Final Draft of Project Report on Housing Project under Indian Assistant

8/8/2019 Final Draft of Project Report on Housing Project under Indian Assistant

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MINISTRY OF ECONOMIC DEVELOPMENTAND

PRESIDENTIAL TASK FORCE

Housing Project under

Indian Assistance

Project ReportSeptember 2010

Final Draft


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HOUSINGRECONSTRUCTIONPROGRAMMEINTHENORTHERNPROVINCE

UNDERTHEASSISTANCE FROMTHEGOVERNMENTOFINDIA

Contents:1.BackgroundandIntroduction2. ImplementationArrangement

3.ProgrammeDescription4.ProgrammeImplementationProcessand Roles ofAgencies5.OperationalCost6.OperationalInstructions


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1.4.2 Spatial Scope:

Considering the (i) extent of displacement and (ii) severity of the housing damage, as at present, all

the 50,000 are marked for the north. However, a certain percentage say 5% may be set aside for the

east especially for those displaced in the chronically underdeveloped parts of Eastern Province.

1.4.3 Land:

As the investments in housing repair and reconstruction are spatially fixed, land is a criticalelement of

the proposed program. While the land protection and property rights issues will not be overlooked,

the programme will adopt a pragmatic approach to ensure a continuous processing of simpler, eligible

cases while the more complex ones are resolved through existing and enhanced frameworks. The

program will identify workable mechanisms to ensure that those receiving housing assistance are the

rightful owners of the land on which they invest. The program, therefore, supports a land resolution

and regularization strategy within the framework of existing land administration. To resolve villagespecific land issues, task forces will be established at district and provincial levels and these teams

will resolve issues related to loss of records, boundary disputes and regularization of state land

occupied by the claimants, etc.

1.4.4 Limited Production Capacity:

The scale of input price increases will be a major concern, especially input such as sand, timber and

cement Adding a significant number of new housing units to these demands would have significant

additional price effects. These capacity constraints could be sorted out by establishing the following

a. Establishing regional bulk supply stations in each district with a supply network linking with state

agencies such as Building Material Cooperation, State Timber Corporation and Malty Purpose

Cooperative Societies.

b. Encouraging private pre-cast construction materials producers to establish their yards in local with

the support of National Engineering Research Development Center

c. Identifying the locally available low cost and alternative construction materials, train the locally

available construction employees in the technology and encourage to adopt.

1.4.5.Quality of housing:

The larger grant will bring with it grater expectation of quality construction, hence ensuring quality

construction is essential. This requires at least one engineer per 1500 houses and one technical Officer

per 75 houses under construction. A third party independent technical audit will ensure the quality of

housing.


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1.4.6.Vocational and on the job training:

There will be more demand for skill workers in the field of construction during the programme period.

The Wanni area do not have adequate skill construction workers. As house construction is quite simple,

arrangement will be made to provide on the job training for youths and beneficiaries to minimize the

problem.

1.4.7 Environment:

The long years of conflict in the North East have resulted in significant natural resource degradation,

particularly in the deforestation of the extensive forest cover in the region. The urgency for housing

reconstruction could result in further aggravating the problem of conflict related deforestation through

exploitation of forest resources for timber. In addition, the demand for construction material could

increase sand and clay mining (the latter mainly for bricks). The mining of sand in rivers has the

potential to cause the lowering of the riverbed, collapse of the banks, intrusion of seawater and

reduced sand replenishment in the beaches. Mining of coastal sand exacerbates coastal erosion. Water

resources are scarce, particularly in the North, and can pose problems during construction. Improper

sanitary facilities or the lack of it, improper disposal of liquid and solid wastes are some of the other

main issues concerned with the project. It is necessary to identify these risks and to incorporate proper

strategies into the design of the project to mitigate such risks. Experience gained from the North East

Housing Programme(NEHRP) will be used to screen the target villages under the project proper, for a

rapid environmental assessment and to improve the overall implementation of the project.


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CHAPTER 2IMPLEMENTATIONARRANGEMENT

2.1. The programme will be implemented in 2 stages.

a. Construction of one thousand cluster based houses in relocated areas as a pilot project

b. construction of 50,000 houses under home owner driven basis. This will be implemented in two stages

as given below

i. Repairs of 10,000 houses in both Jaffna and Vanni electorate.

ii. Normal Programme- Construction of 40,000 houses (Both partly damaged and fully damaged).

2.2 a.Construction of one thousand cluster based houses in relocated area

2.2.1. Selection of Beneficiaries

Under this stage, landless IDPs will be identified and be resettled in newly identified habitable areas. The

most vulnerable groups will be given priority among the land less under this programme as indicated

below

a. Widowsb. Single headed house holdsc. Differently abled. Infirm as result of old agee. Infirm as a result of injuryf. Families below the poverty lineThe respective Government Agents have identified the beneficiaries according to the above said criteria

and allocated land to them as indicated below.

