RebuildingFund2015
ImplementationbyRotaryClubofJawalakhelandsupportedby
SathikoSaththeNetherlands/HTWandelreizentheNetherlands
ABSTRACT
AcompletehandbookwithguidelinesandresourcesforRebuildingFund2015
REBUILDING FUND 2015
Memorandum of Understanding (MoU)
Rebuilding Fund 2015 | Implementation by RCJ and supported by SkS/HT the Netherlands
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REBUILDING FUND 2015
Rebuilding Fund 2015 | Implementation by RCJ and supported by SkS/HT the Netherlands
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REBUILDING FUND 2015
Rebuilding Fund 2015 | Implementation by RCJ and supported by SkS/HT the Netherlands
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REBUILDING FUND 2015
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REBUILDING FUND 2015
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REBUILDING FUND 2015
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REBUILDING FUND 2015
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REBUILDING FUND 2015
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REBUILDING FUND 2015
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REBUILDING FUND 2015
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REBUILDING FUND 2015
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REBUILDING FUND 2015
Rebuilding Fund 2015 | Implementation by RCJ and supported by SkS/HT the Netherlands
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REBUILDING FUND 2015
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REBUILDING FUND 2015
Implementing Agency
Rebuilding Partner (Fund)
Rotary Club of Jawalakhel
SkS/HT the Netherlands
Project Governing Committee
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Government of Nepal
Central Level Line Agencies
Co-chair - President, Rotary Club of Jawalakhel
Co-chair – President, SkS the Netherlands
Past Presidents of RCJ
Ex-officio Member Secretary – Project Manager
Advisory
Project Steering Committee
SkS Nepal Board
Project Manager
Advisor
Chartered
Accountant Firm
Financial
Expert
Community
Facilitator
Public Health
& Sanitation
Expert
LPCs in
Districts
Rebuilding
Fund 2015 | Implementation by RCJ and supported by SkS/HT the Netherlands
Steering Committee
Secretary
Rebuilding
Expert
Psycho
Sociologist
Public
Relation
Expert
Local
Development
Partners
• DDCs
• VDCs
• NGOs
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REBUILDING FUND 2015
Action Plan – flow chart
Pre-Need Assessment Phase
(May 28 – November 15, 2015)
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Preliminary consultation (RCJ, SkS and HT Wandelreizen)
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Formation of project steering committee
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Formulation of guideline
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Formulation of ToR
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Consultation meeting with different organization relating to earthquake rebuilding (NSET, CordAid,
ABARI, BakerTilly Nepal)
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Study and review relevant reports and documents published on earthquake Nepal 2015
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Signing of MoU between RCJ, SkS and HT Wandelreizen
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Preliminary meetings with VDCs, DDCs and other organizations for grass root level information
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Develop a standard need assessment framework
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Develop a project selection framework
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Form the need assessment task force
Need Assessment Phase
(November 16 – December 23, 2015)
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Choose target area of project implementation (Dhading, Kavre, Dolakha, Okhaldhunga,
Solukhumbu, Sindhuli) and tentative survey is planned a week in each district (selected villages)
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Contact and coordinate with local government authorities (VDCs, DDCs) of targeted areas to
conduct the need assessment
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Contact and coordinate with earthquake affected local people
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Administrate the assessment based on the developed framework (questionnaire, interview, FGD,
observation, etc.)
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Cross verification of information received from local level
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Analyzing the final data and make final need assessment report
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Sending final need assessment report to RCJ, SkS and HT Wandelreizen
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Final decision and prioritization of projects
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Tentative budgeting of the projects and implementation
Rebuilding Fund 2015 | Implementation by RCJ and supported by SkS/HT the Netherlands
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REBUILDING FUND 2015
Implementation Phase
(December 24, 2015 – onwards [tentative a year])
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Develop detailed project plan including implementation work and time schedules based on need
assessment report
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Detailing the budget of projects
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Get approval of project plan from Project Governing Committee
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Get approval from local government authorities for project implementation
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Form Local Project Committees (LPCs) in targeted areas
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Recruit required human resources for the project
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Coordinate with LPCs for generating local resources
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Do all needful implementations as indicated by need assessment report
Monitoring, Evaluation and Reporting Phase
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Monitoring will be done based on the standard financial and administrative guidelines during
project implementation
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Periodic evaluation will be done during the implementation phase
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Project evaluation will be done by independent experts. A comprehensive Terms of Reference on
the basis of learning from implementation process will be developed. The ToR will capture mainly:
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the sustainability indicators of the projects implemented;
compliance of the guideline, process and other tools prescribed in the needs assessment
process;
compliance of the inclusion and exclusion criteria in the needs assessment process;
maintenance of transparency considering the compliance of the financial guidelines and book
keeping tools and formats;
innovations and its significance from long term perspective;
gender consideration in needs assessment process;
selection of projects considering the inclusion and exclusion criteria etc.
Final rebuilding project report will be prepared and submitted to RCJ, SkS and HT Wandelreizen
Rebuilding Fund 2015 | Implementation by RCJ and supported by SkS/HT the Netherlands
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REBUILDING FUND 2015
Needs Assessment - framework
A project is a community project if the community as a whole (collectively) benefits of the result of the
project: the infrastructure or building.
