To effectively represent the interests of displaced women and men within communities, IDP Councils engage internally displaced persons in discussions and decision-making processes. Public hearings, public consultations, participatory budgeting, and participatory planning are tools that allow community residents to influence local policies and community development. This article provides a brief overview of these opportunities and explains how IDP Councils can use them in their work.
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Public Hearings as a Tool for Community Participation
Public hearings are a form of direct participation by residents of a territorial community in addressing issues of local importance. They provide an opportunity to discuss important decisions, ask questions to representatives of local authorities, and present proposals.
The legal basis for holding public hearings is defined by Article 13 of the Law of Ukraine “On Local Self-Government in Ukraine.” They may be initiated either by community residents (through a request or petition) or by local authorities. Public hearings are organized by the local council — city, settlement, or village.
How an IDP Council Can Initiate Public Hearings
To ensure that public hearings become an effective tool for the participation of displaced people, IDP Councils should follow several key steps.
First, it is necessary to clearly define the topic of the hearing and the expected outcome — for example, recommendations that should be considered by the council or the executive committee. Possible topics may include draft economic and social development programs, the creation of new public spaces, the organization of free meals in schools or kindergartens, or the arrangement of temporary accommodation sites for IDPs.
Next, the date, format, and draft agenda should be agreed with the local self-government body. It is also important to inform community residents in advance by posting announcements on the community website, social media, Administrative Service Centers (ASCs), and other public places. It is helpful to explain why people should participate and what changes may result from the discussion.
During the hearing itself, proper moderation should be ensured so that participants have the opportunity to express their views, ask questions, and submit proposals. Following the meeting, minutes with recommendations are prepared and submitted to the local self-government body for consideration.
Afterward, the IDP Council may monitor whether the proposed ideas were taken into account and publicly inform the community about the results.
Public Consultations: An Opportunity to Influence Decisions
Another important participation tool is public consultations. They help assess whether proposed decisions take into account the interests of both displaced people and local residents.
The procedure for conducting consultations is defined by Resolution of the Cabinet of Ministers of Ukraine No. 996 “On Ensuring Public Participation in the Formation and Implementation of State Policy.” Such consultations may be initiated by various civil society institutions, including civic and charitable organizations, professional unions, employer organizations, bodies of self-organization of the population, civic councils, and other associations.
Importantly, if a proposal to hold consultations on a particular issue is submitted by at least three civil society institutions, public authorities are obliged to conduct them.
How an IDP Council Can Participate in Public Consultations
The first step is to determine the format of the consultations. This may include a conference, forum, round table, public assembly, or a meeting with community residents. Such events are often organized in partnership with non-governmental organizations or charitable foundations that can act as co-initiators of consultations.
Next, a brief description of the issue and possible solutions should be prepared for discussion. After that, an information campaign should be carried out — announcements on the community website, social media, Administrative Service Centers, and partner organizations can help reach a wider audience.
During consultations, proposals and comments from participants are collected. Based on these inputs, a summary report is prepared and submitted to those responsible for developing decisions or programs. It is also important to inform the community which proposals have been taken into account.
Participatory Budgeting: How Residents Can Implement Their Ideas
Participatory budgeting (also known as the community budget) is a mechanism that allows community residents to propose their own projects and vote for their implementation. These initiatives are financed from the local budget.
The legal framework for this tool is defined by decisions of local councils introducing participatory budgeting and the respective regulations governing the process.
IDP Councils can play an important role in this process by informing internally displaced persons about the opportunity to submit projects, helping them prepare applications, encouraging both IDPs and local residents to vote, and monitoring the transparency of the implementation of selected initiatives.
Participatory Planning: Joint Development of Programs and Strategies
Participatory planning involves engaging community residents in the development of local development strategies and targeted programs. For IDP Councils, this creates an opportunity to ensure that the needs of displaced people are reflected in local policies.
The first step for an IDP Council to join this process may be preparing an official initiative addressed to the local council or executive committee proposing the creation of a working group to develop a strategy or targeted program — for example, a program supporting IDPs, social protection, employment, or education.
During an IDP Council meeting, it is advisable to select a representative who will join this working group. Its members may include representatives of local authorities, civil society organizations, social services, educational and medical institutions, businesses, and the IDP Council.
At the next stage, consultations with community residents are conducted. These may take the form of meetings, round tables, workshops, or online surveys through which proposals and ideas are collected. It is advisable to keep brief minutes of each meeting with the key proposals raised by participants.
Based on the collected information, proposals for the strategy or program are prepared. The IDP Council can review whether the needs of displaced persons have been taken into account and submit written comments or additions if necessary.
Key Considerations When Engaging Community Residents
When working with participation tools, several practical considerations should be kept in mind.
First, formulate proposals clearly and specifically. For example, instead of the general statement “improve the integration of IDPs,” it is better to propose a concrete action such as “ensure 10 kindergarten places for children of IDPs in 2026.”
Second, it is useful to publish a short summary of the results after each meeting.
Third, excessive bureaucracy should be avoided. The key priority is not the number of documents produced but the genuine participation of people.
Finally, use public events — field sessions, workshops, or open meetings — as opportunities to gather the views of community residents. This is also an important part of the participatory process.
This publication was made with the support of UNHCR, the UN Refugee Agency in Ukraine. The content of the publication is the sole responsibility of the Charitable Organization “Charity Foundation “Stabilization Support Services” and does not reflect the views of UNHCR.