District DS Division GN Division Village No. of

Beneficiaries

Jaffna Jaffna J/68 Reclamation East 32

J/69 Reclamation west 08

Nallure J/90 Ariyalai East 50

Thellipallai J/215 Allaveddy North 13

J/216 Allaverddy Center 08

J/217 Allaverddy East 09

Karainagar J/44 Karainagar sourth 30

Sub Total 150

Kilinochchi Karaichchi Poonagar Arivial nagar 100

Kandawalai Puliampotkanai Kandawalai 101

Poonagari Pallikudah Thekerai 75

Pachchilaipalli Soranpattu Karaithai 50

Sub Total 326

Mulaithivu Thunukai Uillankulam Uilnkulam 50

Marritain Pattu Mulliyavallai west Vannan Vayal 50

Oddisudan Thachchadampan Karripatta murripu 50

Pandiyankulam Pandiankulam kaddukarai 50

Sub Total 200


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Mannar Manthai west Vellnkulam Vellankulam 12

Kalliaddi Kalliaddi 60

Madhu Parriapandivirichchan East Periyapandivirichchan

East

47

Musalai Sillawathurai Sillavathurai 56

Sub Total 175

Vavuniya Vavuniya Vavuniya Marriadithakulam 50

Vavuniya North Pulliyankulam North parasankulam 50

Vavuniya South Mahamagilan Kulam Kudakacha Kodiya 50

Venkalacheddikulam Andiyapulliyankulam Bihidiya farm 50

Sub Total 200

Arrangement have been made to provide basic community infrastructure and lively hood improvement

facilities in the relocated villages

2.2.2. Implementation mechanism

Construction of houses will be contracted out and the housing construction will take place according

to the beneficiaries preferred type plan (from among agreed and available type plans with the

contractor) requirements and with their participation.

The details of agreement made between the successful contractors and Government of India should be

made available to the GOSL to enable the implementing agency to monitor carefully the quality of the

construction and the progress of the programme. In view of the existing knowledge and experience

available, the NEHRP (World Bank Funded Project) will be the implementing agency.

2.2.3. Technical supervision and certification:

NEHRP engineering unit will do the technical supervision on daily basis and certify for the payment

of the constrictors as agreed on the contract.

2.2.4 Monitoring arrangement :

Monitoring will be carried out at three levels ie, District level, Provincial Level and National Level. At

district level, District Coordinating committee will be monitoring the progress. Similarly at provincial

level, provincial Project coordinating committee will monitor the project progress. A by weekly progress

report will be submitted to the Hon. Governor, NPC highlighting important implementation issues.

National steering Committee will be monitoring the progress on quarterly basis.

2.3 .Construction of 50,000 houses under home owner driven basis.

This will be implemented in two stages

i. Repairs of 10,000 houses in both Jaffna and Vanni electorate.

ii. Normal Programme- Construction of 40,000 houses (Both partly damaged and fully damaged).


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2.3.1 Repairsof 10,000 houses in both Jaffna and Vanni electorate.

Repair of 10,000 partly damaged houses will be undertaken during this stage following the

implementation procedures stipulated in the chapters 3 and 4 as adopted by NEHRP under already

implemented Home Owner Driven Programme.

a. Terms of Payment: Maximum amount of SLRs. 200,000 will be released in three installments to thebeneficiaries bank account viz 1

stpayment 50%, 2

ndpayment 40% and 3

rdpayment 10% based on

the performance certified by the NEHRP technical officers. The beneficiaries entitlements will be

according to the assessment by the technical team.

b. Villages selection and beneficiaries selectionc. Grievance redress mechanismd. Land Ownership resolutione. Construction supervision and monitoring

2.3.2 Normal Programme

Implementation arrangement has been discussed in details in Chapters 3 & 4

AsmentionedinChapter3&4


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CHAPTER3 PROGRAMDESCRIPTION

3.1 Program Components

a. The Grant Description and Transfer Mechanism

The Indian assistance will finance a cash grant to selected eligible beneficiary families (the

eligibility criteria are described below). The selected eligible beneficiary families will qualify for

one of two types of grants i.e. fully damaged housing grant or partly damaged housing grant.

The assessment of fully damaged versus partly damaged houses will occur through a Housing

Damage Assessment and Social Verification Survey. It will provide a cash grant of Rs600, 000 to

beneficiary families whose house is assessed as fully damaged. It will provide a grant of Rs200,

000 to beneficiary families whose house is assessed as partly damaged. It is estimated that 80% of

the houses will be classified as fully damaged while 20% will be categorized as partly damaged.

The grant will finance the physical requirement of at least a permanent foundation of 400 square

feet, four walls and a roof and a toilet. Transfer of the cash grant to the joint bank accounts of the

selected beneficiary will be made in four tranches for the fully damaged housing grant category

and two tranches in the case of a partly damaged house. The pace of installments will be

performance based.

For fully damaged housing grants, initially Rs 100,000will be transferred to the joint bank account

in the name of both husband and wife of each identified beneficiary household (unless it is a

single headed household). This will be used to mobilize resources to reconstruct a fully damaged

house. Upon verification by the divisional level engineer that the foundation has been completed

and other construction progress has occurred, the second installment of Rs 200,000 will be

transferred to enable the beneficiary to construct the superstructure. Upon completion of the

foundation and superstructure, Rs 250,000 will be transferred to complete the house to

specifications. Once the divisional engineer verifies completion of civil works by an on-site

supervision, Rs 50,000 will be transferred to the beneficiarys bank account to reimburse the

estimated remaining expenditure.

For a partly damaged house, 50% of the estimated cost will be provided upfront. The second and

final installment for repairs will be paid upon completion of the work.


