This is the overall driving section of the entire Local Authority. It is headed by the Principle Officer who in this regard is the Town Clerk.

Sections that fall under Institutional management include:

  • -Procurement
  • -Internal Audit and
  • -Public Relations.

The Procurement section comprises of competent procurement officers who are charged with the responsibility of sourcing for the right suppliers of both goods and services for the local authority,  negotiating business deals with suppliers in the most effective and profitable ways for the Local Authority, ensuring compliance with business protocols by seeing that all company objectives, relevant regulations, standards, laws, e-procurement processes and businesses are well conducted.

The procurement section also has the responsibility to identify new potential suppliers and develop healthy relationships that can obtain the best deals of contracts, which are of good quality, price and  delivery time.

-The Public Relations unit has the responsibility of managing a good relationship as well as image between the Institution and the public.

This is done through constant engagement with the public through the media (Radio, socials, print, Television), community engagements, publications, walk-ins, branding, announcements awareness, etc.  

The Internal Audit section evaluates the adequacy of the system of internal controls assesses compliance with policies and procedures and sound business practices. Largely, it provides independent assurance that the institution  internal controls are operating effectively. 

 

The role of planning department is to plan the overall layout of the district, upgrading of shanty areas to modern standards, setting up of township boundaries, coming up with standard building plans which have to be adopted by everyone building, land distribution, processing of title deeds, HIV/AIDS, gender and human rights sensitisation, and community development activities. Through the section of public health, ensure a clean, healthy and green environment.

The role of this department is to facilitate engineering services such as; feeder roads, borehole drilling, inspection of buildings, scrutinizing building plans to make sure it’s the required standard, providing burial site, fire brigade services, maintenance of plant and machinery,

The Department of Engineering Services (DES) is headed by the Director of Engineering services, assisted by a Civil Engineer.  The Department is divided into Six sections and provides the following services as tabulated below:

  1. Fire Brigade Section
  2. Architectural Section
  3. Electrical Section
  4. Roads and Drainages section
  5. Quantity Section
  6. Mechanical Section

Fire Brigade Section

Under the Department of Engineering you will find the Fire Brigade section, which is headed by a Chief Fire Officer who is assisted by a Deputy Chief Fire Officer, the responsibility of the section is to provide Fire and Rescue services in order to prevent loss of life and destruction of property by fire.

Some of the services provided under this section include:

  • Fire Prevention and Inspectorate
  • Issuing of Fire Certificates
  • Fire Safety Awareness
  • Fire Fighting
  • Emergency and Rescue
  • Capacity Building
  • Fire Investigations
  • Special Services
  • Advisory

Architectural section

This is a vast section under the Department of Engineering, the section is headed by an Architect. The section comprises of various activities however the main duty is:

  • To supervise architectural and infrastructure maintenance, approval of architectural designs, to green the city and improve the life span of the Council and public facilities.

Under this section is:

PARKS AND GARDENS

Parks and Gardens is run by parks Foreman/woman whose duty is to;

  • Manage efficiently parks, gardens and open spaces in order to green and beautify the city.

Through: Landscaping and Greening, Vegetation Control and Distilling of drainages.

  • MAINTENANCE

Maintenance works is run by the Clerk of Works.  He/she Supervises and undertakes provision of architectural technical support in order to facilitate public works.   

Services offered under maintenance include:

  • Site Surveys
  • Infrastructure Design
  • Working Drawings Production

ROAD AND DRAINAGE WORKS

This section is headed by a Civil engineer who is assisted by three Assistant Civil Engineers.

The main duties under this section include:

To supervise the designs of city roads and drainage infrastructure in order to improve the road network and enhance safety to the Public.

Services offered include:

  • Roads and Drainages Designs
  • Road Rehabilitation and /or Maintenance
  • Roads and Drainage Designs Archiving
  • Installation, maintenance and rehabilitation of curvets

Electrical section

The Electrical section is headed by an Electrical Engineer.

The main duty is

to manage the provision of electrical engineering services and water reticulation in order to facilitate the use of roads and other public amenities. 

Some of the services offered include; Installation and maintenance of Street Lighting and Traffic Signals. Swimming Pools and Water Reticulations Air conditioning systems and Lifts / Elevators

 

Quantity surveying section

The section is headed by a Quantity Surveyor, assisted by an assistant quantity surveyor and his/her duty is to supervise and undertake the quantification and cost control of building projects in order to facilitate realization of value for money during and after project execution.

Services offered by this section include:

  • Bills of Quantities (BOQ) and Procurement specifications for construction projects
  • Project ValuationEvaluation of Contractors Claims
  • Project Final Cost Report

 

Mechanical section

The section is headed by a Mechanic assisted by Mechanic Foreman/woman the duty of this section is to undertake basic mechanical maintenance and repair of vehicles, plant and equipment in order to ensure serviceability.

Services provided under this section include the following:

  • Repairs of motor vehicles
  • General Maintenance
  • Engine Overhauls
  • Routine servicing

Collection of revenue, preparation of statutory obligation, preparation of books of accounts.

Staff establishment, management of assets, records keeping, training and development, recruitment, staff appraisals, minutes and report writing, discipline, explanation of conditions of service to staff, Public relations services.

