1 MINUTES OF MEETING ; 1:00 PM; WFP Office, Taguig City Attendance Present: 1. Eileen Tufay WFP 2. Manuel Madamba Plan International 3. Afrhill Rances Save the Children 4. Gwyneth Anne Palmos ILO 5. Jermaine Bayas OXFAM 6. Felix Cinco World Vision 7. Akiko Yoshida 8. Rowena Dacsig Absent: ACF, CARE International, PRC, UNICEF Business Arising from the Previous Meeting (10 November 2015) Action Points Send to the members the beneficiary targeting survey questionnaire Timeline for the analysis of the beneficiary targeting survey questionnaire before the end of the year Map-out a plan for the MoU Task Team for a more tangible output before the end of the year Send another meeting request to DTI on 26 November DTI representative to provide with the addressee Recirculate to members copy of the VAM; members to provide their comments directly to WFP Provide members copy of and DSWD NHTS MoU Members to provide/submit their required data sets to for inclusion in the ANNEX Responsible Save the Children, Beneficiary Targeting Task Team OXFAM, PRC and UNICEF, MoU Task Team and Market Assessment Task Team Status Will present output on 8 December Recirculate the CWG ToR for Feedback of meeting on 8 December For follow-up Agreements Recirculate the survey questionnaire, due: 16 December 2015 Analysis due: 29 December 2015 translate the powerpoint into a narrative document sample MoUs as annex documents ensure that format includes important parts timeline: 29 December 2015
2 Action Points members to review specific to operational guidelines from preparedness to response Structure guide questions Topic to be included as a main agenda in the 8 December Cash Steering Committee Meeting Circulate the mapping matrix of accomplished and on-going cash transfer programs to members. Due 27 November WFP Responsible Status, only OXFAM and ILO provided their response Agreements Recirculate matrix to implementing agencies only Call to Order The meeting was called to order by Eileen Tufay representing WFP the current CWG chairperson for the quarter, at about 02:04 PM. Review and Approval of the Previous Meeting Minutes The meeting minutes was read by WFP to the group, there was no comments thus was moved for approval. Approval and New Business Prior to the meeting, the proposed agenda was circulated to the members for comments and suggestions, no comments and suggestions was received from the members thus agenda was approved by the group on the meeting day itself. 1. Updates from the Task Teams (Beneficiary Targeting, MoU, Market Assessment, REVIEW OF policies and Guidelines on CTP Task Team c/o ILO) 2. Discussion on the operational guidelines/sop of the CWG transition from preparedness to response 3. Discussion of CWG 2015 key accomplishments and indicative activities/priorities for 2016 4. AOB a. Update on DSWD OCHA MoU on NHTS database sharing Highlights of Discussion 1 MoU Task Team Task team document output is in a powerpoint format presented in the 3 rd quarter CWG. Template of the word document will be generic while the list will be customized. Sample MoUs from other member agencies will be part of the document as annex. OXFAM will lead the conversion of the powerpoint document into word document. OXFAM to email other members to request copies of their MoUs as samples and annex to the word document. WV to provide copy of supply chain MoU copying (Secretariat) Timeframe: 18 December 2015
3 Beneficiary Targeting Task Team Received 7 accomplished survey questionnaire. Will follow-up for 4 (DSWD, ICRC, PRC, CARE International) more submission before the analysis. The analysis of the survey will be the reference of the task team to identify next steps. Market Assessment Task Team Still do not have a lead, however, WFP has been facilitating the task of the team Market assessment task team was able to meet bilaterally with DTI and DA to assess the current and available market assessment tools used by government line agency partners to ensure coherence, this includes the minimum expenditure basket. In both meetings DTI and DA expressed interest to continue engaging with the CWG. As to the availability of data on markets, DA expressed to share information to the CWG through a letter of request. As per price monitoring act of the Philippines there are 5 agencies involved. Review of Policies and Guidelines Task Team OXFAM representative informed that on December 2013 a separate guideline on cash for work and cash for asset was issued purposely for Haiyan. Save the Children and OXFAM representative inquired on the cost of social protection and challenges in processing voluminous documents (SSS). ILO informed that the 12 November presentation included discussions these challenges and concerns. As a newly formed task team of the CWG, OXFAM, Save the Children and WFP signified commitment to be part of the task team 2 In the event of a massive disaster and if there is a call for international support is the defacto chairperson of the Cash Working Group and will convene a meeting. For medium scale emergency and when there is a call for bilateral support and based on need, CWG members already in the area prior the disaster can convene and report back to the national Manila CWG