Department of Planning – Kazungula Town Council

The Department of Planning

Mr. MUNYINDA MARTIN

Director Planning

The Department of Planning is currently responsible for the regulation of land use, the provision of land survey services, and the promotion of research and development. It also facilitates the formulation and implementation of policies and coordinates cross-cutting issues and climate change adaptation. The specific functions performed by the department include:

Facilitating the development and implementation of policies.
Conducting spatial planning to facilitate the development and control of property.
Developing and maintaining the valuation roll on council properties and land developments.
Conducting property valuations to determine values for rentals and lease agreements.
Conducting land surveys for the generation of maps.
Providing technical support on the environmental impact of planned developmental projects.
Granting planning permission.
Conducting inspections on infrastructure developments to ensure adherence to approved plans and mitigate illegal construction.
Facilitating the maintenance of the council’s properties and housing.
Coordinating the upgrading of unplanned settlements in the district.
Coordinating gender mainstreaming and other cross-cutting issues and climate change adaptation.
Monitoring and evaluating planned projects.
Promoting research and development.

Land acquisition procedures

The Council advertises available plots to the public using print media.

Successful applicants are called for interviews and selection by the Plans, Works, Development, and Real Estate (PWDRE) Sub-committee of the Council.

The council then facilitates the process of land allocation approval by the Full Council and provides provisional letters of offer to successful applicants

Demand letters for payment of the service charge are served to successful applicants.

Successful applicants are recommended to the Ministry of Lands for the processing of title deeds.

PROCEDURE FOR OBTAINING PLANNING PERMISSION

A person who intends to carry out a development shall apply to a planning authority in Form II on payment of a prescribed fee with the following attachments:

A copy of a certificate of title
A letter of offer from the Ministry responsible for lands;
A record of payment of ground rent;
in the case of an improvement area, a copy of an occupancy licence or a certificate of title issued under the Act; or
where the land is located within customary land, a letter signed by the Chief which confirms that the land has been allocated to the applicant;
where the applicant is not the owner of the land or structure, a letter from the owner authorising the applicant to make an application for planning permission;

Mr/Mrs/Ms

Chief Physical Planner

The Physical Planning Section plays a pivotal role in overseeing and regulating various aspects related to land use and development. The Section, led by the Chief Physical Planner and supported by the Town Planner, Buildings Inspector, and Land Surveyor, executes specific functions to ensure effective urban development:

Facilitates the development and implementation of physical planning policies to guide growth and development.
Conducts spatial planning to facilitate orderly development and control of property within the jurisdiction
Undertakes land surveys for the generation of accurate maps, ensuring precise spatial information.
Conducts inspections on infrastructure developments to ensure compliance with approved plans and mitigate illegal construction.
Facilitates the upgrading of settlements, contributing to improved living conditions.

The section is further structured into three units to streamline its operations:

Town Planning Unit, responsible for development control and regulation of land use.
Buildings Inspectorate Unit, overseeing inspections and providing technical support related to buildings.
Survey Unit, handling land surveys for precise mapping and boundary definition.

This organisational structure ensures a comprehensive approach to physical planning, from policy development to on-the-ground inspections and surveying activities.

Town Planning Unit

The Town Planning Unit plays a pivotal role in ensuring orderly and planned development within its jurisdiction. Led by the Town Planner and supported by Assistant Town Planners, the Unit carries out specific functions aimed at effective development control and regulation of land use:

Grants planning permission to ensure that development projects adhere to approved plans and guidelines.
Controls the development of the town by preventing illegal construction and maintaining regulatory standards.
Conduct awareness programmes to educate communities on the significance of planned development.
Facilitates the demolition of illegally built structures to maintain compliance with approved plans.
Coordinates efforts to upgrade settlements, contributing to improved living conditions.

The unit’s structure, with a town planner at the helm and support from assistant town planners, ensures a focused and efficient approach to managing and regulating town planning activities.

Buildings Inspectorate Unit

The Buildings Inspectorate Unit, under the leadership of a building inspector, plays a crucial role in overseeing and ensuring the completion of building projects. The unit is tasked with specific functions aimed at maintaining compliance with approved plans and preventing illegal construction:

Conducts inspections on infrastructure developments to guarantee adherence to approved plans and regulations.
Provides technical support related to buildings, contributing valuable insights to the preparation of developmental plans.