Composition of the Project Steering Committee (PSC):
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7.
Mr. Basu Dev Neupane, Coordinator
Dr. Subash Pyakurel, Public Health Specialist and Psychologist
Mr. Shuva Sharma, Rebuilding Expert
Mr. Himal Ghimire, Community Facilitation Specialist
Mr. Bibek Luitel, Management/Financial Specialist
Mr. Promod Neupane, Educationist
Mr. Ajay Pant, Member Secretary
The visiting team will consist out of members of the SC plus one member of RC Jawalakhel. We call
this the NA-Team. When visiting a District the NA-team will give the opportunity to a representative of
SkS board Nepal who lives in that District to join the NA-team.
The target group of the SkS/HT RBF are communities of porters/cooks/guides who support HTWandelreizen. In the following districts and VDC/Municipalities (VDC/Municipality) live families who
have a child at Sathiko Sath (SkS):
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2.
3.
4.
5.
6.
Solukhumbu: Salleri; Tapting (2)
Okhladhunga: Khijifalate; Pokali; Rawadolu; Shreechaur (4)
Dolakha: Babare; Japhe (2)
Sindhuli: Kuseswor (1)
Kavre: Balting; Bimkhori; Milche; Sisakhani; Thulo Parsel (5)
Dhading: Khalte (1)
It is possible that there are VDCs/Municipalities where porters/cooks/guides live who do not have a
child at SkS. These VDCs/Municipalities also belong to the target group of the SkS/HT RBF.
The inclusion criteria for selection of projects by the NA-team are:
a. the number of porters/cooks/guides that belong to the communities (VDC/Municipality);
b. the number of community members that will benefit from the result of the projects;
c. the result of the project should build social capital;
d. joined funding and implementation of the project with other parties (as this enhances the
chance to realize the goal of the project);
e. the project has to be related to the earthquake related damage;
f. technology and materials used during the project has to be proven earthquake resilient;
g. the extend of community participation to the project;
h. the opportunity for community members to acquire skills and knowledge by participating in the
project.
Exclusions criteria for consideration while selecting the projects during needs assessment process:
a. Districts/infrastructure not effected by the earthquake
b. Districts/VDCs where SkS children do not reside
c. Projects having full support from other donors/I-NGOs
d. Remote scope of using earthquake resilient construction materials in the construction of
community infrastructure
Innovations in the community infrastructures that will be constructed after selection:
1. Earthquake resilient infrastructure
2. Skill transfer to the local communities on earthquake resilient construction skill with a focus in
education, that can be used and sustained for long term in the community
3. Formation of the Rotary Community Core (RCC) in the community (from the Rotary
perspective). This is expected to have Rotary presence in the community to monitor the use
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REBUILDING FUND 2015
and maintenance of the community infrastructures. The Local Project Committees will be
converted to the RCC on completion of the projects
4. Consideration of the socio psychological dimension in selection and construction of the
projects
5. Use of participatory process in needs assessment and implementation of the projects
6. Use of the process documents generated during the needs assessment and implementation
by other projects within Rotary and beyond.
The assessment will be done on PRA approach and above criteria will be used to prioritize the
projects.
Proposal for getting information of the communities to enable the Project Steering Committee
(PSC) to decide which rebuilding projects will be funded by SkS/HT.
Step 0: Checking whether the list of the VDCs/Municipalities is complete.
Step 1: Visiting the CDO of each district
Goal of the visit: to inform the CDO about the SkS/HT RBF and which VDCs/Municipalities will be
visited. Information should be obtained which VDCs/Municipalities are still in need of funds to rebuild
community infrastructures (CI) or community buildings (CB).
A project is a community project if the community as a whole (collectively) benefits of the result of the
project: the infrastructure or building. The CDO should also be asked; (a) about the type of
community infrastructure (CI) and buildings (CB) that needs still to be funded; (b) about the function
of the CI or CB; (c) about the usages of the CI or CB and the proportion of the community members
that make use of it and benefits from the CI or CB.
Result:
a) An informed CDO about the VDCs/Municipalities NA-team is going to visit and b) information of
CDO about infrastructural community projects in the VDC that will be visited by the NA-team.
NOTE: If for logistic reasons, it is more convenient to visit first the VDC of the District and the CDO
after that, this is fine.
Step 2: Visiting the VDC-secretary of each of the selected VDCs/ Municipalities of the District
Information to be obtained: detailed information of the CI and CB that needs to be rebuild /restored
and that are not yet funded.
The VDC-secretary should organize a meeting with local steak holders of different domains (eg.
education, health, agriculture) to discuss what kind of CI and CB projects the VDC/Municipality is in
need of. Cooperation with other NGO's or the Government in a project is also possible. And why that
CI or CB is needed and how it functions in the community. The NA-team should visit the local
situation to see what the damage by the earth quake to the CI / CB is.
Result:
One to (max) five CI or CB that are needed in that VDC/Municipality with detailed information of the
role and function of that CI or CB in the community.
