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Rapid Response Fund Payment Request No. 09/2014

Funds Sent To: National Christian Council of

Amount Sent US$ 58,061

Date: 10 June 2014

Details of Response

Emergency: Relief Assistance to Flood Affected in Sri Lanka

Date of Emergency: 10 June 2014

ACT Requesting Members: National Christian Council of Sri Lanka

I. NARRATIVE SUMMARY

DETAILS OF THE EMERGENCY Incessant torrential rains continued heavy downpour from 1 June until evening of 4 June, and caused severe damages mainly to Southern part of Sri Lanka. According to the Disaster management Centre, the rains have had serious impact in the Western, Sabaragamuwa, North Western and Central provinces, causing displacement of 27,243 people (7952 families) due to rains, floods, landslides/mudslides and high winds lightning. The preliminary estimates have reported 22 deaths, full damage to 72 houses and partial damage to 349, and nine people are reportedly missing. The Director Meteorological department has predicted further heavy rainfall has been predicted which would worsen with the onset of the Southeast Monsoons. The coastal areas from Galle to Potuvil will face rough weather with the likely wind speed up to 60 kmph at times1.

The , in the Western province, is the worst affected. A total of 14 out of 22 deaths have occurred here. The low lying areas in the districts of , Palinda Nuwara, Bulathsunhala, Mathugama, Welipanna, Molkawaw, Palawatte, and Omantha are still submerged. The newly constructed Southern High Way is also reported to be flooded. The Aswatte Junction on the – Avisssawella road is flooded with water to a height 8 feet, due to the overflow of Aswatte Canal forcing the closure of shops and disrupting the lives of the people in the area. Due to the risk of landslide, in house patients and staff of the District Hospital, Meehahatanne have been evacuated, causing the stoppage of work at the hospital. It also reported that 137 schools have also been closed in the western province.

It has been recorded that many main and sub roads have been washed away as a result of flood, earth slips and landslides. The calculated cost of the damage is estimated at LKR 100 Million (USD7.67 million).

1 Colombo page News Desk –4 June 2014 RRF09/2014: Sri Lanka Floods 2

ACTIONS TO DATE, AND EMERGENCY NEEDS

A joint search and rescue mission, jointly organized by the army, air force and navy is underway, with local communities also trying to help each other in the neighbourhood. The displaced people have been moved to makeshift camps organized at schools and places of worship. The Sri Lankan government has allocated funds to meet immediate relief and funeral expenses.

The Sri Lanka Society of Red Cross has sent immediate relief and first aid teams to assist and aid the affected people. Also the International Federation of Red Cross and the Red Crescent Societies (IFRC) and other Red Cross societies are gearing up their response.

Though the SL government and SL Red Cross have started providing assistance to flood affected population, the assistance has not been reaching to all affected people especially in remote areas. Furthermore, the relief items are also not in adequate quantities to cater to the needs of entire affected population.

The emergency relief unit arm of the Church of Ceylon, has sent alert messages to designated people in vulnerable areas do that they could further disseminate the information. They had activated their network in the respective areas to take suitable precautionary measures.

Most of the affected people are from low country estates of tea and rubber, who have been directly or indirectly affected by the floods. Most of them are daily wage earners and now unable to attend to their work due to inundation and disruption in transport facilities. NCC SL has decided to provide dry ration to such families on priority basis. The local churches have been providing cooked food and have requested more cooked meals and dry ration packs as immediate relief.

PROPOSED EMERGENCY RESPONSE

OVERALL GOAL:

The overarching goal of the programme is to reduce human suffering of the most severely flood affected people by addressing identified immediate needs and pave way for faster and improved recovery process.

OBJECTIVE(S) OF THE EMERGENCY RESPONSE:

1. To provide 2000 packets of cooked food, 2. To assist and provide 1400 families severely affected by flood with dry ration packs, 3. To empower and assist 100 families affected floods to recover a modicum of self-sufficiency in their day to day lives by providing 100 packs of essential household items 4. To provide necessary facilities for 250 children/ students continue their education in schools by providing them with educational pack containing the most essential items. 5. To minimize their vulnerability and by providing assistance for small scale repairs to damaged houses, toilets and wells. 6. To build up community level capacity and awareness by conducting awareness programmes on climate change.

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PROPOSED ASSISTANCE Objective Type of assistance No of Location No of assistance (Village/ beneficiaries Town/ District) To empower and assist Cooked food 2000 Agalawatte, 2000 families in the most Bulathsinhala severely affected flood Molkawa areas, to recover a Dry Ration packs 1400 Agalawatte, 750 modicum of self- Bulathsinhala 200 sufficiency in their day to Molkawa 450 day lives Household items 100 Bulathsinhala 50 Molkawa 50 To provide necessary Educational pack 250 Bulathsinhala 100 facilities for children/ Molkawa 150 students continue their education in schools To minimize vulnerability Small scale repairs 40 Suitable 40 of flood victims (houses and toilets persons/fami lies with the within the western/Sout hern and Sabaragamu wa provinces To build up community Awareness 5 Housholders 1000 persons level capacity and programmes on in the (estimated at 200 awareness climate change. Kalutara, per programme) Galle, Matara , Gampaha and Deniyaya areas

