Subnational Cluster Meeting
21 February 2018
Agenda: 1. Review of the previous meeting decisions, and the National cluster updates 2. Presentation of the Cluster Annual 2017 Report 3. Information Management Updates: recent 5W, Damage DB 4. Update from Partners on Winterization activities, Winterization Matrix 5. Update on Damages and Repair plans 6. Recent referrals for Shelter/ NFI assistance 7. Updates from Partners 8. AOB and Wrap-up
Present: MTOT Donetsk, UNHCR, HelpAge International, ADRA Ukraine, PIN, UN OCHA, ICRC, ACTED
Review of previous Action Points After roundtable introduction the Subnational Cluster Associate informed that DRC and MoSP sent apologies for not being able to attend, then moved to the review of the previous meeting’s decisions.
What Who Update
Sasha Voroshkov to share Ministry of Sasha, Olesia/Kostya Act template can be found by link: Social Policy Act of Destruction https://www.kmu.gov.ua/ua/npas/ unification attempt with Cluster and pro-vnesennya-zmin-do-poryadku- HLP Coordinator nadannya-shomisyachnoyi- adresnoyi-dopomogi-vnutrishno- peremishenim-osobam-dlya- pokrittya-vitrat-na-prozhivannya-v- tomu-chisli-na-oplatu-zhitlovo- komunalnih-poslug Place the damage assessment and Cluster Team (Kostya) Done: technical note on an easier to access https://www.sheltercluster.org/resp part of the Website onse/ukraine/documents?technical_ support_design=Technical+Guidance Agencies to make use of the minimum Partners Ongoing PDM indicators available in the guidelines and to share findings with cluster to inform future guidelines Light Revision of Guidelines and Andrea/Olesia (April Planned winterization lessons learned through summer)
REACH to share assessment tool and Jeremy and REACH Pending approx. in a month information with partners team Advocacy with development Shelter Cluster team Planned initiatives and agencies in advance of the winter season
The agencies were recommended to make practical use of the minimum PDM indicators elaborated by the Shelter Cluster within the recent Winterization Guidelines for 2017-2018 and to share the findings with the Cluster for aggregation of Winterization activities and to have lessons learned as a basis for preparation to the next winter period. The Shelter Cluster reminded partners that two Working Groups were held to update the Structural Repairs Guidelines and the following action points were highlighted:
Action Point Update
NRC to provide guidance documents about the form for Done and shared once with relevant new building codes from Ukrainian legislature shelter agencies Agencies to provide feedback to detailed BoQ for the Received from NRC, UNHCR Severo, revision ICRC Sloviansk, and People in Need Shelter Cluster Team to make a draft about the difference Ongoing between humanitarian and development structural repair and reconstruction interventions Shelter Cluster to draft guidance on technical damaged Ongoing assessment PDM interventions for structural repairs and reconstruction Ongoing
As for the second point, the Cluster Team asked again all the partners who still have the possibility but haven’t shared yet their BoQs to send them, for operational revision by the Cluster.
2017 Shelter Cluster Annual Report The four-pager Annual Report on the Shelter/NFI Cluster’s activities in 2017 was presented to the Cluster partners. The report provides comprehensive information and figures on sectoral key issues and achievements (that can be referred to by partners for internal analyses), and links to Cluster products (guidelines, technical notes, etc.) issued in 2017.
Among other topics, worth noting: (a) the record and mapping of new damages since March 2017 (around 1,000 in GCA; no figures for NGCA, but it can be assumed an equal number), that should be kept in mind while planning the 2018 activities. There is proportionality between damages and repairs, which proves that shelter agencies reacted to the damages (although many needs are still uncovered). (b) the issues of winterization and Collective Centres (although at present a trend of closure of Collective Centres is observed, the Shelter Cluster announced to conduct the update on the situation with Collective Centres in 2018 and encouraged the agencies to support with their assessments using the online Kobo form promoted by the Cluster) (c) the work of the HLP Working Group as a combination of the Shelter and Protection Cluster components for almost two years. The Annual Report is available by the link on the Cluster web-site: https://www.sheltercluster.org/ukraine/documents/annual-report-2017.