Chongwe District operated as a Town Council until 15th February, 2017 when it was upgraded to Municipal Council status. The upgrade therefore meant creating extra departments to perform some functions which it was initially not able to perform. The additional departments saw the inclusion of the Legal Department with the mandate of discharging legal responsibilities.

The Legal Department has three (3) sections being;

  1. Licensing and Contracts
  2. Deeds and Estates, and
  3. Litigation

Licensing and Contracts Sub-Section

Licensing

 

1.Procedure For Obtaining / Renewing A Business Levy

1.1 Step 1. Duration – 1 day

A person interested in starting a business within the district must first visit the Legal Department at the Council to get further information on the intended business. Clients registered with Patents and Companies Regulatory Authority (PACRA) are advised to submit a copy of their Company Registration Certificate and Tax Clearance while unregistered businesses are advised to submit a copy of their National Registration Card (NRC) and Tax Payer’s Identification Number (TPIN).

A client renewing their business levy must first present a receipt or a business levy from the previous year in addition to the above documents.

An account is then created for the client using an online digital platform for the purpose of generating an invoice.

1.2 Step 2.

The Council is then tasked to inspect the business premises of the client through the relevant department.

1.3 Step 3.

The client is then required to make payment at Atlas Mara Bank, Zanaco Bank, Bank Transfer, Cheque or through the Point of Sale (POS) at the Finance Department within 14 days of receipt of the invoice. After the necessary payments have been made, Bank deposit receipts or proof of payments are then submitted to the Finance Department at the Council for issuance of an official council/government receipt.

1.4 Step 4. Within – 24 hours

Once the client avails the legal department with the Council receipt, the Client is issued with a Business Levy which must be displayed at the business premises at all times.

Procedure For Acquiring A Liquor Licence

  • An applicant upon visiting the Legal department is requested to proceed to Government Printers in Lusaka to advertise their intention to obtain a liquor licence in the government Gazette.
  • Upon payment of the prescribed fee at Government printers, the Applicant is issued with a receipt and after a waiting period of two (2) weeks a certificate of publication is issued. Photocopies of the receipt and certificate of publication are then submitted to the Council.
  • The Council then issues Notices which run concurrently with the Government Gazette Notice for a period of 14 days. These Notices are placed in not less than ten conspicuous public places in the area which the client wishes to be trading.
  • Members of the public intending to oppose an application may object the renewal or grant of liquor licence by specifying in general terms the grounds of the opposition.
  • In an event that there are no objections, the Applicant is directed to the Public Health Department for an inspection, after which the Applicant obtains a Police Report.
  • Thereafter, the Applicant submits the application form with attachments and is advised to make payment at Atlas Mara Bank or Zanaco Bank whereupon a receipt is later obtained from Finance Department of the Council.
  • Applicant presents a receipt to the Licensing Office as proof of payment for issuance of a Liquor licence and is advised to make copies of the receipt for onward submission of the application form to the fire department for preparation of a fire certificate.
  • Applicant is then recommended to the liquor licensing committee and later to the Full council meeting for issuance of a liquor license.

APPLICATION PROCEDURE FOR PLACEMENT OF A BOOTH/CONTAINER

  1. Applicant visits Licensing Office
  2. Applicant is availed with the application form or presents the application form that was downloaded from the website.
  3. Applicant writes a letter of application for placement of a booth/container and addresses it to the Town Clerk.
  4. Applicant is then referred to the department of Housing and Social Services for site inspection of the premises.
  5. If cleared by the department of Housing and Social Services, the applicant attaches the clearance form to the business levy application form and then presents it to the Licensing office.
  6. Applicant then proceeds to make payment through the Bank and then takes a copy of the deposit slip to Finance department where a Council receipt is issued as proof of payment.
  7. Applicant then returns to Licensing Office for issuance of a Trading Licence/Business Levy Permit.

DEEDS AND ESTATES SECTION

ESTATES

Estates deal with land management and acquisition under the Local Authority as an agent of the Ministry of Lands. Land in Zambia is divided into State Land and Customary Land. State land is administered by the Commissioner of Lands in coordination with Local Authorities as provided for under Circular No. 1 of 1985, which directed all Local Authorities to be responsible for and on behalf of the Commissioner of Lands, for processing applications, selecting of suitable land applicants and making recommendations to the Commissioner of Lands for approval.

Land Alienation Procedure

  • State Land
  • Advert for land allocation is published in the media
  • Applicants apply for the plots
  • Applicants invited for interviews
  • Selection of successful applicants
  • Letters for invitations to treaty for payment of premium charges (offer and acceptance)
  • Recommendation to Ministry of Lands for final letter of offer
  • Customary Land
  • Obtain application form C for conversion of tenure from the Council
  • Obtain cartographic maps
  • Obtain consent from the traditional leadership (Chief/Chieftainess)
  • Submit application from C, cartographic maps and consent to the Council for processing.
  • Applicants invited for interviews
  • Inspections
  • Recommendations

Deeds 

Deeds deals with ownership documents for the properties aimed at ensuring that land owners area issued with Certificates of Title.

Change Of Ownership (Consent To Assign/Transfer) Procedure

  • Obtain an application form from the Council
  • Submission of application form with relevant documents
  • Report to the relevant committee for change of ownership
  • Recommendation to the Commissioner of Lands

Complaints Procedure

All complaints regarding the operations of the department are to be addressed to the

office of the Town Clerk through a letter.

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