meeting

The Executive Committee shall be responsible for organizing ordinary meetings of the WDC
on a quarterly basis.

3.1 Ward Development Executive Committee Meetings

The WDEC shall meet monthly or as required to conduct its business. The Executive
Committee shall be at liberty to call for an extra ordinary meeting when need arises.

3.2 Zonal Assembly

The Zonal representatives shall meet the community at least quarterly (but a month
before WDC meeting) to discuss the development needs, opportunities and activities in
their area. Prior to that meeting, the representatives must have met to discuss and prepare
for the meeting.

Posters and public address systems among many others shall be used in organizing
participatory meetings for a zone.

The purpose of the meeting is to discuss development issues, related to the Zone and
provide feedback to the community on development issues discussed at WDC.

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3.3 Ward Development Committee Meetings

Being an apex decision making Committee in the Ward, the WDC meetings shall take
the following form:-

3.3.1 Ordinary Meetings

i. The WDC shall hold quarterly ordinary meetings

ii. Members of the public may attend ordinary meetings as observers
iii. The meetings of the Committee must be widely publicised

3.3.2 Special Meetings

i. Two-thirds (2/3) of the WDC in the Ward may request the
Chairperson of the WDC executive for the convening of a special
meeting accompanied by a draft proposal to be considered at such a
meeting.
ii. Upon receipt of the request, the Chairperson shall within fourteen
days call for such a special meeting.
iii. In an event that the Chairperson fails to convene such a meeting,
the Council shall direct the Chairperson through an appropriate
office to call for such a meeting.

3.4 Quorum of Meetings

The quorum of any ordinary meeting shall be half (1/2) of the members of
the WDC. For the WDEC, Sub-Committees and special meetings the quorum
shall be two-third (2/3). The meeting shall only be delayed to start for not more
than sixty minutes from the set time unless otherwise members have been given
advance notification regarding the change in time.

If the quorum is not met thirty minutes after the set time, the Chairperson or their
representative shall defer the meeting.

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4.0 Dissolution of WDC

The Council shall dissolve the WDC under the following circumstances;
i. Upon resignation of more than half of the members
ii. Non performance of the WDC according to their roles and responsibilities
iii. Proven mismanagement of finances through an audit report
iv. Upon engagement in active partisan politics
v. If at least two thirds of the residents in the Ward cast a vote of no confidence by way
of a signed petition to warrant its dissolution, in which case the following shall
apply:-
a. An officer from the council appointed by the principal officer shall cause a
record of proceedings and report to the Council of such a proposal in writing
within seven (07) days attaching minutes of the public meeting.
b. Such a vote of no confidence must be confirmed by the Council in writing as
received.
c. When the vote of no confidence is received, Council will determine the
grounds for which a vote of no confidence is being proposed and whether
procedure was followed for the proposal. If Council is satisfied, a resolution
approving the vote of no confidence will be passed.
d. The Council will then provide feedback in written to the Ward through the
Planning Department on the outcome of the proposal
e. Depending on the gravity of the matter, Council may suspend the erring
WDC

Upon dissolution or suspension of the WDC the Council shall appoint a Trustee to manage
assets and records of the WDC until a new committee is elected or a suspended committee is
reinstated.

The outgoing Executive Committee shall then handover all assets and books of accounts of
the WDC to the Trustee in the presence of Ex-officio members. The trustee shall then manage
all affairs of the WDC until a new committee is put in place.

4.1 Dissolution of WDEC

The WDC shall dissolve the WDEC in the following circumstances;
i. Upon resignation of more than half of the members
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 ii. Non performance of the WDEC according to their roles and responsibilities
iii. Proven mismanagement of finances through an audit report
iv. Upon engagement in active partisan politics
vi. If at least two thirds of the ordinary members in the WDC cast a vote of no
confidence to warrant its dissolution

5.0 Disciplinary Matters

As a coordinating body at Ward level, the WDC is expected to exercise high level of
discipline. This section is meant to assist members to observe and administer discipline. In
addition, a Disciplinary Code of Conduct attached as Appendix C has been formulated to
inform WDC of what is expected of them.

5.1 Discipline

All members of the WDC shall at all times be expected to adhere to the highest standards of
discipline and always endeavour to be exemplary during the discharge of their duties and
functions.

i. The cardinal tenets of discipline shall be openness, transparency, honesty,

confidentiality, non-partisanship and dedicated selfless service to the community.
ii. A Disciplinary Code of Conduct shall be circulated to guide members of WDC
outlining how members should conduct themselves in the discharge of their duties.

