UN System in and Department of Disaster Management, Ministry of Home and Cultural Affairs

Joint Monitoring Mission Report (18 September Earthquake) Samtse, Chukha, Haa and Paro 26-29 February 2012

1. Background

The September 18th earthquake affected several families and public activities in Bhutan causing damages to homes and community infrastructures. The earthquake resulted in 15 casualties, including one fatality. All dzongkhags in Bhutan suffered varying degrees of damages to homes, social infrastructure, including health and educational facilities, administrative offices, dzongs, lhakhangs and choetens.

A Joint Rapid Assessment Team composed of members from RGoB (DDM-MoHCA, Doc-MoHCA, MoE, MoH), UN System (UNDP BCPR, UN OCHA, UNDP, UNICEF, WFP and WHO) and World Bank undertook field assessment on 6-12 October in Paro, Haa, Chukha and Samtse (the most affected districts). The assessment estimated that 62 percent of all residential structure damaged and over 87 percent of residential structure damaged beyond repair were in Haa, Paro, Chukha and Samtse Dzongkhags.1 The majority of the damages to 12 Dzongs, 320 Lhakhangs, 111 Chortens, 110 schools, 36 hospitals/BHUs/ORCs, 27 RNR Centers and 40 Geog Centers/Gups Offices were located in these most affected dzongkhags. All casualties took place in Haa and Chukha Dzongkhags.

The People’s Welfare Office of His Majesty (Gyalpoi Zimpon’s Office), RGoB, local administrations, RBA and doesung/volunteers provided support to the affected families in forms of kidu grant, food, timber, transportation and workforce, especially in erecting temporary shelters.

In response to the RGoB’s appeal to the UN System for immediate support of CGI-sheets, winterized school tents for schools and dignity kits on 22 September 2011, the UN system in Bhutan mobilized emergency cash grant of US$ 50,000 (UNOCHA), US$ 1.6 mln.(CERF-Rapid Response Grant) and US$ 75,000 (UNDP-BCPR Trac 1.1.3.). UNDP through Department of Disaster Management (DDM) supported procurement of 49,528 CGI-sheets for construction of temporary shelters and reconstruction of rural homes. UNICEF procured 8,236 CGI-sheets, 5000 family emergency kits and 200 winterized schools-in-tent. In addition, UNFPA provided a support worth US$106,795 to procure and distribute 3,050 dignity kits through RENEW and DDM.

The funds were distributed to the affected dzongkhags, according to the needs estimates submitted. The respective dzongkhags were given the charge to procure and distribute CGI-sheets. The CERF fund was distributed to 12 dzongkhags (Annex 3).

The relief assistance from OCHA and CERF was designed towards providing adequate emergency assistance to the affected people. The concerned dzongkhags were directed to coordinate the implementation of this project at the dzongkhags, while DDM coordinated with all the dzongkhags and the UN System in Bhutan.

1 Number of houses damaged in these 4 dzongkhags is 4,950 out of total 7,965. (303 houses are damaged beyond repair/total collapse out of total 345.)

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2. Objective of the Monitoring Mission

The objectives of the monitoring mission are the following:

a. Field review of the current humanitarian situation of the affected people in term of living conditions, relief support and immediate long-term needs five months after the earthquake; b. On-site verification of UN relief assistance, in particular distribution of relief items mobilized through UN OCHA and CERF assistance. c. Collect feedback and responses from affected population and the local administration in terms of effectiveness and efficacy of needs identification, early response and relief assistance.

3. Field Visits

As part of the monitoring activities, a Monitoring and Evaluation visit was conducted from February 26-29 February, 2012 in the four dzongkhags of Haa, Paro, Chukha and Samtse. These four dzongkhags had received a major share of relief assistance. Thus, two teams, comprising of two officials each from UNDP, UNICEF and Department of Disaster Management, Ministry of Home and Cultural Affairs conducted the monitoring exercise. The Monitoring Visit was conducted to understand the status of relief works in the fields, particularly the procurement and distribution of CGI-sheets, school in a tent and the reconstruction progress of the affected rural homes.

The Mission comprised of:

Chukha-Samtse: Haa-Paro: Mr. Karma Rapten, ARR (Environment), UNDP Mr. Batsaikhan Zagdragchaa, Consultant, UNDP Mr. Bishnu Mishra, Education Officer, UNICEF Mrs. Pem Lham, Snr. Logistics Assistant, UNICEF Mr. Thinley Pelden, APO, DDM, MoHCA Mr. Japchu, APO, DDM, MoHCA

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A. Chukha Dzongkhag

Chukha Dzongkhag Administration was provided with Nu. 3,914,274 under the CERF funding assistance through UNDP. The Dzongkhag administration procured 5,226 CGI-sheets. Further, the dzongkhag has received 2,000 CGI-sheets, 14 schools-in-a-tent and 400 Emergency Family Kits through the UNICEF CERF grant and 300 Dignity Kits through UNFPA. There are 11 Gewogs under Chukha Dzongkhag administration and affected households in all gewogs received the assistance (Chapcha, Bongo, Bjapcho, Darla, Logchina, Metakha, Phuentsholing, Sampheling, Gelling, Getana and Dungna).