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Each beneficiary family will be allowed a period of approximately six months for the completion

of the physical works. This will mitigate against funds being recycled for other purposes. To

facilitate compliance, each eligible beneficiary family will sign a memorandum of understanding

with the District Program Unit. This will outline the target dates and construction progress

required for each tranche payment to be triggered and any other obligations to be made by the

beneficiary family.

b. Apportioning of Funds across Beneficiaries and Districts

TABLE No. 3.1

IDPs, Housing Damage and Targeted Housing Repairs of 5000 Houses

Electorate Districts NEHRP need

assessment 2010

(Tentative Estimate)

Electorate

allocation

District allocation

Jaffna Jaffna 9639 5,000 2,000

Kilinochchi 2948 3,000

Vanni Mulaithievu 1803 5,000 2,500

Mannar 1432 1,250

Vavuniya 1231 1,250

17,053 10,000 10,000

IDPs, Housing Damage and Targeted Housing New Construction

Electrotrate Districts NEHRP need

assessment

2010(Tentative

Estimate)

District allocation

in % of total

District allocation

in Numbers*

Jaffna Jaffna 60,842 13.32% 5,800

Kilinochchi 41,214 35% 13,600

Vanni Mulaithievu 27,652 25% 10,000

Mannar 23,926 13.34% 5,300

Vavuniya 14,496 13.34% 5,300

Total 40,000

* Note: In Vavuniya District NEHRP completed its activities in 2008 and Vavuniya North has sustained heavy damage.

In Jaffna district, the number of damage houses heavily influenced by the number of damaged houses took place from 2002.


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c. Village Selection and Beneficiary Selection

Villages will be selected for participation based on a ranking system, taking into account: (i)

caseload of damaged housing stock; (ii) caseload of returnees; (iii) extent of mine clearance and

where available. Subsequent to selection of villages, grants will be allocated per village based on

(i) caseload of returnees and; (ii) damaged housing stock. The list of villages to be included in the

program, the number of grants per village, and a justification of each will be approved at the

provincial level. It is estimated that approximately 500 villages will participate in this programme.

Beneficiaries will be selected in the following manner: Subsequent to the selection of the villages

and the allocation of grants per village through the process described above, a Housing Damage

Assessment and Social Verification Survey in the selected villages will take place. The assessment

team will consist of a Divisional technical officer, VRC member and a CBO representative

supported by Grama Niladari of the village.

A potential beneficiary must meet three eligibility conditions to be considered for the housing

assistance to begin with. These are:

The beneficiary, including the main breadwinner, should be permanently settled in the village. The beneficiary should possess a formal right to the land on which the reconstruction is proposed. The beneficiary should possess only one house which is fully or partly damaged and should not

have been enlisted for assistance under any other programme. The beneficiary list of the housing

programs of the particular area should be made available to this programme office for cross

checking purpose. Families who meet the above eligibility criteria will then be prioritized based on

the following prioritization criteria and using a quantified weighted scoring system as outlined in

the Table 1.1 below.

TABLE 3.2 : Weighted Scoring System for Beneficiary Selection

Criteria applied to 1 point 2 points 3 points Additional

Family Units Points

No. of family members 6 persons 7-8 persons 9 and above

Female single head With adult Children With children With children

not supporting

supporting children between 12- under 12 years

or no children 18 years

Disabled (mental and 1 person 2 persons 3 and above and

physical) Parent/Breadwinner

Elders Over 50 years Over 60 years Over 70 years

Lost/Missing 1 person 2-3 persons 3 and above Breadwinner

- 3 points

Unaccompanied 1 person 2-3 persons 4 and above

Minor/Orphan

Total Score


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Subsequent to the survey, there will be a computerized ranking and listing of eligible families in a

particular village. The VRC will validate the list of identified beneficiaries equal in number to the

number of allocated grants at a community meeting. Any amendments will be recorded in writing and

will include the reasons as to why the amendment was made. The list will be subsequently advertised

at a public place in the village concerned, together with the beneficiary scores. At a public meeting,

the Divisional Secretary or his/her nominee will explain the methodology that drove the allocation

process.

d. Grievance Redress

In the instance that any individual in a village disagrees with the list or his/her classification, he or she

will be at liberty to participate in a grievance redress process. The grievance redress process will occur

as follows:

Subsequent to the publication of the list, the Divisional Secretary will visit a village, within a week,

facilitated by the district office and convene a meeting of the VRC. Representatives of civil society

will be invited to join the mobile divisional secretariat as observers. On that day, affected villagers

may raise their grievances directly with the Divisional Secretary. These will be recorded in writing.

Affected villagers may also send written grievances to the Divisional Secretary. These grievances

must reach the Divisional Secretary by the date of his/her visit to the village. The Divisional

Grievance Redress Committee consisting of the Divisional Secretary, two CBO representatives and

the Heads of the VRCs from participating villages in that division, will review the complaints raised.

Changes to the list will be introduced, if the committee sees fit. There will be a two week time-line

between the public posting of identified recipients and the ruling of the Divisional Grievance

Committee.

Should the individual concerned remain dissatisfied at the perceived exclusion, he/she could take it up

with the District level Grievance Redress Committee. This will consist of the District Secretary, the

Assistant District Secretary and two representatives of the Community. At least, one person in the

committee will have to be a woman and in districts with ethnic diversity, ethnic

representation will have to be reflected at the committee level. This district level grievance redress

mechanism will review all contested cases and rule accordingly.