5.2 Disciplinary Committee

The disciplinary committee should be formed on an ad-hoc basis. It shall have five (05)
members and shall be composed of one Executive Committee member and four WDC
ordinary members. The mandate of the committee shall be to deal with all disciplinary cases
of the WDC.

The five (05) disciplinary committee members shall choose from amongst themselves a
Chairperson and Secretary. Three (03) members of the committee shall form a quorum. If
during any sitting the Chairperson is not present, members shall appoint the Chairperson to
preside over the meeting. In a similar way, if the Secretary is not present the members present
shall appoint any of the members to record the proceedings of the meeting.

Any person aggrieved with the decision of the committee shall have the right to appeal to the
Council within fourteen (14) days of the disciplinary action.
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5.3 Appeals Committee of the WDC

There shall be an independent Appeals Committee composed of six (06) members as follows;

i. Director of Legal Affairs/Administration/or their equivalent from the Council who

shall be the Chairperson
ii. Assistant Director Administration or their equivalent as Secretary
iii. DPO/DP or as the case may be
iv. One representative from the Civil Society Organisation who sits on the DDCC
v. Chairperson of the Finance, Human Resource and General Purposes Committee of
the Council
vi. A representative from a Faith Based Organisation who sits on the DDCC

A fourteen day (14) notice of appeal shall be given to the appellants. The decision of the
Appeals Committee shall be final. If not satisfied with the resolution of the Appeals
Committee, one can appeal to any Court of competent jurisdiction in Zambia.

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6.0 AIMS, FUNCTIONS, ROLES AND RESPONSIBILITIES OF WDCs

6.1 Aims of the WDCs

The aims of the WDCs are to:

i. Create a link between communities and the Council.

ii. Ensure that the residents in the Ward have an input in decisions made by the
Council.
iii. Stimulate and coordinate initiatives for the improvement of the environment and
the livelihood of the residents.
6.2 Functions of WDCs
The functions of WDCs have been categorised as follows;

i. Development planning and coordination

ii. Resource mobilisation
iii. Monitoring and Evaluation

6.3 Development Planning and Coordination

Under Development Planning and Coordination, the functions shall be to:-

i. Engage residents to participate in Ward development planning,
project appraisals and budgeting.
ii. Support research on any area of study for the advancement of the
local community.
iii. Facilitate the identification of potential areas of investment and
promote sustainable investment in the Ward in consultation with
key stakeholders and residents in order to enhance development
iv. Promote and participate in the co-management of natural resources
in the Ward or trans-boundary resources
v. Conduct quarterly meetings and when necessary, and submit reports
to the Council.
vi. Coordinate development activities being implemented by different
stakeholders in the Ward.

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 vii. Assess the needs of the Ward, work out priorities and harmonise
them with the overall government policy in order to attain
maximum advantage for the Ward.
viii. Provide a forum for dialogue and coordination on development
issues.
ix. Consolidate Ward Development Plans.
x. Promote and encourage village regrouping and urban renewal
activities for easy, efficient and effective delivery of services.
xi. Develop and maintain register of all development committees and
institutions (sector or otherwise) in the Ward.
xii. Produce a list of all polling districts in the Ward by number and name.

6.4 Resource Mobilisation and Management

Under Resource Mobilisation, the functions shall be to:-

i. Identify potential areas of revenue sources that would broaden the

revenue base of the Council.

ii. Mobilise communities to make up-front contributions towards

projects being implemented in the Ward when need arises.
iii. Manage financial and logistical resources in a prudent manner and
in line with principles of public resource management.
iv. Formulate and submit project proposals to various development
agencies in consultation and approval of the Council
v. Manage and keep record of funds allocated to the WDC.
vi. Open a bank account bearing the name of the Ward at the nearest
Commercial Bank. The account shall have four (04) signatories
comprising of;
a. Panel A: The WDC Chairperson and Treasurer
b. Panel B: The Town Clerk/Council Secretary and
Director of Finance/Council Treasurer

vii. The WDC shall have the responsibility of raising funds from
specified revenue sources within their localities and deposit such
funds with the Council. Council shall remit 30% of the total
collections in the Ward account for operations and micro-projects.
25

 viii. All payments shall only be by cheque.

