S.M. Sehgal Foundation, India, June, 2003

1 “Kala Pahar Gram Vikas Sanstha” literally means “Black Mountain Village Development Organization”. The local name of the Aravali range is Kala Pahar because it has black colored rocks.

Village Level Institution
A Village Level Institution (VLI) is a formal body intended to ensure sustainable development in rural India. VLIs are empowering bodies that allow villagers to take charge of their own well-being, rather than relying on Government or NGOs.

The Indian Constitution recognizes that a VLI can be formed by a group of at least seven villagers coming together to fulfill a common developmental purpose. VLIs can be registered or unregistered.

Ghaghus
Ghaghus village comprises 303 families, with a population of about 2,134 people, of which 713 are members of the Gram Sabha2 .

The Sehgal Foundation first visited Ghaghus in June 2002, a year before the formation of the VLI. The activities supported by the Foundation in Ghaghus at the time of the formation of the VLI were:
• Family Life Education Centers for adolescent girls’and male youth
• Fruit and Vegetable Association with market linkage
• Farmer Trainings for better productivity
• Rejuvenation of earthen rain-water collection structure
• Baseline surveys: a prerequisite for improvements
• Soak pit for disposal of waste water, cleanliness and percolation of water to the soil
• Health related information and assistance

2 Gram Sabha comprises of all the villagers whose names are included in the voters list of the village (eighteen years and above).

Forming the VLI: A Sense of Urgency
Since its inception in 1999, the Foundation has recognized the importance of forming VLIs to ensure sustainability of its activities after it withdraws from a village. VLI are typically formed about two years after introducing the concept in a village. Social scientists believe that productive community change is a gradual process and should not be pushed too fast.

The Foundation decided to expedite the VLI process and address sustainability issues with the villagers virtually at the beginning of its activities. This is in keeping with the Foundations goal to make a significant impact in 4 model villages in 4 years in 4 programs (“4x4x4”). As a result, an intensive drive was held by the Sehgal Foundation’s PIT to create awareness of the purpose and the benefits of the VLI. Villagers were then asked to choose the VLI volunteers, rather than the Foundation appointing them. Additionally, while unregistered VLIs can work efficiently according to their by-laws, it was decided that registering the VLI would lend it credibility, ease access to Government funds and facilities, and promote rigorous self-management.

A VLI was urgently required in Ghaghus to take charge of several projects supported by the Foundation

(1) Construction of Check dam for harnessing the rainwater from the Aravali Hills needed to be completed before the rains in July-August 2003.
(2) Development of Common Community Land was an on-going issue.
(3) A Village Community Center is required, for which the Panchayat can make community land available under its jurisdiction to the VLI.
(4) The Foundation wishes to ensure that Government funds go directly to the VLI and not through it.

VLI Formation

1. Decision of Executive Director
April 2003
The Foundation Executive Director took the decision to form a registered VLI within a period of 2 months (April 2003 to June 2003) and assigned the leadership of the project to the Water Management Program Leader. All Program Leaders were asked to assist in this project as a high priority.

2. Concept paper
May 2003
The Project Leader prepared a concept paper and invited further suggestions from Foundation staff, including the Project Implementation Team working in the village. The concept paper was prepared based on the Project Leader’s personal experience in the social sector as well as using insights from exposure visits of the Foundation’s staff to NGOs who have established successful VLIs3 .

3 Himalayan Action Research Centre (Uttaranchal), NM Sadguru Water and Development Foundation (Gujarat), Foundation for Research in Community Health (Maharashtra), Foundation for Ecological Security (Gujarat).

3. Meeting with Project Implementation Team
25th April 2003
The Project Leader apprised the Project Implementation Team about the intention and procedure of forming the VLI. They were also informed of the time lines and the high priority status of this activity.

4. Meeting with Village Leaders of Gram Sabha
29th April 2003
This meeting was held at the Foundation’s Nagina office and 35 villagers attended. The concept was discussed and their opinions sought. Since women, adolescent girls and male youth are shy to attend or speak up in men’s gatherings, it was decided to meet with them separately in small groups.

5. Meetings with Community
26th April to 9th May,2003
The Project Implementation Team met different segments of people from wards4 , castes and Kutumbs5 . They were asked to choose their representatives to be the VLI’s Founder Members.

4 Wards are the geographical divisions of the village as per Government records. Cultural affinity usually determines ward demographics.
5 Kutumbs are ancestrally linked families.

6. Meeting with Women
29th April 2003
A women’s meeting was attended by 65 villagers, of which 5 were selected to represent the women in the VLI. These women are part of the Founder Members, of which 3 are also part of the Governing Body.

7. Meeting with Male Youth
3rd May, 2003
At a meeting for male youth, several volunteered to be members of the task forces under the VLI.

