Shelter/NFI Cluster Meeting Sloviansk Agenda 1. Roundtable Introduction

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Shelter/NFI Cluster Meeting Sloviansk

Agenda

1. Roundtable introduction 2. IM Updates: 5W Updates from Subnational and Damage Database Updates, Collective Center Exercise 3. Review of the Four components of winterization, are they still relevant? 4. Gaps and niche from Winterization 2016-2017 5. Review of Government of Ukraine subsidies system (budget), how can we streamline assistance between the government and humanitarian agencies? 6. Challenges linke to procurement, supplier mapping, feedback (primary emphasis on coal delivery) 7. Geographical prioritization and top needs according to the context 8. AOB and Wrap Up

ACTION POINTS

What By whom By When 5W Update for May Shelter Cluster partners June 12th 2017 Damage Database updates Shelter Cluster partners Ongoing shared on a regular basis Update to Donetsk Book of Subnational Shelter Cluster End of Month Addresses Coordinator Publication of Collective Shelter Cluster Team End of Month Centre Monitoring Exchange of information on OSCE and Shelter Cluster Before next cluster meeting Collective Centres Month Circulation of Winterization Subnational Coordinator With the circulation of the Matrix for 2017-2018 minutes Partners to decide on Partners Before next meeting whether supplier blacklisting should be included in coordination Production of Winterization Shelter Cluster Team 1st week of July Recommendations Review of Subsidies with Subnational Coordinator Before next meeting DOMCA and intentions of SES this year

Present: ADRA, Arche Nova, ICRC, IOM, People in Need, Peremoga, Premiere Urgence, OSCE, Save the Children, and UNHCR Agenda item 1. Introduction, presentation of participants All participants briefly introduced themselves, attendance sheet was circulated (See Annex 1 to the minutes). Subnational Coordinator extended a special welcome to the National Coordinator.

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Agenda Item 2- IM Updates Subnational Coordinator recapped the last month’s activities by sharing an update on the 5W for April 2017 in Donetsk Oblast GCA. Shelter Cluster Coordinator reminded agencies that the updates to the 5W would soon be due to national cluster. The maps represent ongoing and planned activities reported as of May and where they will be implemented. Shelter Cluster partners in Donetsk Oblast had continued to provide updates to the Shelter Cluster’s Damage Database. In April, Subnational Coordinator had circulated a document called the Donetsk Book of Addresses, where repairs reflected previous and ongoing interventions to ensure coordination within the village (Admin 4) level. As reporting to this database has been ongoing for a year, the Coordinator provided a brief overview of what was the situation with repairs by taking an average of 5W and Damage Database Repairs in Donetsk Oblast GCA. Moreover, the Coordinator also provided an additional layer to show were the most common damages had occurred as of the middle of May 2017.

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In addition to regular coordination updates through the Damage Database, the Shelter Cluster team had also embarked on regular field monitoring of the information found within the damage database. Subnational Coordinator presented one example of this monitoring in Luhanske village. Through the field monitoring, the Shelter Cluster Team was able to hear back from partners’ beneficiaries and to track the trends related with secondary damages of homes. Luhanske is a good example of a village where secondary damages occurred in 2017 due to military occupation of housing (see attachment 2 to the meetings).

The Subnational Coordinator mentioned the Collective Centre Monitoring. The Coordinator provided special thanks to the agencies People in Need and the Danish Refugee Council for their support in collecting data in Donetsk Oblast. Shelter Cluster National Coordinator mentioned that one of the significant findings was the high number of closures that had taken place especially in Donetsk Oblast. National Coordinator shared that the updated monitoring from Donetsk Oblast and also the national level would be available by the end of June 2017. Representative of the OSCE mentioned that the agency is doing a similar verification exercise of how many IDPs are in Collective Centres especially in Dnipro and Donetsk Oblasts and they requested more information and data from the Shelter Cluster. People in Need as one of the agencies who participated in the monitoring shared that lack of resources was one of the contributing factors to these closures.

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Agenda Item 3- Review of the Four Components of Winterization are they still relevant?

Last year, there were four components of Winterization 2016-2017, which were  Personal Insulation  Heating  Shelter Insulation  Community Facilities and Infrastructure

Participants came to the following conclusions about priorities for winterization: 1. Heating should be the top priority for communities along the contact line. 2. Personal insulation was a secondary priority especially for IDPs. 3. Shelter Insulation was a crucial need, but there is a resource issue for many partners to include this in regular programming. Nevertheless, it was a cost efficient measure to reduce utility costs over time. 4. Communal facilities and infrastructure was important, but the activities that were implemented in this category didn’t solve the root cause of the issues. More extensive financing from development programming and government would be required to solve the root challenges of those initiatives.

Agenda Item 4- Gaps and niche from Winterization 2016-2017

Subnational Coordinator presented a map, which showed a prediction based on last year’s winterization matrix on where the greatest concentration of needs may be. Partners took this opportunity to reflect on what went well and not so well from last year’s implementation with the means of including some elements in the winterization recommendations.