Cluster Calendar A tentative calendar of the Shelter Cluster activities and meetings is presented, in relation with the reporting cycle and the sequence of the events in the data-flow, and the importance of regular reporting by partners (Winterization, Damage Database, 5W).
January 2018 February 2018 March 2018 M T W T F S S M T W T F S S M T W T F S S 2018 1 2 3 4 5 6 7 1 2 3 4 1 2 3 4 Planned 8 9 10 11 12 13 14 5 6 7 8 9 10 11 5 6 7 8 9 10 11 XX 15 16 17 18 19 20 21 12 13 14 15 16 17 18 12 13 14 15 16 17 18 National Cluster Meeting Planned 22 23 24 25 26 27 28 19 20 21 22 23 24 25 19 20 21 22 23 24 25 XX 29 30 31 26 27 28 26 27 28 29 30 31 5W data collection period Planned XX Quarterly Cluster Factsheet April 2018 May 2018 June 2018 Planned XX M T W T F S S M T W T F S S M T W T F S S Sub-National Cluster meetings 1 1 2 3 4 5 6 1 2 3 Planned 2 3 4 5 6 7 8 7 8 9 10 11 12 13 4 5 6 7 8 9 10 XX Damage database collection 9 10 11 12 13 14 15 14 15 16 17 18 19 20 11 12 13 14 15 16 17 Winterization data collection 16 17 18 19 20 21 22 21 22 23 24 25 26 27 18 19 20 21 22 23 24 XX Damage database collection only 23 24 25 26 27 28 29 28 29 30 31 25 26 27 28 29 30 30
July 2018 August 2018 September 2018 M T W T F S S M T W T F S S M T W T F S S 1 1 2 3 4 5 1 2 2 3 4 5 6 7 8 6 7 8 9 10 11 12 3 4 5 6 7 8 9 9 10 11 12 13 14 15 13 14 15 16 17 18 19 10 11 12 13 14 15 16 16 17 18 19 20 21 22 20 21 22 23 24 25 26 17 18 19 20 21 22 23 23 24 25 26 27 28 29 27 28 29 30 31 24 25 26 27 28 29 30 30 31
October 2018 November 2018 December 2018 M T W T F S S M T W T F S S M T W T F S S 1 2 3 4 5 6 7 1 2 3 4 1 2 8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9 15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16 22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23 29 30 31 26 27 28 29 30 24 25 26 27 28 29 30 31
Information Management Updates The Damage Database is a very important Cluster tool, which serves as a comprehensive basis for partners’ plans and gap analyses, for reporting purposes and discussions with donors. The Damage Database is subject to monthly update. Updates are to be collected through the dedicated Kobo form (https://enketo.unhcr.org/::YYDS) supported also by Android. Forms filled in by partners feed the database. The Book of Addresses is an extract of the Damage Database and allows stronger coordination among the Cluster partners The Shelter Cluster is ready to offer any type of support for the use of the tool, including special trainings in order to promote the Local authorities to collect damage data at the community level. The Cluster invites partners to advocate with local administrations to participate systematically in the data collection and also to share their own assessments with the Cluster. As to the Winterization update, an interactive map is available on the Cluster webpage (https://www.sheltercluster.org/northern-donbas/page/winterization-coverage-government- controlled-areas-ukraine), and can be filtered by locations, donors, partners, activities, implementation status, sections, modality etc.
Shelter Cluster Referral System The Cluster regularly receives and processes shelter- and NFI-related referrals from various field organizations, including OSCE and UN OCHA. Since December 2017 the Cluster received 10 referrals. Of the 3 referrals for Lugansk GCA, 2 are already closed; of the 7 for Donetsk only 1 is closed. The Cluster is still receiving referrals which are not in the humanitarian scope (houses with non- conflict-related damages, houses outside the area of shelling). Referral Database is at: https://docs.google.com/spreadsheets/d/1EGatmHiWgYFSLSSrH2M5NS88Ada_dvY- wwaFAHwUSKI/edit#gid=1797115768. A recent referral on winterization-related assistance resulted in more than one partner providing assistance to the same family. To avoid duplications and improve co-ordination, the Subnational Cluster Associate conducted a number of dedicated multilateral meetings with partners (ADRA, PIN, DRC, NRC).
