Meeting Minutes Template

HRRP District Coordination Meeting Minutes

Meeting Purpose: General Coordination Meeting Meeting Date: 14/06/2018 Meeting Time: 1:45 PM Meeting Location: Mahankal Rural Municipality, Gotikhel, Ward no. 3, Lalitpur district Meeting Facilitator: Roshan Raj Giri, M & E Consultant, Lalitpur district, CLPIU NRA Building Minutes Taken By: Ambika Amatya (HRRP Kathmandu Valley Team) Summary of Total: 22 Female: 8 Male: 14 participants:

Discussion: (Items/Knowledge Shared) Agendas: • Welcome and sharing of objective • Discussion on reconstruction issues/challenges • AOB

Agenda 1 • Welcome and sharing of objective The general coordination meeting of Mahankal Rural Municipality (RM), Lalitpur district was held on 14 June 2018 at Gotikhel ward office, Ward no. 3, Mahankal Rural Municipality. The coordination meeting was chaired by Mr. Ram Chandra Dahal, RM Chief, Mahankal RM in the presence of chief and members of ward offices. The main objective of the meeting was to discuss on recent reconstruction status, issues and challenges in ward areas as well as to find possible solutions to carry our reconstruction efforts in time.

Agenda 2 • Discussion on reconstruction issues/challenges ➢ Common reconstruction issues raised by the ward representatives were- cases of multiple beneficiaries, non-compliance houses that were built without following minimum requirements and delays in grant disbursement. ➢ Field presence, efficiency and accountability of engineers based at ward office were in question and doubts from the local representatives. ➢ Inadequate presence of concerned engineers based at Ward office and lack of technical assistance from them in taking forward reconstruction initiatives has delayed the reconstruction efforts in the ward areas. ➢ Beneficiaries has faced the delays in grant disbursement despite recurrent trips to concerned banking institutions. ➢ There was no response of grievances that were forwarded from concerned ward office to DLPIU Building Lalitpur office. ➢ Houses that were reconstructed sometime after earthquake and before endorsements of NRA guidelines were flagged as non compliances by the engineers during inspection. ➢ Due to mistakes done by engineers deployed in the area during wrong entry of data, one beneficiary has received 3rd tranche while claim for 2nd tranche is still pending. ➢

Miscellaneous Items / AOB: • Concerned ward chief informed representative of DLPIU Building Lalitpur about disapproval of attendances of engineers deployed at ward office in the context of their recurrent field absence and unsatisfactory assistance to reconstruction work. • DLPIU Building Lalitpur stressed on solving the local reconstruction issues in coordinated ways whereby working closely with technical staff deployed at ward office as they are responsible for

HRRP District Coordination Meeting Minutes

Miscellaneous Items / AOB: supporting ward officials in taking forward reconstruction tasks along with dissemination of reconstruction messages upto beneficiaries level. • Ward chief of concerned ward office will give work list to technical staff deployed at ward office. • Ward representatives stressed for full fledge placement of one technical staff at Mahankal RM office in order to actively undertake the reconstruction initiatives.

Decisions Made: (What, Why, Impacts)

➢ DLPIU Building Lalitpur will rigorously work with concerned technical personnel deployed at ward office to search for grievances files of beneficiaries that were send to DLPIU Building office much earlier. ➢ DLPIU Building Lalitpur will coordinate with NRA DLPIU GMaLI Lalitpur office for cross checking beneficiaries’ data who are facing hard time with reconstruction issues. Furthermore, emphasis will be given for ensuring data consistency and verification. ➢ DLPIU Building Lalitpur will follow up with technical staff deployed at ward office for providing reconstruction services to ward office in timely manner such as timely email checking and correspondence. ➢ DLPIU Building Lalitpur emphasized ward officials to properly inform beneficiaries that have non compliance houses due to various reasons in order to apply correction and exception measures to receive further tranches in timely manner in further days to come.

Next Steps/action points: Person(s) Responsible Due Date DLPIU Building Lalitpur will coordinate with NRA DLPIU DLPIU Building, Lalitpur As soon as GMaLI Lalitpur office and EHRP Lalitpur for cross possible checking of beneficiaries’ data who are facing hard times with reconstruction issues. Furthermore, emphasis will be given for ensuring data consistency and verification.

Attendees Gender Organization Designation Phone no. Email Ram Chandra Dahal M Mahankal Rural Chief, Mahankal RM 9860013507 Municipality Kamala Lama F Mahankal Rural Deputy Chief, Mahankal 9851227814 Tamang Municipality RM Ganga Ram M Gotikhel ward office Ward Chief, Ward no 3, Timilsina Mahankal RM Shanta Prasad M Kaleshwor ward Ward no 4, Ward Chief Gautam office, Mahankal RM Sanchaman M Manikhel ward office, Ward no. 2, Ward Chief, Syangtan Mahankal RM Khom Prasad Dahal M Chandanpur ward Ward no 5, Ward Chief office, Mahankal RM Khom Prasad M Bukhel ward office, Ward no 1, Ward Chief Gautam Mahankal RM Saraswati Ghimire F Bukhel ward office, Ward no. 1, Ward Mahankal RM Member Urmila Ghimire F Gotikhel ward office, Ward no. 3, Ward (Timilsina) Mahankal RM Member Parbati Timilsina F Manikhel ward office Ward no. 2, Ward Member

HRRP District Coordination Meeting Minutes

Uttam Kumar M Chandanpur ward Ward no. 5, Ward Chief Ghimire office Ram Krishna M Thuladurlung ward Ward no. 6, Ward Chief 9862797290 Acharya office Sushil Chandra M Gotikhel ward office Ward no. 3, Ward Ghimire Member Dharma Kumari F Chandanpur ward Ward Member, Ward Dahal office no. 5 Roshan Raj Giri M CLPIU NRA Building M & E Consultant, 9841335744 Lalitpur Ambika Amatya F HRRP, Kathmandu District Coordinator Valley Poonam Pal F DLPIU Building Sub Engineer Jeewan Lepcha M Manikhel ward office Sub Engineer 9861555877 Samjhana Simkhada F Chandanpur Engineer Mukunda Pokhrel M Bhukhel Assistant Sub Engineer 9844289614 Madhav Prasad Oli M Bhukhel Sub Engineer 9843630515 Sobhit Mahato M Kaleshwor Sub Engineer 9808557585