Out of 5,226 CGI-sheets, 3,150 have been distributed to the affected households. The remaining CGI-sheets are in process of distribution. The Dzongkhag administration has strictly based the distribution of relief materials, especially CGI-sheets, on the Damage Categorization.

The team visited Tshimkha Chiwog under Bjapcho Gewog. Three households have received 64 CGI-sheets, distributed according to the Damage Categorization. Beneficiaries in the Chiwog have processed request for the royalty-free timber and have received insurance compensation. People are now planning to re-construct Figure 1. Visit to Community in Thimakha Chiwog one-storey building for better resilience and safety in future.

Further, 183 of the CGI-sheets provided by UNICEF have been distributed to three different lhakhangs in different gewogs (34 CGI-sheets to Guup Goenpa under Gelling Gewog, 79 sheets to Dungna Lhakhang under , and 70 sheets to Gur Goenpa under ). The remaining has been stockpiled in the store for future.

Out of 14 schools-in-a-tent, two tents have been distributed to Tshimalakha Lower Secondary School and three to Dungna Lower Secondary School. Tshimalakha L.S.S has 652 students and 32 teachers (12 Males and 20 Females).

The team visited Kamji LSS, which is a boarding school and has WFP feeding programme. The School has 314 students and 13 teachers (11 Males and 2 Females). These tents are currently used as boys’ hostels since the old hostel has been badly damaged. 103 boys are using these tents currently.

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B. Samtse Dzongkhag

Samtse Dzongkhag was allocated Nu. 5,002,765 under the UNDP CERF funding. In total, 7,301 CGI- sheets have been procured and distributed to the affected households. In addition, the dzongkhag was also provided with 1,000 CGI-sheets under UN- OCHA funding. 21 schools-in-a-tent, 600 Emergency Family Kits, and 1,000 CGI-sheets have also been provided by UNICEF Bhutan and 450 Dignity Kits provided by UNFPA. There are 15 Gewogs under the Dzongkhag administration and all gewogs received the assistance (Dophuchen, Doongtoed, Denchukha, Norbugang, Samtse, Ugyentse, Phuntshopelri, Tading, Sang Nga Chholing, Yoeseltse, Namgaychholing, Tashichholing, Pemaling, Tendruk and Norgaygang) .

The team visited Chengmari Lower Secondary School, which has received three schools-in-a-tent. Apparently, these tents are not pitched and used due to lack of adequate space. Nonetheless, the school has constructed a 5-unit temporary class room blocks put pf CGI-sheets and bamboo walls. Chengmari LSS has 607 students (302 boys and 305 girls) and 23 teachers (14 males and 9 females).

The team also met with some of the beneficiaries who shared their gratitude for the relief support. They expressed the timely receipt of relief materials. The re-construction works have now begun in the dzongkhag. Figure 2. Visit to Chengmari LSS

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C. Haa Dzongkhag

Haa Dzongkhag administration was provided with Nu.13,980,000 under the UNDP CERF funding assistance. With the assistance, the Dzongkhag administration has procured 20,000 CGI-sheets. Further, the dzongkhag received 2,000 CGI-sheets, 11 schools-in-a-tent and 500 Emergency Family Kits through UNICEF and 450 Dignity Kits through UNFPA. There are 6 Gewogs in Haa Dzongkhag with registered population of 12,588 as of 2010. The Dzongkhag was distributing the CGI-sheets to 519 households, whose houses were categorized as beyond repair and with major damages, in all 6 gewogs (Bji, Katsho, Eusu, Samar, Gakiling, Sangbaykha and Haa Town).

The monitoring team met with the officiating Dzongda, officiating DM focal point and sector heads. All dzongkhag officials expressed their appreciation towards UN and RGoB’s support to the affected people and institutions, as Haa was one of the badly affected dzongkhags. They expressed a strong need of building capacity for emergency response at dzongkhag and gewog levels, and that an emergency contingency fund allocated in the dzongkhag budget would facilitate and expedite emergency needs provision, which is expected in the DM Bill. However, in absence of such a mechanism, the Home and Cultural Affairs Minister

Figure 3. Discussion with Haa Dzongkhag Officials instructed the dzongkhag to use the administrative budget for emergency procurement and this was later reimbursed to the dzongkhag. Thanks to the presence of Indian and Bhutanese Military Units in Haa, the dzongkhag was fortunate and benefitted from manpower and transportation support from the army. The main lessons learnt from the disaster are the importance of having disaster management structure and plan at the dzongkhag level rather than waiting for orders to come from the Central level, and the importance of engaging communities themselves in support of affected households. Figure 4. Pitched Schools-in-tent in Damtang MSS, Haa Accompanied by the officiating Dzongda (District Health Officer), the team visited the Damthang Middle Secondary School (238 boys and 210 girls) in Bjee Gewog. The old block, including administrative unit, teachers’ dorm and classrooms were badly damaged beyond repair. The school received 8 schools-in-tent and pitched 1 tent immediately in October. The remaining 7 tents were pitched in February for the new academic year. Each tent comfortably accommodates 28 children. The school appreciated the quality and the timely support of the schools-in-a-tent even though the place is very windy and cold and located in marshy area.