Action Points Who Shelter Cluster to hold joint meeting with partners (ADRA, PIN, Shelter Cluster Team DRC, NRC) on discussion of coordination issues Partners to share with the Cluster their the lists of addresses in ADRA, PIN, DRC, NRC prioritized locations Shelter Cluster to cross-check addresses provided by partners Shelter Cluster Team Partners to keep coordination contact with each other and share ADRA, PIN, DRC, NRC with the Cluster the ultimate result of interactions thereon
Partner Updates HelpAge International: with December, distributions are done; currently closing the OFDA-funded project and no new activities. Working with beneficiaries in two directions – current activity Community Safe Spaces for elderly people and Home-based Care component, which is to be completed by the end of February. Within this component HelpAge social workers are visiting elderly people, providing them with psychosocial support and collecting referrals for further processing by local authorities, national NGOs and INGOs. HelpAge is closely working with ADRA in terms of referring individual cases on winterization assistance (mostly solid fuel etc.). The centre in Valuiske village, serving 2,000 beneficiaries, was also covered by ADRA for heating aid. 15 HHs in need of coal in Muratovo were also referred by HelpAge to ADRA. In general HelpAge is often dealing with requests from front-line population. Community Safe Spaces Project is ongoing along the Contact line (7 in Donetsk GCA and 10 in Luhansk GCA). These are centres for communication for elderly people where various services are provided. Based on these centres partner agencies such as PIN, NRC, DRC did their information and legal counselling for groups or individual beneficiaries. HelpAge distributes medical NFIs (walking frames, anti-decubitus mattresses etc.) that are reported to the Health Cluster. Also, supported by Dorcas Ukraine, HelpAge implemented multipurpose grants program for 720 elderly beneficiaries in both Donetsk and Luhansk oblasts (by means of remittances via State Postal Service UkrPoshta). ADRA: finished coal distribution in Donetsk oblast and continues in Luhansk oblast (1,300 HHs the target for both oblasts): Troitske, Krymske, Nizhne, Kapitanovo and Muratove (including referred by HelpAge) are by now left to be assisted with 1,5 tons of coal per a HH. ADRA is planning house (walls/windows) insulation activities for 100 HHs but the exact works are still to be defined later on. As to home repairs, ADRA has assessed 700 HHs (light, medium and heavy; no reconstructions planned in 2018); but due to weather conditions repairs have not started. The Shelter Cluster Associate reminded that the Cluster developed the special Technical Note for Damage Assessment to be used by the Cluster partners while assessing houses and call for regular sharing the lists of addresses with the Shelter Cluster. Action Points Who To make practical use of Technical Note for Damage Assessment Partners To share lists of assessed addresses with Shelter Cluster regularly ADRA and other Partners PIN: accomplished their winterization program by the end of last year and continue their shelter activities funded by several donors: UNHCR (contract to be signed soon); ECHO; DFID; OFDA (850 HHs with light, medium and heavy repairs; 800 HHs with glazing). Under UNHCR, PIN is operating in Verkhnetoretske, Mariyinka, Avdiivka and Krasnogorovka. Among other prioritized areas are Yasinuvatskyi, Bakhmutskyi and Matiyinskyi raions along the front line where assessments and repair works are ongoing. PIN is having good cooperation with ADRA (in Novoluganske they complement each other (PiN glazing and ADRA roof repairs). As to NFIs, all distributions on GCA side are implemented in cash modality. Few cash grants are allocated for covering light shelter repairs and other shelter-linked specific needs (like unfinished repairs), so no overlaps with other partners expected. Within OFDA-funded program, PIN is assessing 90 addresses in multi-apartment buildings in Avdiivka, Mariyinka and Krasnogorovka for further in- kind and cash distribution (using 50% for 50% approach) of construction materials and the one-off cash assistance for shelter-related needs. PIN also applied the proposal to KfW for the “Affordable housing for IDPS” project. ACTED: (with REACH initiative) has no shelter programs but is meeting bilaterally with the organizations doing shelter in order to better