With a Building Inspector at the helm, the unit is well-positioned to carry out its responsibilities effectively, ensuring the safety and compliance of building projects within its jurisdiction.

Survey Unit

The Survey Unit, led by a Land Surveyor, plays a pivotal role in providing essential land survey services to facilitate the generation of maps. The unit carries out specific functions aimed at ensuring accurate and reliable land survey data:

Conducts land surveys to facilitate beaconing and the generation of boundaries.
Produces layout plans to facilitate the seamless allocation of land.

Under the guidance of a skilled Land Surveyor, the Unit contributes to the accurate mapping and delineation of land boundaries, supporting effective land use planning and allocation processes.

Ms. SIANJINA ANGELLAH

Socio-Economic Planner

Ms. MOONO SINZALA

Socio-Economic Planner

The Socio-Economic Planning Section plays a pivotal role in the coordination, formulation, and review of policies and institutional plans to establish a robust framework for the effective implementation of programmes and projects. The section is also tasked with monitoring and evaluating programme implementation to ensure the realisation of predetermined goals and targets. Its specific functions encompass a comprehensive range of activities, including:

Coordinates the formulation and implementation of policies and plans.
Oversees the preparation of the annual budget.
Formulates project proposals to mobilise resources effectively.
Coordinates the preparation of annual reports and other documents for informed decision-making.
Provides technical support regarding the environmental impact of planned developmental projects.
Offers secretariat services to the Constituency Development Fund (CDF) Committee.
Conducts research to generate information on the impact of developmental activities on socio-economic and environmental matters.
Coordinates gender mainstreaming and addresses cross-cutting issues and climate change adaptation.
Conducts monitoring and evaluation of planned projects to ensure their success.

The Socio-Economic Planning Section serves as a cornerstone in fostering sustainable development, ensuring financial accountability, and addressing critical socio-economic and environmental considerations.

Planning

Dr/Mr/Mrs/Ms

Director Planning

Kazungula Town Council’s Department of Planning is the backbone of structured development across the district. It is tasked with guiding land use, development control, valuation, project planning, research, and policy implementation. The department ensures that all physical, socio-economic, and environmental developments align with legal frameworks, sustainable growth objectives, and community needs.

It plays a strategic role in facilitating service delivery through effective spatial planning, environmental management, and localised development initiatives, which include support for the Constituency Development Fund (CDF) implementation.

RESPONSIBILITIES

Managing the human resource function to boost staff morale and optimise the utilisation of human resources.
Providing administrative and logistical support services to ensure the council’s smooth operations.
Disseminating human resource and administrative policies to inform decision-making and create awareness.
Interpreting terms and conditions of service, the code of ethics, and government policy on training to enhance adherence and ensure compliance with the national training policy.
Conducting training needs assessments in the Council to facilitate the preparation of training programmes.
Maintaining buildings and surroundings to promote a conducive working environment.
Providing registry services to contribute to the efficient operation of the Council.
Formulating and implementing staff wellness programmes.
Providing secretariat services to the council committees.
Providing security services to safeguard Council property.
Coordinating the operationalization of the integrity committee to create general awareness of the dangers and effects of corruption and unethical conduct.

KEY SUB-UNITS AND FUNCTIONS

The department is led by the Director of Human Resources and Administration, supported by technical officers and specialists across several key units as outlined below:

Human Resource Management and Development

The Human Resource Management and Development Section currently manages the human resource functions to improve performance and ensure smooth operations of the Council. This section is responsible for the following specific functions:

Manage human resources to enhance productivity and optimise their utilisation.
Coordinate wellness and safety programmes to enhance staff well-being and mitigate the impact of HIV/AIDS and other ailments.
Coordinate staff welfare programmes to motivate staff and enhance productivity.
Interpret and disseminate labour laws and terms and conditions of service to create awareness and promote fairness in their application.
Maintain staff discipline and coordinate grievance handling to uphold professionalism.
Manage payroll to facilitate the payment of salaries and other allowances.
Coordinate the implementation of performance management systems to monitor and evaluate performance.
Facilitate the recruitment, promotion, placement, retention, and separation of staff.
Plan and implement staff training and development programmes to build capacity.

