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NORTHERN WATER PROJECT – PHASE 2 For the Islands of MANIHIKI, RAKAHANGA & PUKAPUKA COOK ISLANDS
PROJECT DESIGN DOCUMENT
Prepared by the Office of the Prime Minister
Version: Final
November 2015
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1. Implementing Structure
Project Summary
Project Number
Project Title Northern Islands Water Project (Phase 2) Applicant (Country) Cook Islands Project Focus Climate Change Adaptation
Sustainable Energy
Sector(s) Water/sanitation Policy/Planning
Food/security Education
Governance/Institutional Strengthening
Duration of Project August 2018 (32 months) Lead National Agency Ministry of Financial and Economic Management (MFEM)
National Implementing Agency Office of the Prime Minister (OPM)-Climate Change Cook Islands (CCCI) Contracting Party OPM-CCCI (Name of Implementing Partner) Project Partners OPM-CCCI, Island Governments of Pukapuka/Nassau, Rakahanga and Manihiki, MFEM, GIZ
National Focal Point OPM-CCCI
National Authorising officer Ministry of Foreign Affairs
Contact Point- Contracting OPM-CCCI Party (Contracting parties liaison and contact details) Contact Point-National Level (See above) (If different from above) Project Objectives To improve the resilience of the communities on Pukapuka, Nassau, Manihiki, Rakahanga and Penrhyn to natural disasters (including drought) by increasing their capacity to collect, store and manage their precious water resources Project Outcomes Community rain water harvesting structures/infrastructure at targeted locations are repaired and a model of integrated water management established for the northern islands which applies a forward looking whole of community approach Total Project Costs €400,000
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2. The Project; Research and Problem Analysis
1. Background
The Northern islands of the Cook Islands (Pukapuka, Nassau, Penrhyn, Manihiki and Rakahanga) consists of low lying atolls and are located between latitude 6 -15° S and between longitude 155-168° W. As low lying atolls, the islands are highly vulnerable to the impacts of natural disasters including cyclones, prolonged dry spell and sea level rise. All these contribute directly to the water supply security on these islands.
During the 1997 and the 2004-05 cyclone seasons in the Cook Islands, these northern islands experienced damaging impacts to their communities and their infrastructure including substantial damages to households and community water supply assets. This affected the ability of these island communities to maintain a more secure water supply system especially during ensuing years and during drier periods as well.
In response, the Cook Islands Government working in partnership with the New Zealand Governments and Ausaid implemented a number of measures to improve situations on a number of these islands. During the reconstruction of homes after cyclone Martin 1999, new homes were built with accompanying 20,000 liter underground concrete rainwater tanks to cater for both potable and non-potable needs especially for those residents whose homes were totally demolished by the cyclone.
Figure 1; The Project Area
Project Area;
Penrhyn Rakahanga
Pukapuka Manihiki Nassau
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Following cyclone Percy in 2005, water shortages became frequent and more noticeable especially on the islands of Pukapuka, Rakahanga and Penrhyn and lead to the implementation of a rainwater harvesting project named, the “Northern Water Harvesting Project stage 1” in 2010. This involved the installation of 491 x 6000 and 3000 liter UV stabilized Poly-Ethylene (PE) or Plastic water tanks at occupied residences of the islands of Penrhyn, Pukapuka, Nassau and Rakahanga. In 2010 a category 4 “Cyclone Pat” devastated the island of Aitutaki affecting it coping capacity and leading to the installation of a total of 309 x 6000l PE tanks on that island plus an additional 147 on the island of Atiu and 27 on Palmerston island.
This project, unlike stage 1 is aimed at undertaking repairs and rehabilitation works needed on the Northern Islands “Community water tanks” and the facilitation of the needed institutional arrangements to improve management and operations of these facilities and overtime improve water security at the respective island and community levels.
The implementation of the project presents the Cook Islands Government with the opportunity to continue with its own on-going water development initiatives based on the recommendations of past water investigation activities conducted by Tony Falkland of Ecowise Environmental between 2004 -2006 for GHD Pty Ltd, Australia and funded under the AusAID program.
1.1 Water Supply System for the Northern Islands1
The islands in the Northern group as mentioned earlier are low atolls with no running streams, but have shallow ground water lens. For this reason, the people of these islands are critically dependent on rainwater for their day to day living. This is supplemented by a number groundwater wells build and located within the island village boundaries and/or within accessing distances from the villages.
Rainwater; Rainwater are collected from the roofs of most community buildings, most of the residential houses and also from purpose-built rainwater collection roofs or locally known as “Fare Vai”2 or “Wale Wai”3 constructed by Government in the 1950s. Rainwater is mainly used for potable (drinking) purposes and for non-potable purposes when it is abundant. However, on these islands potable water resources have always been used wisely and conserved to prolong supply.
Groundwater; Groundwater are obtained from wells build in or near the village areas and is used by the islanders as a supplementary source of non-potable water. Groundwater have been used for potable purposes during droughts, but are not often used for that purpose as the wells from which groundwater is extracted are within village areas and are subject to pollution from sanitation systems and other sources.
During serious droughts, where rainwater in tanks both at the residential and community level becomes totally depleted, people have been obliged to use groundwater in village areas for their potable needs.
1 Includes; Pukapuka/Nassau, Manihiki, Rakahanga and Penrhyn 2 Manihiki, Penrhyn and Rakahanga dialect 3 Pukapuka and Nassau dialect 5
Table 1. Water supply system on the islands
Island Popula Residential Community Tanks tion4 tanks5
PE Vol.(l) Available Tanks Potential Available Potential 6kL Tanks Working6 Storage Storage additional Capacity(l) Capacity(l) Capacity(l) Pukapuka 518 124 744,000 10 x 45kL; 6 x 45KL 450,000 270,000 180,000 22 x 20kL 18x 20kL 440,000 360,000 80,000 Nassau 116 34 204,000 2 x 45kL 2x45kL 90,000 90,000 Nil 1x 25kL 25,000 25,000 Penrhyn 213 60 360,000 14 x45kL, 5 x 45kL 630,000 135,000 495,000 4 x 16kL 3 x 16,kL 64,000 48,000 16,000 4 x 20 kL 2 x 20 kL 80,000 40,000 40,000 Manihiki 239 587 1.16M 12 x 45kL 6 x 45kL 540,0000 270000 270,000 1 x 16kL 16,000 16,000 Nil Rakahanga 1178 48 288,000 5 x 45kL, 3 x 45kL 225,000 135,000 90,000 1 x 40kL 40,000 0 40,000 1 x 20kL 20,000 0 20,000 Total 1,078 266 2.75M 33 x 45kL 22 x 45kL 1,485,000 990,000 495,000 23 x 20kL 22 x 20kL 460,000 440,000 20,000 589 1 x 40kL 40,000 4 x 16kL 3 x 16kL 64,000 48000 16000 1 x 25kL 25000
1.2 Climate Change Considerations10
The climates of the Cook Islands is sub-tropical to tropic oceanic, moderated by trade winds. It is largely determined by the latitudinal shift of the South Pacific Convergence Zone (SPCZ). The SPCZ usually lies between the two main island clusters (Northern and Southern Islands) of the Cook group. This and the wide latitudinal separation between the two groups makes the current climate of the two island groups different. There are mainly two seasons affecting these islands with a hot and relatively humid period from November to April and a warm, relatively dry period from May to October. The more humid period is associated with the presence of the SPCZ over the islands. The drier period occurs when the SPCZ moves north and the weather is predominantly affected by the south-east trade winds.
The atoll’s climate is affected to some degree by the El Niño and La Niña episodes. As for other islands of the Northern Cook Islands and in the equatorial region of the central Pacific, higher rainfall periods are normally associated with El Niño episodes and dry periods are normally associated with La Niña episodes. This trend is opposite to that in the Southern Cook Islands, where droughts are normally associated with El Niño episodes and above average rainfall is normally associated with La Niña episodes.
4 2011. Cook Islands Census 5 Northern Islands Water tank Project. It does not include residential tanks installed prior to 2010 6 Those tanks that are fully operational but have also leaks 7 These are 20,000 litre underground tanks 8 Rakahanga Public Health House hold survey 2012 9 20,000 l water tanks 10 Falklands Report 2006 6
Rainfall; The average annual rainfalls on the five islands have been noted to vary as recorded through the use of available monthly rainfall data for the period ranging from July 1929 to June 2000.For example, in Pukapuka the maximum and minimum annual rainfalls were 3,940 mm (in the year 1931) and 1,812 mm (in the year 1945). It indicates that the Northern islands have higher average rainfall than those islands in the South.
The variability of annual rainfall ranges from moderate to high by comparison with other islands in the Cook Islands. A common measure of data variability is the coefficient of variation, Cv, which is obtained by dividing the standard deviation by the mean. High values of Cv indicate high variability of annual rainfall (normally meaning significant long droughts interspersed with high rainfall periods) while low values of Cv indicate low variability in annual rainfall. For comparison purposes, Table 2 below shows the coefficients of variation of annual rainfall for selected island of the group both the Southern islands and some in the North. It is evident that the variations are more apparent in the North compared to the Southern island
Table 2 Coefficients of variation of annual rainfall, Pukapuka & other Cook Islands 11
Island Average Rain fall Coefficient of Variation Data period Northern Islands Pukapuka 2,845 0.17 1931 - 1999 Manihiki 2,348 0.24 1937-1987 Rakahanga 2,441 0.23 1941-1995 Penrhyn 2,221 0.42 1969-1999 Southern Islands Aitutaki 1,927 0.19 1947-1998 Rarotonga 1,958 0.21 1929-2000 Mangaia 1,955 0.22 1950-2000
Temperature; In the Northern Islands the temperatures are fairly constant throughout the year while in the Southern group there is a difference of around 4˚C between the warmest and coolest month. It is however projected that the surface air and sea surface temperature for the islands will rise over the course of the 21st century12. There is high confidence of this occurring due to;
Warming physically consistent with rising greenhouse gas concentrations as well as agreement with all CMIP3 models
Drought Frequency; The Cook islands have recently been affected by long dry spells as noted in the last five years. Consequently, the Northern islands have managed to narrowly avoid a national response twice in 2010 and 2012, compared to all the Southern islands which was affected by a long drought December in 2013 and again in 2014 leading to drought response activities from National Government and the Cook Islands Red Cross on Atiu and Aitutaki islands. This have resulted in the implementation of a program aimed at preparing the ten island for drought management and response.13
11 Falklands Report 2006 12 Climate Change in the Pacific; Volume 2 County Report 13 New Program funded by NZAID to assist the islands prepare for drought. 7
Improving Resilience: Improved water collection and storage facilities should contribute to better resilient outcome for the highly vulnerable residents of the Northern Cook Islands. Previous attempt have been made to include as part of the “Cyclone Recovery Program” options to repair community water tank or replace purpose built water buildings or “Fare Vai” damaged or destroyed in the recent cyclones. However, the project repaired almost all required household roofs, installed domestic water tanks and new spouting systems, and provided training in water safety and tank system maintenance. While, this increased the capacity for rainwater storage at the household level, the community water tanks including the building on these islands are yet to be repaired. Although this was deemed a priority for Government, tight fiscal conditions and emerging priorities has hampered progress in this area.
With repairing of the community building and water tanks still a priority of the Northern islands, an opportunity to finally address this issue have now presented itself. Improving these tanks and water infrastructure will provide more reliable and safe water supply for the northern islands. This in turn will enhance the resilience of these islands to natural disasters (including drought proofing) and strengthen disaster management capabilities aimed at increasing capacity for rainwater harvesting and storage which is the main goal of this project.
1.3 Water Use and Demand on the Islands
While the islands covered by the project are all low atoll islands except Nassau, water use among them vary from island to islands depending on number of factors. These factors have a direct impact on the available water supply use on the island from time to time and include;
Main uses of water o Amount used for Cooking and drinking- These are normally fetched by every member of the house hold depending what time of the day it is. This only happens when the households’ residential supplies are low or have run out. The amount used for drinking per house hold is more than the amount generally used for cooking. o Amount used for Washing. Washing are normally done by the women. While washing machines are used frequently most family on atolls use hand washing for their clothing and is one of the higher users of water on the islands o Amount for bathing; Daily bathing is normal on the islands. Water demand for these vary between the genders and also during the times of the week. There is general expectations and understanding that women needs more water for this purpose than other members of the family unit o Amount used for Sanitation; All islands have pour and full flush toilet system which requires large quantities of water. Frequent use of these can increase water use. Educations on the use of these facilities can improve water use. Installation of low water use toilets can also contribute to water savings o Others; Building construction and civil works requires water as well and any construction project can affect supply in times of drought Number of people per house hold and or the island Population
At present the country does not have any defined water requirements and supply standards. In fact the planners have used the design guidelines in Falklands report as the basis for water improvement works. For the purpose of this design document we will also adopt the same guidelines for the design of this project. (See annex 7) 8
Since there are no information available on water use we will need to make an educated estimate of these based on reasonable usage rates;
1. For basic household (residential) requirements for drinking, cooking etc between 5l/person /day 2. For bathing, dish washing, clothes washing and cleaning, it is estimated that approximately 20-35 L/person/day (L/p/d) or less is used giving an average of 28l/person/day. 3. For toilet flushing based on three flushing for both the pour and full flush 25-40l/p/d and average estimate of 33l/person/day
Thus, for the purposes of this report, it is estimated that present normal residential water use is about 50-75 litres /person/day. During drought periods, water use is reduced because of less amounts of rainwater being available. The degree of reduction is dictated by the availability of water as the drought progress.
Table 3. Populations and Water uses
Island Population House- Toilets14 Potable Bathing/ Toilets use Required holds use Washing Average Full/Pour Pit (5 liters ) 28l/p/d % 33l/p/d Daily vol. flush (66l/p/d)15 Pukapuka 451 101 39 +65 6 2,200 12,600 94 13,900 28,700 Nassau 73 13 4 +5 6 365 2,044 52 1,250 3,660 Penrhyn 213 53 42+16 3 1,065 5,964 94 6,.600 13,630 Manihiki 239 78 65 +11 3 1,195 6,690 96 7,570 15,460 Rakahanga 10216 21 16+7 - 510 2,856 100 3,360 6,730 Total 1,078 266 166 +104 18 NA
It is obvious that there is a need under the project to undertake further activities especially through focus group consultations within the communities, especially. women, men, youth and people with disabilities to seek further specific inputs from these stakeholders on water use as well as on the gathering information for community based water use and management initiatives, This would help with spreading of water management roles across a range of local residential stakeholders including NGOs and school children. It is planned that this will be done during the project implementation.
On the top of that, it is also extremely important for the project to consider additional project activity especially the collection of baseline water use and consumption information for the islands. This could involve the development of water monitoring frameworks. This would further include the metering of a number of households water tanks and the collection of water use data over a time period. This will be essential for future resource/capacity assessments and could include use of water from community tanks as well. Rakahanga will probably be used as the pilot site for this work.
3. Stakeholder Consultations.
A number of site and island visits were undertaken by a staff member of the Office of the Prime Minister (OPM), Mr Otheniel Tangianau as well as Mr Ben Parakoti, the Project Engineer to undertake the required
14 Cook Island Census 2011 15 Nearest tenth 16 Rakahanga Public Health House hold survey 2012 9
consultation and technical assessment of the community tanks with the Island Government and the residents’ of Pukapuka, Penrhyn, Manihiki and Rakahanga islands. The site visits were conducted to seek their views on the project and to see how they could participate meaningfully in its implementation. No site visit was undertaken for island of Nassau due to distance and lack of shipping to the island. However, telephone discussions were held with one of the leader and resident of the Island Mr Tuakatau Wuatai to inform him of the project and for him to convey the message to the people of the islands and seek the views of the community on the project. Requests were made to them to forward their thoughts about the community positions and thoughts on the project to the OPM. The consultation time table are as follows;
Table 4. Consultations and Technical Assessment Undertaken
Island Population Date of visit Type of consultation residents and consultation Pukapuka 451 19th-21st Jan Two communities meeting with the whole island community 2015 during the night of the 19th and 20th of January. On the top of that person to person consultation with the stakeholders, including, Island Council, School Principal, Public Health officials and village women were also conducted. Nassau 80 N/A Two phone conversations with the island leaders was conducted on February 20th and again on the 7th April 2015. The community gave the endorsement of repairing the two tanks and for additional concrete tanks to be built near the new Administration Building if there are adequate resources Penrhyn 213 21st -23rd Jan One community meeting with the whole island community was 2015 conducted as well as person to person consultation with the stakeholders, including, Island Council, Senior Government officials, Church pastors. This was followed by the assessment of the community water tanks in the two villages of Omoka and Tetautua Manihiki 239 9th -13th Feb, Community Meetings as well as one on one meeting with the 2015 government officials and community residents were undertaken on the two villages on Manihiki including Government Administrators, Supervisors, Councillors, Public Health workers and Women Rakahanga 102 3rd – 7th Feb, Meet with the Island community on the 4th of February and 2015 further one on one discussions with community members to seek views on the water supply and improvement options including Government Administrators, Supervisors, Principal, Councillors, Public Health workers, Women and Youths
From these consultations and deliberation a number of different views were expressed to the team. This is covered in Annex 1. 4. Problem Analysis.
The team conducted a full assessment of the water infrastructure on the four islands including;
the tank conditions including the outside and the inside of the tank 10
tanks structural integrity the condition of guttering systems, the condition of the water catchment buildings, the top and tank covers current management systems tanks security system health risk exposure current accessing system
These are summarised below
4.1 Rainwater Collection Systems – The rainwater collection system on the islands includes the range of structures build to catch, direct and transfer rainwater into a containment vessel where it is stored for use. These include;
A. The Rainwater Catchment Buildings and Roofing structure; the condition of rainwater catchments facilities on the islands varies considerably from good to poor. The purpose-built community rainwater catchments are in generally good condition but there are some requiring more attentions with severe damages and deterioration to the supporting concrete columns, trusses and purlins and with rusts on the catchment roofs as well. A number of the purpose build water catchments have also been damaged by cyclones and the tanks in these catchments has remained without any roof at all up to the present day. Other important community buildings like churches also provide roofing for some of the tanks. Consequently these are in a better state compared to the purpose build community catchments. Because the church buildings remain central to the island community way of life, these buildings continue to be maintained. B. The Rainwater Storage Tanks; The storage tanks on the five islands are generally made with either concrete or polyethylene with tank capacities available in the range of about 1,000 litres (1 kL), 5,000 litres(5kL), 6000 litres (6kL), 16,000 litres (16kL), 20,000 (20kL), 25,000 litres (25kL) and 45,000 litres (45kL). The main community tanks are mainly concrete ones in the range of 16kL – 45kL but recently a number of plastic 25kL has been introduced as community storage tanks as seen on Pukapuka and Nassau. However two of these have now collapsed and failed for some unknown reason. The issues noted on the tanks include;
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Figure 3; Purpose build water building with guttering &tanks Figure 4. A Typical 45kL Concrete stave tank
1. Leaks; The main problems on the Community tanks are the presence of small leaks on side walls of the tanks (from the tank base to the top) as well as leaks at the taps and outlets. In some cases the outlets are non-existent due to corrosion. Some of the tanks concrete stave panels also shows advanced signs of cracks. The reinforcement steel tie rods that hold the panels and hence the tanks together have all rusted requiring these to be full replaced. For most of the tanks, that are operating well, all of them have leaks or are leaking as well.
2. Contaminations; Those tanks that are working, samples obtained from rainwater tanks in 2006 showed the presence of E.Coli17. In summary, the rainwater tanks show a moderate level of bacterial contamination, which is most probably due to a combination of decayed vegetation and faeces from rodents and birds.
3. Tank Covers; Most of the tank covers are in a reasonable good state and will need minor repairs. However, there are also tanks that require additional works both in terms of providing the required timber frames as well as the appropriate cover material to protect the water from potential contamination. The covers are mainly corrugated iron roofing including aluminium as well as plywood. (see below )
Figure 5 Plywood tank cover Figure 6 Heavily corroded/rusted corrugated iron roof tank cover
C. The Guttering System; Guttering systems are present on most tanks/catchment with most of these working. However, the status of the facia board holding these to the catchments roof are poor and there is a need for the consideration of replacing those that have deteriorated as part of the project.
D. Current Management Systems; There is clearly a lack of any management system on the existing community tanks system on each of the five islands. While everyone is freely accessible to the supplies, the level of leaks and the lack of any control measures to maintain these tanks and ensure the guttering are working indicates that more intervention is needed from the Islands management authority - the Island Local Government. Without this, the tanks will continue leaking and unmaintained. Children have been noted many times playing with the water without any supervision from parents. It has also been observed that those families living near that tanks have made these tanks as theirs and have connected hoses to some of the tanks to deliver water for their washing.
17 AusAID; Pukapuka Water Investigation Report, Falklands; March 2005 12
Despite this people does freely access these tanks for their water needs when required with limited problems with members of the community as whole. It is therefore critical that a management organisation is identified to lead the repair activities and supported in the management of the water use by community based and agreed policies including the periodic monitoring and repairs. With the budgeting of infrastructural maintenance now part of the Island Government responsibility, the opportunity for repairs and maintenance of the tanks being planned, budgeted and undertaken is a reality. E. Tanks Security System. As noted above, this is an issue that need to be dealt with to minimise water wastage especially by unsupervised young children. Locking of the tanks are considered unnecessary as people access the supplies during any time of the day.
F. Health risk exposure. While limited health issues have been noted related to the use of water from these tanks it is necessary to maintain vigilant at the community level to ensure water safety practices are maintained especially noting that E. coli have been recorded in a number of these tanks. The installation of a first flush diverter could help contribute to this and so it the boiling of drinking water. The recent introduction of UV water treatment systems on a couple of Manihiki island’s “Drinking Only” water tanks funded through local NGO efforts have contributed to improve water safety. The recent full conversion of these islands power and energy system from diesel system to renewable system makes the operation of these water units possible and more sustainable
G. Current water accessing system. Water from the community tanks are freely accessed by everyone. Water from these tanks have been accessed for not only potable purposes but for cleaning and sanitation purposes as well and this quickly affect supplies during long dry spell. However the islands also steps in and control supplies once certain level of water is reached and this triggers normally a rationing system where water is only used for drinking purposes only.
4.2 Groundwater Resources. Fresh groundwater occurs on each of the five islands in the form of ‘freshwater lenses’. The magnitude of the fresh groundwater resources varies between these islands. Groundwater samples obtained from near the water table on three of these islands and tested in Australia for a range of water quality parameters were found, for most sources to meet the World Health Organization (WHO) guidelines for drinking water.18 While ground water and its development is not part of the project, it is important to note that ground water sources have the potential to remove pressure off potable sources in normal times and in times of pro-longed dry periods.