6.5 Monitoring and Evaluation

Under Monitoring and Evaluation, the functions shall be to:-

i. Monitor developmental activities of all institutions operating in the

Ward.
ii. Organize and train the local community to undertake its own
monitoring and evaluation.
iii. Provide information and advisory services arising from its M&E
processes to its structures and stakeholders.
iv. Develop and maintain a Ward based database as guided by the
Council.
v. Identify capacity gaps that require addressing
vi. Review plans for the development of the Ward.
vii. Report developmental activities within the Ward to the Council.
In addition to the functions above, the WDC shall handle such matters as
shall from time to time be assigned to them by the Council.

6.6 Roles and Responsibilities of the Executive Committee

Tabulated below are the specific RolesandResponsibilities of the members of the Executive.

S/No. Position Roles/Responsibilities

01. Chairperson Convene Meetings
Set date, time and place of meeting
Prepare agenda for meeting with the Secretary
Preside over meetings
Guide deliberations of the meeting to focus on agenda items for discussion
Submits reports to the Council through the Department of Planning
Ensure that decisions made in meetings are implemented by the respective members.
Assign tasks to members of the committee as the case may be
Participate and contribute during meetings
02. Secretary Prepare minutes of the meeting and reports
Keep records of all WDCs correspondence
Publicise WDC meetings and activities
Facilitate the preparation of the calendar of meetings
Send minutes and notice of meeting in accordance with the calendar
Maintain the register of members

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 Participate and contribute during meetings

03. Treasurer Custodian of finances and Books of Accounts for the WDC
Maintain WDC Books of Accounts
Prepare and update financial records and asset register
Spearhead resource mobilisation efforts of WDC
Participate and contribute during meetings
Advice WDC on financial matters
04. Committee Work with/support Chairperson, Secretary and Treasurer on specific assignments of the
Members WDC
Perform tasks as may be assigned by the WDC or Chairperson
Participate and contribute during meetings

6.7RolesandResponsibilitiesoftheCouncillorandotherExofficios
S/No. Position Roles/Responsibilities

01. Councillor Provide feedback to WDC on issues presented to the Council

Represent interests of the Ward in the Council
Raise and present motions from the Ward in the Council
02. Ex- Provide sectoral policy guidance
officios Lobby for support from stakeholders on developmental issues
related to WDC operations
Advocate for developmental issues on behalf of the WDC
Provide advice to the WDC

7.0 Functions of Sub-Committees

For the purpose of effective administration of the WDCs, Sub-Committees shall be

established. The Sub-Committees will undertake specific functions as outlined in these
Guidelines and report on their deliberations to the WDC.

7.1 Planning and Budgeting Sub-Committee

The functions of the Planning and Budgeting Sub-Committee shall be to;
i. Facilitate preparation of the budget for the Ward
ii. Promote and attract investment in the Ward
iii. Ensure that Books of Accounts are maintained.
iv. Assist the Council identify sources of revenue and collect local taxes
v. Monitor the utilisation of financial resources in the Ward

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 vi. Prepare and submit reports to the WDEC

vii. Ensure that resources (logistical and financial) are managed in line with public
resource management principles
viii. Oversee maintenance of asset register which must be updated quarterly and ensure
that the use of such property shall be strictly for purposes related to the operations
of the Committee.
ix. Formulate and implement annual work plan and budget in line with the financial
year.
x. Oversee maintenance of Books of Accounts
xi. Prepare and submit reports to the WDC
xii. Perform any other duties assigned to them by the WDC Executive Committee
7.2 Infrastructure Development Sub-Committee
The Sub-Committee shall be responsible for the coordination of infrastructural development
projects in the Ward. Its functions shall be to:
i. Ensure maintenance of existing infrastructure
ii. Plan and facilitate the implementation of new infrastructure development
iii. Facilitate the mobilisation of community members to meet up-front contributions
towards project implementation
iv. Monitor projects in order to ensure quality and value for money
v. Promote the orderly development of the physical environment and adhere to the
spatial development framework
vi. Prepare and submit reports to the WDEC
vii. Perform any other duties assigned to them by the WDC Executive Committee
7.3 Socio-Economic Sub-Committee

This Sub-Committee shall be responsible for the effective coordination of all socio-economic
issues in the Ward. Its functions shall be to;

i. Appraise, harmonise and recommend appropriate socioeconomic projects to be

undertaken
ii. Ensure that cross-cutting issues are mainstreamed in all programmes and projects
(i.e. gender, environment, HIV&AIDS, governance and the differently abled)
iii. Ensure appropriate targeting of support to vulnerable groups i.e. orphans, the aged,
disabled and the chronically ill and maintain register of vulnerable community
members.