TARGET POPULATIONS: Location (Village/ Town/ No of families No of children District)- By Village/Town Kitulgoda 200 Palinda Nuwara 250 50 Mahagama 300 Baduraliya 100 Polegoda 50 Molkawa 200 100 Bulathsingala – Eastate 200 100 Agalawatte 100 Others 50

IMPLEMENTATION ARRANGEMENTS All the activities will be implemented through the existing local church mechanism along with the assistance of their volunteers and congregations. Most particularly the NCCSL will implement the proposed interventions through three key constituent members namely the Methodist Church of Sri

RRF09/2014: Sri Lanka Floods 4

Lanka, Church of Ceylon and Sri Lanka Baptist Church. NCCSL will coordinate as well as implement selected interventions through the existing churches.

The clergy and the church leaders will be the focal points and sole responsible agents in the local areas under the guidance of the NCCSL. The General Secretary and the relevant staff of the NCCSL will coordinate and facilitate the initiatives. The district level coordination is conducted by the respective clergy. The NCCSL and the church ministers will develop linkage with relevant authorities throughout the process while continuing the constant dialogue with the respective Government Agents.

Further the local church ministers, church headquarters and NCCSL staff will continue to monitor the implementation and will report to the NCCSL accordingly. The finance will be administrated and will be accounted by the NSSL finance unit, while the respective partner churches will produce all necessary information and accounts with adequate documentation to the NCCSL.

COORDINATION The NCCSL will coordinate and facilitate with its constituent members to strengthen the implementation. NCCSL will have regular conventions with its constituencies to share information with regard to the situation and implementation. NCCSL will update the ACT Secretariat with regard to the implementation and situation.

All activities will be conducted by NCCSL and by its partners in coordination with the government authorities and other organizations involved in managing the project interventions and providing assistance to the affected families. While making all pertinent preparations and planning, it remains the responsibility of the NCCSL to coordinate the proposed activities with the government authorities and to have an agreement in receiving their assistance /facilitation. Also NCCSL and partner churches will coordinate with other organizations and other relevant players with the aim of avoiding duplication and to foster transparency and accountability.

COMMUNICATIONS The NCCSL and the all the partner churches implementing this emergency response are well informed and possess suitable internal capacity to address the communication needs related to the proposed intervention. For the time being, the NCCSL will be responsible for launching situation reports and relevant pictures as the output of their regular monitoring visits.

At the outset beneficiaries will be informed about the selection criteria and the preliminary list of beneficiaries will be displayed in a public area where all the affected have access. This will enable the affected population to express their disagreements, if any, with regard to the selection criteria and/or the selection process. Complaints boxes will be put up at the distribution sites, so that the people could use them confidentially. NCCSL will set-up an elaborate process with regard to the complaints mechanism and spend time to explain it to the communities, so that they feel empowered to use the system.

NCCSL will also inform the communities about their entitlements under this support, so that they could hold the organization accountable in case of any discrepancies. For this purpose, in addition complaint boxes, NCCSL will also provide phone number of the complaints focal person within the organization.

PRINCIPLES AND STANDARDS The implementation will follow a rights based approach and ensure that ACT policies and codes of conduct (including Sphere and the Red Cross Code of Conduct) will be adhered.

NCCSL staff members are fully aware of the “ACT Alliance Code of Conduct for the Prevention of Sexual Exploitation and Abuse, Fraud and Corruption and Abuse of Power”. The staff and volunteers involved in the relief operation will be oriented and sensitized to follow the ACT policies, code of conduct, Sphere standards, Red Cross Code of Conduct and HAP principles. Core standards, key indicators and guidance

RRF09/2014: Sri Lanka Floods 5 notes of Sphere standards will be followed while distributing the relief packages. The staff of member churches of NCCSL, partnering for this response will also be covered.

PLANNED IMPLEMENTATION PERIOD This RRF implementation has been planned for a period of up to four months: June to September 2014

HUMAN RESOURCES AND ADMINISTRATION OF FUNDS Title No of Persons Duration Remarks Executive Secretary 01 person 3 months (50%) NCCSL Staff /Programme Manager Project Coordinator 01 Person 3 months (100%) NCC SL staff Finance and Admin 1 persons 3 months (25%) NCC SL staff Manager/Accountant General Secretary 1 Person 3 months (10%) NCC SL staff Community Facilitator 3 persons 03 months (Part time) Parish members/ Church leaders of respective churches

MONITORING AND EVALUATION The NCCSL will monitor the project based on the proposed planning and agreed activities with the implementing partners, the relevant staff of NCCSL are assigned to carry out scheduled monitoring visits through the implementation and reporting phases. The NCCSL will ensure that the project is constantly monitored and assessed in order to respond as quickly as possible to the needs on the ground. The methods of monitoring will be adjusted to the situation and mostly done through field visits, focus group discussions with the beneficiaries and meeting with relevant stakeholders. Reporting will be done by implementing partners on a monthly basis to NCCSL. Final narrative and financial reports, as per ACT guidelines, will be produced based on the results of the monitoring carried out by the programme staff of NCCSL. The reports are checked by the NCCSL Finance and Admiration Manager before being submitted to General Secretary for final approval and forwarding to ACT Secretariat.

