Special Subnational Cluster Meeting
12th January 2018
2017 Year in Review
Agenda: 1) Action Points and Announcements 2) 5W Updates for December 3) Guidelines Produced in 2017 4) Guidelines in the Pipeline 5) Monitoring and Reporting 6) Damage Database 7) Partner Updates 8) AOB
Present: Ministry of TOT and IDPs Donetsk oblast, UNHCR, DRC, PIN, ADRA Ukraine, OHCHR, NRC, Save the Children ICRC, REACH, ACTED, Ache Nova, Luxembourg Red Cross
Action Points and Announcements
The Subnational Shelter Cluster coordinator greeted all the participants of the meeting and the roundtable introduction took place. The Subnational Cluster Coordinator announced that this would be the final meeting she would chair as Subnational Cluster Coordinator. She announced that there would also be changes in the national coordination team, as Igor Chantefort, Senior National Cluster Coordinator would take up new responsibilities with UNHCR to facilitate the development of projects related with affordable housing. In his place, Andrea Parisi, Shelter Officer for UNHCR would take up dual responsibilities as Cluster Coordinator. At Subnational level, the position was being nationalized with Olesia Kaida assuming responsibilities as of earlier in that week. Kostyantyn Dmitrenko would remain in place as Information management focal point for the cluster.
Further updates based on last months reporting included:
What Update
New Year Update to include advocacy Done: New Year Update published points about fuel challenges in GCA https://www.sheltercluster.org/ukraine/documents/winteriz ation-2017-18-new-year-update
Addresses to be updated for end of Book of Addresses to be sent on Friday Jan 19 or at least December Monday Jan 22: Precision post meeting: Book of addresses circulated by Subnational Coordinator as of 19th of January. Conduct details of new Cluster team Andrea Parisi: [email protected] Olesia Kaida: [email protected] Kostyantyn Dmitrenko: [email protected]
Action Points Who Sasha Varashkov to share Ministry of Social Policy Sasha, Olesia/Kostya, Act of Destruction unification attempt with Cluster and HLP Coordinator Place the damage assessment and technical note Cluster Team (Kostya) on an easier to access part of the Website Agencies to make use of the minimum PDM Partners indicators available in the guidelines and to share findings with cluster to inform future guidelines Light Revision of Guidelines and winterization Andrea/Olesia (April through lessons learned summer) REACH to share assessment tool and information Jeremy and REACH team on the assessment with partners Advocacy with development initiatives Shelter Cluster team and agencies in advance of the winter season.
5W Updates for December
The Subnational Shelter Cluster coordinator reminded the partner agencies about the reporting to the Cluster: 5W inputs were due on the 12th of January Precision post meeting: Final results of 2017 outputs and achievements are now summarized in a four-pager annual report: https://www.sheltercluster.org/ukraine/documents/shelter- cluster-annual-report-2017
Guidelines Produced in 2017
The Subnational Shelter Cluster coordinator reviewed the products published by the Shelter Cluster during 2017 in order to discuss what could be improved when looking forward to 2018:
Technical Notes
The agencies had a long discussion about how to legally account for damages at the field level. IDP Ombudsman for Donetsk Oblast, representative of the Ministry of Social Policy, and Consultant for the Council of Europe mentioned that the Ministry of Social Policy was now trying to again standardize the ways that acts of destruction are reported at field level. Subnational Coordinator reviewed the attempts by the Danish Refugee Council this year to introduce a standard act of destruction, though at the same time lessons learned from September 2017 were showing the need to bring in the engineering perspective, as the judges were looking at a way to quantify damages and to distinguish damages from the pre-conflict lack of maintenance for this house.
There were several good ideas mentioned about what advocacy would be required to bring about compensation. Several agencies remarked at the slow pace of compensation for the local population. Subnational Shelter/NFI Cluster Coordinator reminded agencies that compensation is quite a slow process and would not be brought about as quickly as humanitarian interventions. Subnational Shelter/NFI Cluster Coordinator reminded agencies about the work of the Housing, Land, and Property Technical Working Group in this regard. In May 2017, a document was published looking at foreign case studies: https://www.sheltercluster.org/housing-land-and-property-working- group/documents/foreign-experience-housing-solutions-and . This study conducted by the Working Group members showed that first of all compensation would require some sort of claim of self- responsibility for the damages caused. Further, it was necessary to determine who was eligible for criteria. While humanitarian interventions are focused on the most vulnerable, all types of people regardless of status, wealth, or physical stature are eligible to make claims of compensation. At the current stage, the Ukrainian government had not articulated any clarity on these matters.