8. Meeting with Adolescent Girls
5th May, 2003
Thirty five adolescent girls attended and were informed about the discussions with the village leaders. The girls gave their suggestions on possible women representatives for the VLI.

9. Finalization of Founder Members
9th May, 2003
Twenty six people were selected by different segments of the community as their representatives. These people formally6 became the Founder Members of the VLI. Once the VLI is registered, the Founder Member group is dissolved and replaced by the General Body members of the VLI, as per the by-laws.

6 Minutes of such meetings and the list of participants with signatures are legal documents which would be used by the lawyer while registering the VLI.

10. Finalization of Governing Body
19th May, 2003
In this meeting of Founder Members a twelve7 member Governing Body was constituted, including 2 members from the Foundation. Inclusion of the Foundation members during this capacity building phase was intended to provide for control of funds, dispute resolution, and to provide assistance as “insiders”. The name of the VLI was proposed by a Governing Body member, which was accepted. After discussion with the villagers, a Governing Body member was asked to prepare a list of the requirements in the village and thereby the responsibilities of the VLI 8,9 .

7 After the initial formation of the Governing Body comprising 12 members, 4 additonal members were later added – including one youth member on his request and another as representative of a “Kabila”(clan).
8 In preparing the draft responsibilities of the VLI, input of an external expert was sought. Mr. Ratan Lal Tawar is the Director of Mewat Vikas Sabha and has a wealth of experience in the social environment of this region.
9 This Governing Body member was requested to nominate the office bearers, but refused saying it may cause resentment and suggested instead that nominations come from the Foundation.

11. Finalization of Positions in Governing Body
26th May, 2003
In this meeting of the Governing Body, selections were made of the Director, Secretary, and Treasurer. They were appointed by the Foundation after consensus. For these positions the more educated people in the Governing Body were selected.

VLI Office Bearers
The success of a VLI depends on the dedication of its members and the support of the entire village. Villagers must want to cooperate with the initiatives of their VLI.

Selection of the VLI office bearers should be on the basis of the person’s concern for the whole village, honesty, reputation, enthusiasm for social work and availability.

Looking Forward
• The momentum in the village is now built-up and the people are primed for action. The focus should now be on assigning specific tasks to all the villagers who are eager to take up responsibilities.
• Manageable tasks will be given to the villagers for their capacity building towards self-dependence.
• Members of the VLI will take responsibilities in the various task forces. The Governing Body members will report on the progress to the VLI.
• Because women are presently under-represented in the VLI, efforts will be made to increase their participation. In fact, this is the first time that women participated in a community meeting with men.
• Dialogue on development will continue with all villagers, not just with VLI members. It will be regularly emphasized that the VLI is a dynamic group and everyone is welcome to become part of any task force at any time.
• Capacity building will be on-going: (1) Governing Body to manage the VLI and make linkages with Government authorities (2) Task forces of the various Programs.
• Updates of the VLI’s activities will be regularly communicated to the village.
• As per the VLI by-laws, every three years the members will be re-evaluated and some new members may be appointed.
• The VLI will be prepared to deal with negative feedback from the community.

Success Factors
• The greatest problem perceived in Ghaghus is scarcity of water. The formation of VLI coincided with initiation of the construction of the check dam. People’s receptivity to the VLI was high, since the first task of this body was to do with water.
· Involving or at least informing most villagers, with no community neglected, paid off. For the first time in Ghaghus a grassroots social initiative involving the entire community has taken place.
• Many small group meetings were held, not just one Gram Sabha meeting.
• Care was taken in communicating the VLI’s commitment to having a relationship of partnership with the Panchayat10 , as both the institutions have different strengths. The Sarpanch11 was nominated as Advisor to the VLI and several Panchayat members are also members of the Governing Body.

10 The State Government interacts with the Panchayat, which is the local Government and is an elected body for 5 years, by the Gram Sabha.
11 Sarpanch is the head of the Panchayat.

Future Success Indicators
• Ghaghus VLI functioning as an independent NGO by 2005.
• Most villagers becoming members of the VLI by paying the membership fee.
• Most youth being part of at least one task force under the VLI.
• More women taking responsibilities by becoming active members of the VLI.

Replicability in other model villages
There is now a protocol for the process of VLI formation. The Governing Body of the Ghaghus VLI can share their experience and aspirations with villages elsewhere. Further communications regarding the concept and the working of the VLI will be required. Additionally, efforts will be made to communicate the tasks undertaken by the VLI, and its achievements.

For further information please contact:

The Sehgal Foundation
Dr. (Ms) Ellora Mubashir;
289, Sector 17A,
Gurgaon, Haryana-122001, India