Figure 5. Beneficiary in Tsenkha Village, The team visited badly affected households in Tsenkgha and Ingo Bjee Gewog, Haa

Page 6 villages in Bjee and Katsho gewogs. The households whose houses are beyond repair have received 16 CGI-sheets each and used the CGI-sheets for roofing of their temporary houses and sheds for cattle. The households also expressed usefulness and importance of Emergency Family Kits provided.

The team visited Takchu Goenpa in Essue gewog, where the main lhakhang was badly damaged due to the earthquake. The Goenpa with support from the central Monastic body, the army and CGI-sheets support from UNICEF was able to construct a temporary monastery and temporary houses for monks. Takchu Goenpa is a lobday2 which has around 14-15 monks aged between 9 to 20 years. All monks come from poor families and some are orphans.

Figure 6. Monk Children in front of badly damaged Takchu Figure 7. Temporary monastery and houses for monks out Goenpa, Haa of eckra, Takchu Goenpa, Haa

2 Lobday – boarding monastic school

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D. Paro Dzongkhag

Paro Dzongkhag was allocated with Nu. 7,387,508 under the UNDP CERF funding. In total, 7,347 CGI- sheets have been procured and distributed to the affected households. The dzongkhag was provided additional 3,000 CGI-sheets for monastic schools and 220 Emergency Family Kits from UNICEF and 850 Dignity Kits from UNFPA. Paro Dzongkhag has 10 Gewogs with population with 7,118 registered households. The dzongkhag was distributing the CGI-sheets to 64 households, whose houses were categorized as beyond repair and with major damages. In Naja, Dogar, Shaba, Lunyi, Wangchang, Tsento, Langong, Dopshari and Doteng gewogs.

The monitoring team met the Dasho Dzongrab, Disaster Management focal point (District Agricultural Officer), District Culture Officer and made visits to Ta-Dzong, affected houses in Shaba (Zhingkarna village), Lango (Jagarthang village), Doeteng (Patsha village) gewogs and the badly affected Geompas: Ugyen Guru Goenpa and Eta Goenpa. Despite significant damages in rural houses and centuries old Lhakhangs, there were no major damage in schools.

During discussions with dzongkhag officials, they informed there have been a decrease in number of Figure 8. Reconstruction of a new house, Jagarthang affected families after each round of assessments, village, Paro conducted by dzongkhag administration (there have been 3 assessments: gewog level, dzonkgag level initial and dzongkhag level detailed). The DM focal point expressed the need to involve both dzongkhag high- level authorities, including Dasho Dzongda and Dzongrab, and gewog officials in needs assessment, recovery and reconstruction awareness and capacity building activities.

The Paro Ta-dzong, which has seriously damaged with collapse of masonry walls, vertical cracks and dislocation of windows, is still closed for visitors. The cultural and historical artifacts in the Ta-dzong have been relocated to a new exhibition hall, which is open for tourists and local visitors.

Despite the difficult road access due to snow, the team was able to visit the Ugyen Guru Lkhakhang, which was damaged badly. The Lkhakhang is a lobday (school) for around 35 young monks between age 11-27. All monks come from poor families and some are orphans. The Lkhakhang received 97 CGI- sheets, which has been used for constructing a temporary dormitory for the young monks.

The worst affected site was in Euta Goenpa in Shaba, Paro. The Goenpa accommodates Figure 9. Newly constructed monk hostel out of CGI-sheets, around 30 young monks between age 8-23. Ugyen Guru Lkhahang, Paro The Goenpa received 97 CGI-sheets, which have been used for building a temporary dormitory and kitchen. The sanitation facilities and kitchen also collapsed after the earthquake and a temporary open kitchen and toilet facility was constructed. UNICEF agreed to prioritize construction of toilet facilities under its regular program activities.

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4. Situation analysis a. Housing and Intermediate Shelters

+ All families in the affected dzongkhags, whose houses have collapsed or in major damage category have been provided with temporary shelters. The typical temporary shelters are semi-permanent structures made of wooden log and CGI-sheets. Based on instruction from the Gyalpoi Zimpon’s Office, timber is provided to families through RBA and the Desung after verification of needs by local authorities. Construction of a typical semi-permanent structure took 1-2 days with a group of 10-15 army personnel.

+ All temporary shelters were provided with electricity access and electric meters. The electric connections were provided by the Bhutan Power Corporation (BPC). (Figure 10)

+ The debris in the majority of collapsed house is yet to be cleared, except for very few houses. Many of households interviewed expressed the desire to rebuild on another part of their land due to problems and cost escalation with demolition of the damaged houses.

+ As CGI-sheets are not locally produced and available, UN assistance in procurement and distribution of CGI-sheets played a critical role as roofing material in construction of temporary semi-permanent shelter and as construction Figure 10.Electric meter in wooden temporary material for walls (for example, in construction of a temporary shelter monastery and a hostel for monks in Ugyen Guru Lhakhang in Paro). (Figure 11)

+ All households whose houses are categorized as totally collapsed and with major damages were provided from 16 to 20 CGI-sheets each for construction of temporary shelter.