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If the individual concerned is still dissatisfied with his/her exclusion he/she may submit his/her

grievance to the Chief Secretary of the NPC for ruling. The ruling of the Chief Secretary is final.

Such successful individuals may not necessarily receive their grants at the same time as the rest of

their village. Instead, they will receive their grants subsequent to the ruling of the Chief Secretary,

which may occur at a time subsequent to the beginning of the construction program in their village.

The continuous social impact assessment will offer an added opportunity for those villagers with

unresolved grievances to record their views to a neutral outside consultancy firm, bypassing the

divisional and district administrations, for possible consideration at the next phase of construction.

e. Land Ownership Resolution:

The program will support the engagement of Land Task Forces (LTFs) that will accelerate the

resolution of routine land ownership issues in program villages including encroachment on

previously un -alienated State lands, occupation by adult children of un-subdivided land currently

held in the name of a parent, and property boundary uncertainty.

For grievances related to land ownership, the public posting of potential beneficiaries before

finalization of the list will also allow for challenges based on land ownership, even in cases where

the potential beneficiary has an apparently legitimate land ownership document. For the vast majority

of lands which are state lands, statutory remedies to such challenges under the Land Development

Ordinance and Crown Land Ordinance include determinations by the Divisional Secretary and appeal

to the Provincial Land Commissioner. As with other grievances, attempts to settle such disputes at

the community level through the VRCs and GSN Officers will first be explored. Where the grievance

persists and, especially in disputes over private lands where the parties may wish to avoid the lengthy

and costly court procedures, the appeal facility of the District Land Tribunals will be available. Each

Tribunal will comprise three members reflective of the composition of the District, appointed by the

Chief Secretary NPC on recommendation of the District Secretary.

f. Environmental Clearance

Subsequent to village selection, an environmental officer at the district or divisional level will screen

that village for potential environmental impacts using a rapid assessment based on a questionnaire.

The questionnaire (which has been designed and fine-tuned by NEHRP) will capture site-specific

information to determine the type and degree of environmental risks associated with the program in

the given area. In the event that significant environmental issues are identified, further analysis,

through a village specific EIA, will be recommended. This EIA will include an Environmental

Management Plan (EMP) that will specify measures to mitigate the identified impacts. Clearance will


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be granted based on the findings of the village specific EIA and subject to the implementation of the

recommended mitigatory measure/s spelt out in the EMP. In the event that no significant

environmental issues are identified, environmental clearance will be granted on completion of the

rapid assessment with or without subjection to the implementation of certain mitigatory conditions,

as the case may be.

g. The Construction Process

Owner driven construction process

In Owner Driven Construction programme, beneficiaries will plan out their housing requirement, draw

the house plan with the support of the implementing unit or select suitable house plan from the

implementing unit sample plans, construct on their own without deviating the housing construction

standard and the project minimum requirement. The implementing agency will assist and ensure that

the beneficiaries reconstruct a quality house and monitor the progress closely. The third party

Independent Technical Audit Consultants will ensure quality construction in addition to the

implementing unit.

To mitigate the risks of environmentally unsustainable resource extraction, inflation and supply

constraints the district/divisional administrative units will facilitate the supply of construction

material in bulk for selected beneficiaries across a division. The beneficiary will however have a

choice in opting into the bulk procurement system. The bulk procurement system is expected to

function in the following way:

The District/Divisional administrative units prepare a resource requirement plan based on materialneeds per district over the period of implementation based on existing phasing and grant apportioning

plans, and on prices for a particular phase in particular districts;

The District/Divisions begin discussion with relevant organizations such as the District Chambersof Commerce, the Multi-Purpose Cooperative Societies, on the supply of such materials from

authorized sources. Arrangements will be made to establish bulk supply stations in each district to

facilitate this process.

Subsequent to the selection of beneficiaries, they be given 1-2 weeks to decide if they will opt for

the bulk procurement/buyer society method;

The District/Division subsequently assists the beneficiaries, either through VRC, or individually,to engage with the supplier for timely delivery of materials.


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h. Construction Supervision and Monitoring

Monitoring of construction (i.e. outputs) and impacts will occur through several mechanisms:

A continuous social impact assessment will monitor impact, outcome and outputs of the programusing quantitative and qualitative methodologies. It will also include a community social audit of the

process of beneficiary selection, construction at each stage and other aspects of implementation.

District and divisional secretaries will submit technical audits on, amongst others, number ofgrants disbursed and number of houses constructed in a phased manner, number of grievances per

village, number of resolved grievances per village and technical quality of construction. Engineers at

the Divisional Secretariat will certify the physical progress in civil works to authorize the release of

funds at each stage.

Continuous environmental monitoring will be conducted by the District/Divisional levelenvironmental officers of the Central Environmental Authority in order to ensure compliance with

conditions based on which clearance has been granted.

A third party technical audit of civil works will also be carried out by a consulting firm. Thisaudit will include monitoring of technical engineering standards, and number of houses

constructed in a phased manner.

i. Timing and PhasingThe program timing per activity is depicted in the table below. Note that the activities may run

concurrently to each other.