Step 3: Meeting the community members of the selected VDC
Information to be obtained: The opinion of the community members (CM) about the need, role and
function of the destroyed CI or CB that should be rebuild but is not yet completely funded. What
should be done, why and how? Also the contribution that community members can give to the project
should be inventoried.
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The information will be obtained in a meeting with; a representative of each wards where target
people of the RBF belong too; the chair (or delegate) of the Ward Citizen Forum; the VDC-secretary;
the Social Mobilizer (if possible); visiting NA-team.
Result:
The identification and prioritization of max three CI / CB project to be funded by the SkS/HT RBF with
the arguments of the community members why that particular CI or CB is so important for the
VDC/Municipality and how and to what extend they can contribute to the project in case it will be
funded.
In case a project is related to an institutional responsibility (like education or health eg.) then an extra
meeting with members of that institution should be scheduled.
Community members will be informed that if they participate in the rebuilding project and have an
eagerness to upgrade their skills, SkS/HT RBF can facilitate further training to achieve an official
certificate by passing the skill test examination conducted by the government.
Step 4: Selection of the CI or CB projects to be funded by the Steering Committee
The information obtained from all the VDC/Municipality in the form of detailed description of the CI
and CB projects that need to be funded should be brought together. A limited number of project
should be chosen that make a substantial differences for the communities and a budget should be
allocated to each project. Arguments for selection or rejection of CI and CB projects should be clearly
given.
Result: CI and CB projects with allocated budgets for final decision.
Time schedule for the NA-team and budget
In District Dhading VDC Khalte and in District Kavre VDC Bimkhori and VDC Walting will be visited by
all members of the NA-team. The remaining Districts and VDC/Municipality will be visited by at least
one but preferable two members of the NA-team.
All NA-Team members will visit:
• District Dhading and VDC Khalte:
Planning 3 days max 10 persons (NA-team plus RCJ member and SkS Nepal Board member(s))
• District Kavre and VDC Bimkhori and VDC Walting:
Planning 3 days max 10 persons (NA-team plus RCJ member and SkS Nepal Board member(s))
NA-Team A will visit*:
• District Sindhuli VDC Kuseswor
• VDC Thuloparsel, VDC Miche and VDC Sisakhani
Planning 5 days with 3-5 persons (1 to 2 NA-team members plus RCJ member and 1 to 2 SkS
Nepal Board members. (min 3, max 5) * this visit will be a continuation of the visit to District Kavre
NA-team B will visit:
• District Dolakha and VDC Babare and VDC Japhe
Planning 4 days 3-5 persons (1 to 2 NA-team members plus RCJ member and 1 to 2 SkS Nepal
Board members. (min 3, max 5)
NA-team C will visit:
• District Okhladhunga VDC: Khijifalate; Pokali; Rawadolu; Shreechaur.
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District Solukhumbu VDC Salleri and VDC Tapting
Planning at least 10 days with 3-5 persons1 to 2 NA-team members plus RCJ member and 1 to 2
SkS Nepal Board members. (min 3, max 5)
Estimated budget:
S. No.
Particulars
Rate (NPR)
Frequency
Rebuilding Fund 2015 | Implementation by RCJ and supported by SkS/HT the Netherlands
Amount (NPR)
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REBUILDING FUND 2015
1.
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6.
Transportation
8000/day
Food and Accomodation
1100/pp/pd
Meeting Cost
3,000/VDC
Communication
200/VDC
Accountant
Miscellenous
Total (Approximately)
31 days
155 pax
15 VDC
15 VDC
2,48,000
1,70,500
45,000
3,000
1,50,000
50,000
6,66,500
Note: Billing will be done in actual cost basis.
PM:
Who will be in charge of the budget and billing and will due all arrangements for successful visits to
the district and VDC's.
Who will be in charge of the minutes during the visits and will make the official report after the visit.
Date to visit the field: Field visit will be started on 15th Nov 2015.
Information that should be obtained from the VDC-secretary meeting / Ward meeting
General information of the VDC about EQI
• Percentage Household fully / partially /saved
• Number of People died / injured / missing
Public properties
• Schoolbuildings
• Health posts
• Institutional offices
• others....
Community property
• Community houses
• Local production Collection Centre
• Public toilets
• Drinking water supplies
• Irrigation canels
• Community managed water pond
• Small suppension bridges
• Trail road
• Others
Relief support provided after EQ
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Type of Relief
Donor
Temporary shelters and buildings / technology used
Temporary infrastructure / technology used
Priority of the VDC: what, where and why
For Ward meeting only:
• What are your needs? And what is most important for you to rebuild / restored?
o see list of public and community properties
• How and to what extend can the community participate in the project?
Introduction of the RBF and NA-team.
• Sharing of the purpose of the RBF; why and how and for what it is raised.
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REBUILDING FUND 2015
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Sharing the guidelines of the RBF
Sharing the criteria for funding.
Sharing the process of need assessment, selection and implementation
Sharing the role of all stakeholders
PM:
Standard format to write all detailed information of the chosen project by the community. Which will be
helpful to analyze the information after completion of the need assessment of the project.
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