Minutes on Project Performance and Monitoring Meeting (PPMM)

The Project Performance and Monitoring Meeting (PPMM) was held on May 28, 2016 from 10.30 am to 3:00 pm at Principal Office of COAST Trust in Dhaka. The meeting was moderated by the Deputy Director-ME & IA. The focal persons of the projects and all Project Coordinators were present in the meeting.

Agenda: The following agenda were discussed and decisions were taken accordingly. 1. Review of last PPMM minutes. 5. PoP_206-2017 2. Staff Recruitment 6. New Project Brief 3. Quarterly Project review report 7. Program and Finance Presentation. 4. Desktop Newsletter 8. AoB Discussion and Decisions: The discussion on agenda and decisions of the meeting are given in the following table. SL Agenda Discussion and Decision Dateline Responsibility 1 Review of last Review of last PPMM minutes: PPMM minutes Already Flip chart has been submitted to the donor and has been 15 June/16 -PC CLS completed all tasks. Flip chart will be finalized through the discussion with donor. Coordinator-ICT will take an approval from Director with proper 15 June/16 -Coordinator- justification for getting Internet Package of 2GB instead of 1GB ICT that will be adjusted from the project expenditure COAST Citizen Charters will be developed. Methodology will be prepared by 7 June and 1st draft will be submitted 25 June, 2016. It 15 July/16 will be completed 15 July, 2016. -PC-RUP RTL (BMTC & CMTC) will be prepared a participant list who attend 5 June/16 upazilla and District NGO coordination meeting. RTL will develop a -RTL (BMTC & format and all of us will submit our report to use this format. CMTC) Rashida Begum (C-Training) & RTL-CMTC contact with DC at Bhola 8 June/16 & Cox’s-Bazar to collect certificate for election working group. -Rashida Apa The initiatives will be taken for development of members of ITDC. Continuous & RTL-CMTC This purpose there will be the distribution of seeds to member of process PC-Ujjibito will take initiative for organizing vaccine camp for ITDC PC- Ujjibito members. 2 Staff One Upazila manager resigns at RUP project. It is important to 15 June/16 -HR Recruitment recruit as soon as possible. Department

3 Quarterly Quarterly project review report was not completed still now by Continuous All projects Project review respective projects. Those projects will complete internal project process report review reports and will be sent by 20 July-2016. Some topics are must be included in this report. These are methodology, subject and participants list of FGD. 4 Desktop While preparing monthly newsletter, all PCs need to give Continuing All PC Newsletter noticeable concentration on the result or the outcome of the Process project. RTL, CMTC will submit a special edition of newsletter based on the social business from next month. SL Agenda Discussion and Decision Dateline Responsibility 5 PoP_2016-2017 Some project staff did not submit PoP. These project are CLS, PC- CLS, School feeding, SGSP & Coastal vegetation improvement (CVI) and 3 June/16 SGSP,SFP & they will have to submit the PoP by June 3, 2016. CVI

6 Brief of new COAST starts a new project. The name of project is Coastal 5 June/16 RTL-CMTC project Vegetation Improvement (CVI). Duration: 15 months, Budget: 18 lac. RTL-CMTC will be the in-charge for the implementation of the project. He will prepare a plan of operation and will send by 5 June/15. AD-SA&DRR will be the focal of the project. 7 Program and Finance Presentation I CLS Total cumulative achievement up to April (program): 70% Total cumulative achievement up to April (Finance): 70% Last month performance, March 2016: Pr.- 118%, Fin-141% Reporting month performance: April 2016: Pr.- 91%, Fin- 92% Ii RUP Total cumulative achievement up to April (program): 80% Total cumulative achievement up to April (Finance): 70% Last month performance, March 2016: Pr.- 99%, Fin-103% Reporting month performance: April 2016: Pr.- 94%, Fin- 86% Iii C4D Total cumulative achievement up to April (program): 68% Total cumulative achievement up to April (Finance): 70% Last month performance, March 2016: Pr.- 100%, Fin-87% Reporting month performance: April 2016: Pr.- 100%, Fin- 108% Iv SFP (Finance) Total cumulative achievement up to April (Finance): 60% Last month performance, March 2016: Fin-99% Reporting month performance: April 2016: Fin- 0% V SEEDS Total cumulative achievement up to April (program): 22% Total cumulative achievement up to April (Finance): 70% Last month performance, March 2016: Pr.- 93%, Fin-103% Reporting month performance: April 2016: Pr.- 61%, Fin- 86% vi SGSP Total cumulative achievement up to April (program): 64 % Total cumulative achievement up to April (Finance): 50% Last month performance, March 2016: Pr.- 100%, Fin- 99% Reporting month performance: April 2016: Pr.- 100 %, Fin- 62 % vii ECOFISH Total cumulative achievement up to April (program): 13% Total cumulative achievement up to April (Finance): 16% Last month performance, March 2016: Pr.-100 %, Fin-95% Reporting month performance: April 2016: Pr.-100 %, Fin- 93%

After a fruitful discussion on project activities and other concerns, Deputy Director-ME & IA appreciated all the participants for their active participation and very convincing and trustworthy participation.

Having no other issue to discuss, the moderator settled the meeting with votes of consent.

Documented by Moderated by Md. Mizanur Rahman Sayed Aminul Hoque PC- C4D&ECM Deputy Director-ME & IA