TABLE : 3.3 - Time Taken Per Activity

Time Taken Activity

9 months Land Redres Process ( Total Process)

1 month Program familiarization campaign (Each village)

2,3 months Beneficiary Selection Process (Each Village)

6 months Construction (Individual Beneficiaries)

The program will be completed within four years and will be divided into four phases. The notional

number of targeted beneficiaries in each phase is depicted in the table below and was calculated using

the percentage of damaged houses in each district

TABLE : 3.4 - Project Number of Houses Constructed Per District/Per Phase

District Phase 1 Phase 2 Phase 3 Phase 4 TOTALS

Jaffna 2000 2175 2175 1450 7,800

Kilinochchi 3000 5100 5100 3400 16,600

Mullaithivu 2500 3750 3750 2500 12,500

Mannar 1250 1988 1988 1325 6,550

Vavuniya 1250 1987 1987 1325 6,550

10,000 15,000 15,000 10,000 50,000


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The total housing caseload of the program has been phased into approximately 000 units in year 1, 10,000

for year 2, 16,000 for year 3 and 16,000 for year 4. This total caseload, including the approximate

provision for land-related redress cases, will be allocated to each district based on the proportion of

damaged houses.

The Programme has planned to begin the village profiling and selection process in the last quarter of

2010, preferably in November 2010. The land related grievance redress mechanism and regularization

process will begin soon and these activities will be undertaken in parallel. The village profiling with

layers of information such as damaged houses, number of displaced population and returnees, extent of

landmine clearance, vulnerability and ethnicity will be mapped in each district. Villages having the

highest scores will be selected in each district. Since village characteristics related to number of

returnees, vulnerability, landmine clearance and ethnic composition of population change over a period of

time, the profile exercise and mapping will be updated for each district at the beginning of the phase. A

three-month period earmarked for conducting the damage assessment and social verification survey for

the villages selected for the first phase will begin soon after the completion of village selection. The same

survey will be carried out for the selected villages at the beginning of each phase.

j. Project Cycle and Phasing Roll Over Strategy

TABLE No. 3.5

Project Activity Phasing

Project Activities Year 1 Year 2 Year 3 Year 4 Remarks

Village Profile Mapping The village

and Selection profile will be

updatedin

each phase

Housing Damage Undertakein

Assessment and Social each phase

Verification

Resolution of Project Continuesfor

Related Land Issues 8 to 9 Months

Grievance Redress Process Continuous

Housing Reconstruction Continuous

3.2 Capacity Building and Monitoring:

The programme requires acomprehensive technical assistance program to upgrade the existing

implementation capacity of the following subcomponents:


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Land Dispute Resolution pertaining to the housing reconstruction Skills Training for Construction Technical Assistance (TA) for Management Information Systems Continuous Social Impact Assessment Follow-up Environmental Impact Assessment Technical Audit of Construction

(Note: The last three are also monitoring functions)

a. Land Ownership Resolution and Grievance Processes :

The program will have to support the engagement of Provincial Land Commissioners Office to

strengthen its capacity.

b. Skills-training for Construction:

Skill training will be conducted in three stages.

a. Skill Training for the Locally available Youthsb. Skill Training for the traditional construction workersc. Skill Training for the beneficiariesa. There is a shortage of construction labor in the North. At least,2000 skilled labourers to be trained

during the programme period. This will decrease the costs of construction in the long run. It is

estimated that one third of the estimated cost for the construction of a houses goes towards labor

due to the scarcity of skilled labor which is often imported from the South.

Training courses will be held locally in each district, each site training 20-60 skilled workers such as

masons or carpenters at a time, depending on the capacity of the training venues. Participants will be

recruited from that district in proportion to the extent of housing damage in that district. The number of

participants per districts will be in proportion to the amount of houses constructed per district (Table 2.5)

b. Considerable number of traditional construction workers are available locally, who do not know thelow cost and modern construction technologies, witch is most applicable for the housing

construction. The Implementing unit will train those traditional construction workers in modern

construction technologies which could be utilized for this programme effectively. The programmes

will be shorter, probably 2 to 3 days training camp.

c. Since beneficiaries reconstruct their houses on their own, they need short training in constructionmanagement, beneficiaries contribution, materials procurement, materials preserving and

minimization of wastages. So, the implementing unit will train in three stages probably before the

construction of foundation, roofing and finishing. The programme will be short and each may be one

day.


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e. Technical Assistance for Program Implementation:

This includes the following five activities:

i.Communication Strategy:

The programme needs the development and implementation of an information dissemination campaign,

its materials, and subsequent implementation. The objective is to increase the transparency of the

program. The communication strategy will cover, amongst others, topics such as the purpose of housing

damage assessment and social verification survey, criteria for determining fully and partly damaged

houses, beneficiary eligibility conditions, financial entitlement, process of financial disbursement and

proposed opportunities for redressing their grievances. The targeted audience for these service include

Village Rehabilitation Committees, Beneficiaries, and the general public. The communications campaign

will be done by the project staff.

ii. Continuous Social Impact Assessment

This programme will arrange for a Continuous Social Impact Assessment (CSIA). The CSIA will

facilitate the articulation of community perceptions, grievances and feedback vis--vis the selection of

villages, the identification of beneficiaries and the mobilization of resources.

