1. REVENUE USD. MOU between CDEMA and The Caribbean Catastrophe Risk Insurance Facility (CCRIF)

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Laureen Burke
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1 ANNEX II BUDGET ASSUMPTIONS/NOTES: RECURRENT 1. REVENUE USD (a) Income Revenue from Participating States Contributions : BDS $1,759, (EC $2,375,000) 879, Contributions : BDS $1,759, (EC $2,375,000) 879, Contributions : BDS $1,759, (EC $2,375,000) 879, Contributions : BDS $2,666, (EC $3, 600,079.83) 1,333, Contributions : BDS $2,902, (EC $3, 918,257.84) 1,451, Contributions : BDS $3,264, (EC $4,406,487.18) 1,632, (b) Donor Contributions: The following programmes will be operation during the financial year : (i) The ACP 10 th EDF Natural Disaster Risk Management Facility September 01, 2014 to December 31, ,561, (ii) MOU between CDEMA and The Caribbean Catastrophe Risk Insurance Facility (CCRIF) 44,500 (c) Administrative Fees: Fees received from Projects as a fee based service. (i) CCDM II Start date December 2012 to June , NOTE: Extended to September 2015 with close out period of December 2015 (ii) The ACP 10 th EDF Natural Disaster Risk Management Facility September 01, 2014 to December31, , Expenses i. Core Salaries are based on the approved new Scalar Salary scheme. ii. Project Salaries comprise salary costs for staff hired on projects, for the provision of technical support to Participating States. This includes basic salaries and allowances. Other salary related costs are included in the programming costs.

2 iii. Gratuities are calculated at twenty percent (20%) of basic salaries for both core staff and project staff. iv. Savings Plan refers to benefits provided to support staff of the CU. The employee s contribution of five percent (5%) of basic salary is matched by the Agency s contribution of ten percent (10%). The benefits accrued are payable after five (5) years of service or on termination of employment with the Agency. Note: The increase in gratuities and savings plan is as a result of the move to the new Scalar Salary scheme effective September 01, v. NIS contributions are calculated at % of salary. The upper limit on which these calculations are based normally increase in January of each year. The Agency contributes 11.25% and 10.10% is paid by staff. vi. Health, Life and Accident Insurance. Health premiums are as follows: Single Couple Family Life and health premiums are calculated by doubling the annual salary and brought to the nearest 1000*0.23 US cents. vii. Leave Grant is provided annually for professional staff and is calculated for the staff member, their spouse and maximum three (3) children under twelve (12) years old. The rate for an adult is USD $972 and for a child it is USD $486. The rate for the current ACSM is adult USD $720 and child USD $360. viii. Responsibility allowance is the estimated cost paid to a staff member assigned additional duties and/or responsibilities for a period in excess of fifteen (15) working days ix. Other allowances refer to incentive allowance for staff approved by Council e.g. warm clothing allowance (once every three (3) years). x. Settlement Grant refers to allowances received for new hires. xi. Recruitment/ Repatriation expenses relate to cost for recruiting new staff/repatriation of staff that have terminated their employment. Note: During the financial year 2015/2016 the CU will recruit two (2) new staff members: The Programme Officer Preparedness and Response and the Communication & Education Specialist.

3 The CU has also budgeted for the potential recruitment/repatriation of one (1) staff member during the period xii. xiii. xiv. Professional fees are the costs to be paid to the Auditors for the audit of CDEMA CU for each financial year commencing with the audit. Stationery and office supplies cover the cost of stationery and other office supplies. This budget head also covers kitchen supplies which include the purchase of cleaning supplies and lunch supplies. Lunch supplies are subsidised for all staff and for five (5) core staff at the administrative level. Bank charges & exchange gains/losses include costs for transfers, payroll charges and foreign exchange differences. xv. Insurance general are the projected expenses for insurance of the Agency s two (2) vehicles as well as insurance for fire & other perils, burglary, insurance of furniture & equipment plus insurance for CDEMA s new headquarters. xvi. Maintenance expenses comprise the following: a) Vehicle maintenance maintenance of the Agency s two (2) vehicles inclusive of servicing, fuel and general maintenance. b) Generator maintenance the CU will receive a new generator from the Government of Barbados. This generator will be overhauled twice a year. c) Maintenance of radio and computer equipment this includes licence to operate land mobile radio communications, annual maintenance costs for CDEMA domain names, annual maintenance of firewalls and antivirus, WebEx (to host remote meetings), MicroPay (payroll software), InfiniTime (attendance software), Pertino (provides access to internal network files from anywhere in the world) etc. These recurrent costs are to maintain essential hardware and software which are critical for the CU s operations and also to ensure unwanted security breaches against the CU s internal network infrastructure. d) Maintenance of office furniture/equipment maintenance contracts for two (2) copiers/printers. e) Office cleaning & general maintenance cleaning of headquarters three (3) times a week plus routine building maintenance, plumbing & electrical repairs. xvii. xviii. Security expenses are a new cost for the Coordinating Unit to provide security at the new headquarters. Hospitality & staff welfare costs for staff Christmas party and other staff welfare activities such as gift baskets/get well baskets and tokens for Admin Professionals day.

