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Circllar No. NEHRP/l

-

, \.

C

Chief Secretary's Secretariat, North-East Province, Trincomalee.

16/10/2004

To: All District Secretaries/Government Agents, North East Province

Implementation of North-East~· using'Reconstruction Programme (NEHRP) Guidelines for Village selectio 1 and Beneficiary Selection

1.0 Introduction

1.1 ~~e Goverrvnent of ~- :_'.~·-<2 ~-i::~' SC~::i~~ 1D,t., Sj:'~ort for is Housinc .,._::~~~'_:-L2':l;:':_ Proqrarnrne to the poorest of the cor-tart affected farnii.es in the North-East ar,:: ,n:: :DA h~_ agreed to support reco~ls:c;;""Jn!"'epC!I'5 -:;: 46,000 housino units in the; North-Eas: 2~ ·.:-e C:::'o' US$ 75 mn.

1.2 NEHRP Concept in Brief

1.2.1 NEHRP will finance d -::ast·, gl" it to selected eligible beneficiarv families \',';'::' ""1. qual.: for one of two t·.T·~:' C".: qra.: i c "fully darnaoco housing grant or "pc·tij":'·lagcrousmq grant. !,::H;,: ::ii' :;d~ :: cash grant c,; Rs.1S0,OOO/= to bene".:::ar\ '3mii! whose house is assessed as Jily damaged in four installments. It will provide a qre of Rs. 70,000/ = to beneficia " families whose house is, assessed as partly damaged : two installments. These houses will be constructed on a "Home Owner Driven" basis with or without the institutto al support of partner organizations operating in the are> depending on the desire of the beneficiaries.

1.2.2. Beneficiary should have a co, c house at the end. with a minimum floor area or 400 s ft., a secured room and another room. Beneficiary will have the option to decide on the house plan and may supplement with his own fund to construct a larger h'):JS0

1.3 Organization for Project Management

Ihe Hinlstry of Relief ::'.·-:it30ilitaticr' and Reconcilia.ion (M/RRR) will be tr :.'I:'~-amn1· Executing Agency(EA) a.id the North East Provincial Council under the directk: .;: :'12 Ch (.:' Secretav will be the PrOJ'3,:'n12 Irn,,!.-:menting Agency'IAi

There will be a Nations St'2c,'ina C(' Inittee(NSC) under the Chairmansh.p of tl·; :3ecietary ~ the M/RRR.

At the provincial level. ;'i:xth F.:~st Hov.!ng R.econstructio:, Unit (NEHRU) has beef! established under the Provincial Mi~istry of Rehabilitation, Reconstruction and Social Welfare(RR & SIN). The NEHRU will manao= ~ncJ co-ordinate the proorarnrr.e.

A Provincial Proqram.ne Coordinatinq Committee (PPCC) will be established under the Chairmanship of the Chief Secretary and will include all District Secretaries/Government Agents(DS/GA) for the districts making up the programme area, a Representative of M/RRR, the Secretary to the RR <:( SIN, PD/NEHRP, a Representative of the World Bank, DCS/Planning, Provincial Director of Bui!dings and Officials of partner organizations and others as appropriate. The PPCC will reviev. '1fl:i approve project proposels prepared by the NEHRU, monitor

,np_lementation, resolve implementation problems and co-ordinate with other agencieS and projects involved with housing reccnsrnmron. The committee will meet once. every two montils

In each district, a District Proqrernrne Unit (DPU) headed by a Deputy Programme DirectorCDPD), will be established under the overall directions and guidance of the DS/GA for irnplcmentat-on. A District Housing Reconstruction Coordination ar j Monitoring Committee (DHRCMC) .ider the Chairmanship of DSjGA will coordinate the housing reconstrudior activities at district level. It will consists of Add1.GNAsst. District Secretary (ADS), all Divisional Secretaries/(DVSjAGA), OPD, PDjDRCC, the District Engineer, two Representatives of the Consortium of District NGOs and Representatives of Partner organizations and others a_ appropriate. The Committee v/!ij have adequate v.ornen representatives The committee V':ii meet once a month

The DHRCMC will finalize or: the selection of viii ages and allocation of number of houses ~J th D.S. Divisions and G.N. Divisions 'Villages(thi?':w./est unit of habitat- or i ,-,=. i:Wlest ~:::'T);"i ;;':::i i .