understand shelter processes in the front-line community and contingency stock available, while preparing the Risk Analysis assessment on rapid reaction mechanisms in theses raions. The current Project runs through March with the training event for local authorities in the end of March. ACTED next project starts in April and last for a year with an overview of situation and baseline and involving local authorities for improving contingency plans as well as continue trainings on Data collection capacity. The Shelter Coordinator mentioned that in these days the ICCG (Inter-Cluster Coordination Group) is working at the IARA (Inter-Agency Rapid Assessment). Standard Operating Procedures have already been developed on how to react in case of incidents (like shelling). The clusters are requested to contribute with technical notes and indicators. Clusters and ACTED are therefore working at similar things, and should co-ordinate their efforts, sharing existing databases and plans, and building on the existing capacity of local authorities to react on organizing human and material resources. UNHCR: three winterization activities completed: (1) cash programme, aimed to assist 843 HHs in both oblasts with 7,800 UAH per HH. (2) winter jackets distribution for 3600 children in Donetsk GCA; (3) the winterization of check-points - insulation of open wooden shelters (“shade units”) used as waiting areas in Mayorsk - won’t start this year due to delays in the procurement of materials. Home repairs in Donetsk oblast will be implemented by PiN. In addition, there is an intention of stockpiling 250 NFI and 250 shelter emergency kits in each of 5 UNHCR field offices (on GCA in Slovyansk, Mariupol and Severodonetsk and on NGCA in Donetsk and Luhansk). MinTOT: as per the Ukrainian Cabinet of Ministers’ decree No.1071, as of Dec 13th, 2017, the new State Program of Recovery and Peace-building in Eastern Ukraine has been launched and is valid till 2020. As a budget holder, MTOT is in charge of the distribution of financial grants for projects supporting conflict-affected territories. Grants will go to local administrations in form of subventions (governmental dotation) and should represent 50% of the budget of each initiative (the remaining 50% should come from local authoritis). The collection of proposals from the local authorities has already begun. Eventually the Ministry makes decision on which of the submitted projects will be funded. Last year the project for 9 apartments for IDPs in Pokrovsk was funded. PIN representative remarked that while raion authorities know about this State program, local communities at lower level don’t and therefore have no chance to participate; but they have ideas and therefore information about the initiative should be better spread. ACTED committed to share contact details of local communities focal points. While MInTOT disseminates the information to all Raions and the 9 United Territorial Communities in Donetsk GCA, humanitarian agencies in the field can communicate with local communities. Action Points Who To share contact lists of the local focal points Humanitarian partners To share additional information on State Program’s subventions MinTOTs and IDPs
AOB PIN requested the Shelter Cluster to prepare the general recommendations/ guidelines on the accessibility and feasibility for operating with shelter activities in the locations close to the contact line (such as Mayorsk, Mariyinka, Avdiivka etc.) to be used also with donors. Action Points Who To develop guidelines on accessibility and feasibility of shelter Shelter Cluster activities in the front line locations
Attendance List
Organization Name Function Email Address Chief specialist of Donetsk
MTOT Dmytro Malysh [email protected] Sector
PIN Sergei Saienko Shelter Program Manager [email protected] Monitoring and Evaluation
ADRA Roman Makeenko [email protected] Officer
OCHA Serhiy Ishynov Field Coordination Officer [email protected] Protection and Inclusion HelpAge Victoriia Panchenko [email protected] Officer
ACTED Jan Severa Project Officer [email protected]
ICRC Maksym Boltian Engineer [email protected]
ICRC Jesus Bravo WatHab Delegate [email protected] UNHCR / Shelter Officer/ Shelter
Andrea Parisi [email protected] Shelter Cluster Cluster Coordinator Subnational Shelter
Shelter Cluster Olesia Kayda [email protected] Cluster Associate Shelter Cluster Kostyantyn Dmytrenko Shelter Associate [email protected]