Appendix B: Recovery File Template¶

This appendix brings together the pieces each chapter has added to your club's recovery file. Filled in, it runs to about twenty pages. It serves three purposes: making decisions within the club, convincing the district and partners, and, if the project needs it, preparing a global grant application to the Rotary Foundation, several of whose questions are taken up in the headings below.

You fill it in following the order of the book, but it is a living document: the assessment form will be updated, the funding plan revised, the organization chart completed at every handover. Date each piece and keep the successive versions. Name one person who keeps the file from one presidency to the next (Chapter 11).

Piece 0: Project identity¶

Heading	To fill in
Disaster	type, date, affected area
Project area	municipality, neighborhood, sector
Host club	name, president, project coordinator
District	number, governor, district Rotary Foundation committee chair
International partner club	if one already exists
Date the file was opened
Person who keeps the file	name, role, length of commitment

Piece 1: "Who does what" map (Chapter 2)¶

Question	Answer
Who leads the reconstruction (national authority, town hall)?
Where are coordination meetings held, and when?
Who is already active, by sector (livelihoods, shelter, water, education)?
Where does Rotary fit (club, district, action groups)?
What no one is doing

First version in Chapter 2; Piece 8 completes it.

Piece 2: Economic assessment form (Chapter 3, Appendix A)¶

Existing assessments consulted (MIRA, PDNA, sector assessments): which ones, results retained.
Two or three critical activities selected, with the criteria that justified the choice.
For each activity: the damage, losses, needs, main obstacle grid.
The people and groups heard, including women, the informal sector and home-based workers.
The date results were reported back to the people interviewed, and to whom the data was passed on.
For each activity, the conclusion: nothing to do, obstacle to report, or need to address.

Piece 3: Shift decision (Chapter 4)¶

Heading	To fill in
Date of the finding	and who made it (club, district, authorities)
Disaster guide indicators	met, partly, not met, with the evidence
Market signals	are markets working? is aid getting in the way of local hiring?
Next review	date the decision will be reexamined

"Stop" list: for each emergency activity the club runs, the criterion for stopping and the handoff (who will take over for the people who still need it).

"Start" list: the preparatory work launched and the funding file opened.

Piece 4: "Do no harm" filter (Chapter 5)¶

For each project idea, the written answers to the five questions in Chapter 5, then the decision.

Project idea	Answers to the five questions	Decision
		go / redesign / do not launch

For any project that injects cash or goods: the planned weekly price survey (products, traders, day, person in charge; Appendix A, block A9).

Piece 5: The four levers and their timeline (Chapters 6 to 9)¶

"Money" component (Chapter 6)¶

Heading	To fill in
Local financial partner	name, legal status, years in operation
Checks done	accounts, portfolio, audit, rescheduling policy
Form of support	lender liquidity, restart grants, savings, transfers
Safeguards against over-indebtedness	who assesses, how

"Skills" component (Chapter 7)¶

Heading	To fill in
Target trades	and the demand that justifies them
Employers and sites committed	names, number of jobs or apprentices
Training partner	and certification awarded
After the reconstruction	what will become of the people trained

"Markets" component (Chapter 8)¶

Heading	To fill in
Value chain selected	product, area
Broken link	and the actor who held it before
Response chosen	and why it restores rather than replaces
Buyer identified
Lead group	cooperative, association, producer group
Date set by the season	planting, harvest, fishing season

"Places" component (Chapter 9)¶

Heading	To fill in
Place chosen	street, market, market hall, business park
What keeps it from coming back to life	and who is responsible for it
Lead committee	merchants, owners, municipality
Operating plan	for any building considered: owner, management, maintenance, closure
Walls and activity	who funds each

Timeline of the four levers¶

Lever	Start	Handover	To whom
Money
Skills
Markets
Places

Piece 6: Funding plan (Chapter 10)¶

Component	Source	What it pays for, and does not	Application date
	club funds
	disaster grant (district)
	district grant
	global grant
	other funders

To check before applying: the current version of the Foundation's conditions (Appendix E); the eligibility of each expense; who pays for the walls when there are any; the use of donations received "for the emergency."

Piece 7: Three-year organization chart (Chapter 11)¶

Role	Year 1	Year 2	Year 3
Host club president
Project coordinator
Project finance lead
Monitoring lead
Contact at the partner club
Contact at the district

Add: the action groups to consult and when; the academic and professional partners; the date of each handover and what is passed on.

Piece 8: Map of actors and coordination commitments (Chapter 12)¶

Actor	What it does	Contact	What we exchange
Reconstruction authority
Town hall
Humanitarian coordination
NGOs in the same sector
Chamber of commerce

The club's commitments: register with the coordination; align with the agreed prices and wages; share its data; state its gaps; report back; announce its exit.

Piece 9: Monitoring plan (Chapter 13)¶

Indicator	Baseline	Frequency	Who collects

Add: five to eight indicators at most; the baseline date, before the first payment; the three-year timeline; the complaint channel open to beneficiaries; the date results will be reported back; the standard measures the Foundation requires if the project goes through a global grant.

Piece 10: Exit plan (Chapter 14)¶

Heading	To fill in
Exit criteria	what must be true to leave (time, results, milestones)
Target date	and its seasonal margin
Successor for each activity
Owner of each asset	and deed of transfer
Transfer budget
Follow-up after the end	who, when, with what resources

Piece 11: Economic preparedness plan (Chapter 15)¶

The activities and markets your area cannot afford to lose.
The list of merchants and employers, and how to reach them when networks are down.
The financial partner that will step in, and its crisis plan.
The existing public or humanitarian programs, and how your club will align with them.
The state of the district: qualification, reports up to date, disaster committee.
Where the memory of the last disaster is kept, including this file.

Before submitting a global grant application¶

If your project goes through a global grant, check that the file meets the requirements recalled in Chapter 10, in the current version of the conditions:

the community needs assessment is done and the project follows from it (Piece 2);
the community took part in the design, and its role in the project is described;
the two sponsors are identified, one in the project country, the other outside it (Pieces 0 and 7);
the budget contains no ineligible expense and no expense incurred before approval (Piece 6);
the monitoring plan uses the standard measures and includes a baseline (Piece 9);
sustainability is demonstrated: who will keep the results going after the end (Piece 10);
the district is qualified and has no overdue report (Piece 11).