+ Takchu Goenpa in Haa constructed a temporary monastery from wooden frame Figure 12. Roof and wall connections in board and daub temporary structure out of CGI-sheets paneled eckra construction.3 The eckra construction can be used for a longer period until the main temple structure is reconstructed. Construction of the one-storey eckra structure took one week. (Picture12)

+ Based on discussion with local authorities and people, it is expected that the temporary shelters built can be used up to 1-3 years until the damaged houses are rebuilt.

Figure 11. Temporary eckra temple + Local authorities indicated that some affected people, whose structure houses are in category II – repairable major damage, are living

3 Eckra houses are made of rectangular timber frame grids filled with bamboo lattice and plastered with mud on two sides.

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with extended families and relatives out of fear of possible collapse.4

+ Local administrations and engineers conducted two rounds of damage assessments after an immediate initial assessment conducted by Gup offices. The number of households in total collapse/beyond repairs and major damage categories were reduced after each round of assessment. The reason is that different damage assessment formats were used by assessment teams during the first and the second rounds of assessments.

+ The immediate long-term needs of the affected households are to get their insurance payouts (which were still under revision by dzongkhag administration in Haa and Paro) to allow faster reconstruction of their houses. However, some households, for example in Paro and Samtse, already completed construction of one-storey smaller houses. (Figure 13)

+ Due to difficult and rugged terrain and poor road access in some gewogs in Haa (for example Sombaykha and Gakedling), it was extremely difficult to conduct immediate needs assessment and provide timely relief assistance (CGI, tarpaulin sheets etc).

Figure 13. Newly constructed house next to damaged old rammed-earth house, Paro

b. Water, Sanitation and Hygiene

+ As indicated in the Joint Rapid Assessment Report, the earthquake had very little impact on the existing drinking water supply. Majority of temporary semi-permanent houses were built not very far from the damaged houses in close proximity to water sources. Due to limited space in temporary shelters, people in some affected villages resorted to practice of open defecation. All affected families have kitchen facilities in their temporary houses. However, as observed in Paro, some Lhakhangs have an open kitchen facility, which is not very convenient during the windy and monsoon seasons. (Picture14)

+ Toilet and kitchen in Eta Goenpa, Paro collapsed in the the earthquake and a temporary toilet facility behind the main lhakhang structure is being used. UNICEF has a regular programme to provide toilet facilities with proper latrines and water supply for children and monks in Figure 14. Open Temporary Kitchen, Eta Goenpa, regular and monastic schools. Toilets in the visited Paro Lhakhangs, constructed under UNICEF regular programme, did not suffer any major damages.

4 Damage Category III – Total Collapse/Near Total Collapse, Not Repairable are entitled to 100 % CGI-sheets for roofing; Damage Category II – Substantial to Heavy Damage, heavy repair works required are entitled to 50% CGI- sheets for roofing; and Damage Category I – Minor Damage is not entitled to CGI-sheets for roofing as there is no damage in roofs in most of the cases.

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+ In the past five months, there was no report of outbreak of water-related diseases in the communities affected by the earthquake, except an incidence of diarrhea and vomiting among children in Tshengkha village in Haa. This could be because of practice of open defecation.

c. Education

+ Damthang LSS have erected 7 winterized schools-in-tent, provided through support of UNICEF. There is no flooring in tents that may cause indirect health impacts on children. (Picture 15)

+ In places where there are harsh and windy weather conditions, there is a need to construct durable semi-permanent structures to meet the need of classrooms and housing of teachers during the reconstruction or repair period of classrooms for 2-3 years. The semi-permanent structures could be built of eckra walls, plywood walls, wood and CGI-sheets.

+ “School safety initiative” programme undertaken by DDM and Save the Children plays a critical role to teach children how to react and respond during earthquakes. Child monks in Ugyen Guru Goenpa and Eta Goenpa expressed the usefulness of their safety actions taken during the last earthquake. Figure 15. School-in-tent provided by UNICEF under CERF, Damthang MSS, Haa + Around 10 children in Damthang MSS experienced “psycho-social need/shock of the earthquake”. The children were admitted to the BHU for one day.

d. Religious and Cultural Assets

+ Out of the 13 Dzongs, 336 lhakhangs and 140 chortens damaged, 2 Dzongs (15%), 154 lhakhangs (46%) and 92 (65%) chortens are located in the dzongkhags visited. As the value and damage of these religious and cultural assets vary, the mission team focused on the needs and safety of the monks.

+ In the religious and cultural structures threatened by collapse, one of the major difficulties is to remove and relocate the artifacts, which also include very big statues. Relocation of religious artifacts remained the greatest concern among head monks, who are not only worried about physical damage of valuable assets, but also it poses potential hazards for monks and personnel involved. As indicated by monks in Takchu Goenpa, some artifacts weigh more than 500 kgs.

+ The dzongkhag administration provided tarpaulin sheets, ply boards and CGI-sheets to the lhakhangs where monks had to be Figure 16. Collapsed wall of Ta-Dzong, evacuated from their living spaces, for immediate shelter as well as Paro space for artefacts which had to be removed from lhakhangs.

+ All Lkhaghans visited in Haa and Paro, except Eta Goenpa, have constructed temporary shelters out of CGI-sheets and eckra structure. RBA provided extensive support in construction of temporary hostels and monasteries. Eta Goenpa was not able to do so due to unavailability of manpower.