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1. I mpleme ntation Programn~ ~

District

Phase 1 Ph?:)·,.: =:

Phase -i TOTAL

14,480

3,760

3,160

-, l,04C

5Si

__ .)8 ~

7,960 5,280

1 S',

,) :' '

507 ----4-. ),000

_--'

507 3,000

1,560 6,000 46,OOC

--

HSZ/r-1:r1lr r:_ICS

TOTAL

4,000

10,000

IE.OOO

16,000

.Iaqe idenriricatton

2.2.1 Village Housing Darn aqe Profiles

lp!tia!l'~' Village Housing [)c:-nage Pro~:c:; will ce prepared ov Divisional Secret:rieS(AGA :IS per format NEI-:Rr/VS ~.accordinJ CO the calendar qiven in . ,ThiS Will be -);cr3fed o;)ly In respect c- .illaqes, \'Jl1;:::h sustained housing

2,2.2. i r " i ",)f,l-:: i';. ' con:;is~ 0'-:: fo:'o\';", r.iforrnation.

For example, if in a village there are more than one ethnic g.roup a_nd if ethnic group "x" has total of 80 number of households and If there are sixty number of fully damaged and twenty number of partly damaged houses in that ethnic group,

The score for these criteria will be as follows;

i. Fully damaged house (60/80) x 20 == 15.00 ii. Partly damaged house (20/80) x 05 = 1.25

Total score for th'ese o;:,jteria is 16.25

Cii)

Returned lOPs

I

Total score for these crite ia is lb. This will be calculated on the basis of percentage of returned famifies as against total number of displaced families in that ethnic group. For texarnple, if 50 families of an ethnic group in a particular village are displaced and of which only 20 ha .. ';· returned.

The score will oe

(20/50) X 10 == 4

(iii) Extent of Mine Clearance

Total score for these crit ~ria is 05. If an area is cleared ot mines according to UNDP Mine: lap the location will get total 5 marks. The score will be calculated on the basis of percentage of houses fao Ie mine risk as against total r rrnber of houses destroyed or damaged

For example, If 100% of the damaged/destroyed houses are free of mines risk, the score will be 5. If only 20oio of such households are facing mines risk the score will be 4.

(iv) Vulnerability and poverty

Total score assigned for these criteria is 10. This will be calculated on the basis of percentage of poor potential beneficiaries (households, who

have less than Rs: 2,500 monthly income) as against total number of ~

damaged or destroyed households in that ethnic group.

For example, if the total number of damaged or destroyed households I:' that ethnic group is 80 and if 50 families among them are having 11255 than Rs: 2,500 incomes per month,

The score for the particular thnic group in the village will ~ (50{80) X 10 = 6.25

(b) Non-quantifiable factors

(i) The score for non-quantifiable factors is 50. The non- quantifiable factors will include the factors such as; remoteness, long term neglect of development, ability to access for development resources, community capaoty, ethnic sensitivity, availability of economic opportunities, access to service facilities, possible impact on reconciliation etc.

4

a) Name of the household that sustained damage/destruction

b) Ethnicity

c) Date of damage

d) Whether disptaced or not

e) Date of retur if displaced

f) Whether house was fully/ partly damaged

g) Whether reconstruction / repair already done

h) Monthly income of the family

i) Ownership of land

j) Whether the land is free of mines.

In preparing profiles the Divisional Secretary/AGA shall solicit the assistance of Vii/age Rehabilitation Committee (VRC) and the Grama Ni/adharies(GN).

~ - { Divis na! Housing Damage Pr ofile s and Viliage Select; 1 Matrix

Tne Village Hc.,Jsing Damage Profiles referred to above will be cornoilec' into Divisional Housing Damage Profiles bv Oi'.'is' Jilal Secretaries. This divisions: o.ofi!e \ .. :j cc,,~~ of ce:tifie,j eccles C:'~ viilag,:- hOU3i;--.;; ja;llage profiles and a statement as ,,:- fJ,:C'"

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'.·:T, VillaGe r2",~ .",' Jt~ r:·35·::C:·

'-::~O,' es given belov.:

Quantifiable factors

i) Extent of damaqed f10U3eS

il) lOPs returned

iii) Extent of mi.,,? rlearence

iv) Vulnerability ~'1:j poverty

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10 OS 10

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,(; I -:.-:f~:rlab!~ factor"

txt'~ilt of darnaq:x

_If ti',c to.a: SCi:;,,: : f .. '< ,,::,,tem o;-,c::;'~;r .. ',' Vi !I be ass.qne.:

»rcnt of fuLy d:::;T:.' :'i':~jS':=:S C!':j ~~ f,:, ";~:"y ~1::YJg~~d hQ'JS,:=:c

.C: ,,'J! La at S--:G::-: ' ,-:~'':':U j 3ted [)::: I :~' ", j' fu: i'f 0;

; :lmag·:d 11)t_;.>·.

"artiCU!M e~hni':

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/ 2.3 Village Prioritization

I ,

I

(a)

Once the exercise is over, the DVS/ AGA will submit the following to the DSjGA.

