Minutes of Meeting for
Formation of Cuddalore Resource/ Documentation Centre (22/12/2005)

The preliminary meeting among NGOs for the formation of Cuddalore Resource/ Documentaion Centre (henceforth ‘Centre’) was held on 22nd December 2005 at the IGSSS office venue, Cuddalore.

Participants:

Mr.Joseph, IGSSS
Mr. Valan S. , ADRA
Mr.Ranganathan, Save the Children
Ms.Rajalakshmi, ICMA
Mr.Winston, EFFICOR
Mr.Joshua, CASA
Mr.Jayakumar, World Vision
Mr. Sherine David, DRF/ UNV
Ms.Uma Parvathy, UNV
Mr.Rahul Pandit, UNDP
& K.M. Parivelan,, TNTRC

The rationale for the formation of ‘Centre’ was explained in the introduction of the meeting; even though the district administration is doing the relief, rehabilitation and recovery coordination well, there is need for independent ‘Centre’ which provides vital information on gaps identification and avoiding duplications. The Centre could be a one point source for all information pertaining to recovery process. The UNDP & TNTRC representatives meeting with Mr.Shanmugam, DRO-R&R on 22/12/2006, and the district administration approval in principle for the formation of Resource/ Documentation Centre was shared among the participants of the meeting. Earlier during the meeting Mr. Shanmugam, suggested that there is urgent need for village wise mapping of ‘sector’ information. He further shared the need for ‘documentation’ booklet, which could be collated from data/ information collected from NGOs, district administration, and community as well.

During the discussion:

Mr. Valan, ADRA, opined that there is need for coordination and resource centre as there are various limitations while implementing various recovery programmes due to lack of proper information. He suggested that the ‘Centre’ should be located in separate venue, so as to maintain its autonomous functioning. The Centre could be useful for replicating best practices and knowledge sharing from other districts and vice-versa. He also committed that ADRA could participate in ‘programmatic funding’.

Mr. Joseph, IGSSS, shared their previous experience of conducting coordination meeting. He nevertheless welcomed the present need of independent Resource/ Documentation Centre. He emphasised the need for ‘Data Directory’, which comprehensively provides various information sector wise.

Mr.Winston, EFFICOR, suggested that the ‘Centre’ could utilise post-meeting timings, conducted by district administration along with NGOs, which are regularly held on Mondays as appropriate time for interaction and information sharing among NGOs, this he felt could save the NGOs time.

Mr.Ranganathan, Save the Children, assured that ‘full support could be extended’ from his organisation. He shared the view that ‘Block level’ and ‘Village level’ information is very essential for field level implementation of recovery programmes, so in his opinion, the ‘Centre’ could take this up. He also committed that his organisation could provide programmatic support to the ‘Centre’.

Ms.Rajalakshmi, ICMA, felt the need for district specific, NGO mapping in detail. The TNTRC CSO Database was explained to her. She also opined that even before the formal inauguration of the Centre, the data collection, documentation works, etc, could be started.

Mr. Rahul, UNDP, explained the importance of Public-private partnership in post disaster context and highlighted the ‘TNTRC model’ as collective initiative of UNDP, NGOs, and Govt. of Tamil Nadu. He explained the need for independent Resource/ Documentation centre at the Cuddalore district, which will complement the role of district administration and various recovery players.

Mr. Sherine, DRF/ UNV, highlighted the importance of disaster preparedness component to be taken up by the Centre, besides this, many orientation programmes/ workshops could be conducted for district administration staff.

Outcome of the meeting:

All the participants unanimously agreed to support the formation of ‘Resource/ Documentation Centre’ at Cuddalore district.
The next meeting among the participants is fixed for 5th January 2006, for follow up action.
The ‘Concept note’ and terms of reference for Centre to be prepared by Rahul and Pari and processed with Cuddalore district administration.
Roughly between 15 and 31 January 2006, the Cuddalore District ‘Centre’ should be initiated, for its full fledged operation.

- Pari