4.3 Problem Analysis and Consideration under the project.
The problem analysis exercise were undertaken with community participants consisting a range of local institutions and community groups. Technical personnel was also involved in the deliberations, assisting in leading the discussions and community deliberations in identifying and defining of the main core problems as well as consolidating the solutions raised during the community based interactions. This resulted in the development of the Problem tree. (See Annex 2 and Annex 3)
18 AusAID; Pukapuka Water Investigation Report, Falklands; March 2005 13
Table 7. The Problem Analysis
Problems Impact on Water Supply Solutions and consideration in the project 1. Poor, damaged and failing water storage Infrastructure 1.1 Damaged tanks not repaired Unable to effectively store rain Consideration for the repair of but are able to store water for water due to leakages or; the leakages and put the tanks a while after the rainy back into full operation periods The tanks become a breeding place for mosquitoes 1.2 Tie rods and straps corroded Tanks structure prone to Replace all the corroded tie and broken structural failure and hence rods, cable and strapping’s unable to store water 1.3 All working community tanks Water loss and inefficient use of Consider repairing of the tanks are leaking and passed used water storage facility by date 1.4 Some residential PE tanks Less operating tanks at the Repair community tanks for have cracked and un- residential level thus less storage extra storage capacity repairable capacity 1.5 Damaged guttering systems Unable to transfer water into the Consideration for repair the and some not connected to tanks and storage facilities guttering and put the tanks back tanks into full operation 1.6 Some buildings and roofing Unable to efficiently catch and Consideration for repairs of the structure are damaged and or transfer water into the tanks buildings and roofing structure rusted to put the tanks back into Unsafe roofing conditions for operation water catchment 1.7 No building to catch and Unable to catch the rain for Building suitable size structure to direct rain water in the storage fill the tanks or existing tanks Find available building nearby with suitable roofing structure 2. Lack of Leadership in the Management of Water Supply 2.1 Previously Island Government Water assets left to the elements Island Government to confirm did not have any jurisdiction with no maintenance and up body to take over responsibility of managing water supply keep programs of managing water resources at the island residential and community level. 2.2 No management and control System breaks down and water Water management system set systems in place assets remain in-operational and up and made operational un-maintained including systems for monthly monitoring, reporting and repairs of faults 2.3 Lack of initiative & leadership System uncoordinated and water Water management system set to repair basic reparable assets remain in-operational and up and made operational faults at all levels un-maintained including systems for monthly monitoring, reporting and repairs of faults 2.4 Lack of financial resources to The tanks remain un-maintained Resources allocated to repair the repair water infrastructure and in-operational tanks and infrastructure and make it operational 14
2.5 Lack of concern for water Potential for water Apply safe water practices, safety and water conservation contamination and diseases standards and awareness in the practices harvesting and storage of water.
In-cooperate water safety concerns into the design of the project. 2.6 Lack of capacity and Inefficient and risk prone supply Improve understanding and knowledge and awareness of system awareness of the operations and water supply system and risks of the water supply system 2.7 Water wastage by community Less water available for potable Continue awareness for proper members including children use water use and conservation
Institute water oversight system 3 Inadequate supply during drought period 3.1 Inadequate water tanks and Supply unsecure during dry spell Increase storage systems at all storage systems levels from residential to community levels.
Identify community tanks suitable for potable supply storage during drought once certain water watch triggering mechanisms have been reached 3.2 Lack of back up and potable No alternative but to use other Look at developing alternative supplies sources during drought back up resources for the island instead of relying on the rain water catchment only 3.3 Damaged tanks leading to Precious rain water allowed to Repair tanks and associated loss opportunity to catch and leak infrastructure to catch and retain store rain water water in the tanks 3.4 Lack of operating guttering Rain water not getting into the Connect the tank to the guttering systems tanks system.
Systems for monthly monitoring, reporting and repairs of faults instituted 3.5 No water catchment system Rain water not getting into the Construct catchment or find on roof for some tanks tanks nearby catchments suitable for use 3.6 No drought management plan Un-coordinated and in-effective Work with Island Government use of water resources during dry and island leaders to develop a months dry spell and drought management plan
3.4 Options for Improving supply system
There is considerable possibilities for improvements to the existing community rainwater collection facilities to increase available rainwater to continuously meet a minimum daily drinking water requirement of 5l/p/d 15
for the Northern islands for the coming years. Rainwater availability can be significantly improved by repairing tanks, gutters/spouting and structure and conditions of large community buildings.
There is also need for some additional measures to help improve water quality, including repairs and modifications to outlet taps and the installation of simple ‘first-flush water diverters’ on the tanks as well as through the installation of UV systems on tanks specifically identified for providing water for drinking purposes only for the communities.
Rainwater should be conserved when available volumes reduce below a specified percentage of available capacity. This ‘trigger level’ may be set at about 50% of total community storage capacity. Identified community tanks should also be set aside for drinking supplies only in all times including drought
Section II. Project Design
4. Proposed solutions.
The project proposed the following solutions to the project.
4.1. The Project Objective is; to improve the resilience of Pukapuka, Nassau, Manihiki, Rakahanga and Penrhyn communities to natural disasters (including droughts by increasing their capacity for rainwater harvesting and storage.
An important feature of the objective is to encourage sustainable growth of the selected islands with opportunities for improved public health and well-being, and the promotion of environmentally sustainable economic development.
4.1.2. The Project Outcomes; the project concept note identified three (3) outcomes for the project which includes;
1. Increased capacity for rainwater harvesting and storage This will be achieved by repairing the existing damaged community water tanks and catchment buildings accompanied by the installation of guttering systems to feed the repaired tanks. 2. Enhanced resilience on these islands to natural disasters and climate change (including drought proofing) This will be achieved by having the community water tanks and building operating efficiently in catching and storing rainwater 3. Improved water awareness of communities on the need to reduce water use and wastage, effective management and pro-longing of water supply operations on the islands This will be achieved through the implementation of a community water awareness program including the promotion of community knowledge and understanding of the water and supply system, wise water use and conservation as well as implementing safety practices to minimise problems arising from water contamination These outcomes are summarised to form the following “Project Outcome Statement”
Community resilience to climate change and natural disaster risks improved thorough improved water awareness activities as well as increasing community capacities for rain water harvesting and storage.
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In order to deliver the project outcomes, it is necessary for these to be split between its various components; this then allows for the various projects outputs to be allocated under the relevant components
4.1.3. The Project Components: For the project, it is convenient for it to be split under the following components;
Component I. Program management system established and implemented.
Component II. Islands rain water tanks, catchments and infrastructure repaired and made functional;
Component III. Water supply management system and guideline established and implemented
Table 8, Proposed Solutions
Objective: To improve the resilience of the communities on Pukapuka, Nassau, Manihiki, Rakahanga and Penrhyn to natural disasters (including drought) by increasing their capacity to collect, store and manage their water precious water resources.
Outcomes; Community resilience to climate change and natural disaster risks improved thorough raised water awareness activities as well as increased community capacities for rain water harvesting and storage.
Project Component I. Project Component II. Project Component III. Program management System Rain water tanks, catchments and Water supply management established and implemented infrastructure repaired and made system are established and functional Implemented on the island
Output 1.1; Establish project Output 2.1; Conduct field Output 3.1; Establish Water administration and management consultation, survey and detailed management Institution, systems assessments of the community policies and system. rain water tanks.
Activities 1.1 Activities 2.1 Activities 3.1 1. Establish the project logistical 1. Organise all Island visits; 1. Establish water support office at the OPM 2. Conduct consultation and management committee. 2. Appoint Project Coordinator assessments with all 2. Identify and confirm water via GIZ community members and resources needs and 3. Secure office materials and stakeholders requirement of the various equipment 3. Consider all stakeholder stakeholders and 4. Appoint Project Manager input membership of the 5. Set up Financial processing communities. arrangements. 3. Plan and design water use 6. Operational and Management database collection structure activities 7. Appoint Community Water 4. Consult and confirm water Education and Outreach policies and management trainer arrangement.
Output 1.2. Output 2. 2 Output 3.2. 17
Set up country project support Prepare technical design, Implement Water management group and conduct project and drawings, specifications and system on the islands stakeholder consultations required documentation of the proposed upgrade works.
Activities 1.2 Activities 2.2 Activities 3.2 1. Develop TOR for the Project 1. Prepare TOR for Design 1. Confirm water Management committee and Assignment. management body on the structure; 2. Deliberation on design, water island. 2. Establish Country design guidelines and 2. Design and develop Management Committee implementation options Water Management 3. Confirm the committee including water safety, systems. policies procedures and role 3. Costing. Preparations of 3. Conduct a baseline water 4. Conduct the relevant project projects costing use mapping for 1 island meeting and consultations 4. Approve design and project delivery options Output 1.3 Output 2.3 Output3.3. Undertake Project Management Carry out the construction works Conduct education and Monitoring and Reporting and commissioning of the awareness of Communities on upgraded facilities. water management and safety system
Activities 1.3 Activities 2.3 Activities 3.3 1. Confirm Project Delivery and 1. Prepare contract document. 1. Engaged community Management structures. 2. Tender for supplies for educator recruited in 2. Approve management system. services. Conduct of tendering Activities 1.1.3 3. Undertake Project services via Public Tendering 2. Prepare community management activities. 3. Tender assessment; awareness and education 4. Conduct Project monitoring Assessment of tender bids activities. and reporting. received for the project. 3. Organise and deliver 4. Issue construction contract. community education and Issues of tender contracts to awareness activities. the successful bidder 5. Coordination with islands concerned. 6. Conduct project assessment and management. 7. Project commissioning. Conduct of completion checks and handover
4.1.4. The Project Outputs
4.1.4.1. Component I. Program management system established and implemented. This component of the project is concerned with the establishment and implementation of management systems and structure to allow the project to progress smoothly during implementation. The office of CCCI will be the main unit responsible for the driving of the project via the Project Management Committee (PMC) with the Project Coordinator recruited by the project to coordinate the activities of the PMC as well as the GIZ requirements as well. 18
Output 1.1; Establish Project Administration and Management systems This output is related to the preparations, setting up and confirmation of the operation base and office of the project. It involve acquiring the needed office space and support arrangement in terms of financial support and others in Rarotonga and setting up and confirming working arrangement, structures, clarifying of roles with key stake holders and partners of the program. It is important to consider gender equality in the promotion and selection of personals required for this component of the project. The Project Manager (see annex 6) will be the main person directing the project on the island and providing support as required. He will also be the main technical adviser to provide the technical support required for the project Activities 1.1 1. Establish the project logistical support office at the OPM. This could be at the CCCI office 2. Appoint In-Country Project Coordinator. This is to be engaged via the GIZ office 3. Secure office materials and equipment. Includes desks and computer etc 4. Appoint Project Manager. This role will be delivered in-house by the CCCI. It is agreed that the Program Manager for SRIC-C programs would implement this role when the Project moves into implementation phase mainly because one the of the projects considered for co-funding with the GIZ ASCE project fall under his mandate and the tasks planned for implementation are all the same. 5. Set up Financial processing arrangements. This will need to be work through with MFEM- DCD to ensure compliance to National Government Financial processing requirements 6. Finalise operational and management structure 7. Appoint Community Water Education trainer. This role will conducted in-house and by undertaken by the OPM- Pa Enua Governance Unit Director, who also have water works experience having worked as the Director for the Division of water works-Ministry of Infrastructure for three years. Output 1.2; Set up country project support group and conduct project stakeholder consultations This output is involved with the setting up of the country Project Management and Steering Committee (PMC) as mentioned above. This is to be followed by the endorsing the committee standing orders and implementation of the required activities of the committee including the conduct of the consultations, and the needed deliberations required under the project. The Project Coordinator is the secretariat to the PMC. Activities 1.2 1. Finalise Committee and membership and TOR as noted in the Project Management section of the Design Document 2. Establish Country Project Management Committee in Rarotonga including the Chairperson and membership. The committee would compose of key stakeholders and should involve a number of women members. So far two women are in the committee including the Chairperson and the CCCI representation 3. Confirm the committee policies procedures and role in its first meeting 4. Conduct the relevant project meetings and schedules, consultations as required once the project implementation commences
Output 1.3; Undertake Project Management Monitoring and Reporting This involves the conduct of the activities required to inform all stakeholders and partners on the progress of the project as well issues faced by the project during the implementations. The activities that will be undertaken are described below 19
Activities 1.3 1. Confirm Project Delivery and Management structure. The management structure will be confirmed and project information will be disseminated to all stakeholders including those on the islands to improve knowledge and understanding about the project especially the mode of delivery and time frame set for implementation and which partners and stakeholders will be involved. This also allows parties to clearly understand their roles in the project implementation. See Annex 5, page 70. 2. Approve management system. This is ensuring the relevant partners especially those at the higher level are informed and are agreeable with the systems to be used in the delivery of the project. The financial processes, the procurement processes including travel and payment policies needs to be considered by relevant parties to ensures transparency and accountability 3. Undertake Project management activities. This is the delivery of actions and activities required to progress the project. 4. Conduct Project Monitoring and Reporting. The Project Manager (PM) will be responsible for the overall the delivery of project results on the island and will provide the monthly progress report on the islands as soon as the project is approved for implementation. It is expected that this would cover the key out comes including progress of repair works and community water outreach activities against project time lines. The Project Coordinator will provide the PM needed support as well as update in terms of the financial resources used
4.1.4.2. Component II. Islands rain water tanks, catchments and infrastructure repaired; This component involves the undertaking of the required community consultation on the islands concerned and the implementation of the tanks assessment activities as well as the analysis of the technical issues in order to develop a suitable and acceptable repair design options as well as conducting the repairs to the tanks. The Water Guideline standard used in based on the World Health Organization (WHO Drinking water guideline 2004) Output 2.1; Conduct field consultation, survey and assessments of the community rain water tanks. This involves conduct of the consultations, survey and collecting of measurement of the existing infrastructure and researching on repair option for the water infrastructure
Activities 2.1
1. Organise all Island visits; Arranging of travelling logistic and meeting and community consultations to the necessary islands, involving all stakeholders and interest groups on the island 2. Conduct consultation all community members and stakeholders and field assessments of the water tanks both the residential and community ones. Traveling and consulting community members including councillors women men youth and government workers about the project and 3. Consider all stakeholder inputs including to allow the views to be considered into the project design by looking at how differing water demand are factored in the project implementation.
Output 2.2; Prepare technical design, drawings, specifications and required documentation of the proposed upgrade works. Involves the preparation and seeking endorsement of technical design documentations, contracts and project related documentation and costing for the projects. It also included consultations with technical personnel on the various technical standards considered suitable for the project. Activities 2.2 1. Prepare TOR for Design Assignment. Preparation of Project design documentation for presentation to the partners 20
2. Deliberation on design, water design guidelines and implementation options including water safety, Consultation with the project design team on the variable and options for consideration in the design documentation 3. Costing. Preparations of projects costing 4. Approve design and project delivery option. Finalisations of project design and delivery options
Output 2.3 Carry out the construction works and commissioning of the upgraded facilities. The construction works will be undertaken by the IG and supervised by the Project Manager. In a situation where accessible to the islands is an issue due to transportation logistics, noting that ships travel to the islands about every 10 weeks a suitable person on the island with building capabilities may be used to cover for the Project Manager and to be contracted or seconded for the project but this would be looked at on a case by case basis. Activities 2.3 1. Prepare contract document. Preparation of Contract Document for the supplies and safe delivery of material to the five islands 2. Tender for supplies for services. Conduct of tendering services via Public Tendering (see attached document for Public Procurement) 3. Tender assessment; Assessment of tender bids received for the project. 4. Issue construction contract. Issues of tender contracts to the successful bidder 5. Project oversight; Keeping track of the project implementation on the islands 6. Coordination with islands concerned. Conduct of Project coordination and progress tracking 7. Conduct Project Supervision, Management and training on the islands. 8. Project commissioning. Conduct of completion checks and handover
4.1.4.3. Component III. Water supply management system and guideline established and implemented. This component deals with the establishment of on-islands systems to improve community management of water resources. It involves the establishment of an on-island water management committee under the umbrella of the Island Government with membership from within the community including women groups, council landowners and others to help develop and implement community based water management program for the islands. It also involves working closely with different community stakeholders to assess community water use and demand and the conduct of initiatives to map out water consumption information baseline for one community. Finalising and implementation of whole island water management model will be worked out and tested as well
Output 3.1. This involves the establishment of an on-island committee to act as focal point to assist put together policies on water management for the islands. The member ship should be representative of the community concerned and should be established based gender equality. The roles of the members must be clarified and they must be pro-active in working with the overall community to mobilise the needed behavioural changed in the management of precious water resources. The committee is to work with the OPM-CCCI, the PM and Community Educator under the umbrella of the IG with membership from the IG Administrations’, communities and is chaired by the Mayor with members such as; Executive officer of IG Infrastructure Water Public Health Education Community 21
Women-Gender Religious Advisory Council (RAC) Interest groups Village Reps-Councillors
Activities 3.1 1. Establish water management committee. 2. Identify and confirm water resources needs and requirement of the various memberships of the communities. Recognising the different water needs of members and stakeholders in the community, it is important that these are considered in the project design and policy decisions 3. Plan and design water use database collection activities. Designing the appropriate information collection process is important to allow water use and consumption information to be used across the islands on the North and will include gender disaggregated data throughout project components including community consultations 4. Consult and confirm water policies and management arrangement. Deliberation with communities stakeholders on the policies developed together with the community is an important part of component 3 especially in improving understanding of the preventative and water reduction and saving activities including proper tap closing, take and use only the water amount needed, improve locking system to avoid kids playing with water, short shows etc
Output 3.2. Implement Water management system on the islands. This involves the finalising the islands based committee and letting them deliver on their mandate as well as implementing systems designed to operate, maintain and sustain an effective water supply system in the islands. Activities 3.2 1. Confirm water management body on the island. This involves the confirming the Island water management committee and implementation of their mandate. This will need consideration of gender balance in the membership to allow for inclusive decision making 2. Develop Water Policies and Management systems. The committee will work with IG as well as National Government partners to develop and implement a simple management systems for water systems and the assets as well. While options to leave this at the discretion of the community have been suggested it is not recommended. This is because this is how the current supply system have been managed from before. It is irresponsible to repair tanks and leave them to no one in particular to manage. The recent empowerment of the Island Local Governments to manage the facilities of government in the community as part of its devolved responsibilities started in 2013. The inclusion of these facilities as fixed assets under water section will allow it to be checked, monitored and repaired when required.
It is also important to note that there are also privately owned tanks on these islands that don’t fall under the ownership of the IG. It is important that these too follow the systems put in place under the project. This can be done by securing agreements with owner and encouraging buy in from them in the operation of their own tanks so that they too can also comply with the requirement driven by the project. As well as including these tanks in the water repairs and monitoring programs can be an incentive for these owners as well. Providing the training on maintenance with owners can further act as an incentive for the owners as well. Consequently being part of a local government constituency’s the responsible village Councillor can also act as the mediator to seek compliance by 22
the tank owner to the established policies as part of the integrated approach into the ‘whole of island’ IG water management system.
Because IGs develops, is appropriated and manages its own ‘Annual Budgets” improved opportunity for assisting with the repairs and maintenance of the tanks are enhanced. This is also part of the National Government plans for localising climate change adaptation, mitigation, reporting and monitoring efforts. Assets Management plan template is attached in the annexes and a monitoring template in attached in annex 8 to indicate how this will be implemented in the future. But the policies will be developed under this component together with the Communities and implemented once approved at the island levels.
3. Conducting of activities to acquire water use baseline information will be conducted. This will be done by installation of meters on identified communities and residential tanks followed by setting up manual data input system to gauge water use for a defined period of time by members of identified and agreeable families. This will include gender disaggregated data. 4. 5. Conduct the management system education and awareness training for the communities. This involves the delivery of the management systems education and awareness activities .This also includes the systematic monitoring of the water resources use by IGs and communities as part of the overall water governance and reporting requirements of the IG.
Output 3.3 Conduct education and awareness of Communities on water management, conservation and safety system. This involves the recruiting of a suitable person to conduct community water conservations and management training on all islands to build whole of island capacities to manage their water supplies effectively. It is also to seek commitment from the community members including women, youth, NGO groups and children especially family units to the water management concepts or policies Activities 3.3 1. Engaged community educator recruited in Activities 1.1.3 to lead, undertake community engagement activities including undertaking awareness and education activities under the project. It is expected that project could use and engage a suitable person/trainer currently employed by the OPM to further consult the community including the relevant genders in order to get their perspective for addressing water ownership issues and work these into the training programs and modules for the project. 2. Prepare community awareness and education activities. Involves travel to the islands and the conduct of the necessary island wide community stakeholder consultations and inclusion of finding and consultations of the trainer into the training module and the consolidation and finalisation of the “training model and program” 3. Included here is the implementing basic training of residents on basic maintence and repairs to Residential tanks. Especially for leaking taps, damaged guttering and spouting and other simple repairs that can be undertake by unskilled personnel etc. 4. Additional and separate training can be undertaken by the Construction supervisor for the team of carpenters during the repair works on the tanks and buildings 5. Organise and deliver community education and awareness activities involving “whole island” approach to managing water resources and seeking support from the communities concerned. This 23
will involve working with all community organisations and individual (community groups, youth organisations school fishing clubs. Holding “water day “and associated events to highlight the need for whole island approach to water management. This can be followed by work with island Television station present water conservation/safety clips to assist build commitment from the community to the water management policies and systems designed through the community dialogue and consultations
4.1.5. Logical Framework.
A logical framework have been developed for the project. This is put together and presented in the Annex 4 page 65.
4.2 Strategy Analysis;
Review of the Supply system Options.
Below is the brief review of the assessment and consultations undertaken by the resources personnel on the islands?
Table 9. Review of the Water Supply system
Options Description Analysis, Cost and Estimates Recommendations 1 Do nothing Under this option the existing water assets This option is not Options situation will remain unchanged. recommended and does not meet government goals The tanks that can be repaired continue to for secure, safe and remain in a state of disrepair. resilient communities Water risks exposure continues for the community. Water and food security becomes an on-going concern for the Local and National Government. This creates additional and unnecessary burden on Island Government and national government during time of drought. Not Recommended Cost ……$0.0
2. Improve and Under this option, all the community water These options improve repair identified tanks that are assessed to meet standard drought risk and build community minimum requirement and acceptable level of additional capacity on the rainwater tanks, cost are repaired and or replaced. island and can contribute tanks roof and the National and Local covers, water On the top of this the guttering and spouting government policy on catchments, connections to the tanks are improved. water security and guttering and community resilience spouting As well as that, the roofing structures of the building systems tanks are repaired and improved.
In situation where tanks have blown over cover and catchments, consideration will be
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made to repair the roof or build a building to provide catchment for the tank(s)
Included in this also is the consideration and implementation of water management regime in normal times and in time of low rainfall.
As well as that the project management, oversight and support mechanisms must be provided
Those tanks considered un-reparable are Highly Recommended replaced with alternative tanks.
Cost…>$2000000
3. Improve ground This option include the consideration, design These options improve water as back and development of underground source to drought risk and build up supply use by community for their sanitation and additional capacity on the during drought non-potable purposes and this is expected to island and can contribute take pressure off the drinking and potable the national sources during drought periods government policy on water security
Highly Recommended.
However, due to its technical requirement this option should be considered for implementation NOT as part of this project but Cost Est.….4-6 M perhaps under another stage at a later date.
Table 10. Recommended Water Improvement for the Northern Islands
Proposed Improvement Activity Options Comments 1. All identified Repair the rainwater tanks using the following; community water tanks are repaired. Option 1. Concrete and apply Butyl liner on the Not supported by the inside; Community due to Clean tank ; strengthen base plastic smell that Plaster and smoothen surface and use of butyl sometimes associated liner on the inside with the water from Tie top and bottom of liner these materials Put in new roof cover Replace corroded steel tie rod and strappings
Option 2. Concreting and sealing of the inside 25
Clean tank Supported by some Strengthen base if assessed to be structurally members of the unsound community especially Install tap outlet by the older folks Install form work inside of the tank walls Apply concrete Fix overflow pipe Put in new roof cover Replace corroded steel tie rods, cables.
Option 3. Build new community tanks and water Highly favoured by the buildings communities but an Push existing tanks over and build new ones expensive option – Waste of otherwise structurally sound water infrastructure.