(i) Divisional housing damage profiles

(ii) Village Selection Matrix

(iii) Justification for non-quantifiable factors

(iv) DVS/ AGA's recommended village priority list and allocation of houses to each villaqe.

(b) Then, the OS/GA shall submit the documents to DHRCMC which in turn will refer to a Sub Committee for scrutinizing and validation. The Sub committee of the DHRC·'iC will consist of DPO, two representatives of District NGO Consortium, PO/ORO'" and the DS/GA as Chairman.

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( c)

The sub committee will submit its observ=noo ami rpr",r-n'11end-L;on regard to the prioritized viP"'--~ and number of houses allocated for each prioritized village to the DHRCMC (criteria to be adopted for determination of number of houses for each division, and number of houses for selected villages are explained in Section 2.4.1 and 2.4.2 respectively).

j Other conditions for Village selection

It is the responsibility of the DVSjAGA to consider community preparedness in his/her recommendation. However, the district sub committee and the DS/GA shall ensure that due consideration has been given in the prioritization of villages to the following factors.

(i) Majority of the families in the village are prepared for housing reconstruction.

(ii) Villages already selected for community development under NECORD, NEIAP etc. but no housing assistance was provided.

(iii) Villages where VRCs are fully operational.

2.,\...../A.lIocation of houses to each Divi~ion/Village

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2.4.1 Deterrntnatlofi of number of houses for each Division

On the basis of ,t.. - weratl targeted case load recommended ir, the Project Appraisal Document (PAD) and on the basis of information provided in the Divisional Housing Damage Profiles and in the Village Selection Matrix, the DHRCMC shall determine the number of houses that will be allocated to each divisions annually. The following factors shall be carefully taken into consideration in determining the number of houses for each division.

a. Extent of damaged houses of the present occupants.

b. % of displaced families returned

c. The phase of implementation of the programme already undertaken (Extent of other housing programmes or infrastructure programmes already carried out.)

d. Availability of complementary components for an integrated housing programme. e. The urgency for housing units

, t :

2.4.2 Special Criteria for determination of number of houses for selected villages .,..

for 2005 Programme

/\s agreed ',',ith ~ht: fDA th(~ selection and prioritization crit~ria wil! be !'-'rF .ed L-,,,,;(: : on the experience during the 1" phase of implementation, if necessary Th\ DVS!AGi~ shall recorn-tenc the number of houses allocated to each village on ~;'" ~~),-~sis of th-. following crteria

(a) Lf the number of eligible beneficiaries is less than ~" :->.::nefjc;i':~l'2:: ';;;'/C:> t') be se1pcted

'r u>: number of eligible families IS more than 20, ", I • ulne~ab,,'

-(:"eri:iaries among them shall be selected. The vvlnera; e families ".,.

~; ,:-:':r"::d Dr! til.: 1:'::5:::: of individual f,'W,ily SIJr'lE', ,i~. ", ... :

2.4.3

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.. jj'! ,;J ~-·:_._-t :_~~::~: '_: .. l\:,;.·:, :n prep2rt2'Ji>':: _;:

_IL.:C,;11 :..;,!, of environmenta: cneck l.sts from the ,jIVI~:__;':\d :., ~'~i,':al".'::, ,:

Distric; S·~.J _~,3'\'/r~f\~hali forward the: list of selected villages to th·.; NEI'F'U, 3ion~ :!it: '.:illage nrr,Fi:::3. ,~:\ .. .ronmental check lists and other relevant documents :Jpporting ttl,

:ill<l J'.~ ~i:::'. '1). "its concurrence The NEHRL: shall after su L-in, makro j!

recommend=tor' t- the Provincial Programme Co-ordinating Committee (PPCC) to i~: approval. V. ~h tne approval of the PPCC these documents shall be f'Jr.-.alded to :,1:World Bank .or no-objection clearance, On receipt of no-objection fron) \'i:trld Bani: i1 beneficiar-, ';i[:ct:!-::, 'c),:es':; shili: start in the approved villrlgec;

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Selection of den;, ICU:,

Housing Damage ,mil S;)ci,~1 Vl~riri::Jtio!l Survey

,:-.~ 'jel..,-i :-1'.'; '::~> \' status, soo..' 'me: ec n -,' ~j~' I

.arniues (.:ilai:(.": , ,,'I~_ i·,·~ ~; ,': .<;1':, :;;lg;~' ng development mtervcn; ),j :.,).: iU~.

d-rnaqe and :;ocia; /c,',fic '-"~on . ur. '~', , ... ~n be dO;1C only at the beginning ''::'1(1; p'09:.Ii phase. A three-mer-be; team consistinq of d men.ber of VRC, a technical office and an f ;(~' representative will conduct the survey. The techni:3! officer will lead the team ':i:d the 1...,"',1,':1' Niladhari(GN) or tl ,;,:illaqc,o '.vill .15Si~jt Ih(~ team in conducting the surve,: nie Divi';;' ",' Secretary will co-ore nate the SUI'J~'( (lIIU make: all arrangements to complete tll(~ survev ;': tirneframe. Th~ Her .. 5:ng Damage and S:"Aia! Verif'cation Survey 'fiill be carried .:: _j~ usi:«,

f:)rm3' civen : :'.:'.j" iiI ':' )rdir~-~ (',~ ;1', [I.",: ;·;~le.