 UNHCR mentioned that in northern Donetsk Oblast they covered 1050 households with coal distribution (3 tons per household, but that this was only one third of their originally targeted beneficiaries. Quality of coal was an issue during the 2016-2017 activities. UNHCR representative suggested that conditional cash grants for heating may be a better option than direct distribution. With direct distribution, it was not always convenient for people to pick up the supply and carry it to their homes.  ADRA mentioned that last year they distributed 1 ton of coal per household, but their PDM showed that 40% of their beneficiaries mentioned that the quality of coal was low. They also implemented some community infrastructure works such as the installation of heating 4

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systems in schools and hospitals, but two of these projects were incomplete, because of bureaucratic issues related to the implementation of the works.  People in Need also experienced a later start to their winterization programming and reduced from three tons to two tons of coal. They mentioned quality of coal and issues with suppliers as the two largest challenges they encountered with winterization.  ICRC mentioned that in 2015 they had been pleased with using the wooden briquettes option, though last year they did not have a good experience with their supplier. Conditional cash could be a feasible option, as they found that their beneficiaries even in grey zone areas such as Opytne were thankful for this option. A mixed modality approach could also work if the program and distribution begins early enough, beneficiaries will find a way to purchase the necessary heating items.  OSCE mentioned that they had observed some suppliers using corrupt practices in several communities last year and this risk should be taken into account.  Linkages between heating sources and livelihoods was also mentioned. The National Coordinator wondered if biomass type of heating could be used from places such as Lyman which is no longer on the front line of the conflict, where mines prevented people from accessing wood sources.  Save the Children mentioned the need for NFIs in NGCA, and noted that NFIs in NGCA were still a priority, though the de facto authorities may cause a delay in distribution, so this should be taken into account in such programming.  UNHCR agreed that NFIs were still in need in Donetsk GCA.  People in Need shared their best practices from last year’s implementation, where they provided cash grants to rural villages for unemployed families in the former contact line. The PDM showed that this met a great need for winter clothes in these areas.  Arche Nova mentioned that they also targeted rural villages with personal insulation. Their only coal distribution was to social institutions such as collective centres and schools.  People in Need in their NGCA program plans to target multi-story buildings with radiators and repairs to electrical converters.  IOM mentioned the importance of cash coordination as many different agencies had very different amounts. National Coordinator replied that for winterization coordination, the Shelter and NFI cluster could only coordinate those activities related with Shelter and NFI. Similar to last year, the winterization coordination matrix would be circulated early for partner inputs and comments. Though due to the limitations on data sharing, this sector could not be coordinated with unique identifiers as in the shelter sector. Therefore once the coordinator provides the feedback as to which other agencies are working at the field level, it is important to bilaterally coordinate between agencies. Subnational Coordinator reminded partners of the interactive map used to facilitate coordination last year.

Agenda Item 5- Review of Government of Ukraine subsidies system (budget), how can we streamline assistance between the government and humanitarian agencies?

Subnational Coordinator provided an update from Donetsk Oblast on Heating and Utilities subsidies as issued by the Donetsk Department of Social Protection: Two forms of subsidies were issued: communal services and reimbursement for solid, liquefied and gas heating. It will likely be announced that there will be changes in the legislature with respect to the issuing of this subsidy and further updates will follow, but the cluster still has many questions about how timely the delivery of this subsidy is with the time of application.

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Agenda Item 6- Challenges linked to procurement, supplier mapping, feedback (primary emphasis on coal delivery)

Quality of coal and supplier issues were mentioned as the most common challenges related with implementation of winterization activities. National Coordinator questioned partners what they would propose both in terms of standard quantity of heating source material and quantity of the product. The management of a supplier black list was proposed with that information being centralized within the cluster, though partners still wanted to give some thoughts to this idea.

While 3 tons of coal per household was recommended as the ideal amount for making it through the winter if you were able to distribute in October, procurement challenges can be anticipated, so a minimum of 2 tons of coal, which would be 66% of the need. For extremely vulnerable groups, exceptions can be made.

More information on the functioning of markets for purchasing of heating materials should be explored. A mixed modality approach can also be encouraged to ensure that at least partially the need is covered. Each partner will have to at their discretion determine their own categories and select the appropriate modality based on the market and the type of need.

Shelter insulation should be included as an element of winterization as it is a way to reduce the costs of utilities and provide warmth in a home over the long-term. Those donors who are mobilizing to do development programs in the energy sector should be made aware of this issue as winter is a phenomenon that impacts Ukraine every year.

Shelter Cluster thanked partners for their inputs on winterization and mentioned that this year’s recommendations would be a shorter version than last year’s to capture the main points: maximum 8 pagers. The Shelter Cluster Team should publish the winterization recommendations by the first week of July.