28

 iv. Liaise with stakeholders on matters related to development were necessary.

v. Prepare and submit reports to the WDEC
vi. Perform any other duties assigned to them by the WDC Executive Committee

8.0 Relationship of WDCs with other institutions at Ward Level

The WDC shall work very closely with other institutions in the Ward in terms of mobilisation
and coordination of resources, both human and financial. It shall however, not assume the
roles and responsibilities of other institutions operating in the Ward. The WDCs shall be the
entry point of all development actors and interventions in the Ward.

Stakeholders such as the traditional authorities, service providers and all relevant actors shall
continue performing their mandate for which they were established but shall be required to
collaborate with the WDC and provide periodical reports on matters of development they are
implementing in the Ward. The WDC shall have the responsibility to inform and make
recommendations to the Council of any erring stakeholder for appropriate action.

8.1 Reporting Systems

Council
DDCC
DDCC

WDC
Executive/Sub-committees

ZONE ZONE ZONE

REP REP REP

COMMUNITY

Figure: 1 KEY

29

Flow of information and reports Bottom up -Top-down (feed Back)

The diagram above illustrates how the reporting system will flow from the community to
Zonal representatives, then to the Ward up to the Council. It also shows how feedback will be
given to the lower structures.

In terms of reporting, WDCs shall generate quarterly reports which shall be a consolidation
of the monthly reports generated by the WDECs and/or their Sub-Committees.

The first level shall take place at Zonal levels through Zonal Assemblies where the
community and their representatives shall meet to identify their needs and aspiration as well
as receive feedback on developmental matters from their representatives.

The reports and plans from the Zones shall thereafter be submitted to the WDC through their
Zonal representatives as the second level of participation. The Executive Committee will
thereafter refer these reports and plans to the WDC Sub-Committees for analysis, formulation
of proposals and reconciliation.

The WDC Sub-Committee reports shall thereafter be consolidated into a WDC report at the
Ordinary meeting of the WDC. The WDC reports and Ward Development Plans shall be
submitted to the DDCC Secretariat and thereafter to the Council.

Feedback from the Council to the WDCs shall be provided by the office of the Town
Clerk/Council Secretary and the Councillor. . In turn, the WDCs shall provide feedback to the
Community through their Zonal representatives. Deliberate efforts shall be made by the
office of the Town Clerk/Council Secretary to provide feedback to other stakeholders in the
Ward among others, the Chiefs.

9.0 Conclusion
The work of establishing WDCs requires a consistent and coherent process that will ensure
uniformity. Further, these structures require that all stakeholders in the development process
recognize WDCs as structures through which development efforts should be coordinated at
the sub-district level.
APPENDICES
30

 Appendix A:
Terms of Reference for the Facilitation Team
i. Formulate a detailed programme/action plan for the formation of WDCs,
clearly indicating when, where and who will execute the activities
ii. Consult relevant stakeholders and make all the necessary preparation and
arrangements for the successful execution of the activity
iii. Sensitize all the stakeholders on the process of forming the WDCs
iv. Seek Council approval of the programme and budget for WDC establishment
v. Conduct and facilitate elections at zone level for purposes of choosing
community representatives who shall provide representation at WDC level
vi. Prepare progress reports on the process and submit to the Town Clerk/Council
Secretary.
vii. Undertake any tasks / assignment that shall be incidental to the process of
forming WDCs as shall be assigned by the Town Clerk or Council Secretary

31

 Appendix B

REPUBLICOFZAMBIA
FormOne(01)
ZONALREGISTRATIONFORM
1 Surname FirstName OtherNames 2 Day MonthYear 3
YEAROF NRC.
NAMES BIRTH No.
4 Village ResidentialArea 5 6
RESIDENCE CHIEFDOM ZONE
7 8 9
WARD CONSTITUENCY DISTRICT
10 Male Female 11 12
OFFICIAL
GENDER SIGNATURE USE/SERIALNO.


REPUBLICOFZAMBIA
VOTERSREGISTERFormTwo(02)

Serial First Other NRC. Residential

No. Surname Name Names Gender No. Area/Village Age Chiefdom Zone Ward Constituency District

33

 FormThree(03)

REPUBLICOFZAMBIA

NOMINATIONFORM

1. DECLARATIONBYPROPOSERANDSECONDER

TheReturningOfficer.Council

Wetheundersignedbeingregisteredvotersof.Zonein
.......................................Ward,doherebynominate:

FirstName:.

