International Resource Program Action Plan International Resource Cities Program
Action Plan
February 16, 2002
For technical cooperation between:
Kota Samarinda, Indonesia,
and
Kabupaten Kutai, Indonesia
and
City of Tigard, Oregon, USA
and
Washington County, Oregon, USA
INTRODUCTION
In February 2002, Kota Samarinda, and Kabupaten Kutai, Indonesia, and City of Tigard and
Washington County, Oregon, USA, signed a memorandum of understanding for a program of
technical cooperation under the auspices of the International Resource Cities Program (IRCP).
The IRCP is funded by the U.S. Agency for International Development (USAID) and is
implemented by ICMA. This partnership is intended first and foremost to assist the governments
of Kota Samarinda and Kabupaten Kutai address some of the critical service delivery needs of its
citizens.
The following action plan spells out the objectives of the partnership, and will serve as the
framework for the relationship between the communities. It also identifies how Kota Samarinda
intends to target the financial assistance from USAID. The partners plan to achieve these goals
over the 18- month period that USAID will provide financial support for the project. However,
the partners intend to continue working together beyond the end of this assistance.
MAIN OBJECTIVES
The main objectives that the two partner cities and the counties will focus their efforts for Kota
Samarinda and Kabupaten Kutai to improve human recources of the city, improve city
procedures, and address environmental concerns are:
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1. Develop an improved citizen participation process based on communication between the
citizen and city staff using more effective means
2. Create a solid waste recycling program and initiate education of the community on the
benefits and practices of recycling.
3. Design and carry out a training program in double entry accounting using the finance
staff of Kota Samarinda and Kabupaten Kutai as the staff trainers locally
4. Prepare a matrix of potential revenue generating programs for Kota Samarinda along with
Kabupaten Kutai
5. Take initial steps to "open doors" for Kota Samarinda to seek Tigard area opportunities
for learning and coordination in:
a. intermodal transportation,
b. planning staff professional development,
c. application of performance budgeting,
d. opening trade opportunities in Oregon for Samarinda based businesses, focusing
on traditional East Kalimantan products.
The following section describes in more detail the actions that the partners intend to undertake to
address these issues.
CURRENT SITUATIONBASELINE DATA
• Citizen participation is not developed to a point that the level of knowledge of city
government allow the city to pass fee increases for needed capital investment.
• City staff are professional and committed; however, skill development would make them
more effective in their job performance, particularly in the area of communication with the
public and dispute resolution and facilitation.
• Solid waste management lacks a commitment to recycling, resulting in damage to the
environment and increased collection and landfill costs.
• The city financial system lacks the application of double entry accounting.
• City fees require updating and greater connection to the cost of delivering services now and
in the future.
• Samarinda has several special needs such as education on the way to apply intermodal
transportation, performance budgeting, and opening trade opportunities in the United States
for East Kalimantan traditional products.
• Existing revenues are derived almost entirely from the Indonesia National Government. Even
though most of those revenues area paid by companies doing business in East Kalimantan,
the Indonesian National Government collects those revenues and distributes them back to
East Kalimantan local governments. Distributions are usually late and local governments
have no way of knowing whether they have received all the revenues they are due.
• Samarinda has few local revenues. City services rarely recover full costs. Many Samarinda
citizens have limited ability to pay higher fees and taxes.
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• Double-entry accounting system has not been officially used in Indonesian government's
finance offices at all levels, both national and local. The national government is currently
preparing a new national accounting system for government offices and public finance
practice. The proposed system will be using double-entry accounting principles and will be
implemented soon in the near future.
IACTION STEPS
Develop an improved citizen participation Process based on communication between the
citizen and city staff using more effective means.
1. Educate all city staff on the present city vision and how to involve the citizen in the
evaluation and update of the vision.
Indicator: All staff are briefed and understand the vision and how it will be
evaluated and updated.
Indicator: Staff from all city departments assist in the vision evaluation process
and drafting of vision accomplishments.
Indicator: The vision document includes an enhanced public involvement
process.
Timeframe: September 2002 for all city staff to receive education on the vision.
September 2002, incorporation of a vision update and reporting
process into the city vision.
Responsible party: Samarinda and Tigard.
Intermediate steps: • Evaluate the vision and the process used to develop it.
• Evaluate opportunities to give the public a say in the updates and
evaluation of the vision.
• Create a citizen involvement process for the vision update and
identify key community leaders to be contacted and involved in the
process.
2. Train key management staff in all city departments in effective dispute resolution and
communication techniques.
Indicator: Key management staff from all city departments are trained in
effective dispute resolution and communication techniques.
Indicator: Trained staff are capable of training other city staff so that by March
2003 all technical and professional staff are trained.