on status and updates. ILO on the information needed to be prepared, informed that the ERPWG is the platform of information sharing likewise hourly information dissemination to the HCT. WV on the minimum preparedness activities and possibly of having a cash specific minimum preparedness checklist. informed of the draft Emergency Response Preparedness (ERP) as a reference for the CWG. Analysis due on 29 December 2015 WFP to draft the ToR to be circulate for comments on 8 January 2016 WFP to follow-up Department of Agriculture (DA) on the list of their commodity basket and share to the steering committee members Include DA in the CWG emailing list. OXFAM and ILO to share the document to the group through the Secretariat ILO to draft the ToR and will be circulated to the group prior the first meeting through (Secretariat) ILO to provide e-copy of the 12 November presentation to the Secretariat for circulation to the group ILO will call the first meeting 3 rd week of January with the agenda of identifying key activities to check with ERPWG to include the CWG chair in the membership to share the draft ERP Cash steering committee to contribute to the Cash Minimum Preparedness Checklist using the draft ERP as reference; due 8 January 2016
4 WV on resources and data preparedness. informed of the ERPWG taking stock of resources available in-country as part of its preparedness activity while for data preparedness, BSP will provide FSP list to for mapping through an official request likewise the availability of the DSWD NHTS data with as well. As to the completed and on-going CTP activities, data collection is ongoing matrix have been circulated to the members to accomplish. WFP on trigger to respond. replied that every disaster is unique, the government has identified triggers likewise with the HCT but is dependent on government s call for support which is often needs based and bilateral. OXFAM on the start of coordination at the national and sub-national level. reiterated that often government request is bilateral and needs based. Depending on the scenario/scale of emergency, agencies present at the impact area prior the disaster and if there are more than 1 responding with cash, sub-national coordination can be called and report to the national level on status/updates. presence in the area is dependent if coordination hubs are set-up or requested to be set-up. On when to start cash as a response. OXFAM informed that it is its first response within the 72 hours window, also depending on market status. WFP will depend on request and extent of damage. Challenges on reporting CTP within the current system especially on financial tracking of cash based programs. Other challenges are: (a) agencies report depends on donor needs and interest; (b) reporting is cluster based; (c) what are the indicators/reporting fields. 3 2015 major accomplishment For the 2015 major accomplishment of the CWG, it was a consensus that the active participation of members and sustained meetings as one of the major accomplishments. The continuous participation of partners to include the government is another accomplishment likewise a challenge. BSP KYC Orientation Data preparedness BSP FSP list and DSWD- NHTS database Task team outputs and commitments CWG commitments and active participation to consolidate and present in the next meeting (January 2016) Triggers for starting sub-national coordination: (1) based on need depending on the scale of the emergency; (2) presence of more than 2 core partners in the impact area/s; (3) bilateral request Continue discussion of reporting mechanism in the next meeting (January 2016) to identify the reporting fields and draft the sub-national level guideline as annex of the operational guidelines, timeframe 3 rd week of January 2016
5 Priorities for 2016 (Sustainability of gains) Capacity building for CWG (discuss on the topics and cost sharing schemes) Finalization of task team outputs Contingency planning and simulation activities Operational guidelines on transition from preparedness to response Checklist on minimum preparedness activities for cash 4 shared the discussion with Director Leyson relative to the DSWD NHTS and MoU for use/access and sharing of the NHTS database that was tabled during the 13 November meeting as part of the Active Learning Event, likewise the recent press release of DSWD opening to the public validation of the NHTS database. Accordingly, a consent paper is signed by the surveyed household to share their profile/information to DSWD partners. The consent form is explained to the household prior them signing. to follow-up data needs of agencies to include as annex in the Data Sharing Guidelines, timeline for submission: end of January 2016 Schedule of next meeting, time, venue and indicative agenda Next meeting: 12 January 2016 Time: 2:00 PM Venue: To be identified Chair: Save the Children Indicative : 1. Updates from the task teams 2. Discussion on the reporting mechanism for the transition from preparedness to response operational guidelines Adjournment There having no other agenda to discuss the meeting was adjourned by the chair at about 16:20 PM [Rowena C. Dacsig Humanitarian Affairs Analyst 04 January 2016]