The continuous SIA will help monitor the social dimensions of the programme and flag potential

reputational risks. Through direct interaction with the beneficiary communities it will carry out an

independent evaluation of the implementation of the social safeguards framework and equitable

distribution of program benefits. The essence of the continuous SIA study is that it will gauge the impact

of the program and help the programme to undertake necessary mitigation measures against the negative

impacts. It will help incorporate measures of social soundness, inclusion and equity in the program.

iii. Follow-up Environmental Impact Assessment

This component will ensure proper management of the environmental dimensions of the program, as

explained in previous sections of the report. It will not only identify measures to bring in environmental

sustainability to the program but also identify opportunities to gain economic benefits through use of

local raw material without causing detrimental effects on the environment.


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iv. Technical Audit of Civil Works

The component will develop technical standards for the constructed houses and finance a technical audit

to ensure that construction complies with the developed standards. The activity will audit approximately

5% sample of all beneficiaries and will cover all beneficiary villages. The audit will be carried out during

the course of construction and will include an audit of the quality of construction materials, and

construction at each step of the staged construction process. The reports of this construction audit will be

submitted to the Monitoring Committees. The activity will be carried out during the construction phases

of each of the construction period.

v. Technical Assistance for Management Information System:

The sub-component will assist for the establishment of an MIS. It is important that the administration

units (NEHRU, DPUs, and Divisional administration units) under this program establish an effective and

user friendly management information system (MIS) at the start of the program in order to record and

monitor the information related to program administration and implementation experience. The MIS

should include detailed base line data on both operational aspects of the program (number of

beneficiaries, information on their economic and social conditions, construction progress, capacity

building/training programs, human and material resources, environmental issues, land disputes, and other

relevant data) as well as financial aspects of the program (funds allocation, commitment,

disbursements, pipeline of households for construction phases, etc.). These data will be collected by

district officers at the village levels and will be monitored and updated regularly during the program

implementation phases. In order to be able to carry out an ex-post social and economic impact

assessment of the program during the mid-term review and at the end of the program, it would be

important to monitor the operational aspects of the program (on sample basis) 9 months after the houses

are built.

3.3 Program Management

The nature of the housing reconstruction program, its scale, the coverage area, and the condition of

beneficiaries require that an effective program management and monitoring system to be in place in order

to ensure smooth and successful implementation of the program. The program management and

monitoring will be carried out at the Provincial, Division, and Districts levels.

a. Program Management at the Provincial levelstaff arrangement to be discussedb. Program supervision by Districts and Divisional Secretariatto be discussed


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CHAPTER4 PROGRAMIMPLEMENTATIONPROCESSANDROLESOFAGENCIES

4.1 OVERVIEW

The overall responsibility of the project will be with the Ministry of Economic Development,

Government of Sri Lanka. While the Ministry of ED will review the project from time to time, it is

primarily responsible for the coordination of the project with ongoing and future development programs

in the North . The Northern Provincial Council (NPC) will be fully responsible for the implementation of

the Program.

NEHRU will be the main program implementation agency of the NPC. The decentralized implementation

arrangements designed by the Project will entail a great deal of institutional coordination between

NEHRP, District and Divisional Administrations as well as with other agencies. The broad institutional

arrangements and responsibilities of agencies involved in the various components of the program are

discussed below:

4.2 DECISION MAKING PROCESS

The decision making process in the program management is done at various levels. The executing agency

of the Project is Ministry of ED. The National Steering Committee established at the Ministry of ED will

coordinate the project activities and action plans at national level. The Secretary of Ministry of

ED/Hon.Governer of EPC chairs the National Steering Committee. This national steering committee will

include senior officials representing relevant infrastructure line agencies at the Center, province and the

District Secretaries of the North. Included here would be the Central Ministry of Housing, the provincialMinistry , the National Housing Development Authority.

At the provincial level, there will be a Provincial Program Coordination Committee (PPCC) to oversee

the programme implementation and address bottlenecks. This will meet once in two months and will be

chaired by the Chief Secretary of the North East Provincial Council. It will consist of all District

Secretaries, Secretary to the Provincial Ministry of Rehabilitation, Deputy Chief Secretary/Planning,

Provincial Director of Buildings Department, representatives of the Central Ministry of ED,and

programme officials.

The programme day to day implementation arrangements consists of three integrated but parallel

structures. The PMU, the District Program Units and their Divisional counterparts will implement the

technical aspects of the program. Divisional and District Grievance Redress Committees form the second


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set of institutional structures. Program monitoring and supervision will occur through a parallel structure

at National, Provincial, District and Divisional levels, together with a third party technical audit of

construction, the continuous social impact assessment, and the follow-up environmental impact

assessment.

At the district level, there will be a District Coordinating and Monitoring Committee (DCMC). This too

will meet once a month. The DCMC will consist of the District Secretary, Addl. G.A. or ADS, all

Divisional Secretaries, the District Engineer, Senior Divisional Environmental Officer, Deputy Project

Director,and Project Director/District Rehabilitation. Provision will be made to ensure that at least one

woman is on the committee.

At the divisional level, there will be a Divisional Monitoring Committee that will meet once a month.

The Divisional Monitoring Committee will consist of the Divisional Secretary, the Divisional Technical

Officer/Engineer, Divisional Environmental Officer, Divisional Planning Officer, and VRC chairpersons

in that division. Provision will be made to ensure that at least one woman is on the Committee. The

divisional level progress reports will be forwarded to the District Secretary each month.