+ The Haa Dzongkhag Cultural Officer informed that the Department of Culture of MoHCA examined damages caused to cultural and religious assets and classified the assets into the categories to be reconstructed centrally and locally.

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+ There is no clear indication in differentiation of private and public lhakhangs in terms of provision of financial support from central authorities.

e. Health and Nutrition

+ Out of 15 casualties, one fatality was reported due to a landslide in Gamana village in Chukha Dzongkhag. 5 people suffered major injuries and 9 people suffered minor injuries in Haa Dzongkhag. The District Health Officer in Haa expressed that medical assistances was provided on the same day and necessary referrals to hospitals were done.

+ There was no substantial damage to BHUs and health facilities in the visited dzongkhags. All health facilities perform normal functions and provide health care to the communities.

+ HM’s kidu fund and local administration distributed immediate food support in the aftermath of the earthquake. Support and provision of baby formula was highlighted to be considered after disasters for families who have babies and small children.

Figure 17. Typical kitchen in temporary shelter f. Psycho-social care

+ During discussions with local authorities and teachers in , cases of children who experienced shock and required immediate psycho-social support after the earthquake were reported. The affected children received the necessary medical attention and counseling by medical personnel and teachers. However there is no specialized psychological counseling available in the visited dzongkhags.

+ School authorities and teachers in the affected dzongkhags have limited knowledge or skills to cope with stress and provide counseling to students.

+ Teachers in boarding schools indicated that they had a dilemma whether to care for their family members or students, when the earthquake happened.

+ The visits of His Majesties the Fourth and the Fifth Kings in the Dzongkhags were vital in terms of consoling the affected families, providing kidu and guiding and expediting response activities.

+ The role of monastic bodies was important in terms of mental and psychological support. The Je Kenpo addressed on TV and ensured importance of strong belief and community support.

g. Transportation and logistical arrangements

+ A major challenge indicated by local administrations was transportation, distribution and unloading of the relief items, especially CGI-sheets. In the case of Paro dzongkhag administration, they only have three cars, including 2 Boleros and 1 DCM truck to cover 10 gewogs. However, all dzongkhags visited were able to deliver CGI-sheets for temporary shelters either through their own resources or Army vehicles.

+ There is extreme shortage in manpower to unload and distribute CGI-sheets to households. Local administrations have very few support staff. In future, they consider involving male members of the affected households in loading CGI-sheets from the storage facility and unloading at the destination.

+ The Army provided great support in terms of personnel, vehicles and equipment.

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5. Immediate joint response to the 2011 Earthquake

a. CGI–sheet for rural households

+ CGI-sheets supplied by the UNDP through UN OCHA and CERF grants have immensely benefitted the affected people for the construction of temporary shelters for around 550 households. In addition, the CERF grant will support reconstruction of 6,226 households in the affected areas under damage Categories III and II as the CGI-sheets provided for temporary shelter are reused for reconstruction (Picture 18).

+ For the temporary shelter, Haa Dzongkhag distributed 16 sheets of CGI (8 ft.) to each family and Paro Dzongkhag distributed 20 sheets of CGI (10 ft.) to each family.

+ Type and quality of CGI-sheets for rural households vary. The majority of dzongkhags went Figure 18. Temporary shelter made of old materials retrieved from damaged structure and new CGI-sheets procured good “quality and brand” CGI-sheets, such as Tata and Jindal brands. The unit price of CGI-sheets differ in terms of size (6 feet, 7 feet, 8 feet, 9 feet, 10 feet and 12 feet) from 433-519 Nu (US$9 in Samtse and US$10.7 in Gasa for 6 feet) to 908 Nu (US$18.7 in Zhemgang for 12 feet). On average, 10 feet CGI-sheet cost around 800 Nu (US$16.5), which is slightly higher than the projected unit cost (US$15) (Picture 19). + Given an average size of a standard traditional Bhutanese house of 38ft. X 28 ft., the CGI requirements for reconstruction of houses vary depending on the length. DDM instructed dzongkhags to estimate distribution of CGI-sheets based on the above mentioned- size and damage category.5 Distribution of CGI-sheets to the households has been based on the traditional Bhutanese house size developed by Bhutan Standards Bureau (BSB).

It was expressed whether the affected households could be provided with cement, considering the nature of damage to structures. It was highlighted that though CGI-sheets are helpful, it is mostly the wall that require restoration. In response, the team clarified on three aspects. First, the trend of providing relief materials (CGI-sheets and royalty-free timber) is based on the approval of the government during the 2009 earthquake. Second, if cement is provided, it has to be used within a certain period of time, after which it becomes hard and unusable. Third, the UN support Figure 19. Quality of CGI-sheets procured and distributed was good provided through the RGoB is for immediate needs, such as construction of temporary shelters.

5 Damage Category III – Total Collapse/Near Total Collapse, Not Repairable are entitled to 100 % CGI-sheets for roofing; Damage Category II – Substantial to Heavy Damage, heavy repair works required are entitled to 50% CGI- sheets for roofing; and Damage Category I – Minor Damage is not entitled to CGI-sheets for roofing as there is no damage in roofs in most of the cases.