4 xix. xx. Uniform costs allowance for uniforms for Office Attendant and Maintenance Assistant/Driver. Meetings of organs of the Agency: a) MCC/HRSC/ICSAC it is expected that MCC will have one face-to-face meeting and if necessary the other meetings will be facilitated virtually. Attendance costs will be borne by MCC members. The CU will provide break and lunch. For the HRSC & the ICSAC meeting, these meetings will be held virtually. The CU will provide snacks for these meetings. b) TAC Meeting will be held at CDEMA s new headquarters. The CU will provide coffee breaks & lunch for two (2) days and will pay for the rental of equipment i.e. PA and microphones for the two (2) days. c) Council Meeting - will also be held at the CU with similar costs for hosting TAC Meeting. Meetings other consists of estimated costs for travel to essential meetings not funded by external parties for the DMD and for missions by the Executive Director for continued advocacy. Missions for the Executive Director will be targeted at those Participating States with arrears, those with newly elected Governments as well as targeted islands seeking membership to CDEMA. Also, attendance at two (2) CARICOM meetings is budgeted for. Funding from the Intra-ACP is expected to offset some of the costs associated with high level missions for the Executive Director. xxi. Communication and Utilities: a) Telephone, Fax & Cellular Charges costs for rental of telephone system & equipment plus charges, rental and charges for fax machine and cellular phones for managers and technical staff. These costs are to be reduced by funding from the Intra-ACP for cellular charges for staff on the project assigned phones. Also the project will be billed for project related overseas calls. b) Internet & electronic mail/cable tv these costs include monthly broadband charges plus annual charges for Kerio mail which is the CU s gateway for communications. This budget line also includes annual fees for the use of the video conferencing facility. c) Postage & Courier estimated costs for postage of documents and courier charges.

5 d) Electricity - annual electricity costs for new headquarters. This Coordinating Unit expects that this cost will be offset through the admin fee paid by projects e) Water Note this is a new charge that the CU has to incur. xxii. xxiii. Programme activities these are activities of the Agency s budget funded by donor/partners support. Also includes salary related benefits for project staff. Admin programme activities - this budget line includes recurrent costs for the CU mainly for use by the Preparedness and Response Unit. The Executive Director proposes that the budgeted figures be increased during the period This is to be discussed at the Council level. Region Rap half day exercise at CU RCC Exercises half day training at CU RCC Exercises full day exercise at CU Radio training half day exercise at CU Tradewinds: a) Key Leaders Seminar b) Concept Development Conference (CDC) c) Initial Planning Conference d) Scenario Development Conference e) Main Planning Conference f) Final Planning Conference g) Tradewinds Exercise USD CU to provide snacks CU to provide snacks CU to provide lunch and snacks CU to provide snacks 8, CU to provide DSA CDRU Training 5 days at CU 11, CU to provide breaks, lunch and payment of accommodation for some participants UNDAC/INSARAG meetings 1, Generally sponsored by UNOCHA and held twice a year CARICOM IMPACS: 3, a) CPMC b) CARICOM Security Cluster meeting Emergency expense 30, Cost associated with deployment of essential personnel to affected

6 TOTAL 54, Participating State (4 persons for 5 days for 3 events), rapid needs assessment and political level support by ED xxiv. Note that during the period expenditure has been inflated at a rate of 5.37%. 3. Capital Costs Budget Outfitting new Headquarters facility: I. Conference room furniture: i. Tables with power outlets (3) 8, ii. Hospitality Credenza (2) 2, iii. Chairs (22) 9, , II. Cafeteria/Lounge: i. Stove (1) 1, ii. Tables (10) 4, iii. Chairs (40) 3, , III. Regional Training Centre: i. Folding partition between training rooms (1) ii. Re-configuration of warehouse space iii. Shelving for records & filing rooms (15) iv. Industrial steel shelving for general warehouse space (10) 26, , , , , IV. ICT Capital expenditure - CDEMA CU upgrades for strengthening capacity to implement CDM i. Server Application Server (3) 31, ii. Microsoft Windows Server , R2 (DataCenter) Server (3) iii. Microsoft Windows Server , R2 (DataCenter) User CAL (40) iv. Microsoft Windows Server , R2 (DataCenter) RDS CAL (10) v. Server Storage Server (2) 9,600.00

7 vi. Fortinet Firewall (1) 7, vii. DR Solution (1) 15, viii. Microsoft Share Point Server (2) 30, ix. Microsoft Share Point User CAL 6, (40) x. ERP Solution (1) 40, , xi. Computers (20) 31, xii. archiving software (1) 1, xiii. Software deployment (1) , xiv. Microsoft Office Professional 14, (35) xv. Microsoft Visio 2013 Standard 6, (20) xvi. Microsoft Project Standard (20) 14, , V. Replacement of capital expenditure Replacement costs associated with 18, purchasing capital items for the CU TOTAL 464,799.19

GENERALAGREEMENT ON DEVELOPMENT COOPERATION BETWEEN THE GOVERNMENT OF THE REPUBLIC OF INDONESIA AND THE GOVERNMENT OF AUSTRALIA

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