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Timeframe: March 2003.
Responsible party: Samarinda and Tigard.
Intermediate steps: • Identify key staff who can be trained to be trainers in the areas of
dispute resolution and communication.
• Create training materials for use in the process.
• Identify the first group of city technical and professional staff
members to be trained by city staff trainers.
3. Using the vision as a starting point, initiate a program where city employees meet with
the public and facilitate communication on the vision and how it.will be evaluated and
updated.
Indicator: The process for evaluating and updating the vision is made known to
the public.
Indicator: A series of community meeting involving citizens and trained city staff
to discuss the vision are held.
Indicator: A list of key citizen contacts representing all city geographic,
religious, business interests, and organization is compiled and made
available to city departments.
Timeframe: May 2003.
Responsible party: Samarinda.
Intermediate steps: • Schedule, advertise for and carrying out a series of meetings to
educate the public on how it can be involved in city affairs.
• Encourage city staff members to apply facilitation and
communication techniques in all day to day interactions with the
public.
• Reward employees who demonstrate outstanding customer service
and contacts.
4. Develop and adopt a citizen involvement process for all city departments which calls for
obtaining input on projects and plans,reporting issues,plans, and successes and reports
back to the public at least annually through the budget process on department
performance.
Indicator: A citizen involvement coordinator is designated and allocated
sufficient authority to compel department cooperation in carrying out
the city's citizen involvement plan.
Indicator: Each department has an adopted citizen involvement plan which is
approved by the citizen involvement coordinator.
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Indicator: The city budget for 2004 includes measurable and useful performance
measures for each program budget.
Timeframe: The established time for the Walikota to submit his budget in draft
form for review for the period which includes January 2004
Responsible party: Samarinda and Tigard.
Intermediate steps: • Develop citizen involvement plans by departments following a
format created by the designated citizen involvement coordinator.
• Adopt policies which authorize the citizen involvement coordinator
to carry out the responsibilities of the position.
• Train appropriate staff in performance based budgeting.
Develop an in-house training program to improve Samarinda accounting practices with
emphasis on double-entry accounting.
• Train Samarinda accounting staff in best accounting practices with a focus on double-
entry accounting.
Indicator: A Samarinda staff person receives two-week on-the-job training in
Tigard.
Indicator: Samarinda staff develops in-house training program.
Indicator: Samarinda staff presents in-house training to other Samarinda
accounting staff with assistance from Tigard staff.
Timeframe: This training will occur no earlier that September 1, 2002.
Responsible party: Samarinda and Tigard.
Intermediate steps: • Samarinda staff visit to Tigard must occur no earlier than May
2002 and must be completed no later than June 30, 2002.
• Samarinda will provide English language training to its assigned
staff between February 17, 2002 and May 1, 2002 to increase
language skill to the level that the staff can communicate with
Tigard accounting staff without the assistance of an interpreter.
• Samarinda will provide academic training to staff who will be
coming to Tigard on double-entry accounting. The Samarinda
based training will take place between February 17 and May 1,
2002.
• Samarinda will provide a written explanation of their current
accounting system and samples of recent financial reports to
Tigard. ICMA will translate these materials into English.
• Samarinda will provide the resume' (explanation of education,
training, and work experience) of the staff to come to Tigard by
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March 15, 2002. Within five business days Tigard will inform
Samarinda whether the staff is acceptable.
Develop a catalog of all possible revenue sources that may be available for use in
Samarinda. Provide training and discussion to assist Samarinda staff in selecting an option
or options that would work best in Samarinda. Assist Samarinda staff in develop ing a
workplan for the adoption of the chosen option or options.
Indicator: A catalog of potential revenue sources including descriptive
information.
Indicator: A short list (10 to 15 items) of potential revenue sources of interest to
Samarinda.
Indicator: Workplans or strategies for the adoption of Samarinda's short-listed
potential revenue sources.
Timeframe: • The draft revenue catalog will be completed by May 31, 2002.
• Samarinda initial review and comment on the catalog should be
completed by July 15, 2002.
• The meeting of the Washington County Finance Officers Group
will occur between July 1 and September 30, 2002 (depending on
members' schedule).
Responsible party: Samarinda, Tigard City and Washington County.
Intermediate steps: • Tigard will work with Washington County to develop a catalog of
possible revenue sources, including a brief description of the
source, potential of likely collection methods, estimates of
potential revenue generated based on identified assumptions
regarding rates and revenue bases or activity
• Samarinda staff will review the revenue catalog to offer comments
and suggestions and to identify a short list (10 to 15) of sources
with potential in Samarinda.