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b. CGI-sheet to Schools and Lhakhangs

+ Through the CERF grant UNICEF provided in total over 20,879 CGI-sheets to schools and lhakhangs (2,000 sheets to Haa, 3,000 sheets to Paro, 2,000 sheets to Chukha and 1,000 sheets to Samtse).

+ Takchu Goenpa in Haa, Ugyen Guru Goenpa and Euta Goenpa in Paro received 97 CGI-sheets each for construction of temporary shelters for monks and temporary monasteries to preserve religious statues and artifacts. Army personnel assisted in the construction of temporary shelters and monasteries. All lhakhangs visited expressed their gratitude and satisfaction towards the material support provided and its quality.

Figure 20. CGI-sheets used in construction of temporary classrooms in Chengmari LSS, Samtse

+ Distant schools and lhakhangs with limited road access, either due to bad road conditions or no road access, had difficulty in transportation of CGI-sheets from dzongkhag centers.

c. School-in-tent

+ UNICEF procured 200 winterized schools-in-tent through CERF fund and 11 were distributed to Haa, 21 to Samtse and 14 to Chukha. There was no major damage in schools in Paro.

+ Quality of tents provided was good. There is a requirement to have proper flooring for cold areas and long-term use. The schools expressed a need to have tents with locks, which can be made locally.

+ In places with harsh and windy weather conditions, there is a need to construct durable semi-permanent structures to meet the need of classrooms and housing of teachers during the reconstruction or repair period of classrooms for 2-3 Figure 21. School-in-tent years. The semi-permanent structures could be built of eckra walls, plywood walls, wood and CGI- sheets.

+ In warmer areas of Chukha and Samtse, winterized tents may not be ideal, due to hot and humid conditions in summer.

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d. Emergency Family Kits

+ Based on request from the RGoB, UNICEF provided 5000 emergency family kits to the affected dzongkhags. The overall perception of quality of the Emergency Family Kits is good. However, in authorities mentioned the questionable quality of the family kits.

+ Dzonkhag officials expressed the Emergency Family Kits may be more useful after other types of disasters, such as fire and flooding.

+ Some Dzongkhags have not distributed the Emergency Family Kits, such as in Paro. The Paro DM Focal Point indicated that delivery of an insufficient number of Family Emergency Kits will cause divisions in the affected communities, if not all affected are given.

e. Dignity Kits

+ Dignity Kit (2,050) provided by UNFPA through RENEW was Figure 22. Beneficiary showing items handed over to DDM in January. All dzongkhags received the included in the Emergency Family Kit dignity kits in February and consider pre-positioning for future disaster.

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6. Findings and Recommendations

Disaster Response

- There is a need for Dzongkhag Disaster Management and Contingency Plans and Standard Operating Procedures (SOP) to guide the systematic response and relief operations. This could not only define clear roles and responsibilities of different stakeholders, but also help in the smooth flow of information. Currently, it has been reported that many organizations ask for different information at a time. Therefore, it is recommended that the channel and flow of information should be made very clear and specific.

- Needs are different from one dzongkhag to another due to the geographical conditions, climate, terrain and accessibility. The dzongkhag-specific needs should be identified beforehand in the Dzongkhag Contingency Plan. (For example, CGI-sheets, tents, tarpaulin sheets and eckra- houses, school-in-tent).

- In case of pre-positioning and stockpiling of relief items, a proper storage facility in dzongkhags is required (away from dust, humidity, rats and insects). The stored items required should include ropes, fire fighting equipments and pre-positioned relief items.

- Decentralized procurement and distribution of relief items have both advantages and disadvantages in terms of efficiency, cost and burden to local authorities. There is an urgent need to formulate Dzongkhag Contingency Plans in all dzongkhags that will facilitate post-disaster coordination, fast-track procurement, manpower and financial arrangements. In addition it should specify dzongkhag-specific needs, particularly in terms of shelter and livelihood.

- Strong need to improve local capacity/capability on identification of needs assessment, including dzongkhag, gewog and gup offices. Paro Disaster Focal Point indicated that “proper identification of beneficiaries and their needs means half of the work (disaster relief and recovery) is done”.

- While providing relief items, it is essential to have proper records in terms of household size, disaggregated data in terms of sex, age and vulnerable population.

- Emergency family kits and dignity kits should be provided within the first month after the disaster. Pre-positioning is therefore necessary.

- There is a need for emergency family kits to be stockpiled in gewogs, rather than in dzongkhag centers. It takes time for the dzongkhag administration to transport and distribute the relief materials to affected households during emergencies.

- Delayed payment to suppliers is one of the inconveniences in the relief operation. There have been incidences of dzongkhags not being able to provide timely relief assistance as materials could not be procured, due to delay in payments. Thus, a Contingency Fund for Relief assistance is proposed by dzongkhags, which is reflected in the DM Bill.

- A family tent (for 5-6 members) could be also incorporated in the Emergency Family Kits or prepositioned so that a separate tarpaulin sheets need not be supplied. This could cut down the cost of procuring tarpaulin sheets.

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Disaster Preparedness

- Strong need to train not only the DM focal point, but all district administrative staff, including Dasho Dzongdas and Dzongrabs, as they are all involved during situations of disaster response.