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CHAPTER 5:OPERATIONALCOST

The Indian grant will cover the total cost of construction of houses. The operational cost will be met by the

GOSL. The following operational cost will be provided from the consolidated fund.

Total Cost of the Project (In Sri Lankan Rupees)

a. Housingi. Cluster Programme 1,000 x 0.6 mn = 600.00 mnii. Housing Repair - 10,000 x 0.2 mn = 2,000.00 mniii. Normal programme - 40,000 x 0.6 mn = 24,000.00 mn

Sub Total = 26,600.00 mn

b. Skill Training (2000 youths+ 2000 traditional Skill Workers) = 100.00 mnc.

*Incremental expenditure (4%) = 798.00 mn

Grant total = 27, 498.00 mn

*Incremental expenditure

Third Party Independent Technical Audit Consultancy Service

Independent Social Impact Assessment Consultancy service

Individual Consultants

Equipment

Vehicles

Staff

Day to day expenditure


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CHAPTER6 OPERATIONALINSTRUCTIONS

Housing Reconstruction Programme in the Northern P rovince under the assistance

from the Government of India.

Minutes of the Meeting

Venue : District Secretariat, Kilinochchi

Date : 13.09.2010 Time : 3.00pm

Attendance

1. Mr.A.Sivaswamy ChiefSecretary,NP2. Mr.S.Rangarajah SecretarytotheGovernor,NP3. Mr.R.Umakanthan DeputyChiefSecretary,Planning,NP4. Mr.A.E.S.Rajendra Secretary,M/Infrastructure,NP5. Mr.S.M.Croos ProgrammeDirector,NECCDEP6. Mr.N.Vethanayagam GovernmentAgent,Mullaitivu7. Mr.R.Ketheeswaran GovernmentAgent,Kilinochchi8. Mr.S.Mohanathan Addl.Govt.Agent, Mannar9. Mr.N.Thiruganasampanthar Addl.Govt.Agent, Vavuniya

10.Mr.V.Sampasivam DeputyProjectDirector,NEHRP,Jaffna11.Mr.J.X.Selvanayagam Asst.ProjectDirector,NEHRP12.Mr.P.Thayananda Commissioner.D/LandAdm13.Mr.S.Achuthan R/ACLG,Vavuniya14.Mr.T.Mugunthan Asst.Govt.Agent, Palai15.Mr.K.S.Vasanthakumar Asst.Govt.Agent, Poonagari

Hon.Governorpresidedoverthemeeting.Attheoutsetheexplainedthat,arrangementshavetobemade

for reconstruction and repairs of fully and partly damage housing for resettlements families in the

NorthernProvinceunderfinancialassistancebytheGovernmentofIndia.

Hefurtherexplainedthat,theIndianassistancewouldprovidetheresettledIDPfamiliesafterMay2009in

theNorthwhomeetsacceptedcriteriawithimprovedandaffordablehousingunits.

IndianGovernmentwouldfacilitatethereconstructionof50,000housesintheNorthernProvincethrough

theprovisionofhousinggrants.


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1. ImplementationArrangementsTheprogrammewillbeimplementedintwostages.

Constructionof1,000clusterhousesinrelocatedareasonturnbybasis. Constructionof50,000housesunderhomeownerdrivenmodel.Thiswillbeimplemented

intwostages.

(a)Repairsof10,000housesinbothJaffnaandVannielectorateaspilotproject.(b)Reconstructionof40,000newhouses.

Accept for the 1,000 houses under directed system all the other houses following the NEHRP

model.ForthispurposePTF&IndianHighCommissionhasagreedprojectdesignon6th

Sep.2010.

Detailsofselectionofbeneficiaries,implementationsystem,etchavebeenexplainedinthisagreed

document.CopingwillbedistributedtoalltheGovernmentAgents.

2. Constructionof1,000cluster housesinrelocatedareaa.Selectionofbeneficiaries

Underthisstage, landlessIDPswillbe identifiedandberesettled innewly identifiedhabitableareas.

Themost vulnerable groups will be given priority among the land less under this programme as

indicatedbelow.

(a)Widows(b)Singleheadedhouseholds(c) Differentlyable(d)

Infirm

as

result

of

old

age

(e) Infirmassresultofinjury(f) Familiesbelowthepovertyline

Thesecriteriaaremoreexplainedintheagreedprojectdesigndocument.

Government Agents have already identified the beneficiaries and land for housing scheme . The

Districtwiseapportionmentsfor1050clusterhousesasfollows:

Jaffna 150

Kilinochchi 326

Mullaitivu 200

Mannar 175

Vavuniya 200


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b.RoleofNEHRP

NEHRPwillbethe implementingagencycoordinatingtheprogramme.The implementationsystemwill

beadjustedtoaccommodatetheimplementation&monitoringconcernoftheIndianGovernment.The

routinetechnicalsupervision,certificationforpaymentetc.willbecarriedoutbyNEHRP.Inthecaseof

directexecutionof1,000housesNEHRPwillappropriatelyplacemonitoringsystemconformingtothe

conditioninthecontractbetweenIndianGovernmentandthecontractfirm.

3. Repairsof10,000housesinbothJaffnaandVannielectorateDistricts.Hon.Governor mentioned that, repairs of 10,000 partly damaged houses will be undertaken

immediately.Electoratewiseapportionmentwillbeasfollows.

