Shelter Cluster Ukraine ShelterCluster.org Coordinating Humanitarian Shelter 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. 1 Shelter Cluster Ukraine ShelterCluster.org Coordinating Humanitarian Shelter 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. 2 Shelter Cluster Ukraine ShelterCluster.org Coordinating Humanitarian Shelter 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. 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 3 Shelter Cluster Ukraine ShelterCluster.org Coordinating Humanitarian Shelter 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 Shelter Cluster Ukraine ShelterCluster.org Coordinating Humanitarian Shelter 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