- ToR of Dzongkhag Disaster Management Focal Point should be specified with clearer roles and responsibilities.

- “School safety programme” conducted by DDM with support from Save the Children is important for students and child monks during the earthquakes.

- There is an additional need for further awareness campaigns and search and rescue trainings in communities. Generally, the communities are not much aware of the DOs and DON’Ts during emergencies.

- Establishment of a Disaster Fund at dzongkhag level to be used immediately during emergencies.

Disaster Recovery

- Families whose houses are damaged require appropriate technical support in order to re- construct their houses (for example, sensitization on safe construction techniques and training of local artisans).

Monitoring and Reporting

- No budget is allocated for needs assessment and monitoring field visits in the aftermath of a disaster. Disaster focal points, who are at the same time sector officers (generally environment and agriculture officers), were instructed to utilize their respective regular budgets for field missions.

- Need of a systemized monitoring and reporting system in the aftermath of a disaster. It is critical that local administration report regularly to the DDM, especially during the first three months after a disaster.

UN and Donor Support

- Need to conduct regular field monitoring visits (once every three months) after provision of the UN relief assistance to re-assess and expedite the support.

- Ensure inclusion of transportation cost in delivery of relief items.

- Emergency family kits and Dignity Kits should be distributed immediately after the earthquake or at least within 1-2 months after the disaster or either pre-positioned.

- Need to support development of expanded insurance schemes for rural houses. This approach will shift future re-construction responsibilities of the RGoB and donor community towards sustainable owner-driven responsibilities.

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Conclusion

The monitoring visit to the dzongkhags was initiated to get information on the current status of the humanitarian relief in the field. Since the release of funds and provision of relief materials, the concerned dzongkhag administrations have been working towards the timely distribution to the affected households.

It has been observed that most of the relief supports have reached affected communities. The current situation in the field, considering humanitarian aspects and needs, is stable and there are no immediate needs for assistance besides recovery.

However, though relief materials have reached the affected communities, there are many areas that require further improvement in the field of response and relief operations. Key areas are improved coordination between stakeholders, clear roles and responsibilities, and logistical issues.

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Annex 1.

List of Persons Consulted

Chukha 1. Mr. Pema Dorji, Dzongrab 2. Mr. Ngawang Dorji, Disaster Focal Person 3. Mr. Wangchuk 4. Mr. Tsheku Dorji, Tshogpa, Tshimakha Chiwog, Bjapchoo Gewog 5. Principal, Tshimalakha LSS 6. Chandra Bdr. Ghalley, Gup, P/ling Gewog.

Samtse 1. Mr. Tshoki Dorji, Dzongrab. 2. Mr. Dechen Choezin, Offtg. Disaster Focal Person 3. Mr. Sonam Dorji, Procurement Officer 4. Mr. Gyeltshen, Store Officer 5. Mr. Sonam Dorji, DHSO 6. Mr. Nima, Store In charge 7. Mr. Lhendup, ADEO 8. Chengmari Gup 9. Mr. Tsehring Gyelthen, Principal, Chengmari LSS 10. Mr. Sam Dorji (68 yrs), beneficiary 11. Mr. Ngawang Loday (45 yrs), beneficiary 12. Mr. Sherab (32 yrs), beneficiary.

Haa

13. Mr. Gyembo Dorji - DHO (Officiating Dzongdag) 14. Mr. Lobzang Tenzin- HRO (Officiating DM Focal Point) 15. Mr. Loden Jigme- Livestock Officer 16. Mr. Mitralal Bhattarai – DAO 17. Mr. Pemba Tshering - Planning Assistant 18. Mrs Sonam Choden, Principal of Damthang Middle Secondary School 19. Head Monk, Takchu Goenpa 20. Mr. Pasang, beneficiary, Tshengka Village 21. Beneficiary Households, Tshengka and Ingo Villages

Paro

22. Dzongrab 23. Mr. Rinzin Wangchuk, District Agricultural Officer (DM Focal Point) 24. Mr. Karma, District Cultural Officer 25. Head Monk Lobsang, Euta Goenpa 26. Monk, Ugyen Guru Lhakhangg 27. Beneficiaries, Jagathang Village, Lango gewog 28. Beneficiaries, Patsham Village, Doteng gewog

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Annex 2. Program for the UN (Donor)/RGoB Team Mission Objective: Monitoring the UN CERF Relief Support in Haa, Paro, Samtse and Chukha Dzongkhags

Team: Haa-Paro Date Program Remarks Feb. 26, 2012 Travel from to Haa The team will monitor the relief support Feb. 27, 2012 Courtesy call to Dasho Dzongdag (Haa) and field visit (CGI-sheets) Feb. 28, 2012 Travel from Haa to Paro distributed to Dzongkhags after the Feb. 29, 2012 Courtesy call to Dasho Dzongdag (Paro) and field visit September 18, 2011 Mar. 1, 2012 Travel from Paro to Thimphu earthquake. Team: Chukha-Samtse Date Program Remarks Feb. 26, 2012 Travel from Thimphu to Chukha The team will monitor the relief support Feb. 27, 2012 Courtesy call to Dasho Dzongdag (Chukha) and field visit (CGI-sheets) Feb. 28, 2012 Travel from Chukha to Samtse distributed to Dzongkhags after the Feb. 29, 2012 Courtesy call to Dasho Dzongdag (Samtse) and field visit September 18, 2011 Mar. 1, 2012 Travel from Samtse to Thimphu earthquake.