The damage form and assessments that were discussed by humanitarian agencies are those used to determine the minimum indicators that are required. Several agencies discussed the challenges related with the new shelling in Novoluhanske. One agency remarked that the frenzy surrounding this case was worse than the flare up in Avdiivka at the beginning of 2017. Several agencies said that more training on filling out the Kobo form was required. Subnational Shelter/NFI Cluster Coordinator cited several examples from 2017 where agencies either used Kobo or the blank excel form of the damage database to document the situation in terms of shelter needs to better inform decision- making of the cluster, so it was not a requirement to use Kobo simply but to also use the indicators in the damage form. It was recommended to place this damage form somewhere more visible on the Cluster website.
OHCHR mentioned that they had done a brief report on the situation in Novoluhanske. They questioned the agencies whether they planned to follow up with any more durable forms of repairs. Agencies replied that the quick mobilisation of UNHCR and their partners with acute emergency shelter was the required response. Stakeholders from the government mentioned that this town also had significant resources for an eventual response including the presence of the State Emergency Service Brigades. Further security was not guaranteed at the moment for more durable repairs as the likelihood of repeated shelling was still possible.
Monetization and Winterization
Subnational Shelter/NFI Cluster Coordinator mentioned the two main guidelines documents that had been published in 2017. Both also provided additional insights into mainstreaming of Post Distribution Monitoring indicators for both shelter and winterization programming. Subnational Shelter/NFI Cluster Coordinator highlighted the importance of using these indicators, as she had noticed that agencies were better able to learn from their programming about the outstanding needs. The Subnational Shelter/NFI Cluster Coordinator had been able to hear feedback from local authorities and several agencies about outstanding shelter and access to documentation needs post repair projects.
Partners raised concerns about the fact that we had been able to advocate for extra funding and support for the winterization needs this past winter, but what about the next winter? The difficulties in the market for both wood and coal markets in GCA were rising. Subnational Shelter/NFI Cluster Coordinator pointed that in doing the analysis of the Humanitarian Response Plan for 2017, the needs in the area of winterization were increasing. The Subnational Shelter/NFI Cluster Coordinator shared the analysis of the Cluster’s findings. While the needs to shelter needs were being gradually met despite daily shelling, the protracted conflict was continuing to reduce dramatically access to essential resources for the winter period. Buildings Damaged (Unique address) GCA Needs of Heating (Access to solid GCA as of October fuel has decreased due to the conflict) 17350 20000 20000 14413 11520 15000 10438 10000 6258 6464 10000 18800 18000 15651 11000 13854 5000 7431 0 0 2015 2016 2017 2014-2015 2016 2017 Number of HHs assisted GCA Durable Repair Cumulative Damages reported Number of households in need of heating GCA
Subnational Shelter/NFI Cluster Coordinator mentioned that it would likely be required to do a light revision of the Winterization Guidelines in the summer especially as agencies were already reporting the continuing rising prices of coal and wood since the beginning of the winter season. Subnational Shelter/NFI Cluster Coordinator invited REACH Country Representative to say a few words:
REACH Initiative had been requested by the Humanitarian Country Team to conduct an assessment during the winter season to check on the coping mechanisms of the affected population during the coldest months of the year. The data collection would soon start after validation of the tool, but the publication of the report may take a little bit longer and come out in June. Subnational Shelter/NFI Cluster Coordinator remarked that that would be good timing to facilitate next year’s winterization planning.
It was also informed by the partners that UNDP supported the project for pellet production but it requires beneficiaries to have a new kind of stove, which takes time. Subnational Shelter/NFI Cluster Coordinator noted that a large majority of these questions related with other forms of fuel and changing of stoves started to fall outside of the humanitarian scope as it requires change in the population’s pre-crisis behavior. A greater advocacy would need to be made to development or recovery initiatives to facilitate timely delivery of heating in advance of the winter.