The HR department is led by a Chief Human Resource Officer and supported by an HR Officer. This leadership ensures the effective execution of the unit’s functions.

Committee & Administration Section

The Committee and Administration Section currently provides essential administrative and logistical support services to enhance the smooth operations of the Council. This section also serves as the secretariat for the council committees, ensuring accurate documentation of council resolutions. The section performs the following specific functions:

Providing administrative, transport, security, and secretarial support services to enhance the smooth operation of the Council.
Maintaining infrastructure and surroundings to promote a conducive working environment.
Managing assets to ensure they are in good working condition and appropriately placed.
Facilitating the maintenance of vehicles and other equipment to prolong their usability.
Spearheading national event commemorations.
Providing records management services to ensure easy access and retrieval of information.
Receiving and distributing correspondence to facilitate the easy flow of information.
Archiving records to secure information and provide easy access.
Providing secretarial services to council standing committees.
Preparing and circulating the council calendar of meetings.
Collecting and reviewing reports for accuracy and presentation.
Circulating reports to committee members.
Recording minutes and resolutions.
Filing reports and minutes.
Producing minutes for the Council and Council Committees.

The Section is led by a Chief Committee & Administrative Officer, assisted by an Administrative Officer, Committee Clerk, and a Registry Supervisor. This leadership structure ensures the efficient execution of the unit’s functions.

UNITS

The Administration Unit

The Administration Unit currently plays a crucial role in providing administrative and logistical support services to enhance the smooth operations of the Council. The unit, under the leadership of an administrative officer, performs the following specific functions:

Providing administrative, transport, security, and secretarial support services to enhance the smooth operation of the Council.
Maintaining infrastructure and surroundings to promote a conducive working environment.
Managing assets to ensure they are in good working condition and appropriately placed.
Facilitating the maintenance of vehicles and other equipment to prolong their usability.
Spearheading national event commemorations.

Under the leadership of the Administrative Officer, the Unit ensures that these functions are carried out efficiently, contributing to the overall effectiveness of the Council’s operations.

The Committee Unit

Providing administrative, transport, security, and secretarial support services to enhance the smooth operation of the Council.
Maintaining infrastructure and surroundings to promote a conducive working environment.
Managing assets to ensure they are in good working condition and appropriately placed.
Facilitating the maintenance of vehicles and other equipment to prolong their usability.
Spearheading national event commemorations.
Providing records management services to ensure easy access and retrieval of information.
Receiving and distributing correspondence to facilitate the easy flow of information.
Archiving records to secure information and provide easy access.
Providing secretarial services to council standing committees.
Preparing and circulating the council calendar of meetings.
Collecting and reviewing reports for accuracy and presentation.
Circulating reports to committee members.
Recording minutes and resolutions.
Filing reports and minutes.
Producing minutes for the Council and Council Committees.

Registry Unit

The Registry Unit currently oversees the maintenance and security of records, aiming to facilitate accessibility, security, and efficient retrieval of information. Led by a dedicated registry supervisor, the unit diligently carries out the following specific functions:

Provides records management services to ensure easy access and retrieval of information.
Receives and distributes correspondence to facilitate the smooth flow of information.
Archives records to secure information and provide easy access.

The Unit’s efficient operation, supported by Registry Clerks, contributes to the seamless organization and accessibility of crucial information within the Council.

Security Section

The Security Section currently takes charge of enforcing law and order within Council premises, markets, and bus stations. Under the leadership of a dedicated Senior Security Officer, the Section diligently carries out the following specific functions:

Provide security at Council premises, markets, and bus stations to maintain law and order.
Conduct investigations into irregularities and thefts occurring at council premises, markets, and bus stations.
Arrest offenders in accordance with the law.
Provide security to Council VIP officers.
Enforces council by-laws to ensure compliance.

Supported by a team of skilled security officers, the Section plays a crucial role in maintaining a secure and orderly environment within the Council.

P. O. BOX KZ065, Kazungula

info.Kazungula@grz.gov.zm

kazungulatowncouncil@gmail.com