2. Tank covers and roofs Demolish and remove tank covers and fabricate new repaired timber frames or reuse existing ones for identified tanks only and then re-cover tanks with manholes in every tank;
Option 1. Corrugated aluminium iron roofing sheets Supported.
Option 2. 10 mm plywood for those under cover. Concern raised of possible water contamination from plywood treatment
Option 3. Apply concrete cover on the tanks Preferred it may be more costly The dimension of the tanks are as follows’ Height is 2.0m Circumference; 16.78 Diameter ; 5.4m
3. The roofing structures Repair damaged community catchment roofs using ; Supported of the tank Catchments are repaired and 1. Re-enforce and or repair existing timbers works improved. including; Trusses Purlins Perimeter beams
2. Replace all concrete columns (4 m) with Option I; Casting of the columns on the island Option 2; Purchase of tantalised poles beween- 150-200mm
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4. The guttering and Installation of guttering and spouting connections Supported down pipe connections to between tanks and roofing structures; the tanks are improved. This will be done using normal plastic PVC rain water harvesting materials 5. In situation where Constructing new catchments and undertake Supported tanks have blown over its improvement to roofing structures of existing tank cover, consideration catchments to improve catchment on the islands; will be made to build a building to provide Option 1. Repairs to existing water catchment catchment for the tank(s) structures and strengthen these to the required standard; 6. Consideration and Develop the management system and provide the Supported implementation of water education and awareness activities as part of the management regime in outputs 1 and 3 of the projects. normal times and in time of dry periods
7. The Project Identify the project delivery model to be considered implementation modality, during the implementation of the project. The options management, oversight are as follows; and relevant support mechanisms must be Options 1; Turnkey contract. Not supported provided This includes the repairs of the tanks, construction of catchment and installation of the guttering and spouting under a full turnkey contract with approved tenderer
Option 2; Island Government to undertake the Supported repairs. This includes repairs of the tanks, construction of catchment and installation of the guttering and spouting under an arrangement to use the IG workers to lead the building and repairs and spouting of the tanks.
Option 3; Construction contractor to lead the tank Supported and highly repairs in partnership with the IG. Recommended This includes securing construction specialist contractor services to lead the tank, catchment building and guttering installation and repair works under an arrangement through the use the respective IG workers.
8. A number of the tanks Option 1 This can be managed by emptying tanks Allows wastage and will have water in them repairing these and waiting for the rains to fill it up. Not supported during the implementation phase of Option 2. Repair most risky ones first in terms of Supported the project. To allow the damage/wear and then transfer water into them from project to proceed water working tanks. Then repair these as well must be removed to 27
allow each tanks to be repaired
Table 11. Options Analysis;
Activity Options Analysis and Lessons learnt Recommendations Activity 1 Repair the rainwater tanks using the following; Option 1. Clean and apply Butyl This option has been used on a number of Not recommended liner on the inside; school repair project in the southern island. Clean tank ; strengthen base The lesson learnt from this is that once the Plaster and smoothen tanks were repaired and lined with liners surface and use of butyl many continue to be ineffective and liner on the inside sometimes the liners top become loose Tie top and bottom of liner allowing the water to pool behind it and Put in new roof cover eventually leaking out. Replace corroded steel tie rod and strapping’s Also millipede have been found to live in between the wall and liner
School students have also complained about the plastic smell of the water
Option 2. Clean and cast This option allows the tanks to be repaired by concrete walling inside of the creating additional and new leak proof 50mm Highly tank wall thick concrete wall inside of the exiting tank Recommended Clean tank wall. Strengthen base if assessed to be structurally unsound This option is preferred by the islanders Install tap outlet mainly because they prefer to drink water Install form work inside of from concrete tanks compared to plastic the tank walls tanks.
Pour concrete Also during hot weather the islanders have Fix overflow pipe found the water’s in Plastic tanks also warms Put in new roof cover up during the day Replace corroded steel tie
rods, cables
Activity. 2 Demolish and remove tank covers, fabricate new timber frames or reuse existing ones for identified tanks only and then re-cover tanks with a manholes in every tank; Option 1. Corrugated aluminium This option uses new aluminium iron roofing Highly iron roofing sheets sheets as the cover for the tanks. This is a Recommended preferred option but it deepens on the cost of the aluminium
Option 2. 10 mm plywood This option uses plywood roofing sheets as While preferred, the cover for the tanks. This options is also there is a risk preferred as the from the inspections associated with contamination of 28
conducted the plywood seem to last better water from chemicals than the most of the corrugated roofing in the plywood. Thus it is now NOT Recommended Activity. 3 Repair damaged community tank roofing using ; 1. Re-enforce and or repair Highly existing timbers works including; Recommended Trusses Purlins Perimeter beams
2. Replace all concrete columns with Option I; Casting of the Casting of concrete locally have the following columns on the island advantage of low freight costs but the quality maybe compromised and with quality sand availability an issue on the island it is not Not Recommended recommended
Option 2; Purchase of Tantalised 4 m post is around Highly recommended tantalised poles beween-150- 200mm
Activity 4. Installation of guttering and connections between tanks and roofing structures;
This will be done using normal The most common type of spouting and Highly plastic PVC rain water harvesting guttering’s area the storm cloud PVC and this Recommended materials should be considered for the project as well Activity 5. Constructing new catchments and undertake improvement to roofing structures of existing catchments to improve catchment on the islands; Option 1. Repairs to existing Conduct needed repairs to existing building Highly water catchment structures and and or replace those building totally Recommended strengthen these to the required unsuitable for catchment purposes standard;
Activity 6. Develop the management system and provide the education and awareness activities as part of the outputs 1 and 3 of the projects. Develop the Management system It is best to prepare these and send to the Best to implement with the stakeholders on the islands for consideration, these during the island handover of the project Activity 7. Project delivery model to be considered during the implementation of the project.
Options 1; Turnkey contract. This option hand over the total delivery of Not recommended This includes the repairs of the the project to a contractor. While it is a smart tanks, construction of catchment way to deliver the project there are some and installation of the guttering concerns and lessons learnt from the recent and spouting under a full turnkey past. A number of project in the northern contract. islands has been delivered this way and the concern is that, the contractors responsibility ends on the receiving of their final payments 29
and when issues occur after the expiring of period the IG are left to carry the cost of some repairs which can be costly and also people does not like fixing other people faults in the Cook islands. The jobs can be rushed and in an environment where high costs of personnel/transport are involved this can be risky for the contractors as well. Apart from that the issues of skill transfer is minimum and left over materials from the project could be resold to those able to afford them Option 2; Island Government to This option transfers the delivery option to Recommended if the construct. the individual island Government, where they specialist skills are are responsible for the tanks sealing and available on the This includes repairs of the tanks, repairs and construction. While this option islands construction of catchment and can have positive outcomes like local installation of the guttering and ownership and use of local knowledge it is spouting under an arrangement also open to risks to a wide range of risks. A to use the IG workers to lead the number of the exiting tanks have previously building and repairs and spouting been repaired by some the personnel who of the tanks. will be involved in the project and as seen in the assessment the tanks are still leaking but functional at the same time. Option 3; Specialist contract to This option shares the delivery option to the Highly lead the tank repairs, water individual island Government and the Recommended building construction/repairs as specialist specifically familiar with the task well as guttering system and have repaired similar tanks successfully. installation. The specialists will work and lead the repair works on the tanks interior and supported by This includes securing the IG staff carpenters who will also assist in construction services contractor the guttering, building repairs and for the tank repairs and the construction. This option contributes to the construction of catchment and local ownership of the project and use of installation of the guttering with local knowledge to improve community support and assistance of the IG outcomes. workers.
Activity 8. Repair and Implementation Options Option 1 Emptying tanks This option wastes precious water resources Not recommended repairing these and waiting for unless of course this under taken during time the rains to fill it up. of adequate/heavy rain. However, water from these tanks could be used for repair works planned Option 2. Repair most risky ones This allows for better use and conservation Recommended first in terms of damage/wear of water resources and then transfer water into them from working tanks. Then repair these as well afterwards
30
Implementing the activities proposed above is expected to improve water infrastructure on the island and improve awareness of the community on water conservation and safety. At the same time it improve management of these upgraded facilities as well as all other water storage facilities existing on the islands that are part of the overall water storage and supply chain. This in turn will improve resilience of every islander including the vulnerable and the women folks. It will improve life in the community and contribute to better health and sustainable livelihood. Section III; Relevance and Complementarity
5. Alignment to National Priorities
The project goal is aligned to the achievement of Goal 5 –A Resilient and Sustainable Communities of the National Sustainable Development Plan 2011-2015 and to the Strategic Area Four - Risk Reduction and Climate Change Adaptation of the Joint National Action Plan for Disaster Risk Reduction and Climate Change Adaptations 2011-2015.
On the top of the above two plans, Water security is also a priority area in the National Infrastructure Investment Plan (NIIP) for the Cook Islands Government.
5.1. Alignment to Island priorities Coincidently, the project is also aligned to the Community Sustainable Development Plans (CSDP) of the five islands concerned. The CSDP is a five year is planning initiative prepared by the Island Governments (IG) in consultation with their respective Island communities and implemented by IGs as well as the Government with assistance from those able to contribute.;
Table 12 Alignment to Island Priorities
Island Aligning Documents; Island Community Sustainable Development Plans 2014-2019
Manihiki Priority area 5.5 Safety and Resilience. Component 5.5.3Climate Change Risks Strategy 2; Work together with Central government and development partners for resources to improve community resilience and adaptation capabilities to climate change risks. Activities; 1. Complete repairs to community water storage facilities 2. Where possible undertake capacity building activities to improve community preparedness to climate changed induced disasters and risks.
Penrhyn or Strategic area 5.5 Environment Sustainability (Tongareva) Goal; Environment for living Objective 1. Improving water supply security ; Activity 3.; Work with National Government and partners to secure resources to increase water catchment and storage systems on Tongareva; Target; Repair all community water tanks that can be brought into operations and Install guttering systems on these to catch and store water. Pukapuka/Nassau Priority Area 7; Food security, Environment and Climate Change; Goal 4.Community Water Tanks for each village, motus, churches, hospital Rakahanga; Priority Area 7; Enhancing community resilience 31
Goal 2: Improve Community disaster preparedness; Activity 2. Repair existing community water storage facilities.
6. Alignment to ACSE Priorities;
The projects described here also have clear alignment to the priorities of ACSE. This makes the project highly relevant.
Table 13 ASCE Priorities and Outcomes alignment
ASCE Out comes Project Outcomes that are Project Indicators(project level indicators aligned to the ACSE that can form the ACSE indicators Outcomes Enabling environment CCA project implemented by Number of tanks successfully repaired at and community 2018 the community at the end of the project adaptive capacity to cope with climate National implementations Capacity of the IGs and women and youths change challenges, partners; including women, to implement tank repairs in the future is including gender Islands government, youth enhanced as a result of the project. specific challenges, adaptive capacity enhanced are enhanced Capacity of IGs and women and youths to monitor and manage water supplies improved
Capacity of IGs and women and youths to effectively manage drought improved Number of national, Policies for monitoring and managing provincial and local policies community water supplies in place for all 3 strategies and plans islands. integrating CCA
Number of improved Total of 25 x 45kL community tanks infrastructure linked to successfully and completely repaired under mitigation of and /or the program adaptation to climate change Total of 10 Community water buildings repaired under the program to further improve storage roof catchment capacity on the 5 islands
Number of Household Once fully completed a total of 266 benefiting from the project household on the islands of Manihiki, Pukapuka , Nassau, Rakahanga and are benefitting directly from the project Number of successful Total of 25 x 45kL tanks repaired across the interventions successfully five islands replicated at national , provincial, local and community levels 32
8. Complementarities
The Northern Water Project- Phase 2 is expected to continue with National Government overall plan for improving water supply across the country and complement and add value to the “Northern Water Tank “project funded by the Australia and New Zealand Government in 2010. The project is the first phase 1of the Northern water project and involves the installation of a total of 491 x PE 6000 and 3000 l water tanks in all occupied household on the islands of Penrhyn, Pukapuka , Nassau and Rakahanga previously mentioned .
Consequently, Manihiki was not involved in the project. However following the 1997 Cyclone Martin Disaster on Manihiki, 58 x 20,000 l underground tanks were built for those who lost their homes in the disaster.
Today just over 50 percent of these houses remain occupied while the rest have been left by owners that have either departed for Rarotonga and or New Zealand. Despite this, the water tanks in the unoccupied house remain as sources of supply for the community in particular the neighbouring households. The main issues are that the roof of most of these homes have deteriorated and the quality of water in the tanks is a concern.
A number of water related project have also been implemented in a number of islands in the Cook Islands within in the last five years with lessons learnt critical to the success of this project. Some of this project includes;
Table 14 Complementarities
Completed, existing Complementarities/Lessons learnt Consideration by the or planned projects project and initiatives at the national level Northern Water Tanks The Northern water phase 2 will directly build on Ensure that the project Project-Phase 1 this project. Contracting of the project out to adopt a modality that local companies may improve project delivery but can build local capacity, it also have the following issues; establish local Faults and issues occurring after the handover ownership and of the projects sometime cannot readily be incorporates systems in resolved as the IG does not want to fix and place to care, maintain pay for the issues/problems created by and undertake repairs others when and where Problem of left over project materials is at the required. control of the contractor who sometime sell these to those on the islands and IGs are not Minimum expected always able to use these for repair works on wastage able to pass the islands. this to the IG for other community works. The projects are sometimes rushed to catch the returning ship if it travels to the island Manage the shipping earlier than planned. This sometime cause the schedule effectively projects to be rushed and in many cases leaving the project partially completed 33
Adaptation Fund; Again the Northern water phase 2 will build on The Design document Residential Water these project in terms of contributing to building must be fully reviewed tanks supply for the the overall water storage capacity in the whole and materials and islands of;l Cook Islands communities. quantities of supplies Aitutaki; install fully checked to meet 309 x 6kL PE Tanks It was noted that there were some issues with the full requirement of Atiu; install over supply of some materials and fittings and the islands 148 x 6kL PE tanks short supplies of other. This lead to some Palmerston; install reworking on the quantities. However despite this 27 6kL PE tanks the project was successfully completed and has now been commissioned Aitutaki Community Again the Northern water phase 2 will build on This project is in the tanks repair project this project in terms of contributing to building proposal development the overall water storage capacity in the whole phase. Cook Islands communities. It will also lay the ground work to base the repair options for that project on
This project involves the repairs of twelve 45kL concrete stave tanks on Aitutaki. This island has been affected by drought since March 2013 and it underground water galleries have yet to fully recover from the drought if 2013. The recent increase in installation of underground water galleries on the island is thought to be the main cause of low recharge rate
School water tanks in This includes repairing to School Infrastructure on It is preferred that the some Schools Aitutaki and includes repairs to the School 45kL tanks are repaired using tanks using Butyl liners. concrete
Report revealed these later leaked again as result of the water going under the liner The tanks have since being repaired using concrete and is working well.
The schools also complained about the smell of the water due to the liner Community This program is related the development of island The CSDP of the 5 Sustainable 5 year development plans. This is led by the islands targeted by the Development Plan national government in consultations with the project all clearly (CSDP) community levels to ensure planning efforts to identified water as a develop the islands are consistent with National priority area for the 5 aspirations as well island communities
Section IV. Risks and Impacts
8. Risk Management; 34
The main risks expected to impact the project are listed below. The commitment by the OPM and Island Government concerned in implementing the relevant mitigation efforts will improve success of the project.
Table 15. Risk Management Table
No. Risk Descriptions Type Implications Mitigation Likelihood(L) Impact (I) 1 = low- 1 = low- 5=High 5=High 1 Poor consultation and Consultation 3 4 Ensure a planned approach to issue assessment consultation and cover as much of the stakeholders as possible. There is a need to hold a thorough consultation with the community stake holders to inform them of the project, get their inputs. At the physical implementation of the project to hold another meeting/consultation on each islands to clarify what actually will be delivered and what are responsibilities of the parties and stakeholders that will be involved 2 Lack of engagement by Consultation 1 4 Effective and planned approach IG to the consultations will help. It 3 Poor reception of project Consultation 3 4 is important to inform and by stakeholders convince all stakeholders that 4 Poor implementation of Consultation 3 3 the project is their own priority awareness activities on and were just facilitating its the project implementation for their benefit as well as that of Government. Having a stakeholder meeting/workshop prior to the starting of the project on the islands will help remedy this problem. 5 IG asking for changes to Consultation 3 4 Effective consultations is the project design important for the project. 6 Poor design and wrong Technical 3 4 However it is also important to costing and budget be frank with stakeholders as they have a common habit of demanding for services that may be unaffordable Engagement of a qualified personnel or engineer to address technical requirements of the project 7 Project communications Management 2 4 Hold project meeting and and coordination poor workshop prior to the physical 8 Poor management of Management 2 4 implementation of the project Project on the ground to ensure clarification and agreement of roles and responsibilities. 35
Weekly brief of what required on the islands and with main office Engagement of a qualified and experienced personnel for the project coordination and management roles 9 High cost of transport to Logistics 4 4 Tender for supply of transport the islands and specialist services and try 10 Availability of works Management 3 4 and consolidate shipping of specialist and high costs materials to the islands in one of specialist trip if possible 11 Purchase low quality Technical 3 4 Applying of relevant standards in materials the procuring of materials including the aluminium roofing materials 12 Possible land issues Logistics 2 2 Effective consultations between IG and land owners where the tanks are located to secure the required agreement 13 Material going missing Management 2 4 Manage the freighting of material with all partners islands. Ensure the IGs have the material list prior to the arrival of stocks on each of the islands are labelled properly and insure the materials during shipment 14 Water quality for the Technical 2 4 Ensure the right water sources is concrete works available for the tank repair works and the suitable and experienced personnel is engaged for the job 15 Local Political Political 3 4 Ensure the community and manoeuvring stakeholders knows and understand the conditions and parameter of the project and not to allow these to be dictated and expanded beyond it policy mandates and what is affordable and agreed 16 Lack of Gender and Social 2 3 Effective consultations and vulnerable personnel engagement of Gender and issue considerations Vulnerable persons and including their views and water demand and requirements in the design of the project before finalising of training module of whole of community approach to water management. 17 Community not Management 3 4 Implementing inclusive whole complying with water community consultations and management systems awareness creation activities and development of water management policies and enforcement of policies when required using the wide range 36
of stakeholders from the communities 18 Financial Management Management 2 4 Engagement of qualified financial management personnel highly familiar with the requirement of the CIG-FPPM. 19 Timely disbursement of Management 2 4 Financial resources being funds available from Fiji to cover project costs. Timely replenishment of local funds to allow project to flow smoothly and for Timely completion of the project as well. 20 Poor disposal of project Management 2 3 Proper compilation and by-products including separation of material and cracked concrete beam, disposing unwanted materials in aluminium sheets and the IG landfill and re-using of rusty tie rods part or whole of concrete beams and aluminium roofing by the community for suitable purposes 21 Poor upgrading of water Management 2 4 Proper and adequate resourcing, infrastructure; supervision and implementation of repair options proper and thorough briefing and training of all carpenter from IGs 22 Unable to Establish Management 2 4 Adequate, thorough and water management relevant community systems (local level and engagement activities to enable integration to national the relevant policies and level); management systems to be developed and agreed at the community levels 23 Lack of Infrastructure Management 2 4 Include the repaired care and maintenance; infrastructure in the IG Fixed Assets Registers to pave way for inclusion in its management plans for it assets and therefore it maintenance guaranteed 24 No community Management 2 4 Create awareness and argue on engagement and sense the need for this to be of 'whole of island' implemented at the whole island ownership of water and level to ensure the delivery of water infrastructure community inclusive engagement and ownership of water resources 25 IG unable to provide Resources 2 4 Enter into a working agreement their contribution and MOU with respective IG to including Manpower and provide the needed island based resources confirmation and commitments
9. Social and Economic Impact. 37
The delivery of the project is expected to be straight forward. Having consulted the concerned island communities, it is obvious that the project will improve and increase water availability to the island communities. This in effect will contribute to improving health and livelihoods and in times of drought provide additional back-up resources for the communities. It is agreed that the project will be delivered via an arrangement where a construction specialist and supervisor will lead and supervise all physical repair components of the project including the reinforcing and re-concreting the inside the tanks, the construction of the Water catchments building and the installing of the guttering in conjunction with the respective IGs own infrastructure support crew most who are knowledgeable and familiar with the tasks at hand. Under this arrangement, a number of staff members of the respective IG will be identified and seconded to the project to assists with the repairs to the tanks and the water shed buildings until completed.
For the building repairs, new tantalised posts will be installed in place of the concrete beams that have deteriorated and new timber works and roofing will be installed followed by the guttering systems
By working with construction specialist and supervisor, we expect that there will be exchange in specific knowledge and skills. These are critical in dealing with repairs of leakages that may surface in the future. It also gives the IG some confidence that the knowledge will remain embedded in the island infrastructural technicians. In addition training of men and women can be undertaken on basic repairs works to guttering as well as leaking taps but specialist repairs must be performed by those able to do so
Safe water supply will increase social and economic outcome for the residents via improved stored water volume leading to less socio-disharmony on the islands. However, water storage capacity will always be affected by drought and the draw down on the stored resources are dependent on the needs of the genders and the implementation of activities and policies intended to conserve supply
No negative social and economic impact is expected from the project
10. Environmental impact.
The project will deliver cement, tantalised posts, mesh, tie rods, plywood and roofing materials to the islands. However, there will need to be community and IG contribution to this project and this is through the securing of sand, provision of water and required manpower for the tank repairs works. The consultations held in the earlier stage of the project in relation to this have in principle secured an agreement for the IG to supply these and it is expected that the right quality of sand and water will be made available to the project.
Taking sand from an atoll environment can have detrimental impact on the atoll environment especially when the volume is excessive and if these are taken from areas already depleted in the natural resources.
However, due to the limited and small amount required for the repair works the Management team is confident that this would not have any significant impact on the environment of the concerned islands.
Cracked concrete columns, corroded tie rods and aluminium sheet will be by-products of the project. The concrete columns and tie rods will be removed from the water building and tanks and will need to cut into small sized lengths and buried in an identified site or disposed responsibly by the Island Governments in their designated land fill or away from ground water sources away. The aluminium roofing sheets that can be re-used will be used as tanks covers or roofing materials. Concrete column that can be re-used by the 38
community should be made available for relevant purposes including using these for seating around community sport areas.
Section V. Scalability and Replicability
12. Scalability
As previously mentioned a major water tanks projects (Northern water tank project) have previously been undertaken on these islands where 6000l and 3000l PE tanks were installed for each occupied households.
This project is different from the above project in that, it will involve the undertaking of required repair works on the five mentioned islands for the remaining community tanks that were not covered or repaired under the above mentioned project. So already, in its current form and design, the project itself is actually a scaled -up and a replication of one project across multiple islands of the northern region of the Cook Islands.
The scaling up of the project from residential tanks to community tanks are possible because all the tanks identified for repairs are all the same design and have more or less the same issues with them. It is important to note that not all the identified tanks for repairs will be repaired as this depends on the resources available. Thus only those prioritised for repairs will be considered for each islands
Scalability of the project to meet the needs of other islands in the Cook Islands especially the islands of the southern group like Aitutaki is a possibility as it also have 12 community tanks of similar make and designs damaged by Cyclone Pat in February 2010 that needs to be repaired. Replicating the program to other bigger regional countries with similar problems is a possibility.