Guidelines in the Pipeline Revision to Structural Repairs
Action Point Update
NRC to provide guidance documents about the Done and shared once with relevant shelter form needed to fill out for new building codes agencies from Ukrainian legislature concerning Agencies to provide feedback to detailed BoQ for Received from NRC, UNHCR Severo, ICRC Sloviansk, the revision and People in Need (Agencies conducting Structural Repairs and Reconstruction Projects) Shelter Cluster Team to make a draft about the Ongoing difference between humanitarian and development structural repair and reconstruction interventions Shelter Cluster to draft guidance on technical Ongoing damaged assessment
PDM interventions for structural repairs and Ongoing reconstruction
Subnational Shelter/NFI Coordinator reminded agencies that the Cluster team still had on its agenda the completion of the revision to the Structural Repairs and Reconstruction Guidelines. Several agencies as mentioned above have already submitted their suggestions for revisions of the detailed standard BoQ. If you have not, you can still submit this to [email protected]. Many thanks to NRC who had submitted the documentation concerning new building standards. Agencies mentioned the issue of lack of documentation as being an outstanding obstacle to providing structural repairs and construction. Subnational Shelter/NFI Cluster Coordinator reminded the agencies that the Housing, Land, and Property Working Group was attempting to quantify how many cases had been impacted by this lack of documentation issues in order to better address it in its upcoming strategy. Several agencies noticed that there were differing views on this issue between shelter departments and protection actors about how to help this affected population. Subnational Shelter/NFI Cluster Coordinator mentioned that it was important to address these issues through the Housing, Land, and Property Working Group. This was already part of the discussions happening at national level.
Monitoring and Reporting
The specific monitoring and reporting products were presented by the Shelter Cluster:
Prediction of Damages in 2017, GCA Only 1000 100
800 80
600 60
400 40
200 20
0 0
Total Damages Cumulative Initial projection Prediction of Damages until the end of the year based on last month trend
Subnational Shelter/NFI Cluster would continue to monitor the pace of conflict in order to determine whether it was necessary to trigger any necessary contingency. For example at the mid-year review of the Humanitarian Response Plan, the cluster revised the target for acute emergency plastic sheeting due to the greater than expected new damages in the first half of the year. The Cluster Coordinator noted that after revising the expected new damages for 2017, the Cluster’s prediction was quite accurate.
Damage Database In 2017 the Shelter Damage Database reckoned up more than 15,000 addresses of destroyed or damaged buildings. The following actions were taken:
. Book of Addresses for all reporting agencies . 2 meetings and presentations with Ministry of ToTs and IDPs . 6 trips to the field to verify data with authorities and 3 publications of field note products . Geocoding
The Representative of the MinToTs and IDPs shared with the clusters about the ongoing development of this website: http://portal.mtot.gov.ua/ua/home, as eventually the Cluster wants to transfer databases to this platform as part of the transition plan.
Partner Updates
ADRA’s shelter and winterization activities comprise repairs of light, medium and heavy categories (1000 HHs, 530 HHs and 25 HHs correspondingly) along with 100 HHs for insulation works. ADRA plans to distribute 1500 tons of coal to 1300 HHs by the end of February.
PIN told about the winterization activities fulfilled and in progress. Under accomplished UNHCR- funded project PIN did all 4 categories of shelter repair for 338 HHs (light, medium, heavy and full reconstruction) in Donetsk GCA raions as well as their pilot project of slate/ soft roof repairs of 14 multi-apartment buildings. Besides, PIN distributed coal, wood and furnaces for private houses under their ECHO- and DFID-funded projects. The current OFDA project included coal distribution for 10 social institution (20 – 30 tons per each object depending on the quantity of beneficiaries there). With PIN’s program on cash grants for light shelter repairs, 33 HHs of 50 targeted are already assisted. Their program of windows installation counts 205 HHs of 300 planned.
PIN for their new shelter programs is conducting needs assessment to assist 50 HHs with light and 100 medium repairs as well as 90 apartments in multi-storey buildings.
Within current winterization, DRC is doing all four categories of shelter repair as well as window glazing as a separate shelter activity. The geography of their AOR expands from Mariupol up to the north of Donetsk region and also Lugansk GCA. Glazing and repairs is still ongoing until March.