RRF09/2014: Sri Lanka Floods 6

II. FINANCIAL SUMMARY/BUDGET

ACT RRF BUDGET FORMAT

EXPENDITURE Type of No. of Unit RRF RRF unit units Cost Budget Budget local local currency currency DIRECT COST (LIST EXPENDITURE BY SECTOR) 1 Food security 0 Cooked food Parcels 2,000 120 240,000 1,846 Dry Ration Packs Rice - 5 kgs Dhal - 2 Kgs Sugar - 2 Kgs Tea leaves - 200 gms Flour - 2 Kgs Salmon Tins - 1 large Soaps - 2 cakes Spices - 100 gms Salt - 2 packs Soya Meat - 02 packets Parcels 1,400 2,250 3,150,000 24,231 2 Non-food items Household Items Pack 100 5,000 500,000 3,846 Educational Packs Pack 250 1,750 437,500 3,365 3 Shelter and settlement 0 Small Scale Repairs to homes Per HH 40 50,000 2,000,000 15,385 4 Awareness Building Awareness programmes. Per prog. 5 45,000 225,000 1,731

Other Sector Related Direct Costs (List expenditure by sector) a. Prof. fee of Engineer for building repairs per visit 4 2,000 8,000 62 and renovations * Cost requested by IP b. Salary of Programme Coordinator - per month 30,000 90,000 692 Member 3 c. Community Facilitators - IP per month 9 20,000 180,000 1,385 d. Needs Assessment - IP e. Transport and related cost - IP per visit 3 20,000 60,000 462 f. Communication/visibility cost lump sum 50,000 385 g. Beneficiary Selection - IP h. Transport - member per visit 3 15,000 45,000 346 i. Food and accommodation - 2 persons per visit 3 5,000 15,000 115 TOTAL DIRECT ASSISTANCE 7,000,500 53,850 TRANSPORT, WAREHOUSING & HANDLING Transport (of relief materials)

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1 Distribution of food Parcles Hire of vehicles Vehicles 2 6,000 12,000 92 2 Dry Ration Packs Hire of vehicles Vehicles 6 6,000 36,000 277 Handling per person 9 800 7,200 55 3 Non food Items House hold Items Hire of vehicles Vehicles 4 6,000 24,000 185 Handling per person 15 800 12,000 92 4 Educational Packs Hire of vehicles Vehicles 4 6,000 24,000 184 Handling per person 8 400 3,200 25

TOTAL TRANSPORT, WAREHOUSING & HANDLING 118,400 911

CAPITAL ASSETS ( over US$500) Communications equipment e.g. camera, 70,000 538 video camera, sound recording, satellite phone…

TOTAL CAPITAL ASSETS 70,000 538

TOTAL DIRECT COST 7,188,900 55,299

INDIRECT COSTS: PERSONNEL, ADMINISTRATION & SUPPORT Office Operations Office rent 0 0.00 Office Utilities Per Month 5,000 3 15,000 115 Office stationery Per Month 2,500 3 7,500 58 Communications Telephone and fax Per Month 7,500 3 22,500 173 Other Insurance 0 Salaries Per Month General Secretary 20,000 10% 2,000 8,000 62 Programme Manager 35,000 40% 14,000 56,000 431 Accountant 35,000 25% 8,750 35,000 269 Travel and transport for related meetings Per Month 7,500 4 30,000 231 TOTAL INDIRECT COST: PERSONNEL, ADMIN. & SUPPORT 174,000 1,338

AUDIT, MONITORING & EVALUATION Audit of ACT RRF Estimate 85,000 654 Monitoring & Evaluation Estimate 100,000 769

185,000 1,423 TOTAL AUDIT, MONITORING & EVALUATION

RRF09/2014: Sri Lanka Floods 8

TOTAL EXPENDITURE 7,547,900 58,061

EXCHANGE RATE: local currency to 1 USD Budget rate 130.00

ACTION The ACT Secretariat has approved the use of USD58,061 towards the budget from its Rapid Response Fund and would be grateful to receive contributions to wholly or partially replenish this payment. Should there be an appeal for this emergency, the RRF payment will be considered as an advance.

For further information please contact: ACT Senior Programme Officer, Sudhanshu S. Singh (phone +41 22 791 6035 or mobile phone +41 79 285 2916) or ACT Acting Deputy General Secretary and Director of Programmes, Pauliina Parhiala (phone + 41 22 7916069 or mobile phone + 41 79 963 5333)

ACT Web Site address: http://www.actalliance.org

Pauliina Parhiala Acting Deputy General Secretary ACT Alliance Secretariat