Jaffnaelectorate

1. JaffnaDistrict 2000houses2. Kilinochchi 3000houses

Subtotal 5000Vanni

electorate

1.Mullaitivu 2500houses2.Vavuniya 1250houses3.Mannar 1250houses

Subtotal 5000Beneficiarieswillbeselectedaccordingtothecriteriaexplainedintheprojectdesign

agreedon 6th

Sep.2010withIndianHighCommission.

4.Releaseoffundsforrepair

AsumofRs.200,000wouldprovidefortherepairsin3stagesasindicatedbelow.

Stage 1 50% of cash (Rs.100,000) will deposit to the beneficiaries bank account before pre

commencementofwork.

Stage2 Another40%(Rs.80,000)willprovideatthe1ststagecompletion.

Stage3Balance10%(Rs.20,000)willprovideatthefinalstage.

5.Listof

beneficiaries

WiththecurrentsystemofNEHRPselectionofbeneficiaries,prioritylistofbeneficiaries

shouldbesubmittedbefore15th

October2010.


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6.MonitoringSystem

Hon.Governorexplainedthat,therewilllbethreelevelmonitoringduringthe

constructionwork.

NEHRPmonitoringsystem ProvincialcouncilmonitoringsystembyateamConsistingofChiefSecretary,Secretarytothe

GovernorandSecretary,MinistryofInfrastructure

DistrictmonitoringteamteamundertheleadershipofrelevantDistrictSecretaries.7.RegulatingMaterialSupply

GovernmentAgentsshouldmakelocalarrangementaccordingtotheDistrictsituationto

ensurequalitybuildingmaterialsaresuppliedatlowercost.Thedistricthousing

committeemayappropriatelyengagedagenciesincludingCooperativesocietiesto

providethematerialsatlocallevel.

8.Constructionof40,000NewHouses

Constructionof40,000newhouseswillbestaredaftertherepairsof10,000housingunit

aspilot.Detailswillbeworkoutlater.

9.OperationInstruction.

Hon.Governor

directed

that

detail

operation

instruction

to

be

sent

out

by

the

NEHRP.

The

followingimmediateoperationalarrangementswereagreed.

i)Prioritybeneficiariesselection

SincethedemandforrepairofnewhousesisexpectedtowinmoreusingNEHRPapplicationform(

asmodifiedtothisproject)willbeobtainfromeligiblebeneficiaries.Applicationformwasmodified

and handed over to Government Agents at the meeting. On the basis of declaration by

beneficiariesinitial

assessment

will

be

done

by

the

team

of

3members,

one

rep.

from

Divisional

Secretary,onememberofVRCandTechnicalOfficerwillrecommendthequantumofassistance.In

the caseofhouses theassessmentofwhichmaybedifficultanEngineersofNEHRPpersonally

inspectthehousesandrecommendquantumofassistance.Forthispurposea long listofeligible

beneficiarieswillbe suppliedbyDivisional Secretaries to the team.Basedon the detailsof the

assessmentformusingtheypointssystemexplained inthepaymentdocument.Thebeneficiaries

willberankedandprioritize.TheprioritizebeneficiarieslistshouldbesenttothePTFthroughthe

Hon.Governorbefore15th

October2010.


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ii) TechnicalOfficersandEngineers

TheNEHRPwill assign 5TechnicalOfficers toeachdistrict to engage in thedamageestimation

work.InadditionNEHRPwillhire5Engineersforshorttermtoengageinthistask.

Itwaspointedoutatleast3experienceengineerswillbeneededtocertifythepaymentvouchers.

ItwassuggestedinviewtheshortageofEngineerstoinducttheservicesofEngineeringstudentsto

satthefinalexamwhocouldbequicklytrainedinconsultationwithPeredeniyaUniversity.

iii)Documentation

FollowingtheNEHRPprinciplesindividualcasefilewillbemaintainedinrespectofeachbeneficiary

fromthestart.

iv)GrievanceredressessystemAsexperienceinthepastenormousnumberofcomplaintwillbereceivedonrepairsofhouses,the

GovernmentAgentswererequestedtostrictlyadheretothesystemandmaintainproperrecords

in respect of all the graveness reported and themanner inwhich theywere shorted out. The

recordsshouldbeavailableforfutureverification.

v) Overhead

TheGovernment

Agents

agreed

to

meet

the

initial

cost

of

stationary

and

printing

of

forms

except

for Kilinochchi and Mullaitivu Districts. Other Districts will print their own assessment forms.

NEHRPwillprintanddistribute forms toKilinochchiandMullaitivuDistricts.TheChiefSecretary

wasrequestedtomakearrangementwithintheperiod.IndianHighCommissiontomeettheother

overheadparticularlythesalariesofEngineers,hiringandmaintenanceofvehicleetc.

vi) LogisticSince the implementationperiodwillbe thepeak implementationperiodofnormalprogramme.

Specialattentionhastobepaidandspecificarrangementshouldbemaderegardtomobilityand

engineeringstaff

in

order

to

prevent

set

back

in

the

NEHRP

programme

which

should

be

completed

beforeDecember2010.

A.Sivaswamy

ChiefSecretary

NorthernProvince


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Documents

Final Draft of Project Report on Housing Project under Indian Assistant