Agenda: Agenda item 1. Review of 2017 activities

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1 Draft Minutes of meeting Community Engagement/Accountability to Affected Population Working Group Date: 31 st January, Time: 2pm Venue: Minutes drafted by (UN) Attendees: UNICEF,, FAO, CRS, MDM, SCI, IOM and ZOA, SCI, UNHCR, Swift Relief Foundation, Absent with Apology: WFP, CARE International Action Points Agenda: 1. Review of 2017 activities 2. Review of CE/AAP WG meeting calendar 3. Review of CE/AAP WG Terms of Reference (TOR) 4. Quarterly dialogue/community Engagement with Community leaders 5. Progress on strengthening complaint and feedback mechanism 6. Review of the 30mins BRTV program on the Humanitarian response in the north east 7. Matters arising from help/complaints and feedback toll free hotlines 8. Update on CE/AAP activities from Partners and plans for 9. AOB Agenda item 1. Review of 2017 activities CE/AAP Working group in July new TOR was developed and adopted by all members five working groups meeting held in Two Joint AAP focal people s field missions conducted. FGDs on strengthening complaints and feedback mechanism conducted in nine (9) location Mapping of the existing Complaints and feedback mechanism completed (Toll free hotline, complaints/suggestion boxes and help desks). Completed mapping of Television and Radio stations in Borno and mapping for Adamawa and Yobe States on going. Supported the establishment of Toll free complaints and feedback hotline in Adamawa. IOM/CCM procurement and deployment of fifty-eight (58) complaints and feedback boxes in 29 sites locations. Successfully organized dialogue/community engagement with 130 Religious and traditional leaders and the humanitarian community. 1

2 Successfully organized the recording and airing of Twelve episodes of 30minutes weekly humanitarian response program on Borno Television and Radio translated in to thirteen languages. Agenda item 2. Review of CE/AAP WG meeting calendar The draft CE/AAP working group meeting calendar was reviewed and adopted by all members the duration of meetings time has been increases from 1hr to 1.5hrs. Below table was the adopted meeting scheduled. AAP - WG Meeting Schedule: January December, Month Lead UN Counterpart Date and Time Venue January 31 January February March 28 February 28 March April 30 April May 27 May June 27 June July 25 July 2

3 August 29 August September 26 September October 31 October November 28 November December 26 December Agenda item 3. Review of CE/AAP WG Terms of Reference (TOR) The review of the Terms of reference for the working group was differed until next the meeting, all members have agreed to send their inputs one week before the next working group meeting. All partners to send inputs on the TOR before COB 12/02/18 Agenda item 4. Quarterly dialogue/community Engagement with Community leaders It was agreed that the planning for the next dialogue/ community engagement starts immediately, a tentative date for the event was set for first week of March,. Secretariat was mandated to circulate the draft concept note by next week. Secretariat to share quarterly community engagement dialogue concept note before COB 09/02/18 3

4 The target population for the dialogue are the Local Government Area officials and women leaders in the 27 LGAs. All members have agreed to share the concept note with their respective head of agencies for possible funding. Agenda item 5. Progress on strengthening complaint and feedback mechanism Follow up on the implementation of the recommendations of Pulka FGDs mission report on strengthening community level complaints and feedback mechanism, IOM/CCCM team replicated the FDGs in thirteen locations (13) the analysis will be shared by next week. Following the recommendation of the joint missions and the FGDs conducted, IOM/CCCM team have procured and deployed fifty-eight (58) complaints and feedback boxes in twenty-nine site see attached document for location of the sites. IOM to share analysis of FGDs conducted boxes before COB 09/02/ IOM to share location and sites of complaint and feedback boxes before COB 05/02/ Agenda item 6. Update on BRTV humanitarian programme Four (4) episodes of the BRTV weekly 30 minutes humanitarian response programme in the North East with IRC, UNICEF, Street Child and UNHCR was recorded and aired on Television and Radio in December, The project was supposed to end in December, but two of the recorded programs could not be aired due to poor quality of the recording the episodes will be rescheduled for recording and airing as soon as the on-going renovation at the studio is completed. Agenda item 7. Matters arising from help/complaints and feedback toll free hotlines A new tool free hotline was re-established in Yola, Adamawa state funded by UNFPA and to be managed by the state Ministry of Women of Affairs with support from ADSEMA. One of the key issues raised on the management of the existing hotline was lack of the comprehensive directory for use by the handlers of the hotlines to refer cases that cannot be addressed by their respective Agencies. It was agreed that the working group with the support of will develop a comprehensive directory by end of the first quarter. Partners requested for training of hotline handler to improve the quality of reports from the hotlines. will my arrangements for possible training. to support development of comprehensive directory for toll free hotline handlers Agenda item 8. Update on CE/AAP activities from Partners and plans for Due time constrain members agreed to send their inputs by next week 4

5 Agenda item 6. AOB informed the meeting that the latest schedule of humanitarian programmes on Dandal Kura similar to the BRTV program will commence on Saturday 3 rd January, under the HCWG. CE/AAP working group next meeting 28 th February,. distributed the final hard copy of the leaflet on humanitarian action in Nigeria to members. Action Points: All partners to send inputs on the TOR before COB 12/02/18 Secretariat to share quarterly community engagement dialogue concept note before COB 09/02/18 IOM to share analysis of FGDs conducted boxes before COB 09/02/ IOM to share location and sites of complaint and feedback boxes before COB 05/02/ to support development of comprehensive directory for toll free hotline handlers 5