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Civil Society Coordination Meeting on May 26, 2022 – Meeting Minutes
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Civil Society Coordination Meeting on May 26, 2022 – Meeting Minutes

1.Guidance from the authorities

a. Introductory aspects: 

  • Bogdan Popovici highlighted the idea that when the things are clear and transparent they are sustainable; 

b. Evaluation of the activities:

  • Bogdan Popovici:
    • Saw our progress in the three months since the war had started and congratulated everyone involved for working together as a single team. Things are functioning much better than the first week. There were mistakes, but they have been fixed along the way.
    • suggested that it may be useful to draw a line between past and present, and the current day can be a reference point.
    • To materialize the things discussed above, Bogdan Popovici  proposed to create a report that will be signed by all the participants.

c. Observations and remarks: Bogdan Popovici gathered a series of observations and remarks, as follows:

  • Info Point Tent:    The decision to create the Info Point was a common one to support the work of organizations.
  • The activity of the Info Point Tent:
    • Tiberiu from Star of Hope highlighted the idea that the organization is efficient and he appreciates that the information is not offered only to the people that need transport and accommodation, but also to the people that need legal support;
    • Maria from FARA Association emphasized the fact that the Info Point is useful and that things are alright.  The only mention is that there are not enough people to handle the situations.
  • In terms of coordination: Were there any other organizations in charge of coordination? The decision to plan the coordinators for the Info Tent was a common one? How does the schedule work? 
    • The planning was shared on the Coordonatori ONG Siret group – any organization can write a comment announcing that it will be available that day (from x to y). Any member of an organization who knows Romanian and English can assume the role of coordinator;
  • Who can access the link? 
    • The link is on the description of the group Coordonatori ONG Siret;
  • The vests created for coordinators do not fit with the models established at the DSU level;
  • What does Info Point coordination mean? 
    • The first task of the Info Point coordinator was to pass data from the online planning into the physical planning.
    • The coordinator is the one that is verifying the materials available in the tent (e.g. furniture, extension cords, telephone chargers, etc.). 
    • If any media representatives asked about the info point, the coordinator talked to them;
  • Bogdan Popovici has mentioned: 
    •  The relation with the media is managed by ISU, which can offer details to the press. There is an officer in charge, which can offer information regarding the Info Point.
    •  The Info Point Coordinator works together with ISU.
  • Didi from Amurtel has mentioned that the organization collaborated openly with all the organizations that were present at the Siret border crossing point, encouraging constructive dialogue and collaborative work in order to find solutions to common problems. For the Info Point, AMURTEL has contributed to the logistical part (equipping the Info Tent with furniture, phone chargers, extension cords, etc.) and with staff. The association will continue to promote the culture of collaborative work, cooperation, and communication between organizations through regular meetings, the publication of the minutes of these meetings, and the presence in the Siret office.
  • Using the data of the organizations:
    • Bogdan Popovici highlighted the idea that there is a centralized document where each organization provides information on how they can support refugees. This kind of information cannot be used by other organizations in projects or funding applications – an organization cannot apply for funding for actions that have been carried out by other organizations.
  • The coordination mode:
    • Each organization can discuss directly with ISU through its coordinators; it does not need the intermediation of another organization.

2. The activity of Fight for Freedom:

  • Fight for Freedom will leave from Siret, but the translators will be present at the border.

3. How should the organizations proceed with the people that are coming for products? 

  • This is related to how each organization is managing the problem. These people can be politely identified and denied. This is related to the way each NGO treats the problem.

4. What is the role of POA (Advanced Operative Point)?

  • Some rules need to be followed, that is why there must be constant communication with the head of POA;
  • People must pay attention to the traffic and the way they move from one tent to another. People must walk inside fences and children must be constantly protected;
  • The organizations should train their people, in order to avoid the various situations that may arise;
  • The activity of the NGOs must not interfere with the activity of the Border Police.

5. Activities of the UNHCR

  • At the national level, UNHCR and the UN agencies involved, discussed with the government to coordinate the actions in the refugee crisis. As a result, the Refugee Coordination Model has been created. This instrument was developed within the dedicated working group and it is to be approved by the Prime Minister of Romania.
  • A second subsequent instrument, the Refugee Response Plan, is going to be finalized by the working group;
  • Once these instruments are finalized and enter into force, Kim from UNHCR will present them at the meeting of the organizations to jointly identify ways to implement locally the mechanisms from the general framework, conducted at the national level.