Surname

ResidentialAddress..

tostandasacandidatefortheelectiontothepostofZonalRepresentativein............................Zone
onthe...................................WardDevelopmentCommittee

PROPOSERANDSECONDER
FULLNAMEINBLOCKLETTERS NRC SIGNATURE



SUPPORTERS

We,beingdulyregisteredvotersof.....................................................Zonein
........................................................................Ward,supportthecandidatureof
....................................................................


FULLNAMEINBLOCKLETTERS NRC SIGNATURE






2. DECLARATIONBYTHECANDIDATE

I,thesaid(NAMEINBLOCKLETTERS).

doherebydeclarethat:
(a).Iacceptthenomination

(b).IamaresidentofthisZone/Ward(NAMEOFTHEWARD)



(c).IamaZambianCitizen,NationalRegistrationCard

Numberbeing



(d).Gender..

(e).Ihaveattainedtheageof.

(f).Ihavenotbeenconvictedofanycriminaloffenceinthelastfive
(05)years
(g).IhaveattainedGradeNine(09)qualification
(h).Iamnotinvolvedinactivepartisanpolitics


Date:.. Signature:.....

3.RETURNINGOFFICER

IherebydeclarethatIaccept/rejecttheapplicationforthecandidacyasindicatedabove.

Receivedbyme(Name)...............................................at(Place)...

(Time).(Date).

(Signature).........................................................................

40

 FormFour(04)

REPUBLIC OF ZAMBIA
MINISTRY OF LOCAL GOVERNMENT AND HOUSING
. . COUNCIL

WDC ZONAL ELECTIONS BALLOT PAPER

WARD DEVELOPMENT COMMITTEE ZONAL REPRESENTATIVE ELECTIONS

Ward Name: .. Zone Name: .

Date:

Instructions
Vote for your candidate(s) of your choice using the symbol X in the box at the far
right side.

S/No. Candidate Name Sex Mark with an X on your

candidate(s) of Choice
1
2
3
4
5
6
7
8
9
10

41


FormFive(05)

REPUBLIC OF ZAMBIA
MINISTRY OF LOCAL GOVERNMENT AND HOUSING
. . COUNCIL

ZONAL ELECTIONS RESULTS DECLARATION FORM

I ..................................... being the Returning Officer for.. Zone
(Returning Officers Name in Full in Capital LETTERS)
do hereby declare that I have, in accordance with the law, ascertained the results of the election in the
............. zone and that they have been

given to.

Votes
Name of Candidate (in figures)
1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

I further declare that a total of ballot papers have been rejected as invalid.

42

Further, I declare that a total of .. ballot paper have been disputed.

The tie of votes recorded has been broken by casting a lot in accordance with the provision of the law.
(Delete if not applicable)

I therefore declare that the said . to be this day duly elected as a

representative of . Zone for .
Ward

Dated this .. day of . 20 . Signed

INSTRUCTIONS
1. This form must be completed in sufficient quantities to give one copy to each candidate or their polling agent by the
Returning Officer. The Returning Officer must read out aloud the text from the original to the public at the place
where the totalling of the votes takes place.

2. The full names of the candidates and votes received in figures and words must be inserted in the columns above,
with the successful candidates name at no. 1.

3. The original of this form must be delivered to the Council by the quickest possible means and a copy must be
retained by the returning officer.

43

 Appendix C

ACTION PLAN ON ESTABLISHMENT OF WDCS

S/No. PlannedActivity ResponsiblePerson Proposeddate Estimatedcost

BriefingManagement FacilitationTeam
1
AppointmentofFacilitationTeam FacilitationTeam

2
FormulationofaWorkPlan& FacilitationTeam
Budgeting
3
BriefingofStakeholders(Councillors, FacilitationTeam
DDCC&Chiefsetc)
4
CouncilAdoptionofProgramme& FacilitationTeam
Budget
5
CommunitySensitizations FacilitationTeam
6
RegistrationofVoters FacilitationTeam
7
Nominationsofcandidates FacilitationTeam
8
9 ElectionofWDCs FacilitationTeam
AppointmentofExOfficios FacilitationTeam

10
11 OrientationofWDCs FacilitationTeam
12 ElectionofWDEC FacilitationTeam
13 FormationofSubCommittees FacilitationTeam
MonitoringofWDCOperationsby FacilitationTeam
DistrictFacilitationTeam
14

Appendix D
Disciplinary Code of Conduct
44

The relationship between the WDC and its stakeholders is based upon mutual respect, trust,
fairness and confidence. This code of conduct sets out some of the standards upon which this
relationship is to be based. All members of the WDC shall at all times be expected to adhere
to the highest standards of discipline and always endeavour to be exemplary during the
discharge of their duties and functions.