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What By whom By When Circulation of Winterization Subnational Coordinator With the circulation of the Matrix for 2017-2018 minutes Partners to decide on whether Partners Before next meeting supplier blacklisting should be included in coordination Production of Winterization Shelter Cluster Team 1st week of July Recommendations Review of Subsidies with Subnational Coordinator Before next meeting DOMCA and intentions of SES this year

Agenda Item 7 Partner Updates

 ADRA announced that they were conducting medium and heavy repairs in Troitske and Popasna in Luhansk Oblast GCA. ADRA GFO project's capacity till the end of August will allow to repair 22 multi-story buildings with slate roof, 7 multi-story buildings with soft roof, 73 individual houses (medium repair) and 7 individual houses (heavy repair). ADRA also donated materials in Balaklaia in Kharkiv Oblast and coordinated with the cluster and UNHCR who also had provided materials there. ADRA was also approached by the mayor of Krasnohorivka about assisting the hospital there with construction materials and wanted to know if other partners had received similar requests.  People in Need is repairing 550 households with light, medium, and heavy repairs. 42 households in Kudiumivka, Verkhnoretske, and Krasnohorika were already identified. They also selected 10 multistorey buildings in the grey zone, but were trying to ascertain whether their suppliers would be able to proceed with the works due to the safety concerns. People in Need is also finalizing selection of beneficiary households in Pervomaiske and Vodiane.  Ache Nova is continuing its activities in Volnovokha and Troitske. They will implement 230 light and medium repairs. In August, they will complete works on medical centres. They also doing other communal facilities projects such as providing concrete for the electrical network. For winterization, they continue to provide assistance to community facilities such as collective centres and schools. They repaired adapators at schoosl in Toretske and repaired windows with UNICEF, though some activities are more WASH related.  IOM has no major updates, but similar to other actors they also have community infrastructure activities. They are on the second phase of their social cohesion project which include repairs on 20 objects within Donetsk Oblast at libraries, cultural centres, etc.  ICRC WatHab department is active with repairs in Svitlodarsk, Avdiivka, Lastochkino, Zaitseve, Artemove and are looking at infrastructure projects in Myronovskiy and Vodiane. They are also providing support to Voda Donbass in Avdiivka. Specifically, they are aiding the Avdiivka Communal Services Department for repairs on the heating and water supply.  UNHCR is implementing shelter activities through its implementing partner People in Need who already shared about their activities. UNHCR is doing 4 Quick Implementation Projects (QIPS) this year: Bakhmut, Siversk, Druzhkivka, and Sloviansk for specialized institutions.  National Coordinator noted that many partners mentioned communal infrastructure repairs. He reminded partners that since the Early Recovery Cluster was deactivated, the Shelter Cluster should collect information on these type of communal repairs within the 5W, so please be sure to include them regularly in the updates.

What By whom By When

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Collection of information Shelter Cluster Team June 12, 2017 about communal facilities in 5w

AOB

OSCE asked a question on what were the updates related with Housing, Land, and Property. They mentioned they had attended the Danish Refugee Council Round Table concerning unifying the acts of destruction in order to quickly provide a mechanism for restitution. National Coordinator responded that while that effort was implemented quickly, because it was said that the statue of limitations on such cases would expire by July 2017, at national level, there is advocacy efforts ongoing for the government to improve its national housing policy framework in order to address compensation properly. Recently, the HLP TWIG compiled a lessons learned study from other post conflict countries about what were the recovery, compensation, and restitution experiences. The document will be presented at the HLP TWIG in Severdonetsk the following week, but the Cluster can share this as an attachment to the minutes.

Shelter/NFI Cluster team in Ukraine contact details:

Cluster Coordinator: Igor Chantefort, [email protected] Cluster Co-Chair: Renee Wynveen, [email protected] Shelter Associate: Kostyantyn Dmytrenko, [email protected] Shelter Intern: Anastasiia Ponomarenko, [email protected]

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Annex 1 Attendance Table Name Organization Function Email Address Project Manager Natalia Bykova ADRA Assistant [email protected] Andrey Field Krivchendov Arche Nova Coordinator [email protected] Denis Gotserich Arche Nova Engineer [email protected]

Eco SEC Desk Olga Sumina ICRC Officer [email protected] Maksym Water & Habitat Boltian ICRC Engineer [email protected] Vlad Kurinny IOM Head of Office [email protected] Monitoring Maka Khazalia OSCE Officer HD [email protected] Sebastian Monitoring

Hulde OSCE Officer HD [email protected] Oleksandr Language Kotelenets OSCE assistant [email protected] Advocacy Irina Stepova Peremoga Manager [email protected] Viktor People in Project Gladchenko Need Coordinator [email protected] People in Project Alena Rudenko Need Administrator [email protected] People in Deputy PM Sergei Saienko Need Shelter [email protected] Pierre Premier Field Chevalier Urgence Coordinator kos.fieldco@premiere_urgence.com.ua Ekaterina Save the

Slobodyanik Children FSL Coordinator [email protected] Saifullah Mehrabi UNHCR Shelter Associate [email protected]