LOGISTICS/ICT CLUSTER MEETING MINUTES
February 22, 2008
Location: WFP Conference Room, UN House, Lusaka
ATTENDEES
PUSH, AFRICARE, IOM, WCS, CHBC-ADL, ADRA ZAMBIA, UNHCR, UNICEF, Harvest Help, CARE, WFP
AGENDA
 Operational briefs from organizations: Who/what/where
 Information On Customs procedures for relief Cargo
 Update on roads/bridges/culverts and access to different areas within the country
 Any other business
INTRODUCATION FROM THE LOGISTCS/ICT CLUSTER

Mr. Howley introduced himself and gave an overview of what the Cluster Approach signified. He went on and
handed the floor over to the various stakeholders for their introduction and which organisations they came from.
After the introductions Mr Howley brought to the attention of the house last meeting minutes and Action points. Mr
Howley also introduced two new Logistics Cluster members of staff who have joined to help handle the cluster
operations.
LAST MEETINGS ACTION POINTS



At the last meeting the Logistics Cluster was asked to obtain a list of FRA warehouse complexes and their
locations. A list was obtained from FRA and sent to the Logistics/ICT Cluster mailing list. The list can also be
found on the Logistics Cluster website (website address found at the end of these minutes). Information on
availability and status of the warehouses on the list should be sought directly from FRA. Contact details for FRW
are at the top of the list. The list was consolidated and only urban and semi urban locations included. Additional
locations are available and can be sent upon request.
An Asset Matrix was already in place and is still being updated. Mr Howley put across that the sharing component
of Assets would really be a great opportunity to assist each other if a crisis or need arose.
Information in regard to access and transport has been complied by the Logistics Cluster and will be attached to
these minutes.
OPERATIONAL UPDATE FROM ORGANISATIONS
UNICEF: Two members of UNICEF were present in the meeting. UNICEF stated that operationally speaking they are
currently receiving some offshore supplies from Nairobi and Europe. Their current assets include 1 Tata truck which is not
sufficient for their operations. Mr Otto mentioned that Air lifts could be an issue that also needs to be looked at. UNICEF
pointed out that it’s also still waiting on the VAC Assessment report. Last VAC Assessment included areas across rivers
which needed relief assistance and the constraint that was there is that since most of the areas were cut off there was a
serious problem of communication and reaching the areas. UNICEF is still looking to WFP to assist in logistics support, in
particular for warehousing and information on road conditions/access.
IT = Mr Thomas from WFP ICT asked Mr Otto in the last meeting if there was a possibility of setting up field offices in the
same areas. The response was that UNICEF was still seriously looking at that and that they would get back to the
Logistics/ICT Cluster on the progress of this issue. SAT phones are also being looked at as possible communication
means. UNICEF did state that they would need Cluster support in terms of repeaters and VSAT for field based operations.
ADRA: Currently have operations in the southern province. These operations mainly are in responses to the floods that
have affected certain parts of the country. A total of 150 Households have been targeted. ADRA is currently working hand
in hand with the Mayor and area member of parliament for Monze district on how best to handle the operations.
PUSH: Mrs Mwape Lubilo from PUSH sited their areas of operations which are Mongu, Livingstone, Senanga,
Nangweshi, Sesheke and the Copperbelt. She highlighted that PUSH was also looking at starting operations in Lusaka.
Basically they are assessing ways to improve sanitation and drainage. They are also looking at Asset replenishment In
Western Province; Lukulu district operations for PUSH are extremely difficult and challenging. Transportation of relief food
is usually done by private boats or dug out canoes which carry quite small tonnages. Because these are paddle boats it
takes close to a week to cross the Zambezi River for food delivery and about 3 days back.
IT = .Mrs Lubilo said that communication was a big challenge to PUSH operations. She sited that there were certain areas
which were inaccessible and that did not have any means of communication such as V-SAT or cell phones. In areas that
are cut off, but have a PUSH presents, communication is usually done via cell phone. Mr Ivan Thomas from WFP pointed
out that the issue of communication was also brought out in the last meeting. He pointed out that the Logistics/IT Cluster
group should look at a central place where communication can be set up which then can be beneficial to stake holders in
their operation. PUSH pointed out that when it partnered with WFP in the year 2002 the issue of establishing common
communications was said to be unfeasible as it was quite expensive. UNHCR raised an issue in regard to asset sharing
by stating that there were some operational sites (refugee Camps) that were closed where they still had Assets such as
radios and other communication facilities that were currently not being used. UNHCR said they would look into the
possibility of sharing of these assets.
AFRICARE: Africare had a representative by the name of Isaac Sakala. He pointed out that they were part of the inter
Agency Standing Committee and were still waiting for confirmation on areas of operation.
UNHCR: Currently going into secondary mandate such as assisting in the displacing of people in flood affected areas.
UNHCR has at least 3 trucks in every satellite area. They can not do any voluntary repatriation because of the rainy
season. In case of any emergency operation Mr Haambote said he and his management were on standby for assistance.
He also noted that since the closure of Nangweshi refugee camp there are some assets that are currently not being used:
such as pontoons and land cruisers. Most of the Assets are in the governments hands and are still in good use. UNHCR
is also using various stake holders such as NGO’s and the government to carry out operations in some areas. .
CARE: They are currently involved in emergency operations in Kazungula, Livingstone and Kalomo. The most prioritized
area that they are operating in is Kazungula district because of the flood situation there. Care is currently in close
collaboration with the District commissioner for Kazungula over distribution to flood victims. Care undertook a Crop
Assessment and is anticipating food shortages in certain areas especially those that are affected by the floods.
WCS: Areas of operations include Lundazi, Chama and Luangwe. WCS is currently not doing any emergency operations
but is running Food for Assets programmes in the above mentioned areas.
Arch diocese of Lusaka: Currently not doing any emergency operations but working with DMMU on how they can assist in
the flood stricken areas. They are currently not offering any food relief operations to the vulnerable group as the FLA with
WFP ended. However an assessment team comprising of WFP staff as well as ADOL are carrying out a feasibility study
in Kafue.
End of Update from Organisations
INFORMATION ON CUSTOMS PROCEEDURES FOR RELIEF CARGO
 Mr Howley moved to the next item on the agenda concerning Customs. The Logistics Cluster had made inquiries
with ZRA on the possibility of introducing a Fast Track procedure for the importation of humanitarian cargo
destined for flood response. Fast Tracking refers to the priority clearing and documentation processing of cargo.
ZRA said this was very possible given they had a list of stakeholders or NGO’s that required this assistance. Mr
Howley sited that this would be a great way of enhancing operations if cargo clearing and tracking was to be
prioritised at boarder points. He said this was a very positive development and further follow up with DMMU would
take place. UNHCR’s Mr Haambote inquired over priority clearing and fast tracking in regards to medicinal cargo.
Felix Edwards from WFP and Mr Howley pointed out that it could be difficult for cargo such as medicines to be
cleared quickly as there were a lot of procedures that need to be followed including collection of samples for
verification processes. Mr. Edwards also stressed that any Fast Tracking would not circumvent the normal
customs procedures. All procedures for the importation of good stills need to be followed.
UPDATE ON ROADS/BRIDGES/CULVERTS