Itemized below are some of the expected standards:

Meeting Attendance & Timekeeping

All members shall attend each meeting of the WDC and of Sub-Committees which he/she is
part of except in cases when leave of absence is granted by the committee based on the
reasons offered by the person.

Any member who, without reasonable cause, fails to attend three consecutive meetings to
which such a member has been given due notice, may on the determination of the disciplinary
committee, lose membership.

Members of the public or co-opted members may attend the meetings of the WDCs to
observe the proceedings, or to make presentation: provided that the committee may request
such presentation to be made in writing, provided further that members of the public or co-
opted members may not take part during the deliberations, nor be afforded the opportunity to
vote should the matter be put to a vote.

Officials of the Council through the departmental head concerned, may be requested to attend
and address a meeting of a WDC to provide clarity on relevant issues, but shall not vote on
the issue.

WDC members are expected to be punctual for meetings and other WDC events. Instances
of lateness should be explained by the member failure to which appropriate disciplinary
action should be instituted against the erring member(s).

Alcohol & Substance Abuse

WDC members must not attend meetings and/or other WDC official functions, under the
influence of any intoxicating substance.

Bullying and Harassment

45

The WDC recognizes that all members of its working community and its stakeholders have
the right to be treated with consideration, respect and dignity, and is committed to creating
and maintaining a working environment free from discrimination, harassment, bullying,
intimidation and victimization.

Unless otherwise stated, bullying and/or harassment is verbal, non-verbal or physical conduct
which is unsolicited or unwelcome and which another individual considers violates their
dignity or creates an intimidating, hostile, degrading, humiliating or offensive environment.
Such behaviour is unacceptable and will not be tolerated.

Confidentiality

All members have a personal responsibility to protect and maintain the confidentiality of
WDC information. The disclosure of confidential information relating to the WDC and/or its
internal or external stakeholders is prohibited, except as authorised or required by the law or
in accordance with its members. A breach of confidentiality may result in disciplinary action
being taken against the members responsible in accordance with the WDC disciplinary
procedure.

Disclosure of Interest

In order to uphold fairness and consistency, and to comply with WDC regulations (including
but not limited to its financial regulations), members of the WDC must disclose any interests
and/or relationship(s) - whether direct or indirect - that they have with any person,
stakeholder, or other organizations involved with the WDC and/or its business and/or
activities/projects which may give rise to conflict / compromise.

Financial Regulations

The WDC shall adhere to the provisions of the financial regulations as provided for in the
Local Government Financial Regulations

Gifts and Hospitality

WDC as a Committee or as individual members must not accept or solicit any gifts or fees as
an inducement for any service connected with their office. However, in an event whereby a
Committee or an individual is given and or receives such gifts or fees, he/she must register
and declare them in accordance with the Anti-Corruption Commission Act Cap 922 of the
Laws of Zambia and other related legislation. Such a register shall be maintained by the
WDC.

46

Damage to Property

Anyone suspected of, or caught, causing deliberate damage to WDC property will be subject
to disciplinary action.

Theft

Anyone who is suspected of or caught stealing the property or assets of the WDC, its
members, employees or clients will be subject to disciplinary action in accordance with the
WDC disciplinary procedure. The relevant law enforcement agencies may be notified.

Allocation of land

WDC members shall not allocate land as such a responsibility remains the preserve of the
Council as stipulated under Circular No. 1 of 1985 on Land Administration.

Politics

A member of the WDC shall not engage in partisan politics. Any individual who is elected to
a Zone/WDC who is also an official of a political party at any level must either decline
election to the Zone /WDC or resign from their political position.

Application

WDC members shall adhere to the above listed standards at all times. However, the standards
are not intended as a complete listing of all the rules and regulations that shall guide the
management and operations of WDCs. Only through the observance of such standards can
the WDC effectively and efficiently serve its external and internal stakeholders.

Failure to comply with the standards of performance and behaviour outlined in this code may
result in disciplinary action in accordance with the WDCs disciplinary procedure. Such
disciplinary action may include reprimand, suspension or expulsion of any member(s)
depending on the circumstances.

All WDC members will be made aware of the Disciplinary Code of Conduct and will sign to
confirm their understanding and acceptance of the standards set out within it.

47