13. Replicability
As also mentioned the project will be undertaken on five different islands and with off course different level of inputs required. Already in its proposed form the project is actually looking at replicating the proposed activity on one island across to the remaining four. The only variation is the number of tanks to be covered and the ranges and the level of activities proposed as these are dependent on the current status of the tanks and amount of works required to rehabilitate these back into acceptable working order.
The proposed whole of community approach to water management planned for implementation in the project looks like an area for replication across the rest of the Cook Islands. If the concept works and commitment is achieved and sustained, the replication of the concept across the islands will be implemented using government or partner resources. In the future replicating this project across the wider pacific is possible and straight forward as the problem mentioned and being attended to here is also a regional wide issue common on atoll islands.
Secondly the replication of the water demand baseline study can also be replicated across the islands particularly in the Southern group. This is important in determining the rate of water use/demand across the different group as well. This can contribute to better and more realistic water policies development for the country and help improve water governance within the respective IG. 39
Section VI; Knowledge Management and Communications
14. Knowledge Management. (Information Sharing).
The Knowledge Management is an important part of the project. Implementing this will ensure any information, practices, data, images and design drawings that are important for the project and it success is managed and or where required are disseminated effectively to targeted stakeholders. It is expected that these would not only build on the adaptive capacities of the communities concerned but is also enhances the communities understanding of Climate change and its impacts in its many forms and help convince the island residents on the need to participate fully in the adoption of best practices to bring about the required outcomes for the communities.
The required project design parameters, water management and safety information’s will be documented and prepared for dissemination to the relevant stakeholders; including the PMC and the community stakeholders.
The commissioning phase of the project will be used to promote the project to the islands community as well as wider community of the Cook Islands especially in Rarotonga and the Southern islands and to inform them of the project and the continued need for everyone in the country to be fully aware of the climate change induced risks and what’s being done at the island levels to limit the impacts via the water infrastructure improvement and community based water awareness and management program
Because of the distances and cost of travel to the 5 islands efforts will be made to have the OPM-CCCI to lead the community engagement and consultations via the secondment of OPM-PEGU officer as Community Education officer under the project to lead efforts in community stakeholders consultations and assessments on water demand/uses and developing awareness creation and education training material based on whole community approach to water safety and management initiatives.
This is to be followed by the implementation of training and education or outreach activities targeting all members of the community and should cover all groups in the community including the schools, primary and secondary, NGOs including Girl Guides, Girl Brigade and Boys brigades and church organisations and other groups including fishing clubs. By utilising also those with the relevant skill sets and the influence to deliver these to the public via targeted community education initiatives, the program should achieve its expected outcomes.
Other good practices should be considered including periodic monitoring of the water supply to allow for improved knowledge of the water resources level in particular those at the community levels and help with the regulating of supply when situation requires it. It is important for the Community educator to work closely with the Coordinator and GIZ including also local stakeholder on the islands like Public health, Women Officer and Youth etc prior to the implementation of this part of the program to ensure a working model and plan is developed.
All activities including repairs, community consultations and engagement will be documented and photographed will be used to extend and replicate the whole community approach to water management across the rest of the Northern islands as well as the rest of the Cook Islands. It will also be used to inform the public (national and local level) of what happening on the islands 40
Table 16 Knowledge Management Activities.
Target Key Product Time frame Expected Mode of Budget Person Partners Audience Message for Release Distribution in Developme date Charge nt Island Which tanks Project Brief After the TBD Email and 2500 Project CCCI, Government and and project is phone Coordina IG catchment Presentatio approved communicati tor buildings n ons and 19(PC) will be presentations repaired to the 5 IGs under the project Island Water Water After the TBD Community 4000 PC and Public Communities conservatio conservatio project is engagement PM Health, IG n and water n and Safety approved meetings and safety brochures training as well as presentations on water supply systems and safety. Use of DVDs to show good practices will also be done Cabinet No. of tanks Project Brief After the TBD Cabinet Nil PC CCCI Ministers to be and cabinet project is submissions repaired information approved and paper launching dates Island No. of tanks Project Brief After the TBD Email, phone 2500 PC IG and Communities to be and project is discussions CCCI repaired presentatio approved and Cabinet and ns and TV submission to launching programs the 5 IGs. TV dates related to programs water conservatio n and safety Government No. of tanks PDD and Before and TBD Government Nil PC IGs, DCD, Ministries to be Project Brief after the stakeholder SRIC-CC repaired project is meetings and approved Email, phone launching discussions dates and Cabinet submission to the 5 IGs DCD-MFEM Water Project During TBD Government Nil PC OPM-CCCI consultation Notice, PDD project stakeholder s and Project inception meetings Brief Email, phone discussions
19 Project Coordinator (PC) 41
Infrastructure Water tanks PDD and During TBD Government Nil PC OPM-CCCI Cook islands designs Project Brief project stakeholder assessment meetings and design Email, phone discussions Cook Islands Launching News and Once project TBD Cook Islands 2000 PC GIZ. SRIC- Public of the Media is approved News and CC, IGs project article and for Herald TV Implementati presentatio on n GIZ PDD Design November1st October Email and 1000 PC OPM-CCCI Document 1st NAO
15. Internal Communications.
Internal communications between the relevant stakeholders and parties will be an important and an on- going part of the project. This critical to ensure a planned approach to the project delivery. The main purpose of this is to create awareness and re-confirm with the stakeholders and to those interested in the project of their roles and to inform them on the progress of the project to ensure effective and timely delivery of the project targets.
Communications should engage the communities involved and should focus on promoting activities amongst all levels of the communities from children to adults in committing to improved water conservation and other related reduced water use best practices.
This will involve visiting the islands, undertaking the necessary engagements including general community consultation meetings, water use assessments and monitoring, storage facility assessments and repair training needs, water safety and water safety activity implementation and others. Communications must be conducted through the appropriate channels especially with the IG via the EOs who will organise the works and activities on the ground. The channel of communication and structure is prescribed in Annex 5.
Overall this calls for regular communications among PMC, PM, PC and all the stakeholders on the islands
Table 17 Internal Communications
Stakeholder Engagement Method Frequency OPM During meeting of staff s and review of organisational Weekly/Monthly projects Minister During the Chief of Staff project briefing Monthly/Quarterly Island Government For the IG to provide update of the project during Daily/Weekly/Monthly and Island MPs initial project implementation and then via their council meetings on project progress, issues identified and reported and management options considered.
Also to seek support from them to allow staff identified for the project are released as soon as the project commences to ensure minimum delay and fast executions of the project construction and community awareness activities 42
Communities Provide information on the project, on what has been At the approved, the implementation options and details, the commencement of responsibilities of the stakeholders so everyone knows the project and from the start what to expect. during project implementation and Entering into MOU with IGs on the provision of needed as required services for the project.
Also to update of the project during project progress, issues identified and reported and management options considered.
Communications and training on the overall water and water supply systems as well as on repairs required at the community levels.
Communications and training of IG staff and community on repair works on building, community tanks systems etc
School Teachers Normal person to person meeting or as part of the on- Women and going community engagement and consultations Vulnerable persons Project Project brief meeting As required management GIZ Normal Reporting channels and agreed time lines As required including PDD Approval, Reporting oversight, Financial Management oversight. Audits
Section VII; Monitoring; Evaluation and Sustainability
16. Monitoring and Evaluations
The monitoring the progress of the project will be undertaken by a number of stake holders including the Project Management Committee set up for the project, the In-Country Coordinator and the OPM office well as the GIZ. On the field the Construction Supervisor and the Community Educator will provide the necessary report to track progress in terms of targets and datelines
The M&E systems will be based on the indicators developed for the project and this will be undertaken according to the timeline set and approved by the PMC. (See Annex 13). Monthly and quarterly reports requirements will be instituted and implemented to track performance and confirm tracking of the project progress.
A mid-term review and evaluation will be conducted as required by the GIZ. Included in this evaluation is the financial audit for the period covered by the project
A final Project evaluation and financial audit will also be undertaken at the end of the project. These activities have been included in the budget. 43
17. Sustainability
The Northern island community rely mainly on rainwater harvesting for their water supply. This make water management and conservation an important part of their daily lives. While the northern islanders in the Cook Islands are well known for their water conscious and conservation attitudes this needs further reinforcement amongst the whole island populations.
As in previous water projects, awareness and educational activities will still need to be implemented on all islands together with all stakeholders to increase community understanding of risks exposure in terms of climate changes, water capture, wastage, water hygiene and encouraging and adoption of relevant water conservation practices and technologies. These are to be reinforced by undertaking further training activities in the schools to keep the water knowledge and awareness fresh and relevant. This is necessary to bring together the community as a whole in committing themselves to the overall practical water saving and conservation requirement of the project. Under this arrangement different stakeholders will have different roles to play and these includes;
The Island Government. The IG will take a lead role in the delivery of the project and the required leadership in the management and sustainability of the project. They do this via a number of interventions including;
Setting up an island based water management committee under the umbrella of the IG to develop community based water awareness, policies and management system to instil and bring about community ownership and commitment to the whole water supply establishment. This committees role will also extend to decision making on water management during drought periods Appoint a caretaker for these tanks from the village/community to oversee the daily operations of the tanks and to help keep an eye out for kids playing with the water, leaking tap or taps that are not properly closed. This task could also be undertaken by the relevant village Councillors and or any member of the community both men and women residing near the community tanks or by the elder members of family units by keeping an eye out for their younger siblings. Training and education of IG staff and community members including women to undertake key water management services as well as undertaking awareness activities to improve knowledge and understanding of the community water supply and ways for improving ownership and management including; Facilitate and implement the routine monitoring of tanks operations and water levels by IG operators both at the residential level tanks and as well as at the community tank levels as required of by National Government under its Disaster Risk Management (DRM) responsibilities. This helps keep track of the risk exposure of these small communities and allows IG to better prepare itself to deal with risks as the threat level approach “water watch” status on each of the islands. The design of suitable water monitoring template as well as the undertaking of training of IG staff to collect the water level data will need to be conducted for the islands. Undertake awareness raising of water safety considerations as part of the overall community approach to water management Working with communities to control and regulate supply once “water watch” status are triggered on each of the islands to ensure water conservation measures are implemented to manage drought impacts. Allows IG to have knowledge on the operations, care, maintenance and service needs of these facilities including residential tanks as well as community tanks as well 44
Enabling IG to plan and budget for any repairs required from time to time as this is also there role. Allow residents to take on the responsibility of caring for their own residential water infrastructure and storage resources. Working with IG worker and carpenters to ensure the project is implemented well and the required activities are done properly. Working with community members to teach them basic repairs to tanks so that they also know how to implement needed basic water infrastructure repairs when problems occur
The Family Unit; Each family member have also a crucial role to play in overall community management and conservation of water resources. This starts in the home via the proper observation and implementation of simple water management and conservation practices designed to prolong their own water resources contained in their own water tanks and extending these practices to the community systems. The normal practice on the islands are that households will use their own resources after a good rain and when certain levels are reached they start to use the community resources leaving theirs for urgent needs only.
Communities; The communities on each of the project sites will need to know how many tanks and what repair methods will be applied to the tanks, since most islands they are expecting all the island community tanks to be repaired by the project, which is not the case. It is important these messages are conveyed effectively to the community to avoid any impression of favouritism within the community groups over. In terms of their roles on water management, conservation and oversight, it is expected that by implementing on-going awareness and training the communities would feel that they are an integral part of the process there by continuing to apply what water conservation practices they perform into their homes across to the community supplies as well. This will contribute positively to the overall islands water manage systems through;
Ease of issuing instructions related to managing and controlling water; Ease in implementation and enforcing of policies on water use and setting of limits in time of serious drought
Infrastructure; The environment and air of the Northern islands has high salt content, an important contributor to rust and corrosion. This makes rust an important factor for consideration in the project.
In this sense, sustainability will be achieved by the consideration and incorporation of best and appropriate practices and technically sound design options into the implementation of the project. This includes the use of suitable and durable catchment roofing materials, tank covers and tank tying and repair materials. Once the tanks have been repaired, checked for leaks and handed over to the island communities, the status of the tanks will need to be documented and recorded into the Island Government Water Assets register. This allows for the assets to be managed in a way to improve its operational life and allows these to be maintained and or resources allocated for asset maintenance. It is important to note this has never been done before on the islands and the legal framework that have just recently being put in place through the empowerment of locally elected leaders, is all part of National Government overall drive to devolve more decision making and management of community resources to the locally elected island local Government.
Establishing of strong local institution and operation policies and systems will generate the needed confidence and assurance amongst the island and with National Government that the Islands have the leadership qualities in their communities to manage the water resources on the island and will foster the implementing of relevant policies and incorporate care, maintenance and monitoring requirement into the 45
quarterly and annual reporting responsibilities of the Island Government. All of these are critical for sustainability of the water supply services on the five islands.
Also, with IG being funded like any Ministry of Government, repairs and maintenance of the water infrastructure can be factored into its annual planning and funding appropriation. While water is provided for free to the public from community supplies government may need to look at alternative revenue source to assist with future infrastructure repairs. The options could be considered during the whole of community approach to water management consultations. Section VIII; Adaptive capacity, Cost effectiveness and Efficiency
18. Adaptive Capacity
Implementing of the project is likely to improve adaptive capacity of the 5 islands where the project will be implemented. This will be achieved in a number of ways and this includes
Increase water storage capacity at the island by a minimum of over 50% and above what they previously use to collect during the recent past It allows the Island Government working with the communities to take full responsibility of the overall water supply management and control on each of these islands. This is a role that they previously did not entertain It establishes and builds an entity within the Island Government to operate check, monitor and report on the performance of the overall, water sector as well as other sectors on the island as required under Island Government reporting responsibilities to the Office of the Prime Minister. It allows National Government to track risk factors associated with Climate change occurring on the islands to ensure that it is able to deliver the required response strategies adequately as and when required to. Effectively repairing those 25 x 45,000 l tanks that have advanced damage will guarantee improved water supply overall Building community knowledge, understanding and commitment to the simple practices of water conservation and water use reduction will also build on the islands Adaptive capacity The 'whole of island' approach taken to improve water management will contribute positively to improvement in adaptive capacity of the islands
19. Cost effectiveness and efficiency.
A number of options for repairs works have been considered in this project. This is clearly covered in the previous option analysis. The assessment gives the following summary;
Cost of tanks repairs using concrete vs Butyl liner favour Cost of plywood roofing against timber corrugated iron Construction by turnkey contract and special service and supervisory contract with IG staff
The analysis have favoured the following;
tanks to be repaired using concrete lining instead of butyl liner 46
tank roof cover using timber and corrugated roofing or even with concrete with the construction works to be undertaken using special service contract to lead the repair works via the engagement of construction specialist and supervisor supported by IG staff.
While the options considered are not necessarily the cheapest, considering these tanks are located on islands highly exposed to corrosive salty air, with some tanks also under existing roofing structure, it is by far the most logical and practical and cost effective to engage.
The project previously considered repairing all 43 x 45kL Concrete stave tanks on the 5 islands. However now that the costing parameter are known, only those tanks that have more advanced damaged (25 x 45kL tanks) will be repaired instead of the whole 43 tanks. Section IX; Project Management.
This section will cover the Project Management of the project. It will be coordinated from the Office of the Prime Minister under the umbrella of the CCCI using exiting CCCI office staff as well as SRIC-CC staff on the Outer islands working directly with the relevant Island Governments.
20. Steering committee
Project Steering Committee; A project steering committee will be established to drive the project forward and will comprise personnel from the following institutions as well as technical advisers
1. Chief of Staff - OPM 2. Head of the Climate Change Cook Islands - OPM 3. Pa Enua Unit Representative - also Community Education Officer 4. Infrastructure Cook Islands Water supply Representative - ICI 5. Development Coordination Division (DCD)- MFEM 6. SRICC-CC representative - OPM 7. National Project Coordinator -OPM 8. Project Manager
The committee will need to hold its first meeting as a group upon approval of the project to familiarise them with the project activities, the Term of Reference for the committee including the decision making requirements and to seek commitment from everyone. A Chairperson will need to be confirmed during the first meeting and he/she could either be the Chief of Staff of the OPM and if she is unable to be part of the committee, then the head of the Climate Change Cook Islands unit of the OPM will chair the committee. Both these person are Women. A Deputy Chair person could also be appointed in case the chair is unable to attend the committee meetings. The role of the committee is to facilitate smooth and effective implementation of the project via it periodic and timely deliberations and to assist in dealing with any issues and bottle necks that may emerge during implementation of the project.
The steering committee will need to sit often initially in the first couple of months to set the direction of the project and after that periodic meeting and time table and frequency of sittings will be confirmed to track and report on project progress and on any issues that needs to be attended to by the committee. In making any decision, unanimous support is required from everyone. Any disagreement could be resolved through 47
further deliberation until and unanimous support are achieved. While a 100 percent meeting attendance is required a quorum of 6 out of 9 members is required to start a committee meeting.
Project Manager; (PM) The Project will be managed in-house by a senior staff of the OPM-CCCI. He is responsible to the project Steering committee for the overall coordination and management of the project activities under SRIC-CC funding. He should be highly motivated and familiar with the procurement processes of Government with experience in Project Management. The Project Manager if required can travel to any of the project islands if required from time to time.
Construction Supervisor (CS); Included in the committee is someone able to provide the technical advice to the committee. He/she will be the main person to lead the day to day water infrastructural repairs on the islands with the island stakeholders and providing the necessary support required for the project. A CS will be appointed to manage the water infrastructure repair works component of project once this have been approved. He/She should have Project Management experience with experience in general construction and concrete works and can either be secured from the Private sector or seconded by Government to do this task.
In Country Coordinator. The Project Coordinator funded by the GIZ who will be responsible for the office works and on-going contacts with GIZ as well as the IGs as well and will be responsible for the management of the financial resources of the project working together with the Project Manager to provide the support the Project Management Committee. He/she will act as the secretariat to the PMC and can travel to the islands and project site if required.
Community Education Officer; Critical to the success and sustainability of the project is the engagement of a suitable person to deliver a number of awareness and training activities across all the islands. It is important from the beginning that the community understands the output of the project as well as an overall understanding of the their water supply systems including the tanks storage and available capacity, the different needs of the members of the community, how the system works and what risks they are face with. To improve community knowledge, an awareness and community geared and focussed training activities will need to be undertaken to increase positive participation of the community especially in complying with the water policies and hence the sustaining of the water supply system. Due to existing skills and capacity building capacity on water management and training in the OPM, it is felt that the community awareness and the training activities could be performed by a staff of OPM in the OPM-Pa Enua Governance Unit (PEGU). The officer will work closely with the Project Coordinator and GIZ team to refine whole of community approach to water management in the implementation phase of the project. It is expected that a Community Engagement and Training Plan would be submitted with the first progress report for the project to GIZ along with a revised Implementation Schedule which includes the related planned activities.
21. Past Experience
In terms of lessons learnt from experience of the past, the following need to be considered;
A number delivery models are available for consideration by the project. These have been assessed before in Table 11 of the document. Past experience have shown that the option of fully contracting the 48
project delivery to a contractor alone is unsound due to a number of risks and from experience of similar delivery model experienced by the islanders where excessive costing were not reflected in the quality of workmanship delivered by the project on some of the islands. In this regard, it is required and recommended that partnership arrangement with OPM-CCCI and the respective IG are engaged to oversee the delivery of the project. Under this arrangement the IGs will provide a number of workers especially builders to assist in the project. A number of IG staff (from all islands) have under gone and completed basics building construction vocational training courses in Rarotonga under the National Training institute. It is expected they will provide the support building staff as part of the IGs contribution to the project. Repair system that must be implemented on the islands must last for a long time due to the highly corrosive nature of the environment of the island. For this reason, highly durable building and tanks materials must be considered to avoid early failure and high operations and maintenance costs. If repair works are done well this contributes to project sustainability. The importance of community approval and endorsement of repair options and timelines are critical at the beginning of the project to avoid any confusion and criticism during the project implementation. This allows for clarification of role and responsibilities of stakeholders and improve overall community engagement. This is also important to allow IGs to prepare themselves fully for the project implementation Before the empowerment of the IG in February 2013, no management structure to manage the tanks were in place. As a result, water resources were being diverted to individual homes via hose attachments. There were no reporting systems on the performance and status of these facilities. These need to be changed and the community must have ownership of these tanks returned to them and must be managed via their own established water committee under the umbrella of the IG. Since the IG are also responsible for their own budgeting via the National Government annual appropriation bids, maintenance of public assets like the tanks can now be considered in its annual planning programs A number of water project have been implemented in the Cook Islands with all achieving satisfactory completion. The common model of delivery is one where a PMC is involved working with a Project Manager and a Technical assistance component. It is acknowledged that the model is being used here to deliver the project. As noted earlier, the Project Manager will also provide the supervisory oversight of the concrete works and the repairs on the tanks as well as the Watershed and building rehabilitation. On the top of that he will also work with the Community outreach and education personnel to assist deliver the community awareness and training activities for water awareness, conservation and management. As previously mentioned, the IG staff will provide the needed assistance with the tanks as well as the building repairs and guttering systems. Lack of scheduled shipping is national issue. This affect timely project delivery and completion. For the project, this issue is important thus reviewing and re-checking of material listings should be done thoroughly before all material are sent to each of the island on the available ship.
22. Financial Management
As required under the Ministry of Financial and Economic Management Act 1996, all the financial management part of the project will be subject to the requirement of the Cook Islands Government Financial Policies and Procedures Manual (CIG- FPPM) or specifically the Cook Islands Procurement Policy 2014 - 49
attached. Because of the size of the document, the information on this can be accessed and viewed on http://www.mfem.gov.ck or http://procurement. gov.ck. The relevant section of the Manual includes Part A. Section 4 and Part D section 2 and 3 and or the Cook Islands Procurement Policy 2014. This part covers the procurement of the material and services required under for the project. This task will be performed by the Project Coordinator recruited for the project. He she will need to be have a working knowledge and familiar with the processes covered under the CIG-FPPM. There is no need to create another financial arrangement as the current Government Financial processes are adequate.
23. Procurement System;
As mentioned above the materials required will be subject to the requirements of the CIG-FPPM where material will be procured under an expression of interest and or tender. As mentioned the procurement information on this can be accessed and viewed on http://www.mfem.gov.ck. or http://procurement. gov.ck. The Cook Islands Procurement Policy is however attached. A material list will be prepared during the design phase of the project and tendered for supply and delivery to the islands concerned under the arrangement prescribed above. The material lists will be check again upon delivery of project materials to the individual islands.
The procurement system prescribed above is issued under the Ministry of Finance and Economic Management (MFEM) Act 1995/96. This can be downloaded from the http://www.mfem.gov.ck. website as well.
24. Organisation Procedures
All payments incurred by the project will be required to follow the government processes as mentioned above. This also extend to travel cost and, accommodation where invoices will need to be produced. Daily sustenance allowances paid to the travelling staff member will be based on the Office Procedures Manual of the OPM and is attached. Any area of concern can be looked into as and when required.
Additional document required for GIZ purpose will be forwarded to the GIZ as part of the final project documentation. These documents include;
20150910 MFEM Annual Report 2014-2015 to the Public Services Commissioner- This also contains the structure of the Financial Ministry. MFEM Annual Report for the year ended 30 June 2013 – This is the latest Audit report for the Ministry.
The preparations of the payment vouchers will be prepared by the In Country Coordinator as prescribed under the procurement system with the relevant reference document and invoice attached with it. This is then signed by him/her and then countersigned by the Director of CCCI to authorise and for the Chief of Staff (COS) for final sign off and approval. If the CSO is not available for the Head of the CCCI to give the final authorisation. This then presented to MFEM-DCD for the execution of payment to the suppliers of goods and services Section X; Timeline and Budget 50
This section will cover the budget and the activity delivery timelines and schedules. For, the Activity delivery timelines this is covered in Annex 12.