ACTED told about the delivery of heaters in December 2017 in Toshkovka. As for 2018, there will be no shelter repair activities however probably some cash winterization NFIs can be distribution. Subnational Shelter/NFI Cluster recommended that ACTED share this data directly for the 5W reporting.
ICRC announced that ICRC is doing shelter repair activities (either construction materials supply or both labor and materials options) in a number of villages along the contact line stretching from Yasynuavatskyi to Myronovskiy raions. ICRS’s Economic Security department is engaged in the process of cash-for-winterization and coal distribution.
Arche Nova: assisting kindergartens, schools and rural health posts on the contact line in Lugansk oblast (Novoaidarskiy, Stanichno-Luganskiy and Popasnyanskiy raions). Distribution of 950 convector heaters and 250 tons of coal. Subnational Shelter/NFI Cluster coordinator encouraged agencies to share data that was planned in advance especially for winter projects and not just at completion to facilitate bilateral coordination among agencies. Under winterization program Save the Children are coal distribution and NFI distribution in NGCA, but at this time they are waiting to hear back on their Cash for NFI proposal. The donor would be similar to NRC’s. Subnational Shelter/NFI Cluster Coordinator recommended that Save the Children get in touch with NRC. Save the Children was discussing already with NRC’s financial department in order to see if there was a way to quicken the signing of the grant proposal.
Luxembourg Red Cross will not have any shelter programs in 2018 but for assisting partially destroyed healthcare objects (hospitals, health posts etc.)
NRC has recently signed a contract with the “Pope for Ukraine” donor to be a shelter implementation partner for conflict-affected communities in GCA. Planned distribution of fuel/ coal and woods within current winterization program, though they have detected some potential collusion in the wood market. That is why now NRC is changing the modality from in-kind into cash grants. As the timeframe for project implementation would be shorter than originally foreseen, the Subnational Shelter/NFI Cluster Coordinator encouraged NRC to inform the Cluster about any potential changes to the contact line.
UNHCR’s winterization cash programming is ongoing and is attempting to be wrapped up quickly.
List of Attendance
Organization Name Function Email Address Phone Number
MTOT Dmytro Malysh Chief specialist of [email protected] (067) 424 98 00 Donetsk Sector
Charity Aleksander Consultant on [email protected] (099) 375 02 11 Foundation Voroshkov IDPs issues "Stabilization Support Services"
UNHCR Saifullah Shelter Associate [email protected] (050) 440 56 91 Mehrabi
DRC Tetiana Kurinska Shelter Officer [email protected] (067) 299 53 39
PIN Andrew Meyer Head of Programs [email protected] (066) 716 06 59
PIN Sergei Saienko Shelter Program [email protected] (050) 021 39 30 Manager
PIN Alyona Rudenko Shelter Project [email protected] (099) 737 11 10 Administrator
ADRA Roman Monitoring and [email protected] (050) 040 27 39 Makeenko Evaluation Officer
OHCHR Yevheniy Human Rights [email protected] (095) 278 43 68 Shatskyi Officer
NRC Felix De Vries Shelter Program [email protected] (067) 828 58 30 Development Manager
NRC Fedir ICLA Officer [email protected] (099) 717 01 73 Danylchenko
Save the Ekaterina FSL Officer [email protected] (095) 306 67 58 Children Slobodyanik
ACTED Nataliya Monitoring and [email protected] (050) 470 61 74 Chervinska Evaluation Officer REACH Jeremy Country [email protected] (073) 478 51 94 Wetterwald Representative
Arche Nova Andrey Technical [email protected] (066) 460 64 48 Krivchendov Coordinator
RC Luxembourg Vladimir Petrov Head of Office [email protected] (050) 735 71 28
RC Luxembourg Yulia Project [email protected] (066) 098 03 57 Tereshchenko Coordinator
ICRC Maksym Boltian Engineer [email protected] (050) 346 61 22
UNHCR/ Andrea Parisi Shelter Officer/ [email protected] (050) 445 87 80 Shelter Cluster Shelter Cluster Coordinator
Shelter Cluster Olesia Kayda Subnational [email protected] (095) 721 89 59 Shelter Cluster Associate