Aggrey from the Logistics Cluster unit gave an update. He said at this point that information was still coming in yet
when the minutes of the meeting were sent out a report would be included on the current state of the road
network/bridges and culverts. This information will be drafted and sent to the Various Stake holders and NGO’s as
most of it is too bulky for presentation. This information will include detailed road networks and information on
culverts, bridges, pontoons and inner accessibility in all districts. Push inquired whether the Logistics cluster had
any plans to work with the ministry of local government and Water affairs as these organisations could have
information that could be helpful. This was noted by Aggrey and would be looked into. Aggrey also reported that
in regards to pontoons, it has been very difficult for pontoons to carryout any operations due to the rains that have
caused river swelling. The only pontoon that is operational is the Kazungula pontoon as it is a commercial
pontoon. He sighted that information on all operational pontoons is available and will be posted on the Website.
Push also sighted that it would also be helpful to get details such as what capacity of cargo the pontoons could
carry. Felix Edwards pointed out that some organisations for example Zambezi River Authority were reluctant in
giving information, but that ZESCO had really been helpful and that the statistics of water levels damns lakes and
rivers had been given to us and will be updated in the Logistics Cluster website.
ANY OTHER BUSINESS
 Felix Edwards gave a demonstration of the Logistics Cluster website and showed the fields and type of
information that could be obtained on the site. He showed the meeting what information had been gathered so far
and available on the site. He pointed out that certain information gathered from organisations such as RDA was
too bulky to be presented and that such information could be collected from the Logistics Cluster Website. This
information includes data bases of road networks etc. Risk Assessments and information of what areas might be
affected is still being worked on but will be posted when complied. PUSH brought out that there were anticipations
of heavy and worse rainfalls in March, and asked if there were any contingencies encase of a disaster. Felix
Edwards said there is still a problem of funding. And only bits and pieces of funding were trickling in.
Next meeting is set in 2 weeks from today, Friday March 7th 09:30 WFP Conference Room, UN House.
CONTACTS FOR LOGISTICS and Emergency Telecommunications CLUSTER
 Mr. Kevin Howley, WFP Logistics Officer. Kevin.howley@wfp.org 0976-587229
 Mr. Felix Edwards, WFP Logistics Officer, felix.edwards@wfp.org 0977-540212
 Mr. Ivan Thomas, WFP ICT Officer, ivan.thomas@wfp.org 0977790825
 Mr. Aggrey Mulema , WFP Cluster operations, Lusaka.guest1@wfp.org 0977-602170
 Mr. Gerald Mwale, WFP Cluster Operations, Gerald.mwale@wfp.org 0977-786776
Logistics Cluster Website:
http://www.logcluster.org/zmb08a