25. Activity timelines.
The Project preparation works started in January 2015 with the travel to the islands to undertake the necessary community consultation and the assessment of the community tanks and prepare the project design document for the project. This part of the project was funded via SRIC-CC as there are no resources available to initiate the consultation activities
A number of activities remain to be implemented and that will be triggered by the formal approval of the project funds. These activities are covered in the Annex 12.
The implementation of the project is dependent on a number of things and transport is one of them. Monitoring and managing the project located thousands of miles from the main island can be challenging and this area need to be managed well. This makes the coordination, continuous consultations and clear line of communications very important to the project delivery.
26. Project Budget Details
The Project budget is approximately €684,383. Approximately €400,000 will be provided by GIZ from the ASCE grant with the remainder to be provided via co-financing arrangement with SRIC-CC.
The project initially proposed to repair the community tanks on a total of 5 islands. However, because of the overall cost of the project, it is not possible to cover all five islands. Instead the project will now focus on only three islands namely Manihiki, Rakahanga and Pukapuka. These islands are chosen largely due to ease of access which allows for the relevant activities including the community engagement and training program, the water use baseline data collections activities as well as the policy work with communities to be implemented simultaneously and relatively quickly, probably between a period of 4 to 6 months. Under this arrangement, physical construction works on Rakahanga and Manihiki will be funded by ASCE grant which totals at €307,900 with SRIC-CC co-financing of €239,383 to be spent on Pukapuka tank repairs. The project will repair 6 x water building instead of 8 buildings and will repair 20 x 45,000l tanks in total with total storage capacity of 900,000 litres.
Other project requirements including Project Audit, Mid and End of Term reviews of the project as well the Project Construction and Supervision are covered under third party costs and are included in the overall project costs which totals about €55,550. Operational and administrative costs is approximately €13,700.
The Cook Islands Government via the OPM will provide €5,000 annually to support the project office including communications transport, electricity and others. The Community Trainer and Educator and the Project Manager will also be funded by the OPM. In kind contribution by all the 3 IGs of Manihiki, Rakahanga and Pukapuka will also be forth coming in the form of skilled labour supply for the project, their own tools, machinery support as well as internal communications on the islands. This is valued at €30,000 throughout the term of the project. 51
Initially, the project cost under the ASCE component is €452,573. This is €52,573 over the allocation given to the Cook Islands. However physical works on 2 water building and appropriate guttering system have been taken out to accommodate the budget to keep within the project budgetary limits. It is hoped that this could be reconsidered under the remaining unallocated resources that could be allocated to the countries in need.
An amount of €16,000 for the community engagement activities to be undertaken by the Community trainer which covers travel to the three island, between island travels, accommodations, as well as meeting costs together with island specific activities including community water consumption survey and monitoring, full community consultation, engagement and training which will be finalised prior to the implementation of the project. The cost breakdown for the above are presented below.
Table 18 Community Engagement Costs in Euros
Activity ROC Manihiki Rakahanga Pukapuka Community €16,000 €6000 €4000 €6000 Engagement Travel; 2000 800 2000 Accommodation 1000 1000 1000 Transport 500 200 500 Meetings 1000 500 1000 Island Activities 1500 1500 1500
The summary of detailed budget breakdown per islands is covered below including the breakdown of project component including cost of;
Tanks repairs Water building construction plus guttering’s Freight charges Project management and monitoring
Table 20. The Project Budget Summary in Euros (€)
Schedule of Costs and Financing Construction measure Cost Category Total Costs Financing By the Recipients Financial Own Input Co-financing contribution by GIZ (OPM and IG) (SRIC-CC) 1 2 3 4 5 1. Cost of Materials and 11850 5000 6850 Equipment 2. Cost of Third Party20 65550 10000 55550 services; 3. Construction Costs 547,283 239,383 307,900 4. Personnel Costs 30,000 30,00021 0
20 Auditing and MTR and FER 21 IG staff Costs borne by respective IG during the project 52
5. Community 16000 16,000 Engagement and Travel Expenses22 6. Operational and 13700 13,700 Administrative Costs23 7. Total 684,383 35,000 249383 400,000
22 Travel, community consultations, water outreach activities and water use data compilation 23 Include. Project Construction and Supervision, Knowledge Management and M&E, 53
Table 21. Detail costing of the tank allocated per island
Works Description Cost Manihiki Rakahanga Pukapuka24 Penrhyn25 Nassau26 Total Breakdown 1. Water Buildings Trusses €2,130 (Timber/nailing, plates and bolts) Tanalised Poles €4,246 (Treated H4 8’’ Diam pine poles) Column Pad €887 (Concreting of Column’s) Roof €16,426 (Aluminium roofing irons, screws) Perimeter Beams €1016 (Timber nailing plates and Bolts) Sub Total (€24,705 )
Number of Building to repair 227 128 3 2 0 Estimated costs €49,410 €24,705 €74115 €49,410 0.0 2. Tank Repairs Tanks roof €3,309 (Timber framing and plywood) Outlet chambers €1,070 (Outlet overflow Tank concrete lining €2,258 (Timber formwork and concrete) Plumbing €267
Tie rods €5,788 (External steel and threaded rods and turn buckles)
24 The Pukapuka component will be funded by SRIC-CC and GIZ 25 Due to resources constraint the project would not be extended into Penrhyn Island. 26 Due to resources constraint the project would not be able to cover Nassau Island as well. 27 Reduced by I building to meet initial budget overrun on Manihiki 28 Reduced by I building to meet initial budget overrun on Rakahanga 54
Subtotal € 12,692
Number of tanks to repair 7 5 8 6 2 Estimated Costs €88,844 €63,460 €101,536 €76,152 €25,384
3. Catchment guttering system Guttering system (€2,829.7 (4,131.40) Number of building 2 2 3 2 1 Estimated Costs 5660 5660 8490 5660 2830 Total Repair Costs 138254 88165 175651 131222 28214 Freight @30% of Total 42161 28000 55242 39366 8464 Total Project Costs 186075 121825 239383 170588 36678 4. Project Management, Monitoring and Evaluation Knowledge Management €6850 €2284 2283 2283 €6850 Reporting €6,850 2284 2283 2283 €6,850 Audit €6,850 2284 2283 2283 €6,850 Mid Term Evaluation €6,850 2284 2283 2283 €6,850 Final Evaluation €6,850 2284 2283 2283 €6,850 Community Engagement and €16,000 €6094 €4753 €5153 €16,000 training Materials €6850 €2684 €2583 €2583 €6,850
Project Construction and €35,000 €12500 €10000 €12500 €35,000 Supervision Total Project Management and €92100 €32298 €28851 €30951 €92100 Monitoring cost Final Costs per Island €218,373 €150676 €270334 €639,383
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SECTION XI; ANNEXES
ANNEX 1: STAKEHOLDER CONSULTATIONS ON REPAIRS TO COMMUNITY TANKS
Stake holders Engagement Interest on the issues and how Motivation to bring about Change process are they affected and capacity to change
Stakeholder 1. Island Government (IG)
1. Council meeting and They are the political leaders on the All the IG of the 5 islands is in full consultations islands and are responsible for support of this project going forward. decision making on the delivery of This is due to the recent issues lack of government services on the islands rain and with water shortage including, airport, harbour and experienced by the Northern islanders stevedoring, energy supply, roads and in 2013 and also in 2014. That dry spell transport, water supply, water safety also affected islands in the southern and welfare of the community group as well.
The initiatives for managing these concerns are also presented and spelt out in each of the named islands 5 year Community Sustainable Development Plans (CSDPs)
The IG has resources like man power to contribute to the project depending on the complexity of the tasks. They can also institute policies for managing water at time of need
The issue is that they don’t have financial resources to purchase materials and expertise to complete the project Issues Raised by the Island Government
Issues Comments Made Stakeholder position You will understand our situation That was also a concern at the All IGs are supportive of the project to last year with the drought that national government level with the proceed and get the community tanks affected the northern islands. It office (OPM) also engaging relevant repaired was a worrying time for the tools to track cloud movement on the council northern island for any opportunity for possible rain We note also that the IG will be The IG were authorised by the IG Act The IGs are supportive of any activity involved heavily in managing 2012/13 to take full responsibility of that improve Climate change resilience water supply now and onwards, managing services concerned with at the community level and will have something which was pretty new the improving welfare of their no problem taking a lead monitoring to us communities. This is an area that IG water supply at the residential and must step up and take control off community levels to improve management of water supply on these islands Water safety is a concern of the This is an important part of the Manihiki have made an attempt to council project and activities have been improve water safety by isolating a planned to address this during the number of tanks for use as drinking implementation of the project 56
water supply source only and not used for any other purpose. Stakeholder 2. Island Community ; All island residents including, Island Government, Government workers, NGOs, no differentiating of the various group were done due to the straight forward nature of the project Community meetings and They include all the residents on the All the residents of the 5 islands are consultations were held with the who are also Government workers, also interested in getting the project stake holders mainly at night as home carers, children and area are implemented. people were doing their daily really the main recipients of the chores during the day time Person project The reason again is because of recent to person discussions were also experience with dry spell and with held with people on the road and water shortage experienced in 2013 at home; and also in 2014.
The residents have skills that they can contribute to the project depending on the complexity of the tasks and they can provide support in the management and monitoring of water use
The issue is that they don’t have financial resources to purchase materials and expertise to complete the project Issues Raised by the Island Community Residents Issues Comments Made Stakeholder position 1. Too much consultation on the 1. The agency funding the project 1. The project should proceed as project. The community have requires for projects to be soon as possible. We don’t want approved for the project to delivered this way a meaningful any more consultation please proceed already years ago. stake holder consultation like this we’re over consulted already. How come were consulting is part of the requirement to again. ensure you’re all consulted and you views included into the project design if possible 2. Last year and up to now we 2. Definitely those issues have been 2. We in the Northern islands are have experienced a long dry looked at and this consultation is better managers of water periods. Our current storage part of the response to that resources than you lot from facility was tested and lucky incident. However it’s good to Rarotonga. You are lucky you have the it managed to rain on time note that all of you support the access to pipe water every day. We implementation of the project to don’t and water conservation is ensure there are additional part of our culture and our survival storage facilities which you must and lifestyle. So you don’t have to also maintain and operate in a preach us on this matter. Just get manner that suits your and organise the water tanks expectation which also includes repairs and we’ll take care of the you observing the rules governing management and regulation of to use of the water resources in supply on our islands these tanks during dry spells. 3. Three year ago a water 3. Not sure but apparently some 3. Additional residential tanks should project was conducted on the tanks were installed in Manihiki in be installed also for Manihiki also other islands how come we the 1998 Recovery of Cyclone on top of the Community tanks the Manihiki resident were Martin where 58 x 20,000l repairs not included. underground water tanks were built as part of that program 57
4. We need these tanks repaired. 4. Fixing the tanks will increase 4. The community agrees that the It’s been here since the 1957s storage for dry spell tanks will need to be repaired. Too and will help in capturing and much history in the tanks storing water when there is too much rain 5. Some of the community tanks 5. There is a need to comply with 5. The IG to tidy up this issue and are on Private land and using the traditional water access right ensure those water tanks under private roof. How do you agreed by the landowners. The this arrangement continue to be propose to deal with this Island Government will address accessed by community this issue and so far consultations have confirmed there are no problems with accessing water in time of need. This applies to all islands covered by the project 6. Most of the tanks have been 6. Yes this is acknowledged. The use 6. Person with Concrete working repaired over and over and of new leak sealing materials into expertise will be engaged to lead still leaking the concrete works applied in the the project new seal works from the inside of the tanks may solve the problem 7. The roofing structure need to 7. Those tanks with no roof will be 7. The existing catchment will be be tied down securely supplied with roofing structure to repaired and new roofing will be otherwise the cyclone will catch water and fill it provided for those tanks without blow it off again any roof 8. The roofing on the old water 8. Some purpose build water tanks 8. Consideration for aluminium tanks catchments are made of on some islands still have good roofing material will prolong the aluminium roofing and not aluminium roof on them and have life of the catchments. It is wise to corrugated iron. We need the stood the test of time especially use suitable aluminium roofing same roofing to allow the when they are exposed daily to materials and only use similar project to be sustainable high salt environment materials on the proposed roof structure covered under the project.
9. What about repairs in the 9. The current Governance 9. The role of the IG in managing future. How do the IG Frameworks allow IG to have their water resources will be maintain support for future own budgetary appropriation to strengthened by having access to repairs deliver its services. Prioritising their own budgets water can allow access to resource to assist with any repairs in the future 10. We need more storage, the 10. Most of the islands have 10. The Water tanks repair must tanks we have did not have residential tanks installed in 2010 proceed enough capacity and during under the Northern water project. the last year’s drought all Even that did not provide enough residential tanks on Penrhyn back up capacity for the islands were out of water except due to the length of the dry spell. those in the neighbours properties and the few community tanks
11. The reason why these tanks 11. Yes this is understood and the 11. The relevant standards should are the way they or part of repair work will consider this in applied in the implementation of them are because they have factor it into the designing of the the project been damaged by recent repair options cyclones and government have not been able to get resources to repair them. How 58
do you intend to ensure that they are not damaged again especially now the cyclones are becoming frequent and damaging? 12. Here in Manihiki we have 12. This is a good initiative and this 12. This should be considered as good identified and set aside a could be a good practice to adopt practice for the rest of the islands. couple of tanks for use as for the islands. It makes sense the There are however cost factors drinking water only. We have tank itself act as the first filter by associated with this and cleaning set up UV system on these settling dirt before being run into of the filters are also important tanks where people go daily to the Uv for people to pick up get there drinking water supply only. We find the people a very receptive of this and everyone goes to the tanks to get there drinking water now 13. There are also a lot of 13. At present were concentrating on 13. The more tanks that are repaired concrete square community scoping the repairs for the 45kL the more resilient each island tanks that we believe are not concrete stave tanks only. We will community becomes part of this project. Is it discuss the repairs of the square possible to consider the if resources are available repairs of these as well 14. There is a need to consider 14. Again at present were 14. This would offer potential supply community water tanks on concentrating on scoping the during drought the outlying motu (Motu Ko repairs for the 45kL concrete and Motu Kotawa) in stave tanks only. We will discuss Pukapuka. This is because the repairs of the square ones if people travel and sleep there resources are available as well 15. A number of big plastic tanks 15. It is expected those tanks that are 15. The concrete tanks proposed here (approximately 25kL) have exposed total to the sun can heat is better and safer for the been brought in on Pukapuka up and when level of the water is community to use during dry and under a different assistance low the water can feel warn hot weather. At least the water is program and two of these cooler. tanks have exploded. The residential tanks brought under stage 1 of the Northern Water project also have some issues which includes plastic smell in the water and some time the water is warn if you want to drink the water in the later afternoon 16. The community tanks we have 16. The cost building new water tanks 16. The main issue with these tanks is here are old and over 40 year is expensive the mould used in that they have not been managed old. They need to be pushed the constructions of the tanks are well. Repairing these and over and replaced with a new no longer available. There are also implementing the required one as most of them are a lot of people who strongly management regime can improve leaking objects to the tanks being pushed the performance of these tanks over for new ones Stakeholder 3; Education Stakeholders
Person to person discussions with The School (teachers and school The stakeholders want the situation the School principle and teachers. children) need water every day in improved.
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order for it to operate. Without water The main reason is when there is dry school can be closed down. spell the school is also affected and without water the school is either closed or operate only for few hours.
While the schools on the islands are adequately supplied with water tanks dry spell can also affect their supplies. Tanks.
School tanks have been used for community supplies in time of need but it is discouraged by the School who normally locks it up. Issues Raised by Education Stakeholders Issues Comments Made Stakeholder position Water tanks in the school should There is a need to confirm the Damaged community tanks should be be left for school use only arrangement with the IGs and create repaired to store water awareness for the conservation of school water resources for the schools Water safety consideration for Considerations for the following; First flush diverters Should be the School children to install, first flush system on the considered in the project school tanks and or community tanks near schools.
Set up UV system in the school While it is a good idea the UV will need tanks on-going care and filters will need to be changed occasionally. If not maintained the system could also be unsafe.
Boiling drinking water This is the cheapest way to keep water Education and awareness safe and will be part of the education activities will need to be activities on water safety education conducted with the community
Stakeholder 4. Health Stakeholders
Person to person discussions with The hospitals and medical centres Like the rest of the island stake the health practitioners. need water every day in order for it holders the health stakeholders want to operate. Without water hospital the improved storage of water supply. cannot function. The main reason is when there is dry They also want the public to practise spell the hospital is also. water safety especially in the catching and storing potable water supply While the hospitals on the islands are adequately supplied with water tanks dry spell can also affect their supplies. Tanks.
Hospital tanks have been used for community supplies in time of need especially in Penrhyn but is rationed by the IG when it is too low 60
Issues Raised by Health Stakeholders Issues Comments Made Stakeholder position Water safety Is important and Considerations for the following; First Flush diverters should be should be considered in the to install, first flush diverter considered in the project project as the tanks also are dirty system on all community tanks.
Set up UV system in the UV can be safe but may not be community tanks necessary it cost money and if not managed will be unsafe
Education and awareness Encourage use of boiling water in the activities will need to be education program. conducted
Water safety monitoring Will be part of the water management system and reporting of the IG Stake holder 5. Women and Gender
Person to person discussions with The women as part of the household Like the rest of the stakeholders the the women as a community group also need water every day for women want the current situation and as individuals. portable and sanitation needs. improved.
In times of drought the women also This is because when there is dry spell have to worry about her family and the families is affected and without about herself and her health. water, health issues will impact on the family. While women are seen mainly as home carers getting water from While there are water storage systems community tanks are considered as on the island communities can cope whole family affair and undertaken by during time of adequate rain. children, women as well as fathers, However, recently the dry periods have been common occurrence on the Women are also known to work well islands and additional storage is together amongst themselves as welcomed. groups to deal with issues impacting their individual communities Having women in the water livelihoods and of those that are management committee at the vulnerable community levels will improve decision making by bring different perspective to the decisions and policies.
Having them involved in the monitoring of the management of community resources will improve community ownership of the project
Issues Raised by the Women and Gender stakeholders Issues Comments Made Stakeholder position The community tanks will need Community tanks are located some Install lighting near the community some lighting installed nearby for distances from home and people tanks those using the tank at night dark. have to walk or drive to the tanks to get water at night Or encourage water collection during the daylight time as part of policy
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Lock tanks at night so people can draw their water during the day time Stakeholder 6. Families -Parent and Children Person to person discussions with The children can be the cause for The stakeholders want the current some parents and their children water wastage as seen in the visit to situation improved. the islands. The main concern again is when there is dry spell the family situation is also is also affected.
While most families in the Northern islands have their own residential water tanks prolonged dry spell can also affect their supplies.
Most of the supplies are used potable purposes however for islands like Manihiki, Rakahanga and Penrhyn as well as some residents on Pukapuka these sources are also used for sanitation purposes Issues raised by Families -Parent and Children Issues Raised Comments Made Community position Children like to play with the The kids need to know about the Part of the Education activity is also to water and can waste it if they can consequences of wasting water. get the parents to teach their children open the taps about water safety and conservation
A parents must keep an eye out to ensure that kids don’t waste water
Stake holder 7. Youth Person to person discussions with Youth are mainly the ones to fetch Like all stakeholders the youths want the some of the youths on the water for the family when their home the current situation improved. islands concerned supplies runs low As pointed out they also know that when the dry spell set in they are the ones that go from sources to source to look for water for their families.
While the community tanks provide for the family needs most of the time, rationing supplies during drought period does worry them as they have to ensure that they have adequate supplies for their families Issues raised by Youth Issues Raised Comments Made Community position Youth is mainly the ones to fetch Water is also carried mainly by youths Part of the Education activity is also to water for the family on motor bikes to the homes. It is get the parents to teach their children important that the containers used to and youth about water safety and carry water to the homes are clean conservation and safe.
Sometime there are issues when The IG have an important role in The more community storage the less there are inadequate water managing water during dry spells the issues with accessing water during drought 62
especially when other get more that other Stakeholder 8. Emergency Cook Islands (EMCI) –National Government and Cook Islands Red Cross
Person to person discussions with In time of serious water shortage the The stakeholders support the idea of the EMCI on water response Government is called upon to providing additional storage systems options in time of drought intervene and make water supply on the far away islands followed available as in Atiu and Aitutaki implementation of activities to islands December 2013 encourage water conservation practices on the islands concerned.
The main issue is that dry spell will be an on-going event which will require communities to build their own resilience efforts.
While the communities have existing storage systems these have been found to be inadequate as a result of the dry spell in the last quarter of 2013 and 2014.
Issues Raised in the EMCI and Red Cross Consultations Issues Raised Comments Made Stakeholder position The islands have disaster That is recognised. Work is currently The Drought Management plan will management plans but are more in place to develop endorse and complement activities proposed for directed for cyclones and not for implement a drought response plan consideration under the project as it drought. for all islands in the South and also deals with water conservation etc Northern group islands assisted by New Zealand Government Improving storage will minimise The EMCI have limited water Repairing the and bringing the tanks disaster and emergency response response capabilities and resources into working order and establishing a activities in the Northern islands for times of serious drought and the management system will improve cost of repose work to the Northern disaster preparedness on the islands islands can be expensive.
The Cook Islands Government five (5) Emergency water making equipment’s ready for despatch to the islands; including
2 x Aquifer 200 water Desalination unit 2 x Survivor 300 water purifying unit 1 x Nomad water purifying set
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ANNEX 2. PROBLEM ANALYSIS – PROBLEM TREE ANALYSIS
Decreased Island population 1. Effects
1. Lack of socio-economic 1. Poor public health and activities depressed community. 2. Hindered development 2. Less productive society
Initiatives
Inadequate and Insecure Potable Water Supply Systems on the Northern Islands 2. Core Problems
1. Poor/damaged and 2. Lack of leadership in the 3. Inadequate supply failing water Infrastructure Management of water supply during drought period
3. Causes
1. Damaged tanks not repaired 1. Previously, Island Government did 1. Inadequate operational after the cyclones not have jurisdiction of managing water tanks and storage 2. Tie rods and straps corroded supply systems 3. All working community tanks 2. No water management and 2. Lack of potable back up are also leaking. controls systems in place supplies 4. Some residential PE tanks 3. Lack of initiative & leadership to 3. Low rainfall have cracked and are un- repair basic reparable faults at all 4. No drought management repairable levels plan 5. Most tanks assessed past 4. Lack of financial resources to repair 5. Lack of conservation used by date water infrastructure practices 6. Damaged guttering systems 5. Lack of concern for water safety or not connected to roofing and water conservation practices 7. Some buildings and roofing 6. Lack of capacity, knowledge and structure are damaged and or awareness of water systems and rusted risks. 8. No building or catchment to 7. Children playing with water storage
catch and direct rain water without parent knowing into existing tanks.
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ANNEX 3. THE SOLUTION TREE
Stable Island population 1. Ends
1. Improved socio-economic 1. Healthy and active activities community. 2. Islands Development 2. Productive society
Initiatives flourished
Adequate, Secure and Accessible Water Resources 2. Purpose
1. Improved water 2. Strong leadership and effective 3. Adequate supply Infrastructure Management of water supply during drought period
3. Means
Damaged tanks repaired Island Government have Adequate water tanks and able to store water jurisdiction for managing supply and storage systems for a while after the Water tanks management Damaged tanks and rainy periods systems and arrangements in infrastructure repaired Tie rods and straps place and are able to store replaced Financial resources to repair water Spouting and guttering water infrastructure available Spouting and Guttering systems connected to Consideration for water safety systems repaired roof and tanks Available capacity, knowledge Roofing build for some Buildings and roofing and awareness of water system. tanks structures repaired Mechanism/systems installed Identify and develop New buildings build to to minimise small children back up and catch and direct rain wasting water supplementary ground
water in the tank water sources
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ANNEX 4 LOG FRAME.
