This is an excellent example of how to connect with people even in the most challenging circumstances, using the resources you have or can access. This is also a story about the simple steps taken by the head of the municipality to unite people and overcome current challenges, whilst also looking to the future, broadening the horizons of cooperation and securing international support.

The partnership between Bilopillia and U-LEAD with Europe is a story of long-standing and fruitful cooperation: from the moment the municipality was established to the present day, as it continues to operate in challenging safety conditions. To help overcome the impact of the war, the municipality received emergency support packages from U-LEAD for internally displaced persons and to restore infrastructure. The supply covered all the essentials: from everyday items such as beds and tents to generators and specialised equipment — vans, a forklift, as well as professional repair tools. This assistance has helped to strengthen the municipality’s technical infrastructure, as it was in urgent need of this support given the safety situation.  Yet, Bilopillia’s greatest asset has been the experience it has gained, which it is now sharing with other municipalities. As part of U-LEAD’s special initiative to support frontline municipalities, “Outposts”, the municipality shared its experience of building crisis communication channels with residents and international donors.

“I have always written my own posts. People knew that this was my stance and my responsibility”

From the very first days of the full-scale invasion on 24 February 2022, the municipality of Bilopillia in Sumy Oblast has faced extremely difficult circumstances. The border area has effectively become a refuge for some residents of the surrounding municipalities. People were seeking a safer place for the time being and, above all, were hunting for information — about what was happening and what to do.

At that moment, information itself was one of the key resources. Yurii Zarko, the Mayor of Bilopillia, had been actively communicating with residents via Facebook even before the full-scale war broke out. Without a press office or a team of copywriters, he wrote the posts personally and recorded video messages himself. This gradually built trust: people recognised the style, understood the tone, and felt that this was a frank conversation rather than a formal statement:

“I have always written my own posts. People knew that this was my stance and my responsibility,” says the mayor.

Loosing the account and restoring the connection

The day before the full-scale invasion, the mayor’s Facebook page was hacked. On the very first morning of the war, the municipality was effectively left without its official channel of communication. At that time, rumours began to circulate that the local authorities had allegedly left the town.

“It was not until 25 February that access to the page was restored. My first video message was posted that same day. Since then, I’ve been informing the public almost every day,” says Yurii Zarko.

Although the city was not occupied, Bilopillia was effectively cut off: pharmacies were closed, shops were emptied within a few days, and the supply chains were disrupted. The local authorities organised a municipal guard and night patrols, brought order to the market, and kept people constantly informed about the safety situation and humanitarian aid.

Telegram and the early warning system

Eventually, the municipality realised that communicating via Facebook is not always quick enough for emergencies. Especially since Bilopillia municipality has gone from being in the relative rear to a front-line territory. There is no time to log on to social media and look for information in the middle of a shelling. A dedicated Telegram group was therefore set up for urgent updates.

“This is not a chat room or a forum for discussion. The group only posts brief updates about shelling, safety risks or important decisions affecting the municipality. It is available 24/7, and people receive alerts in real time,” says Yurii Zarko.

The mayor recalls the events of early 2026, when the Telegram group helped people escape the air strike. There were about a hundred people in the city centre. At that moment, reports came in that Russian precision-guided bombs were heading towards the municipality. The alert went out right away on Telegram:

“Thanks to the timely warning, everyone managed to get to the shelter seconds before the strike,” recalls the mayor.

International communication and the role of personal contacts

For municipalities near the front line, international partnerships have become an important source of support. Here, too, Bilopillia municipality has come to realise the importance of effective communication. In 2023, municipal officials visited Norway, where, following a meeting with the mayor of Arendal, a municipal partnership was established.

“We have also managed to establish similar links with a Czech town of Černošice, near Prague. This association has its roots in history: the Ukrainian writer Oleksandr Oles lived there for some time, and Bilopillia is the Ukrainian writer’s hometown. These cultural and historical ties have formed the basis for our current cooperation,” says Yurii Zarko.

Yurii Zarko emphasises that it is extremely important for international partners to see the full picture, which is why he always creates “before and after” presentations. When European politicians watch a three-minute video showing a thriving pre-war city and ruins left in the wake of shelling, they grasp the context far better than they would from dry reports: “This is the key lesson for other municipalities: don’t wait for someone to come along and offer help; look for common ground; draw on history, culture and personal determination.”

Through these partnerships, the municipality received means of transport, an ambulance, support for volunteer units, buses for people with disabilities, humanitarian aid and other resources.

“Today, it is crucial for the head of a municipality to be able to communicate directly with partners. If you can explain your case, present the situation and outline your needs, your chances of receiving support are much greater. That is exactly why proficiency in English and the ability to represent the municipality are becoming key elements of modern local self-government,” says the mayor.

Bilopillia municipality today

The experience of Bilopillia municipality shows that, in times of war, communications are about more than just providing information. They are a tool to ensure safety, coordinate assistance and support people.

Yurii Zarko sums up his approach succinctly: information helps you survive. Anyone currently leading a municipality must realise that building a sustainable community in wartime is impossible without having a genuine dialogue with residents and persistently knocking on donors’ doors.

One of the municipalities in Sumy Oblast hit hardest by the war has not simply gone into “standby mode”; instead, it is striving to be as active as possible, engaging with people and securing support from international partners, emphasises Rostyslav Savchenko, the Head of the Regional Office of “U-LEAD with Europe” in the Sumy Oblast:

“Partnerships are built on trust and the personal accountability of leadership, and keeping residents informed in a timely manner is as essential as water or electricity.”