The NEHRU will co-ordinate the printing and distribution of survey form, conducting the training to enumerators, data entry and report generation through the Divisional Secretariats and District Programme Unit.

3.2 Conditions for Eligibility of Beneficiaries

Eligible families will rece-ve-housinq assistance on a priority basis. After selecting the eligible families, priority fe ,lilies will be selected for housing assistance on the basis of a rank order of score points. To become an ~Iigible beneficiary a house. "h2~' •. all - th !Iowing conditions.

a) r"1ajoritv of members and the main breadwinner of the family her'le already settle: Ii !;

village;

b) The beneficiary possessed a house and It has sustained partial or- completely darnaqec

c) The beneficiary possess valid document to the land proposed f()· ":onstr'..!ct!':):'

d) Farnilv incorne ,~f the r.":r.J':fici3: i-:- I"'::: ':1; -on Rc: 2, 500 iF:- rn r :

3.3,

Prioritization of Be neficiar ies

3.3.1. The eligible tamures in selected villages will be prioritized based or - f JlIowing vuinerabuitv cr-iteria along \'.',J1 a detailed weighted scoring system recommended in Annex -II

II!

Year or rctu.r.

Numbt?: '::If urnes displacci Nurnbe ,-If fZ~n1i) members rCill()j.--~ ~:ngI2 headed family Numt)(_~rJf disableo jr ~~.e farni., i"';umbe' --;f etdef~ In the family

Nun' ~:-·A family members lost! missing Number of un;:lr~~mpanied minors/orphans

I_ II, Iii

Score (x) Score (x) Srore (v) Score ()~) Score (x)

, ')

v

VI vii.

3.3.2. Data in the survey form will be fed into the computer and the Divisional Secretariats will generate a list of families with rank order. For this purpose above mentioned score system will be used. The list of beneficiaries selected for reconstruction/repair S ;_)j houses will be made available to the VRC for observations. The VRC will review the list of beneficiaries selected and make its observation, if any to the DVSjAGA. The VRC may solicit the assistance of the Survey team In reviewing the eligihilitv of the ben0firiC1rir'-, Tlu: OVS/I\r,1\ \\'ili COll~IIJC: the observations of the VRC rr rtnatizinq th,: II~: bcne'lciancs. Thc.: DVSj AGi\ will display the list of selected beneficiaries in pr ~x;iii ,·.__:;h places to obtain ti I'~ views of the public Separate list shall be published one In respect of reconstrucuon and the other in respect of repairs. DVS/AGA shall entertain observations from the public.

, .

Names of households against whom objections raised by the public will be set aside from the list further investigation through the Grievance Redressal System explained below. Thereafter DVSj AGA will recommend the priority list to the DS/GA after going through the grievance presented to him. The DSjGA will approve the list of undisputed beneficiaries for housing as<:;i~t-'::;[e.

Grievance Redress, _ t-1echanism

r .

Grievances against village serection

The villages finally approved by the Provincial C:>coordinoting Committe! - .'.'Ith tnc ck~a'.-~-·

the World r;:ln~- will 11,-' cfi ;!',::!'.,,:,!.' .,., n;~;p/- ), :!-,:-' ':,-'uet;m.l! :, ,; ,f:' ,II.

_/

5.0 The NEPC will issue guidelines for operationalisation of this Programme from time to time covering financial procedure, progress reporting, monltorinq, quality 'control etc. This circular is th(' first in the series intended to provide guidelines on selection of villages and beneficiaries.

6.0 A!i the situation differs from district to district the District Secretaries are requested to exercise prudence in the interpretation of this circular. In the case of any further clarification, the Project Director, NEHRP may be contacted. Telephone No. 026 - 2225325

This drcular is issued with the concurrence of Ministry of RRR.

~~

S.Rangarajah

Chief Secretary North L .. ': Province.

c<

SeClctary, t,1inrstry c Reiref, Rehabihtauon and Reconciliation

Secletary, t-1inistry of Rehabilitation, Reconstruction & Socii,' "'~lfarr . "'"'' Proj(~ct Directors N~HRP, NElf~1 ( dECORO, CAARP ,NEERP and NECCOEP Director General, Planning and devel--'pmPflt Secretariat, Kilincx:hchi

All Divisional Secretaries in r'~EP