• Tigard and Washington County will request members of the
Washington County Finance Officers Group to attend a meeting
with Samarinda and Kutai in Washington County to discuss the
revenue listed in the catalog, pros and cons of likely sources
(including those identified by Samarinda), and potential adoption
strategies. (Governments participating in the Washington County
Finance Officers Group are not parties to this MOU and may
choose not to attend this meeting).
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Create a solid waste recycling program and initiate education of the community on the
benefits and practices of recycling.
1. Design a recycling program aimed at household customers of the Sanitation
Department as well as businesses and non-profits.
Indicator: Recycling program elements are developed and packaged for
distribution.
Indicator: Key Sanitation Department staff visit Oregon and are oriented to the
Oregon process,particularly the benefits,practice, and education of the
recycling public.
Indicator: Education materials are prepared for elementary, middle schools, high
school children and adults.
Indicator: Recycling education is made part of the curriculum of all public and
religion-based schools by January 2003.
Indicator: Recycling techniques are provided through training to all city
employees and recycling at city facilities is implemented by January
2003.
Indicator: City staff educate the business and non-profit communities in the
recycling program process, expectations, and desired results.
Timeframe: January 2003.
Responsible party: Samarinda, Tigard City and Washington County.
Intermediate steps: • Key staff are identified as the recycling coordinator and
department recycling lead person.
• Materials on recycling in Oregon are collected and customized to
use in Samarinda.
• All city sanitation department staff are educated on the merits and
techniques of recycling.
• Public education on recycling techniques, consumer
responsibilities, as well as the city effort and desired results are
advertised.
• City buildings are made into recycling information centers with
proper techniques both developed and applied at all facilities.
• Household composting techniques and benefits will be advertised
with public education materials prepared and distributed.
Composting demonstrations will be undertaken at each site of a
public building which is used as a city office. The Oregon State
University Master Recycler Program will provide background
information in technical advise which will be translated by city of
Samarinda into locally useful materials.
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• Recycling collection bins are evaluated and the appropriate units
chosen. A supplier of recycling bins is identified and an order
placed.
2. Initiate the recycling program city wide.
Indicator: All city households are supplied with education materials and
recycling bins.
Indicator: All schools and government offices recycle and submit information
which can be used to prepare status reports.
Indicator: All city businesses are given appropriate recycling information and
collection bins.
Indicator: Sanitation Department staff begin implementation of the recycling
program.
Indicator: City policies and regulations are updated to reflect the recycling
program and the penalty for tempering with, destroying, or stealing
recycling bins.
Timeframe: June 2003.
Responsible party: Samarinda, Tigard City and Washington County.
Intermediate steps: • Education materials are prepared which are easy to understand and
are customized for Samarinda.
• Recycling reporting formats are developed and distributed.
• Initial reports on the success of recycling are generated and
published.
• City rules are compared to those of model jurisdiction to designate
modifications needed to carry out the intent of the program.
The foregoing are the four program tasks to be undertaken by the cities of Samarinda and Tigard
along with Washington County and Kabupaten Kutai. The following activities are outside of the
partnership program,provided at the expense of the city of Samarinda or ICMA.
Take initial steps to "open doors" for Samarinda to seek Tigard area opportunities in:
• Intermodal transportation
• Planning staff professional development
• Application of performance budgeting
• Opening trade opportunities in Oregon for Samarinda based businesses. focusing on
traditional East Kalimantan products
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Indicator: Samarinda staff are introduced to Metro and Tri-Met staff in Portland,
Oregon, to discuss the potential for intermodal transportation in
Samarinda.
Indicator: Samarinda planning staff are introduced to representatives of the
Portland State University graduate program at the Hatfield School of
Urban Studies to explore professional development and training
opportunities for city staff.
Indicator: Samarinda is provided training in Performance Budgeting as
performed by Tigard.
Indicator: City of Tigard makes contacts with Oregon companies and Tigard
Area Chamber of Commerce to introduce the idea of Oregon
businesses importing Samarinda based products, focusing on
traditional East Kalimantan products.
Timeframe: December 2003.
Responsible party: Samarinda and Tigard.
Intermediate steps: • Samarinda prepares a position paper on each of the elements, with
the exception of performance budgeting. The position papers are
• provided to Tigard by July 1, 2002.
• Tigard identifies appropriate contacts at Metro, Tri-Met, PSU,
local business and Chambers of Commerce.
• Tigard makes contact with appropriate individuals, discuss issues
and opportunities, and reports the success to Samarinda.
• Samarinda staff are trained by ICMA on Performance Budgeting.
ICMA provides Samarinda with Indonesian language, Tigard
based performance budgeting training.
• Samarinda sends appropriate qualified staff to Tigard for training
between September 1 and November 30, 2002. Tigard assists
Samarinda to present one training program in Samarinda to city
staff.
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