Description Indicators Baseline Target Means of Assumptions Verification Goal; To improve the resilience of Adequacy of supply during Number of community Increase in the number Project Design That project will lead the Northern Islands to natural dry spell tanks currently in of fully operational Documents records to improved disasters (including drought) by existence water tanks by the and Completion resilience, economic increasing their capacity for end of the project Report & health rainwater harvesting and storage opportunities and in the future. less emigration Objectives; Community rain water Number of tanks fully Number of tanks All tanks identified for Project preliminary The minimum rainfall harvesting repaired and in operation identified for repair repair are fully and completion report will fall within a structures/infrastructure at after the project operational documents. month of project targeted locations are repaired completion. completion and a model of integrated water People will adopt management established for the Wastage and leakages No of damaged and All tanks operations to Island Government the water northern islands which applies a from the tanks minimised leaking tanks be managed Monthly water report management forward looking whole of consistently systems community approach Functioning management program Component 1. Program management system and design guidelines established and implemented
Objective; To establish project Approve management No management Management system Management meeting People will adopt management arrangement and arrangement and design arrangement yet in place approved in December report management design guidelines for the water guidelines for the project 2015 systems infrastructure Output 1.1; Establish project Administration and There is as yet no office Management system Meeting minutes and There is for the administration and management management group organised for the project and office set up by discussions notes. available space for systems established and resourced end of December 2015 administrations set accordingly up and that the Activities 1.1 support resources 1. Establish the project logistical will be expedited on support office time 2. Appoint Coordinator 3. Secure office materials and equipment 4. Prepare TOR for Appoint technical support staff. 66
5. Set up financial processing arrangements. 6. Finalise and approve processes
Output 1.2. Support committee No project support The project group work Group meeting note The group will work Set up project support committee established and relevant group yet established to work effectively and minutes and and collaborate and conduct project and operational procedures together to achieve discussions and effectively with each stakeholder consultations considered the project results procedures other
Activities 1.2 Meeting attendance 1. Develop TOR for and establish lists water management committee in Rarotonga 2. Confirm committee policies and role 3. Conduct the relevant meeting and consultations
Output 1.3 Project Management No project management The Management Project Management, That the project Undertake Project Management structures, community system and entity in entities will deliver on progress and management Monitoring and Reporting water education options place. No water design the outcomes of the monitoring reports systems fit island and water design and guideline confirmed project operation systems Activities 1.3 standards and guidelines 1. Confirm Project delivery and considered Management structures and options 2. Consider and approve water design guidelines Water design criteria Waster safety 3. Approve water management system. 4. Undertake project management activities 5. Conduct Project monitoring and reporting
Component 2. Rain water tanks, catchments and infrastructure repaired and made functional 67
Objective; To review, scope, The completed review and Physical status of the To fully complete those Project Design report The report can be design, construct, and commission design report for the existing 45kL community tanks identified and Completion report completed on time the rain water tanks and project tanks approved for infrastructure rehabilitation Output 2.1; Conduct field Field survey and tanks Existing number of To complete the field Assessment report That the community consultation, survey and analysis report. Community water tanks assessment in a period Community will be fully assessments of the community Community and In operation of one month stakeholder analysis cooperative and rain water tanks. stakeholder meeting report participate in report attending the Activities 2.1 Air tickets meeting and 1. Organise Island visits consultation. 2. Coordinate with islands concerned That support 3. Conduct assessment financial resources will be made available Output 2. 2 Approved project No project design These document will Design The design Prepare technical design, technical designs, drawing document available be approved and documentations documents will be drawings, specifications and and associated support parties fully engaged at completed on time. required documentation of the documents least month before the Approval proposed upgrade works. project documentations That the suitable implementation Technical assistance Activities 2.2 commences to complete the 1. Prepare TOR for Design design works and can Assignment be secured on time. 2. Issues Design contracts 3. Deliberation on design and The Engineer to implementation options review the design 4. Approve design and project document can be delivery options secured on time
Output 2.3 The project No design document for That the Completion and That full cooperation Carry out the construction and documentation, the project implementation of the inspections report between repair works and commissioning of implementation and project will fully implementing the upgraded facilities. commissioning conducted comply to the work partners will be in compliance to programs and timeline secured during 68
Activities 2.3 established project design construction and 1. Prepare contract document documents repair phase. 2. Tender for supplies for services 3. Tender assessment Shipping will deliver 4. Issue construction contract the materials on time 5. Project oversight on to the port in 6. Coordination with islands Rarotonga concerned 7. Conduct project assessment and Shipping will deliver management. the materials on time 8. Project commissioning and hand to the five islands over
Output 3. Water supply management system established and implemented
Objective; To ensure the Observed change in water The islands have limited That the communities Change in residential The residents fully Community are aware of the use practices. management systems in concerned are behaviour on water compliant to the requirement of the management place compliant to the conservation water management systems and they are compliant management system behaviour. systems approved by the communities water reports Output 3.1; Establish Water Water management The islands have Each island to have in IG meeting minutes Those selected for management Institution and committee on the islands currently no existing place a functional and and IG Resolutions the committee will system. established institutions to manage effective Water Names of approved work towards and implement management water committee improving the Water consumption community water institution members outcomes for the Activities 3.1 baseline report management regimes IG consultation report. island community 1. Establish water Management completed. Baseline database committee The committee will 2. Confirm water policies and Framework for water be impartial in the management arrangement resources monitoring implementation of 3. Approve water management methodology completed the management System systems 4. Develop system to gather water consumption baseline in one community 5. Output 3.2. 69
Implement Water management Water management Islanders have limited Demonstration and Meeting attendance That the island system on the islands policies and systems understanding and pilot activities to sheets. population will developed and compliance to the water gather water use and attend the training or implemented with full management regimes baseline activity on Community comply to the Activities 3.2 participation of the one island consultation report management 1. Appoint water management communities systems and body on the island arrangement 2. Implement the management established system education and awareness training for the communities 3. Pilot the water consumption activity in one island Output 3.3. Conduct education and awareness Capacity of the IGs, Islanders have limited Demonstration and Meeting attendance That the island of Communities on water communities including awareness and pilot activities on sheets. population will management and safety system women and youths as well understanding of water Community approach attend the training or as IG employees to safety and low water management Community awareness follow the Activities 3.3 implement tank repairs in compliance to the water system conducted for and education report management 1. Prepare community awareness the future is enhanced as management regimes 1 island community systems and and education activities a result of the project. Project completion arrangement 2. Organise and deliver community Community awareness report education and awareness Capacity of IGs IG previously have on water conservation activities and seek support for communities including limited and unclear conducted successfully the management arrangement women and youths to mandate on the on all 3 islands 3. Organise and conduct training monitor and manage management if water for infrastructure staff and water supplies improved infrastructure Community training on interested parties on water water infrastructure infrastructural repairs and Capacity of IG staff to repairs conducted on installations. repair water infrastructure all 3 islands improved
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ANNEX 5. The Project Communication Channel and Structure
Project Management and Steering Committee (PMC)
GIZ-Suva Project Coordinator
Technical Adviser/Project Manager (Annex 5)
Island Government Community Training Officer Councils & (Annex 6) Executive Officers Community stakeholders
Island Communities of Manihiki, Rakahanag, Pukapuka and Nassau and Penrhyn 71
ANNEX 6 TOR FOR PROJECT MANAGER;
1. Context
The ACSE Programme forms part of a broader EU engagement on climate change adaptation, sustainable energy and disaster risk management in the Pacific Island region, which includes the Global Climate Change Alliance (GCCA) programme, the BSRP, and the former B-envelope Disaster Risk Reduction project under EDF 9 .
The ACSE programme has three components:
1. the Energy Catalytic Component (10 million Euros) which is jointly managed by the EU with the Asian Development Bank (ADB) in selected PACPs; 2. the Technical and Vocational Education and Training (TVET) Component on sustainable energy issues (6.1 million Euros) which is jointly managed by the EU with the Secretariat of the Pacific Community (SPC); and 3. the Adapting to Climate Change and Sustainable Energy Component (18.64 million Euros) which is administered by the Deutsche Gesellschaftfür Internationale Zusammenarbeit (GIZ) GmbH, in close collaboration with the regional SPC-GIZ programme “Coping with Climate Change in the Pacific Island Region” (CCCPIR). 2. Responsibilities
The incumbent is responsible for the provision of support to the Project Management Committee and Programme Coordinator in order to assure efficient execution of all activities under Component 3: Adapting to Climate Change and Sustainable Energy and in particular, the country project covered under Type 2 Projects: Climate Change Adaptation for on ground implementation.
3. Tasks
3.1 Project Manager
Specifically, the Project Manager will work with the Project Management Committee, and the Project Coordinator the Water Education Officer within the Office of the Prime Minister as well as the Project Construction Supervisor to deliver on the following;
1. Final confirmation with the communities concerned on the project scope the implementation options, timelines and the material and resources contributions required from the IGs 2. Develop water system management policies and arrangement for the islands and assist deliver these to the community via water educations activities 3. Prepare project supplies contracts and coordinate the tenders for project materials 4. Share water project knowledge and information’s with stakeholders and assist build working relationships with the three islands. 5. Lead Project Management activities of the project including; a. Materials procurement coordination and shipment b. Implementation coordination and supervision of activities on the islands c. Relationship management d. Concrete repairs on the tanks. e. Watershed Building Repairs 72
f. Community Education and Water conservation and awareness program g. Monitoring, Evaluation and Reporting. h. Final Project Completion report 6. Liaises with ACSE finance and administration personnel where required 7. Performs other duties as required
4. Qualifications; Experiences and Competencies
A minimum Tertiary qualification is required. At the same the incumbent must demonstrate knowledge on Project Management as has been actively involved in project management activities
He must have good command of the English language and can communicate in the local Maori language as well.
5. Change of job description
The tasks may be reviewed and changed, as and when necessary.
6. Reports to
Project Steering Committee
7. Duty Station
Cook Islands; Rarotonga and the Outer islands
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ANNEX 7; COMMUNITY WATER EDUCATION OFFICER
1. Context;
A Community Education officer is required to lead and provide support in the implementation of community water conservation and awareness activities. Instead of creating an additional position for this, it is recommended that the project utilises already existing capacity within the pool Climate Change trainers within the CCCI to deliver this tasks. He/she will be required to travel to the islands to conduct further consultations with the islands concerned and compile and collect information’s relating to gender, water use to design and come up with an inclusive community water management and engagement plan. This is to drive increased community commitment to water conservation and management initiatives and practices.
2. Reporting Responsibilities
The incumbent is responsible for the provision of support to the Programme Manager and Coordinator in order to assure efficient execution of the relevant education and awareness program. He/she will be based in Rarotonga but will travel to the islands
3. Tasks – Community Education Officer
Specifically, the community education officer will work with the CCCI and the relevant IG as most importantly with the communities to deliver on the following;
Travel to the islands and conduct consultation with communities identify and gauge community understanding of community water supply systems and demands amongst the resident and come up with the education program to improve water use and management involving the whole communities. This will include working with all possible community groups including school children including the Boys brigade, Girl guides etc to so they too understands the water systems operations and contribute to the water conservation initiatives as well as keeping eyes out for little children from leaving taps open and running . Working with the health workers on the islands in particular the public health staff can also contribute to this initiatives via providing relevant input on water safety and water contamination prevention Conduct training and awareness programs and using local knowledge to create greater understanding by the community of their water supply systems. The risks involved and to encourage them to take a more proactive whole of community approach to managing their precious water supply. Conduct relevant training activities to improve local capacity and to enable the residents to conduct basic repairs to residential tanks as well as their community tanks as well or to report these to the committee. Working with the whole island communities and IG as well in implementing activities to gather baseline information’s on water demand and consumption activities across one of the island identified and involve as much of the Non-Government organisations as well in water oversight, and in the care and use of water infrastructures
4. Experiences and Competencies
Must have a minimum of 5 years of community education and awareness initiatives. Must able to speak in the Cook Islands languages as well as in the Northern island dialect as well. 74
ANNEX 8; Assets Management Template
Island Government Fixed Assets Profile
Asset Group Ownership Island Government Assets Group Water Supply; Community Tanks Assets Class and ID MIG-CWT-Tukao 1/6 Estimated value Establishment cost ? Value of Repairs ; € 13,000 Assets Information Make; Concrete stave tank Capacity; 45,000L Dimensions Diameter 5m; Height 2m) Date of 1956 Construction Date of Repairs 2015 Depreciation 10 percent Other informations 56 concrete staves and 13 x 18.2 meter long steel tie rods around the outside
Management actions 1. Tie rod to be checked replaced every 10 years. 2. Taps to be replaced every 10 years 3. Annual Check for wear and tear to be carried out with the water shed building Asset Group Ownership Island Government Assets Group Water Supply-Water Building Assets Class and ID MIG-CWB-Tukao 1/3 Estimated value Establishment cost ? Value of Repairs ; € 25,000 Assest Information Make; Concrete column and Capacity; aluminium roofing Dimensions 21m x 8m Date of Construction Date of Repairs 1956 Depreciation 2015 Other information 10 percent Guttering on both side to fill
two tanks Management actions 1. Building to be checked after every cyclone and high winds. 2. Damages repaired as required 3. Guttering to be cleaned periodically
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ANNEX 9: Flow Diagram of the Watershed and Community Tanks under the Project
Community water shed Building
Water shed Guttering Systems on both side of Building
2 x 45kL Concrete stave Tanks
Outlet Taps (2)
The Birds eye view of the Watershed Building
Outlet 1 Guttering 1 Tank 1 Tank 2
Guttering 2 Outlet 2
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ANNEX 10. WATER DESIGN GUIDELINES
The following water supply design guidelines were adopted for this report. These suggested guidelines are similar in most regards to those outlined for other Northern Cook Islands. These guidelines should be considered as interim only.
7.1 General 1. Types of water supply systems: Rainwater collection systems should be used to supply the minimum potable water (10 L/p/day) at all times. These systems can also supply non-potable needs when rainfall is plentiful. Groundwater pumping systems to provide supplementary water when rainwater is inadequate to supply more than potable water needs. Groundwater should be supplied from infiltration galleries located in reserve areas and fitted with solar pumps feeding head tanks.
2. Water quantity (demand): Domestic use: Sufficient to meet the potable and non-potable needs of the design population (refer section 8.4). The per capita supply for all needs should be 100 L/p/day of freshwater with a minimum potable (drinking water) supply of 10 L/p/day. The allowance of 100 L/p/d is larger than the current water demand estimate of 50-75 L/p/d but allows for some expansion in per capita demand (e.g. future use of appliances such as washing machines, especially after the proposed power project which would enable 24 hour per day electricity to each house). Non-domestic use (hospital, school, commercial and other): allow 5% of total residential use. Leakage and wastage (for piped systems to standpipes only): 10% of total domestic and non- domestic demand supplied from groundwater sources. 3. Water quality (potable water): Should meet WHO guidelines for drinking water (WHO, 2004). Specific requirements are as follows: Salinity (EC): less than 1,500 µS/cm on all occasions. Bacteriology: meet WHO (2004) guidelines in most cases. Upper limit of 10 faecal coliforms acceptable on occasions. Water chemistry (heavy metals, herbicides, pesticides or other organic chemicals): meet WHO (2004) guidelines. 4. Water quality (non-potable water): Salinity (EC): less than 2,500 µS/cm in all but extreme droughts. Bacteriology: low faecal coliforms. Upper limit of 100 faecal coliforms acceptable on occasions. Water chemistry (heavy metals, herbicides, pesticides or other organic chemicals): meet WHO (2004) guidelines. 5. Supply points: Rainwater: from tanks adjacent to houses, community buildings or purpose-built roof collection systems. Groundwater: supplied at standpipes. 6. Standpipes: Standpipes should be located no further than 100 m from houses. This means the maximum spacing between standpipes in housing areas should be 200 m. Standpipes should be fitted with appropriate taps to prevent leakage and minimise wastage. These could be lever-action ball valves or spring-loaded taps. 77
7. Service: Continuous (i.e. 24 hours/day). Water supply should therefore be sustainable through droughts. 8. Storage capacity: Rainwater: sufficient community storage to enable the design population to access 10 L/p/d at all times. Groundwater: sufficient to supply water at the average rate for one day. 9. Minimum pressure: Rainwater: based on available pressure from household or communal rainwater systems. Groundwater at standpipes: preferably 5m with a minimum of 2 m. 10. Technology: The technology must be simple and capable of being operated and maintained at village level after some training. Standard Designs: Wherever possible, adopt standard designs to minimise requirements for different types of equipment and materials. Non-corroding Materials: Wherever possible, non-corroding materials should be used. This may mean that installation costs will be higher, but savings will be made on later maintenance and replacement costs.
7.2 Details for selected items 1. Pipelines: All main pipelines should be laid using from medium density polyethylene (MDPE) pipe, rather than other alternatives such as PVC pipe. MDPE pipe is supplied in long coils and can be joined with compression fittings rather than solvent cement (glued) joints. MDPE pipelines tend to have less joints than PVC pipelines and the joints can easily be tightened to prevent leaks. Many PVC pipelines in the Cook Islands have developed leaks owing to poor solvent weld joints. MDPE are also more robust than PVC pipes and do not become brittle after long exposure to direct sunlight. Pipelines should be laid in trenches except where site conditions are too difficult (e.g. sections of gravity pipelines where the topography is too steep or rock is encountered). It is particularly important to lay pipelines properly within villages to avoid damage. Depths of trenches and type of backfill should be in accordance with normal water supply practice. This would mean that the minimum depths of cover for pipelines are as follows: Open area: 300 mm In areas other than roads where vehicles can drive: 450 mm Under sealed roads: 600mm Under unsealed roads: 750mm. Automatic air-valves should be installed at any high points on pipelines. These should be fitted with suitable protective boxes.
2. Storage tanks: Ground storage tanks should be either polyethylene (‘poly’) or concrete. Elevated storage tanks should be either poly or specially coated steel tank, made in sections, and fitted with a polythene liner. Fibreglass tanks which have some advantages are not considered suitable owing to their greater susceptibility to puncturing (e.g. from flying debris during cyclonic winds). Elevated tanks should be anchored using stainless steel wires and fittings to the tankstand. Polythene tanks should be robust. Tanks that are currently used in the Cook Islands are suitable. In general, the minimum capacity of poly tanks should be 6 kL For coated steel tanks, all floor, wall and roof panels shall be a minimum of 1.6 mm thick and be pre-coated on both sides with a suitable anti-corrosion coating. A suitable coating is a PVC film 78
coated over galvanised steel sheets. The galvanising shall have a minimum coating of 300 g/m2 and the PVC film shall have a minimum thickness of 250 µm. All structural steel members shall be hot dip galvanised with a minimum zinc coating shall be 300 g/m2. 3. Pipework at storage tanks: Each tank should be fitted with one inlet pipe and one outlet pipe. Two or more inlet or outlet pipes are unnecessary as tees can be used either upstream or downstream from the tank if necessary. Each tank should also be fitted with an overflow pipe and scour pipe. The overflow pipe should be fitted near the top of the tank to direct any overflows away from the tank. The scour pipe should be connected near the base of the tank to enable periodic draining and cleaning of the tank. A suitable scour (gate) valve should be fitted to this pipe close to the tank. The overflow and scour pipes should be laid in a trench away from the base of the tank(s) and terminated in a place where scour flows and overflows will not cause erosion or nuisance flooding. Bypass pipe between inlet and outlet pipes should be installed at each storage tank (or set of tanks) to enable flow to continue if the tank needs to be maintained. A scour valve should be installed on a tee connection from the inflow pipeline upstream of each storage tank (or set of tanks), to flushing out inflow pipe, if necessary.
