IDP Councils are the voice of displaced people within communities. This is why it is essential to involve IDPs in developing joint solutions.
What can be done to ensure their voices are heard? We have prepared a brief overview to explain the main tools of direct democracy: public hearings, public consultations, participatory budgeting, and participatory planning.
Public Hearings: How Does It Work?
Public hearings are a form of direct participation by residents of a territorial hromada in resolving issues of local significance.
- Legislative Framework: Art. 13 of the Law “On Local Self-Government in Ukraine.”
- Who Initiates: Community residents (via an application or petition) or a local government body.
- Organized By: The council (city, settlement, or village).
Law “On Local Self-Government in Ukraine.”
How to Launch Public Hearings: A Guideline for IDP Councils
- Clearly define the topic and expected result (recommendations to be considered by the council/executive committee). Examples of topics for public hearings: discussing draft economic and social development programs, creating new public spaces, organizing free meals in kindergartens or schools, equipping temporary housing sites, etc.
- Coordinate with the local self-government body: date, format, and draft agenda.
- Inform: post announcements on the community website, social media, and at Administrative Service Centers (ASCs). Prepare a brief explanation of why people should attend and what can change.
- Conduct the hearing offline. Ensure moderation so that everyone has the opportunity to express their position on important local issues, ask questions, or propose solutions.
- Draft the minutes (advisory in nature) and submit them for consideration by the local self-government bodies.
- Monitor: track whether the Council’s proposals have been taken into account and report publicly on this.
Public Consultations: How Does It Work?
Public consultations help verify the extent to which decisions account for the interests of displaced people and local residents.
- Legislative Framework: CMU Resolution No. 996 “On Ensuring Public Participation in the Formation and Implementation of State Policy.”
- Who Initiates: Civic associations, religious and charitable organizations, creative unions, professional unions and their associations, employer organizations and their associations, bodies of community self-organization, non-state media, and civic councils (in accordance with Art. 7 of CMU Resolution No. 996).
- Organized By: Executive authorities or local self-government bodies.
Please note! If a proposal to conduct public consultations on a single issue is submitted by at least three civil society institutions, the consultations must be conducted.
CMU Resolution No. 996 “On Ensuring Public Participation in the Formation and Implementation of State Policy.”
Public Consultations: How to Initiate and Engage Partners
- Choose a format: conference, forum, round table meeting, assembly, or meetings with the public. This will help engage partners from among non-governmental organizations or charitable foundations. They are the ones who can initiate public consultations.
- Prepare a brief description of the problem and solution options for discussion.
- Conduct an information campaign (website/social media/ASC/partner pages).
- Conduct the event or proposal collection, and record the results.
- Prepare a report (summarized proposals) and submit it to the developers of decisions/programs.
- Inform the hromada about what exactly has been taken into account.
Additional Tools for Resident Engagement:
Participatory Budgeting/Community Budget — a mechanism where community residents (including IDPs) submit and vote for their own projects funded by the local budget.
Regulatory Basis: Local council decision on the implementation of the community budget; regulations on the community budget.
Role of the IDP Council:
- Inform IDPs about the competition
- Help prepare projects
- Engage displaced women, men, and local residents in voting
- Monitor the transparency of implementation.
The First Ukrainian E-Democracy Platform
Additional Tools for Resident Engagement:
Participatory Planning — joint preparation of strategies and programs with the involvement of IDPs and local residents.
Guidelines for IDP Councils:
- Prepare an Initiative
The IDP Council officially submits a proposal to the local council or executive committee to form a working group for strategic planning or the development of a target program (e.g., an IDP support program, social protection, employment, education, etc.).
- Delegate a Representative
During an IDP Council meeting, elect a delegate from among the IDPs or a non-governmental (charitable) organization to join the working group.
The group should include representatives of authorities, the IDP Council, NGOs, social services, educational and medical institutions, and businesses.
- Conduct Consultations
- Organize meetings, round tables, workshops, or online surveys to collect proposals from IDPs and local residents.
- At each meeting, keep brief minutes — who spoke and what was proposed.
- Prepare a Draft Document
- Based on the collected data, prepare proposals for the strategy or program.
- The IDP Council checks whether the needs of displaced persons are considered and submits written comments if necessary.
Points to Consider:
- Formulate proposals simply and accurately; for example, instead of “improve IDP integration,” use “ensure 10 spots in kindergartens for IDP children in 2026.”
- After each meeting, publish a brief summary: which issues were discussed and what solutions were proposed.
- Avoid excessive paperwork: what matters is real people’s participation, not the quantity of documents.
- Use public events (field sessions, workshops) to gather opinions — this is also 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.