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Annex 3. Allocation of Central Emergency Response Fund (CERF) funds received through UNDP to the dzongkhags for the emergency relief support in the aftermath of Sept. 18, 2011 Earthquake

S/N Dzongkhag Total Release No of CGI-sheets procured 1 Dagana 2,237,900.00 3,220 2 Gasa 456,949.00 811 3 Sarpang 101,068.00 130 4 Zhemgang 141,318.00 192

5 Paro 7,387,508.00 8,153

6 Chukha 3,914,274.00 5,153

7 Samtse 4,312,061.00 7,322

8 Mongar 611,512.00 874 9 307,206.00 372

10 Haa 13,980,000.00 17,888 11 Thimphu 164,057.15 250

1,271,046.85 12 Punakha 1,574 Total 34,884,900.00 45,939

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Annex 4. UN Support Relief Distribution List

Dzongkhag CGI Distribution CGI Distribution Emergency School-in- Dignity Kits to Rural Homes to Monastic and Family Kits tent (UNDP CERF) Regular Schools (UNICEF CERF) 1 Bumthang - - 200 - - 2 Chukha 5,153 2,000 400 14 300 3 Dagana 3,220 2,200 - 8 - 4 Gasa 811 1,000 100 4 - 5 Haa 17,888 2,000 500 11 450 6 Lhuentse - - 200 - - 7 Mongar 874 - 250 - - 8 Paro 8,153 3,000 220 - 850 (300 general, 550 for Kila Goenpa) 9 Pemagatshel - 490 200 - - 10 Punakha 1,574 1,000 280 3 - 11 Samtse 7,322 1,000 600 21 450 12 Sarpang 130 - 250 - - 13 Samdrupjongkar - - - - - 14 Tashiyangtse - 2,000 - - - 15 Thimphu 250 2,500 - 6 - 16 Trashigang - - - 6 - 17 Trongsa 372 2,200 250 2 - 18 Tsirang - - 100 - - 19 Wangdue 1,000 100 25 - 20 Zhemgang 192 489 250 2 - 21 Thimphu 150 22 P/ling Thromde 50 23 Gelephu Thromde 100 24 S/jongkhar Thromde 100 25 DDM Store 700 Total 45,939 20,879 5000 100* 2,050

*100 schools-in-tent are positioned in the regional education offices.

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Annex 5. Monitoring Tool (26 Feb - 29 Feb Monitoring Visit) Field Visit (September 18, 2011 Earthquake)

For meetings with Dasho Dzongdas and other Administrative Officers:

A. Process / Activity Monitoring: Tracks the use of CGI-sheets, Emergency Kits and dignity kits , the progress of activities and the delivery of the above . Examine how activities are delivered – the efficiency in time and resources

1. Discuss the current humanitarian situation after the humanitarian intervention (improvement/deterioration) ______

2. Have the immediate relied needs been met? What are the recovery and reconstruction needs? What are the other long-term needs of affected population (focus on children, women and vulnerable groups)? Provide references/ examples?

______3. What is the situation of affected cultural assets? Are there any indications on mobilization of resources (communities, charity organizations, religious bodies and etc.)? ______

4. Number of Beneficiaries/Households received (breakdown in male/female/children/children under 5). In the case of lhakhangs/monasteries, record the number of monks/nuns:

 CGI-Sheets ……………………..  Family emergency kits ……………………..  Dignity kits …………………….

5. Any difficulties/constraints in procurement, transportation and distribution of CGI-sheets a. Need-based distribution plan (how needs are identified) ______

b. Procurement procedure (quality, price, vendors etc.)

______c. Transportation, logistics and temporary storage (fast delivery of assistance)

______d. Any other factor that facilitated or impeded assistance

______

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6. Appropriateness and Quality of a. Family Emergency Kits ______b. Dignity Kits ______c. School-in-tent ______d. CGI-sheets e. Other items delivered ______

B. Administrative Arrangements:

7. Was there clear guideline on procurement, transportation and distribution of relief items from DDM/other authorities?

______8. Are there adequate local arrangements in distribution of relied assistance items in place? (manpower, transportation and etc.)?

______

9. What are main challenges in delivery of relief assistance items?

______

10. Were there any financial difficulties?

______

11. If you experienced delays in provision of relief items, what was the main reason?

______

12. How often did gewog offices report on relief distribution to Dzongkhag administration?

______

13. How often did Dzongkhag administration field visits/monitoring to affected areas?

______

14. What are the most important (THREE) lessons-learnt from the past September Earthquake? What are local administration’s suggestions for follow-up or improvement and who is responsible? ______

C. Disaster Management and Risk Reduction:

15. Is there clear role and responsibility of district? DM committee and DM focal point?

______

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16. Are there community DM Focal Points?

______17. Any effort on local emergency management / contingency planning?

______18. Any local pre-positioning and stockpiling of items are available?

______19. Any budget or other financial resources are available for DRR activities?

______20. What are challenges in using Bhutan Disaster Assessment Tools?

______

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