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ANNEX 11. WATER TANKS ASSESMENT INFORMATION
Pukapuka Island Tank No. 1. Admin Building Type; Concrete stave, 45kL; Condition; It working and was leaking . It has been- reinforced from the outside Catchment; Is the Administration Building and is in good condition Tank Roof; Generally in Good condition Facia, Spouting Guttering; Good and working Tank structure; Looks OK with leakage on the sides and has been reinforced from the outside Outlet; Rusted is connected to a pump to the GR building and the administration building Tie Rods; Advanced state of rust Tank No. 2. Hospital Type; Concrete stave, 45kL; Condition; It working and was leaking . It has been- reinforced from the outside Catchment; Is the Hospital/Health Admin building in good condition Tank Roof; Generally in Good condition Facia,Spouting Guttering; Good condition and working Tank structure; Looks OK with leakage on the sides and has been reinforced from the outside as well Outlet; Is connected to a pump to the Hospital/Health building Tie Rods; Advanced state of rust Tank No. 3… Yato Village No. 1 Type; Concrete stave, 45kL; Condition; Its working but is leaking as well. Catchment; Is the Yato village Community Water building in relatively good condition Tank Roof; Have rusted beyond repair Facia, Spouting Guttering; In good condition and working Tank structure; Looks OK with leakage on the sides Outlet; have rusted, a water hose is connected to it Tie Rods; In advanced state of rust, Nothing on the base
Tank No. 4 Yato Village No.2 Type; Concrete stave, 45kL; Condition; Working and leaking on the sides as well Catchment; Is the Yato village Community Water building in relatively good condition Tank Roof; Have rusted beyond repair Facia, Spouting Guttering; Good and working Tank structure; Looks OK with small leaks on the sides Outlet; No tap just stopper Tie Rods; Looks ok but are also rusty 80
Tank No. 5 Nuia School No.1 Type; Concrete stave, 45kL; Condition; It working and full on inspection Catchment; Generally good and columns have been repaired; School building Catchment Tank Roof; Generally in Good condition Facia, Spouting Guttering; Good and working Tank structure; Looks OK with small leakage on the sides but not too bad Outlet; Working connected to pump to school staff room Tie Rods; Rods looks okay Tank No. 6 Nuia School No.2 Type; Concrete stave, 45kL; Condition; It working and full on inspection Catchment; Generally good and columns have been repaired; School building Catchment,. Base have been reinforced from the outside Tank Roof; Generally in Good condition Facia, Spouting Guttering; Good and working Tank structure; Looks OK with small leakage on the sides but not too bad Outlet; Working connected to pump to school staff room Tie Rods; Rods have rusted Tank No. 7 Roto Village No 1 Type; Concrete stave, 45kL; Condition; No working but have water inside Catchment; Damaged by Cyclone Percy 2005. Will need repair for half of the catchment roof including, new trusses, purlins and new roofing Tank Roof; Have rusted Facia, Spouting Guttering; Guttering on one side and not spouting Tank structure; Looks OK on the outside Tie Rods; This is on state of rust Tank No. 8 Roto village No 2 Type; Concrete stave, 45kL; Condition; Not working Catchment; Generally good; the other half however is damaged by Cyclone Percy in 2005 Tank Roof; Generally in Good condition Facia, Spouting Guttering; Good and working Tank structure; Looks OK with small leakage on the sides but not too bad Outlet; Working connected to pump Tie Rods; Advanced state of rust Tank No. 9 Ngake village No 1 Type; Concrete stave, 45kL; Condition; Not working Catchment; Generally good some concerns with the trusses, purlins Tank Roof; No roof cover Facia, Spouting Guttering; Good and working Tank structure; Looks OK Outlet; Rusty not working Tie Rods; Advanced state of rust 81
+ Tank No. 10 Ngake village No 2 Type; Concrete stave, 45kL; Condition; Not working Catchment; Generally good some concerns with the trusses and purlins. Cracks on the columns Facia, Tank Roof; Poor condition Spouting Guttering; Good and working Tank structure; Looks OK with small leakage on the sides but not too bad Outlet; Rusty, not working Tie Rods; Advanced state of rust and only 4 rods on the tank Tank No. 11 Roto village No 1 Type; Concrete square, 22kL; Condition; Not working Catchment; Generally good condition a Private house nearby Tank Roof; Poor condition Facia, Spouting Guttering; Nil . Tank structure; Looks OK with small leakage on the sides but not too bad and can be repaired Outlet; Rusty, not working Tie Rods - Nil Tank No. 12 Roto village No 1 Type; Concrete square, 22kL; Condition; Working Catchment; Generally good condition – Ngake Meeting house Tank Roof; good condition Facia, Spouting Guttering; Installed and working Tank structure; Looks OK with small leakage on the sides but not too bad and can be repaired Outlet; Rusty, but working Tie Rods - Nil Tank No. 13 Roto village No 1 Type; Concrete square, 22kL; Condition; Working Catchment; Generally good condition – CICC Sunday School Tank Roof; good condition Facia, Spouting Guttering; Installed and working Tank structure; Looks OK with small leakage on the sides but not too bad and can be repaired Outlet; Good condition and working Tie Rods - Nil Tank No. 14 Roto village No 1 Type; Concrete square, 22kL; Condition; Working Catchment; Generally good condition a Private house nearby Tank Roof; Corrugated iron roof in good condition Facia, Spouting Guttering; Installed and working Tank structure; Looks OK with small leakage on the sides but not too bad and can be repaired Outlet; Rusty, but connected with alkathene pipe leading to the side of the house 82
Tie Rods - Nil Tank No. 15 Yato village No 1 Type; Concrete square, 22kL; Condition; Working Catchment; Generally good condition – Yato Meeting house Tank Roof; Roof is concrete in good condition Facia, Spouting Guttering; Installed and working Tank structure; Looks OK with small leakage on the sides but not too bad and can be repaired Outlet; Rusty, but working Tie Rods - Nil Tank No. 16 Yato village No 2 Type; Concrete square, 22kL; Condition; Working Catchment; Generally good condition a Private house nearby Tank Roof; Corrugated iron roof in good condition Facia, Spouting Guttering; Installed and working Tank structure; Looks OK with small leakage on the sides but not too bad and can be repaired Outlet; Rusty, but connect with alkathene pipe leading to the side of the house Tie Rods - Nil Tank No. 17 Roto village No 1 Type; Timber stave tank, 22kL; Condition; Working Catchment; Generally good condition a community building nearby Tank Roof; Corrugated iron roof in good condition Facia, Spouting Guttering; Installed and working Tank structure; Looks OK but the inside liner have a leak half way up the tank Outlet; Rusty, but working Tie Rods – Cable only three are holding the tank together Tank No. 18 Roto village No 1 Type; Concrete square, 22kL; Condition; Working Catchment; Generally good condition a Private house nearby Tank Roof; Corrugated iron roof in good condition Facia, Spouting Guttering; Installed and working Tank structure; Looks OK with small leakage on the sides but not too bad and can be repaired Outlet; Rusty, but connected with alkathene pipe leading to the side of the house Tie Rods - Nil Tank No. 19 Ngake village No 1 Type; Concrete square, 22kL; Condition; Working Catchment; Generally good condition a Meeting house Tank Roof; Corrugated iron roof in good condition Facia, Spouting Guttering; Installed and working Tank structure; Shows sign of leaks on the sides but not too bad and can be repaired. Has been reinforced from the outside
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Outlet; Rusty but working Tie Rods - Nil Tank No. 20 Roto village No 1 Type; Concrete square, 22kL; Condition; Working Catchment; Generally good condition a Private house nearby Tank Roof; Corrugated iron roof in good condition Facia, Spouting Guttering; Installed and working Tank structure; Looks OK with small leakage on the sides but not too bad and can be repaired Outlet; Rusty, but connected with alkathene pipe leading to the side of the house Tie Rods - Nil Tank No. 21 Roto village No 1 Type; Concrete square, 22kL; Condition; Working Catchment; Generally good condition a Private house nearby Tank Roof; Corrugated iron roof in good condition Facia, Spouting Guttering; Installed and working Tank structure; Looks OK with small leakage on the sides but not too bad and can be repaired Outlet; Rusty, but connected with alkathene pipe leading to the side of the house Tie Rods – Nil
Tank No. 22 Motu Ko No 1 Type; Concrete square, 60kL; Condition; Not Working with water inside Catchment; Generally good condition a Community house Tank Roof; Corrugated iron roof in good condition Facia, Yes and in good condition Spouting Guttering; Nil Tank structure; Looks OK as damaged by Cyclone Percy 2005 Outlet; Rusted
Tie Rods - Nil Summary of Issues and Proposed works 1. Water Tanks Pukapuka have twenty two (22) community tanks including; 10x concrete stave tanks; 6 working and leaking at the same time and 4 not working 1x circular timber tank; working but can fill only up to half level mark and leaks after that 11x square ferro-cemen tanks ; of these there are 9 working with leaks and 2 not working but can be repaired
2. Tank cover or roof; 10x concrete stave tanks; 4 have good roofing while six(6) require roof cover and timber works 1x circular timber tank; cover is good 11x square ferro-cemen tanks;. Of these 2 ( Roto village and Motu Ko) have no roof cover and the rest 9 have existing roof.
3. Water Catchment Roofing 10x concrete stave tanks; 6 have catchment roofs that require repairs (Yato, Ngake and Roto Community tanks), 2 does not require any roofing, (Administration/Health) and 2 have a good roof; (Niua School 1x circular timber tank; Catchment is good 11x square ferro-cement tanks;. Of these 2 have no roof cover and the rest 9 have existing roof. 84
4. Facia, Spouting and Guttering. Overall the spouting and the guttering are working and there is no need to replace these but their maybe a need to in some areas especially with the proposed replacement tanks.
Recommendations 1. Water Tanks ; Repair 10 Concrete Stave tanks Replace liners for the 10,000 l timber tanks Repair 11 square tanks.
2. Tanks roofs Repair roofs for Yato, Roto and Ngake Water tank building
3. Water Catchment Roofing; Repairs to the two Community water buildings at; Council Building Administration building
3. Facia board Spouting and Guttering. Replace for the three community buildings only
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Manihiki – Tukao Tank No. 1 Tukao School Type; Concrete stave, 45kL; Condition; It is not working after being damage by Cyclone Martin but there are water in the tank Catchment Building;; Generally good but issues with purling and trusses and the supporting concrete columns showing advanced crack due to rusting steel reinforcement.. Roof rusted in one corner Tank Roof; Generally made of Plywiood and in good condition Spouting Guttering; Good, connected and working Fascia board; Not good Tank structure; Looks OK with small leakages on the sides but not too bad Outlet; Have rust but in-tacked and have been lifted up from previous position Tie Rods; Advanced state of rust only 3 in place Tank No. 2 Tukao School Type; Concrete stave, 45kL; Condition; It is not working after being damage by Cyclone Martin but there are water in the tank Catchment Building;; Generally good but issues with purling and trusses and the supporting concrete columns showing signs of cracks Tank Roof; Generally made of plywood and in Good condition Spouting Guttering; Good and working Fascia board; Not good Tank structure; Looks OK with small leakage on the sides but not too bad Outlet; Have rust but in tacked and have been lifted up from previous position Tie Rods; Advanced state of rust with 8 still in place Tank No. 3 Pareatai 1 Type; Concrete stave, 45kL; Condition; It is working and there are water in the tank (Quarter full) Catchment Building;; Generally good but issues with purling and trusses and the supporting concrete columns showing signs of advanced cracks Tank Roof; Is rusty and in poor condition Spouting Guttering; Good and working Fascia board; Not good Tank structure; Looks OK with small leakage on the sides. Outlet; Have rust, leaking with no tap Tie Rods; Advanced state of rust with 8 in place Tank No. 4 Pareatai 2 Type; Concrete stave, 45kL; Condition; It is working well and is full Catchment Building; Generally good but issues with purling and trusses and a number of supporting concrete columns have cracks at the base Tank Roof; Generally made of iron roof and have rusted and in a poor state Spouting Guttering; Good and working Fascia board; Not good Tank structure; Looks OK with small leakage on the sides Outlet; Looks good and working Tie Rods; Advanced state of rust only 7 in 86
Tank No. 5 Maraihono Type; Concrete stave, 45kL; Condition; It working and full on inspection Catchment Building;; Generally good; Infrastructure Building Tank Roof; Generally in a poor state with rusty iron roofing materials Spouting Guttering; Good and working Fascia board; Not good Tank structure; Looks OK with small leakage on the sides Outlet; Working connected to pump Tie Rods; Advanced state of rust with 6 still intacked
Tank No. 6 Maraihono Type; Concrete stave, 45kL; Condition; It working and is half full on inspection Catchment Building;; Generally good; Infrastructure Building Tank Roof; Generally in Good condition with aluminium roofing iron Spouting Guttering; Good and working Fascia board; Not good Tank structure; Looks OK with small leakage on the sides Outlet; Working connected to pump Tie Rods; Advanced state of rust with nothing holding the tank together
Manihiki-Tauhunu Village
Tank No. 1 Ruamanu school 1 Type; Concrete stave, 45kL; Condition; It working and is full on inspection Catchment Building;; Very good has been repaired Tank Roof; Generally in Good condition with aluminium roofing iron Spouting Guttering; Good and working Fascia board; Good Tank structure; Looks OK with small leakage on the sides Outlet; sealed Tie Rods; Advanced state of rust with 12 still intacked Tank No. 2 Ruamanu school 2 Type; Concrete stave, 45kL; Condition; It working and is full on inspection Catchment Building;; Very good has been repaired Tank Roof; Generally in Good condition with aluminium roofing iron Spouting Guttering; Good and working Fascia board; Good Tank structure; Looks OK with small leakage at the base of the tank Outlet; is working Tie Rods; Advanced state of rust with 12 still intacked 87
Tank No. 3 Tauhunu-rua 1 Type; Concrete stave, 45kL; Condition; Its working and is full on inspection Catchment Building;; Not very good with issues with the columns, trusses, and purlins and the other half of the building roof have been taken off by the Cyclone Martin Tank Roof; Generally in Good condition with aluminium roofing Spouting Guttering; Good and working Fascia board; Not Good Tank structure; Looks OK with leakage on the side of the tank Outlet; is working Tie Rods; Advanced state of rust with 9 still in tacked Tank No. 4 Tauhunu-rua 2 Type; Concrete stave, 45kL; Condition; Not working Catchment Building;; Not very good with issues with the columns, trusses, and purlins and the other half of the building roof have been taken off by the Cyclone Martin Tank Roof; Generally in Good condition with aluminium roofing iron Spouting Guttering; Nothing Fascia board; Nothing Tank structure; Looks OK with leakage on the side of the tank Outlet; is not working Tie Rods; Advanced state of rust with 10 still intacked Tank No. 5 Tauhunu Admin Type; Concrete stave, 16kL; Condition; Working well Catchment Building;; Very good – Admin Building Tank Roof; Good condition with aluminium roofing iron Spouting Guttering; Working Fascia board; Yes and working Tank structure; Looks OK with leakage on the side of the tank Outlet; Is working but leaking Tie Rods; Advanced state of rust with 7 still intacked
Tank No. 6 Pauhu 1 Type; Concrete stave, 45kL; Condition; Not Working with water in it Catchment Building;; No building. It was damaged by Cyclone Martin Tank Roof;No roofing Spouting Guttering; Working Fascia board; Nothing Tank structure; Looks OK with leakage on the side of the tank Outlet; is not working Tie Rods; Advanced state of rust with 2 still intacked Tank No. 6 Pauhu 2 Type; Concrete stave, 45kL; Condition; Working and half way full. Catchment Building;; A building was built to catch rainwater to feed the tank. The original building was damaged by Cyclone Martin Tank Roof; No roofing Spouting Guttering; Working Fascia board; Nothing Tank structure; Looks OK with leakage on the side of the tank Outlet; is not working Tie Rods; Advanced state of rust with 2 still intacked Summary of Issues and Proposed works 88
1. Water Tanks Manihiki have thirteen (13) community tanks including; 12x concrete stave tanks; 6 working and leaking at the same time and 6 not working 1 x concrete stave 16kL is working but leaking at the same time
2. Tank cover or roof; 12x concrete stave tanks; 5 have well covered roof and 3 have rusted roofing and 2 with nothing 1 x 16 kL roofing is Okay but require repairs.
3. Water Catchment Roofing Of the six (6) catchments, the Ruamanu School and the Infrastructure Building (Maraihono) and Tauhunu Admin are the best of the lot. The water building at the Tukao school, Pareratai and Tauhunu-rua will need some major repairs. The roofing of one of the tanks in Pauhu is working and will need additional post to make the building suitable and safe for water storage purposes. Consideration to do the roofing for the Pauhu tank no 2 should be c considered.
4. Facia, Spouting and Guttering. Of the six (6) catchments, the Ruamanu School and the Infrastructure Building (Maraihono) and Tauhunu Admin are also the best of the lot.
The water building at the Tukao school, Pareratai and Tauhunu-rua will new guttering, spouting. The roofing of one of the tanks in Pauhu is working and will need additional post to make the building suitable and safe for water storage purposes.
Recommendations 1. Water Tanks ; Repair all 11 tanks 2. Water Catchment Roofing; Repairs to the two Community water buildings at; Tukao school Pareratai Tauhunu-rua Pauhu 1 3. Facia board Spouting and Guttering. Replace for the following buildings Tukao school Pareratai Tauhunu-rua Pauhu 1
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Rakahanga Island Tank No. 1 Admin Building Type; Concrete stave, 45kL; Condition; It working and was full on inspection Catchment; Generally good but issues with purling and trusses and the supporting concrete posts showing signs of advanced rust Tank Roof; Generally in Good condition Spouting Guttering; Good and working Tank structure; Looks OK with small leakage on the sides but not too bad Outlet; Rusted and wrapped with rubber Tie Rods; Advanced state of rust Tank No. 2 Admin Building Type; Concrete stave, 45kL; Condition; It working and holding water signs of leakage on the sides Catchment; Generally good but issues with purling and trusses Tank Roof; Generally in Good condition Spouting Guttering; Good and working Tank structure; Looks OK with leakage on the sides but not too bad Outlet; Signs of rust but working Tie Rods; Advanced state of rust
Tank No. 3 Council Building Type; Concrete stave, 45kL; Condition; It working but leaking once I t reach the mid way point of the tank so it cannot remain full Catchment; Generally good but issues with purling and trusses Tank Roof; Generally in Good condition Spouting Guttering; Good and working Tank structure; Looks OK with leaks easily identified, minor crack on the stave panels but not bad Outlet; Rusted with T connection on the tap Tie Rods; Lowe and upper rods rusted Tank No. 4 Council Building Type; Concrete stave, 45kL; Condition; Not working, Assumed to be leaking from the base Catchment; Generally good structurally but issues with purling and trusses Tank Roof; Generally in Good condition Spouting Guttering; Good and working Tank structure; Looks OK with small leaks on the side but base seems to be any issue Outlet; Taps intact and working Tie Rods; No rod on the top and the bottom of the tanks Tank No. 5 Rakahanga School Type; Concrete stave, 45kL; Condition; It working and full of water on inspection Catchment; Generally good; School building Tank Roof; Generally in Good condition Spouting Guttering; Good and working Tank structure; Looks OK with small leakage on the sides but not too bad Outlet; Working and connected to a pump Tie Rods; Advanced state of rust
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Tank No. 6 Rakahanga Church Type; Concrete tank, 25kL; Condition; Not working and structurally is not in a good condition but leaking Catchment; Very good Church building Tank Roof; Generally in Good condition Spouting Guttering; Good and working Tank structure; Looks Ok from the outside but the inside wall are old and the plaster material which are mainly lime and coral mortar which keep coming off an thus continues to leak Outlet; Have rusted Tie Rods; Nil Tank No. 7 Rakahanga Church Type; Concrete Square -40kL; Condition; Not working but leaking Catchment; Very good Church building Tank Roof; Generally is not in a Good condition Spouting Guttering; Good and working Tank structure; Looks OK but the wall shows advance signs of cracks and corrosion of reinforcement is evident. It has been repaired before but continues to leak Outlet; Have rusted Tie Rods; Nil Summary of Issues and Proposed works 1. Water Tanks Rakahanga have seven (7) community tanks; 5x concrete stave. Of these only two (2) are working well with leaks and three (3) others not fully working but assessed to be reparable. 1x circular tank and not working 1x square tank and not working.
The circular and square tanks if repaired will continue to leak due to advance structural weaknesses. In consultation with the Island community they requested for these two to be replaced with a pair of Concrete/PE tanks
2. Water Catchment Roofing Of the four (4 catchments, one (1 ) the school and the Church are in a very good state and no work is required for the other two (2). The Island Council water building and the Administration Water building, minor issues are present especially with the trusses and purling and some of the columns. These will be repaired and strengthened under the project... The roofing materials which are allumium have been in place for over 50 years and recommends for the continue using the same roofing material
3. Spouting and Guttering. Overall the spouting and the guttering are working and there is no need to replace these but their maybe a need to in some areas especially with the proposed replacement tanks
Recommendations 1. Water Tanks ; Repair 5 tanks Replace 2 tanks with alternative. Preferably 20kL Concrete 2. Water Catchment Roofing; Repairs to the two Community water buildings at; Council Building Administration building 3. Facia and Guttering. Replace facia boards and Spouting and guttering for the two community buildings only 4. Tie rods Replace tie rods for all 5 tanks
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Penrhyn; Omoka Tank No. 1 Omoka Water Building. Type; Concrete stave, 45kL; Condition; Not working Catchment; Generally good but issues with purling and trusses and the supporting concrete posts showing signs of rust roof partially renewed Tank Roof; Rusted Spouting Guttering; Partly guttered, spouting not connected Tank structure; Looks OK with small leakage on the sides but not too bad Outlet; Rusted and broken Tie Rods; Advanced state of rust only 5 left Tank No. 2 Omoka Water Building. Type; Concrete stave, 45kL; Condition; Not working Catchment; Generally good but issues with purling and trusses and the supporting concrete posts showing signs of rust roof partially renewed Tank Roof; Rusted Spouting Guttering; Partly guttered,, No spouting Tank structure; Looks OK with small leakage on the sides but not too bad Outlet; Rusted and broken Tie Rods; Only 1 left but have rusted Tank No. 3 Old Hospital Type; Concrete stave, 45kL; Condition; Not working although here is water inside Catchment; No catchment Tank Roof; No roofing Spouting Guttering; Nil Tank structure; Looks OK but have cracks on the Stave panels and exposed steel Outlet; Rusted Tie Rods; Have a number of tie rods on it but shows signs of advanced rust Tank No. 4 Harbour Type; Concrete stave, 45kL; Condition; Not working and the bottom of the tank have huge crack. Foundations also have cracks on the sides Catchment; No catchment Tank Roof; No roofing have Spouting Guttering; Nil Tank structure; Looks OK but have cracks on the foundation and on the Stave panels Outlet; Rusted Tie Rods; Have rusted Tank No. 5 Catholic Church Type; Concrete stave, 45kL; Condition; It working and full on inspection Catchment; Generally good; School building Tank Roof; Generally in Good condition Spouting Guttering; Good and working Tank structure; Looks OK with small leakage on the sides but not too bad Outlet; Working Tie Rods; Only 4 on the tanks and are in advanced state of rust 92
Tank No. 6 Faireka Type; Concrete stave, 45kL; Condition; it is not working Catchment; Generally good and the roofs in a good condition Tank Roof; Have rusted in sections Spouting Guttering; Nothing Tank structure; Looks Good with small leakage on the sides but not too bad Outlet; Rusted Tie Rods; Advanced state of rust
Tank No. 7 Admin Building Type; Concrete stave, 45kL; Condition; It working and was full on inspection Catchment; Generally good Tank Roof; Generally in Good condition Spouting Guttering; Good and working Tank structure; Looks good with leakages on the sides but not too bad Outlet; Rusted and wrapped with rubber Tie Rods; Only 3 in place Tank No. 8 Old Admin Building Type; Concrete stave, 16kL; Condition; Not working Catchment; Generally good. It is the old Post office and Government Administration Building. Tank Roof; Generally in Good condition with rust in part of the tank roof Spouting Guttering; Nothing Tank structure; Looks OK with small leakage on the sides but not too bad Outlet; Rusted Tie Rods; Only 4 remaining on the tank Tank No. 9 Old Admin Building Type; Concrete stave, 45kL; Condition; Not working Catchment; The Post office roofing is In generally good condition Tank Roof; Nothing Spouting Guttering; Nothing Tank structure; Looks OK with small leakages showing on the sides and steel mesh on the panels exposed to the elements in some areas Outlet; Rusted and wrapped with rubber Tie Rods; Only 3 remaining Tank No. 10 Omoka CICC Type; Concrete , 20kL; Condition; Not working Catchment; Generally good CICC Church Tank Roof; Generally in Good condition Spouting Guttering; Nil Tank structure; Looks good but there is a big hole that needs a lot of work to seal Outlet; Rusted Tie Rods; Nil
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Tank No. 11 Omoka CICC Type; Concrete , 20kL; Condition; Not working Catchment; Generally good CICC Church Tank Roof; Generally in Good condition Spouting Guttering; Nil Tank structure; Looks good Outlet; Rusted Tie Rods; Nil
Tank No. 12 CICC Sunday School Type; Concrete stave, 45kL; Condition; Its working and was full on inspection Catchment; Generally good Tank Roof; Some rust in sections Spouting Guttering; Good and working Tank structure; Looks OK with small leakage on the sides but not too bad Outlet; Rusted needs repairs Tie Rods; 6 tie rods left on it
Tank No. 13 CICC Sunday School Type; Concrete square 20kL; Condition; Its working and was full on inspection Catchment; Generally good Tank Roof; Some rust in sections Spouting Guttering; Good and working Tank structure; Looks OK with small leakage on the sides but not too bad Outlet; Rusted with PVC connection on it Tie Rods; Nil Tank No. 14 CICC Pastors house Type; Concrete stave, 16kL; Condition; It working and was full on inspection Catchment; Generally good Tank Roof; Generally in Good condition Spouting Guttering; Good and working Tank structure; Looks OK with small leakage on the sides Outlet; Rusted and wrapped with rubber Tie Rods; 6 more tie rods on it
Penrhyn- Tetautua Tank No. 1 Tetautua Farevai Type; Concrete stave, 45kL; Condition; It working Catchment; Generally good but issues with purling and trusses and the supporting concrete posts showing signs of advanced rust Tank Roof; Rusty Spouting Guttering; Good and working Tank structure; Looks OK with small leakage on the sides but reparable Outlet; Rusted and plugged with rubber Tie Rods; Good with only 3 broken 94
Tank No. 2 Tetautua Farevai Type; Concrete stave, 45kL; Condition; It working Catchment; Generally good but issues with purling and trusses and the supporting concrete posts showing signs of advanced rust Tank Roof; Rusty Spouting Guttering; Good and working Tank structure; Looks OK with leakage on the sides. Attempts to fixed the leaks have been done. Outlet; Working but have rusted. Tie Rods; Good with only 3 broken Tank No. 3 Tetautua Clinic Type; Concrete stave, 45kL; Condition; Its working Catchment; Generally good, Tetautua Clinic Tank Roof; OK Spouting Guttering; Good and working Tank structure; Looks OK with leakage on the sides. Outlet; Working but have rusted. Tie Rods; Good with 6 tie rod still intact
Tank No. 4 Tetautua School Type; Concrete stave, 45kL; Condition; Not working and have advanced rust with cracks on the staves Catchment; Generally good, Tank Roof; Rusted Spouting Guttering; Nothing Tank structure; Shows advance structural damage and cracks on the panels Outlet; Working but have rusted. Tie Rods; Only 1 left Tank No. 5 Tetautua School Type; Concrete stave, 45kL; Condition; Not working and have advanced rustwith cracks on the staves Catchment; Generally good, Tank Roof; Rusted Spouting Guttering; Nothing Tank structure; Shows advance structural damage and cracks on the panels Outlet; Working but have rusted. Tie Rods; Only 4 left Tank No. 6 Tetautua CICC Type; Concrete , 20kL; Condition; Not working Catchment; Generally good CICC Church Tank Roof; Generally in Good condition Spouting Guttering; Good and working Tank structure; Looks good with leaks and small crack lines on the sides Outlet; Working Tie Rods; Nil
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Tank No. 7 Tetautua CICC Type; Concrete , 20kL; Condition; Not working Catchment; Generally good CICC Church Tank Roof; Generally in Good condition Spouting Guttering; Good and working Tank structure; Looks good with leaks and small crack lines on the sides Outlet; Rusted and plugged with a cork Tie Rods; Nil
Tank No.8 Tetautua CICC Type; Concrete square , 20kL; Condition; Working well Catchment; Generally good CICC Church Tank Roof; Generally in Good condition Spouting Guttering; Good and working Tank structure; Looks good with leaks and small crack lines on the sides Outlet; Rusted and connected to the Pastors house with alkathene pipe Tie Rods; Nil
Summary of Issues and Proposed works 1. Water Tanks Penrhyn have twenty (22) community tanks including; 14x 45kLconcrete stave tanks; 6 (Catholic, Admin, CICC Sunday School, Health-Tetautua, Water Building-Tetautua (2) working and leaking at the same time and 8 ( Water building –Omoka (2) Faireka, Health, Harbour, Post Office) Tetautua school (2) not working 2x 16kLconcrete stave tanks; 1 (CICC) working and leaking at the same time and 1(Post office) not working 4x circular concrete tanks 2 working and 2 not working 2 x square ferro-cement (Omoka CiCC Sunday school 1 and 1 (Pastors resident Tetautua) tanks and both working 2. Tank cover or roof; 5x 45kLconcrete stave tanks; No cover and are not working.( Health, Post Office, Harbour and Tetautua school (2) The remaining 9 have roofing but are in various state of disrepair. Poor roofing;2 x Omoka school, 2x 16kLconcrete stave tanks; 1 have good roof cover and 1 have rusted cover 4x circular concrete tanks all have good cover 2x square Ferro-cement tanks have good cover 3. Water Catchment Roofing 5x 45kLconcrete stave tanks; No roofing and not working. The remaining 9 have Catchment but are in various state of disrepair 2x 16kL concrete stave tanks; 1 have good roofing and 1 will need to be connected to the Post office which has good roof 4x circular concrete tanks all have good roofing 2x square ferro-cemen tanks have good roofing 4. Facia, Spouting and Guttering. Overall the facia, and the guttering on the two Water buildings needs to be replaced. The rest of the catchment have good spouting and guttering Recommendations 96
1. Water Tanks ; A. 45kL Concrete tanks Repair 10 x 45kL concrete stave tanks. Four (4) are assessed to have advance structural issues mainly based on the advance corrosion on the steel mesh in stave panel and in the stave joints (1xHarbour, 1xOld Hospital, 2xTetautua school)
B. 16kL Concrete stave tanks Repair 2x 16kLconcrete stave tanks; Repair 4x circular concrete tanks 2 working and 2 not working Repair 2 x square ferro-cement and both working 2. Tank cover or roof; Repair tank cover A. 45kL tanks; Repair roof for 2 x Omoka school, Post office tank, CICC Sunday school, Faireka, 2 x Tetautua water building B. 16kLconcrete stave tanks; 1 tank top roof for Old admin 3. Water Catchment Roofing 5x 45kLconcrete stave tanks; No roofing and not working. The remaining 9 have Catchment but are in various state of disrepair A. 45kL Tanks Repair Catchments for Omoka school Water Building, Tetautua Water Building
4. Facia, Spouting and Guttering. Replace Facia, Guttering for the two community water tank Building only
5. Tanks replacement Replace the 4 x concrete stave tanks with 6x 20kL tanks (3 in Tetautua and 3 in Omoka)
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Nassau Island Water Tanks
Tank No. 1. Community Building Type; Concrete stave, 45kL; Condition; It working and was leaking . It has been-reinforced from the outside Catchment; Is the Community Building and is in good condition Tank Roof; Generally in poor condition Facia board; need replacement, Guttering; Working but needs re-working Tank structure; Looks OK with leakage on the sides and has been reinforced by concreting from the outside Outlet; Rust but working Tie Rods; Advanced state of rust Tank No. 2. Community Building Type; Concrete stave, 45kL; Condition; It working and was leaking . It has been-reinforced from the outside Catchment; Is the Hospital Building and is in good condition Tank Roof; Generally in good condition Facia board; Good Guttering; Working but needs re-working Tank structure; Looks OK with leakage on the sides and has been reinforced by concreting from the outside Outlet; Rust but working Tie Rods; Advanced state of rust
Tank No. 3. Church Building Type; PE 25kL; Condition; It is working and one have been broken Catchment; Is the Catholic Church Building and is in good condition Tank Roof; Generally in good condition Facia board; Good Guttering; Working Tank structure; Looks OK but the community expec tank not to last long Outlet; Working
Proposed Works Summary 1. Water Tanks Nassau have two(2) community tanks; 2x concrete stave. These are working well with leaks 2 x 25 Kl Plastic water tanks ( Only 1 is working since one have broken apart)
As mentioned one of the plastic tanks have collapsed and they expect the remaining one to go soon, In consultation with the Island community via their representative they requested for additional tanks to replace these two plastic tanks.
2. Water Catchment Roofing Both of the two catchment are in a good state and no work is required. However the cover of one of the concrete tank will need replacement.
3. Facia, The facia board needs replacement for the community building g
4. Guttering. Overall the spouting and the guttering are working but there is need to improve these and there is no need to replace these but their maybe a need to in some areas especially with the proposed replacement tanks
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ANNEX 12. IMPLEMENTATION SCHEDULE
GIZ Project Schedules;
Ref Outputs and Activities Responsibility 2015 2016 2017 2018 Quarters 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 Project Component 1 Program management system and design guideline established and implemented 1.1 Establish project administration and management systems 1.1.1 Establish the project logistical support office OPM Appoint coordinator OPM Secure office materials and equipment OPM Confirm and Appoint Technical support/Project OPM Manager Set up financial processing arrangements. OPM-MFEM Finalise and approve processes OPM-GIZ 1.2 Set up project support committee and conduct project and stakeholder consultations Establish water management committee in Rarotonga OPM Confirm committee policies and role OPM Conduct the relevant meeting and consultations OPM and ICI 1.3 Undertake Project Management Monitoring and Reporting 1.3.1 Confirm Project delivery and Management structures OPM- and options 1.3.2 Consider and approve water design guidelines OPM -Project Engineers and ICI Water design criteria Ministry of Health Waster safety 1.3.3 Approve water management system. OPM and Committee 1.3.4 Undertake project management activities OPM and Committee x 1.3.5 Conduct Project monitoring and reporting OPM and Committee x Project Component 2. Rain water tanks, catchments and infrastructure repaired and made functional. 2.1 Conduct field consultations, survey and assessments of the community rain water tanks. 2.1.1 Organise Island visits OPM and IGs 2.1.2 Coordinate consultations with islands concerned OPM and IGs 2.1.3 Conduct community tank assessment and survey OPM and IG 2.2 Prepare technical design, drawings, specifications and required documentation of the proposed upgrade works. 99
2.2.1 Prepare TOR for Design Assignment OPM and IGs 2.2.2 Issues Design contracts OPM and IGs 2.2.3 Deliberation on design and implementation options OPM and IGs 2.2.4 Approve design and project delivery approach and OPM and IGs x options 2.3 Carry out the construction works and commissioning of the upgraded facilities. 2.3.1 Prepare contract document OPM/PM 2.3.2 Tender for supplies for services and materials OPM/PM 2.3.3 Tender supply assessments and evaluation OPM/PM 2.3.4 Issue construction and supply contract OPM/PM 2.3.5 Project oversight Coordinator/PMC/PM 2.3.6 Coordination with islands concerned Coordinator/PMC/PM 2.3.7 Conduct project assessment and management. Coordinator/PMC/PM 2.3.8 Project commissioning and hand over Politician
Project Component 3. Water supply management system and established and Implemented 3.1 Establish Water management Institution and system. 3.1.1 Establish water Management committee PM/IG/Island Committee 3.1.2 Clarify committee roles and policies PM/IG/Island Committee 3.1.3 Establish water consumption baseline pilot approach PM/IG/Island Committee/Community Trainer 3.2 Implement Water management system on the islands 3.2.1 Develop policies for community water use, PM/IG/Committee/Community conservation and saving etc trainer 3.2.2 Conduct the management system education and PM/IG/Committee/Community awareness training for the communities trainer 3.2.3 Implement water baseline data collection PM/IG/Committee/Community trainer 3.3 Conduct education and awareness of Communities on water management and safety system 3.3.1 Prepare community awareness and education activities PM/IG/Committee/Community trainer 3.3.2 Organise and deliver community education and PM/IG/Committee/Community awareness activities and seek support for the trainer management arrangement
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ANNEX 13. MONITORING AND EVALUATION
Description Indicators Baseline Target Means of Frequency Responsibility Verification Goal; To improve the resilience Adequacy of supply Number of Increase in the number Project Design Monthly PMC of the communities on during dry spell community tanks of working water tanks Documents records Quarterly Project Manager Pukapuka, Nassau, Manihiki, currently in and Completion (PM) Rakahanga and Penrhyn to existence Report, Assessment Coordinator and natural disasters (including Report IG drought) by increasing their capacity to collect, store and manage their precious water resources Objectives; Community rain Number of tanks Number of tanks All tanks identified for PDD, Project Monthly PMC, PM and IG water harvesting fully repaired and identified for repair repairs are fully completion report structures/infrastructure at in operation after operational documents. targeted locations are repaired the project and a model of integrated completion. Monthly project water management established No of damaged and No leaks on all repaired report for the northern islands which Wastage and leaking tanks tanks applies a forward looking whole leakages from the of community approach tanks minimised
Functioning management program Component 1. Program management system and design guideline established and implemented
Objective; To establish project Approve No management Management system Management People will adopt PMC and PM management arrangement and management arrangement yet in approved in December meeting report management design guideline for the project arrangement and place 2015 systems design guidelines. Output 1.1; Establish project Administration and There is as yet no Management system Meeting minutes and Monthly OPM and PMC administration and management group office organised for and office set up by end discussions notes. management systems established and the project of December 2015 resourced. Activities 1.1 101
1. Establish the project Administration and logistical support office Management group 2. Appoint coordinator conduct monthly 3. Secure office materials and meetings equipment 4. Prepare TOR for Appoint technical support staff. 5. Set up financial processing arrangements. 6. Finalise and approve processes
Output 1.2. Support committee No project support Ensure the group work Group meeting and monthly PMC and IG Set up project support established. group yet effectively discussions and committee and conduct project established procedures. and stakeholder consultations Relevant operational Additional Activities 1.2 procedures disaggregated data 1. Develop TOR for the considered throughout project Project Management components. committee 2. Establish water management committee in Rarotonga 3. Confirm committee policies and role 4. Conduct the relevant meeting and consultations
Output 1.3 Undertake Project Project No Monitoring The Management Monitoring reports Monthly PMC. Project Management Monitoring and Management report yet entities established and management Reporting entities and working as mandated structure adopted Activities 1.3 1. Confirm Project delivery Water design and and Management standards and structures and options guidelines considered 102
2. Consider and approve water design guidelines Water design criteria Management Waster safety system 3. Approve water implemented management system. 4. Undertake project management activities 5. Conduct Project monitoring and reporting
Component 2. Rain water tanks, catchments and infrastructure repaired and made functional.
Objective; To review, scope, Total of 25 x 45kL Physical status of To fully complete those Project Design report Monthly PMC design, construct, and water tanks are the existing tanks identified and GIZ. commission the rain water repaired. community tanks approved for Completion report tanks and infrastructure rehabilitation Total of 10 community water building are repaired Output 2.1; Conduct field consultation, survey and Field survey Existing number of To complete the field Assessment report Upon Technical Adviser assessments of the community analysis report. Community water assessment in a period engagement of (TA) and rain water tanks. tanks of one month Community TA/PM Coordinator and Community stakeholder analysis IG as well as Activities 2.1 meeting report report Include communities 4. Organise Island visits gender disaggregated 5. Coordinate with islands data concerned 6. Conduct assessment Air tickets Output 2. 2 Approved project No design These will be approved Design After TA and Prepare technical design, technical design, document a month before the documentations consultations Coordinator, PMC drawings, specifications and drawing and available project deadline with communities and IG required documentation of the associated proposed upgrade works. documents
103
Activities 2.2 1. Prepare TOR for Design Assignment 2. Issues Design contracts 3. Deliberation on design and implementation options 4. Approve design and project delivery approach and options
Output 2.3 The project No design That the implement will Completion and Approval and TA- PM Carry out the construction documentation, document fully comply to the work inspections report arrival of Coordinator works and commissioning of implementation program materials on the the upgraded facilities. and commissioning island conducted in Activities 2.3 compliance to 1. Prepare contract document established project 2. Tender for supplies for design documents services and materials 3. Tender assessment 4. Issue construction and supply contracts 5. Project oversight 6. Coordination with islands concerned 7. Conduct project assessment and management. 8. Project commissioning and hand over
Component 3. Water supply management system and established and Implemented
Objective; To ensure the Policies of The islands have That the communities Change in residential The residents Community are aware of the managing limited concerned are behaviour on water fully compliant to requirement of the community water management compliant to the conservation the water management systems and they supplies are in systems in place management system behaviour. management are compliant place for islands systems 104
approved by the water reports communities Output 3.1; Establish Water Water The islands have Each island to have in IG meeting minutes Approval of the IG; Coordinators’ management Institution and management currently no place a functional and and IG Resolutions project OPM and PM system. authority on the existing institutions effective Water islands established to manage and management systems Water policy Activities 3.1 to develop & implement and institution instructions 1. Establish water coordinate water community water Management committee management management IG consultation 2. Confirm water policies and system regimes report. Include management arrangement gender disaggregated 3. Approve water data management system 4. list the public water facilities as part of “fixed asset registers” of IG during the course of this project. 5. Output 3.2. Implement Water Water Islanders have Demonstration and pilot Meeting attendance During project IG, Coordinator , management system on the management limited activities to gather sheets. implementation OPM and islands systems developed understanding of water use and baseline Construction and implemented water management activity on one island Community Supervisor with the regimes engagement and Activities 3.2 community consultation report 1. Appoint water which Include gender management body on the disaggregated data island 2. Conduct the management system education and awareness training for the communities Output 3.3. Conduct education and Capacity of the IGs, Islanders have Demonstration and pilot Meeting attendance During project IG; Education awareness of Communities on communities limited awareness activities on sheets. implementation Coordinators and water management and safety including women and understanding Community approach and around the Construction system and youths and IG of water safety and water management Community completion of the Supervisor employees to low compliance to system conducted for 1 consultation report repair works. Activities 3.3 implement tank the water island community 105
1. Prepare community repairs in the management which Include gender awareness and education future is enhanced regimes. Community awareness disaggregated data activities as a result of the on water conservation 2. Organise and deliver project. IG previously have conducted successfully community education and limited and unclear on all 3 islands awareness activities and Capacity of IGs mandate on the Project completion seek support for the communities management if Community training on report management arrangement including women water water infrastructure 3. Organise and conduct and youths to infrastructure repairs conducted on all training for infrastructure monitor and 3 islands staff and interested parties manage water on water infrastructural supplies improved repairs and installations Capacity of IGs staff to repair water infrastructure improved
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Annex 14 Water Tanks and Building Drawing
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ANNEX 15; ISLAND GOVERNMENT; GOVERNANCE FRAMEWORK.
1. Structure
PSC Minster for Island Government Line Ministries
1. Contract. of Employment. 2. Performance Agreement 3. MOU; with Minister/ Ministries
Office of the Prime Minister (OPM) – Island Government; (Mayor, Councillors, MPs and Ariki and Aronga Mana;) Chief of Staff; is responsible for 1. to provide good, efficient and effective 1.Overseeing the administration of the governance for the island; affairs of each Island Government, and may from time to time conduct reviews Mayor;
to determine if the outputs required of 1. act in the public interest; 2. pursue policies that are not inconsistent the Island Government, and its members with national Government policies; and employees, are being delivered in a 3. deliver public facilities and services in the timely, efficient and cost -effective 4. MOU/Contract best interests of the island’s community, manner. Compliance and on behalf of national Government; etc
2. Prepare and publish guidelines and standards to promote best practice, and 5. Contract of Employment. to assist members in the observance of the principles and the prevention of Executive officer; The Executive Officer is responsible misconduct. to the Mayor and the Island Government for the following – 1. implementing the decisions of the Island Government 3. Investigate or initiate the investigation 6. Coordination 2. ensuring that all funds of the Pa Enua Local of complaints of misconduct in office by a & Support Government are managed, expended, recorded and member; accounted for in accordance with the provisions of Part 5 3. providing advice to members of Island Government 4. Perform such other functions and any committee of the Island Government;
conferred on the Head of the Ministry by 4. ensuring that all functions, duties and powers the Act delegated to him or her, or to any person employed by the Island Government, or imposed or conferred by any Act, regulation or bylaw, are properly performed or exercised; In the day-to-day performance of his or her responsibilities the Executive Officer is accountable to and subject to the lawful direction of the Mayor.
7. Responsible to;
IG Employees; Employees of the Island Government are necessary to assist in the performance of its functions and the exercise of its powers. In the performance of their duties; 1. all employees are responsible to the Executive Officer and subject to the lawful direction of the Executive Officer. 2. Employees of the PELG are deemed to be employees of the Public Service, and subject to the provisions of the Public Service Act 2009
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C. Lines of Responsibility; Accountability & Reporting Framework (see framework above)
1. Contract of Employment; this is the contract of employment of the Chief of Staff (COS) which ties the COS to the delivery of outputs related to the Island Governance especially in overseeing and implementing the requirements and functions of the office as identified in the IG Bill. Under this arrangement the COS secures the services of the Director of Island governance as well as relevant staff to facilitate the delivery of this output
2. Performance Agreement with Minister; this is the agreement that binds the COS to deliver the services he/she has agreed to deliver to the PSC
3.A MOU with the Minister ; It is important to understand the mode of operations of empowerment of the island. Here, Parliament allocates fund via the Minister of the Pa Enua to fund the delivery of services as identified in the island business plans to the island community. The Mayor accepts these funds and engages the Executive Officer to deliver these services. This necessitates the need to acknowledge this in a working agreement where each partners roles and responsibilities are clarified and that both agree to abide by the conditions of the agreement.
3.B MOU with Ministries; Ministries that deliver services to the islands; like Health. Education Police etc also need to enter into an MOU with the Island Government to oversight the services delivered to the community on the behalf of the national government. It is important that these services are delivered to the satisfaction of the communities concerned. The EO is the person responsible for overseeing the delivery of these functions
4. Contract of Employment (EO and Mayor) this is the contract of employment of the EO which ties the EO to the delivery of outputs identified in its business plans and which as been approved by the IG concerned.
5. MOU and Contract Compliance The Office of the Prime Minister is required to monitor and evaluate the performance of each of the IG especially the Mayor in relation to the MOU. This is keep a lid on top of the IGs so that they do not do things that are against the principles and spirit set out in the MOU with the Ministers and Contracts with the EOs
On the top of that, the OPM is also mandated to checks the performance of the IG performance against its business plans. The OPM does not have the resources to deliver this function and resources will need to be transferred from PSC especially from its Island Secretary monitoring output to oversee and manage the performance of the IG.
6. Coordination and Support. This is the role that the OPM will need to provide to the islands to enable their plans to be considered and merged into the government business planning cycles. This role needs to be looked at further to include the strengthening of the IG central focal point ;( the IG unit at OPM) to enable the OPM to effectively to support the IG in the delivery of its mandates
7. Responsibility channel to Executive officer. This is the working channel from the EO to all employees of the IG especially for those devolved functions
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ANNEX 16; CONSTRUCTION SUPERVISOR;
1. Context;
A Construction Supervisor is required to lead and provide support in the implementation of the physical construction works under the project. This involves the repairs and construction to existing and new water catchment building as well as the repairs to existing community concrete stave tanks on the Northern. Islands. He will be required to travel to the islands to conduct the tasks mentioned herewith.
2. Responsibilities
The incumbent is responsible for the provision of support to the Programme Manager in order to assure efficient execution of all activities under Component 3: Adapting to Climate Change and Sustainable Energy and in particular, the country project covered under Type 2 Projects: Climate Change Adaptation for on ground implementation.
3. Tasks – Water Infrastructure Construction and Supervision
Specifically, the CS will work with the CCCI and the relevant IG to deliver on the following; Travel to the islands and
Conduct visual assessment of the tanks to be repaired Conduct and lead the preparatory works required for each tank and building Apply the required and relevant concrete treatment required to the tanks as well as activities to reinstate the tank into working order Lead work on the water building repairs and reinstatement of these Conduct basic on-site repairs and installation training with the team that will be involved with the tanks and Building repairs as well as those in the community interested
4. Experiences and Competencies
Must have a minimum of ten year of Building and Construction concrete works experience.
6. Reports to
Programme Manager of the Office of the Prime Minister and of ACSE
7. Duration
4 -8 months
8. Duty Station
Cook Islands
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Annex 17. REFERENCES;
1. AusAID; Penrhyn, Cook Islands Report on Water Investigation March 2005-April 2006, Prepared by Tony Falkland of Ecowise Environmental, May 2006 2. AusAID; Pukapuka, Cook Islands Report on Water Investigation Feb 2005 – Feb 2006. Prepared by Tony Falkland of Ecowise Environmental for AuAID, March 2005 3. AusAID; Rakahanga, Cook Islands Report on Water Investigation September 2005-June 2006. Prepared by Tony Falkland of Ecowise Environmental for GHD Pty Ltd, Australia for AusAID. 4. AusAID Mauke, Cook Islands Report on Water Investigations. April, 2004. Prepared by Tony Falkland of Ecowise Environmental for GHD Pty Ltd Australia 5. Autralian Aid; Climate Change in the Pacific :Scientific Assessment and New Research Volume 2: Country Reports 6. Cook Islands Census Results 2011. 7. Manihiki Community Sustainable Development Plan 8. Northern Water Stage 1 Project Design Document. 9. Office of the Prime Minister; Report on the Review of the Southern Islands Drought Response Activities 2013 10. Pukapuka Community Sustainable Development Plan 11. Rakahanga Community Sustainable Development Plan 12. Tongareva Community Sustainable Development Pla 119