port management association of eastern and southern ... - PMAESA

PORT MANAGEMENT ASSOCIATION OF EASTERN AND
SOUTHERN AFRICA
BOARD MEETING REPORT
DATE: DECEMBER 14 TH 2007
VENUE: VICTORIA, SEYCHELLES
I. Attendance
The following members were present at the meeting:
• Mr. Abdallah H. Mwaruwa, Chairman PMAESA & MD of KPA-
Kenya
• Mr. Mohamed Fagir Nasr, Representing the Chief Executive
Officer, Seaports Corporation of Sudan,- 1 st vice-Chairman
• Louis Benimana –MAGERWA -2 nd Vice Chairman PMAESA
• Apollonia G. Mosha –Chairman Finance Committee- TPA
• Mr. Jason Rugaihuruza, Port Manager, Tanzania Ports Authority-
Tanzania
• Narad Dawoodary – Mauritius Ports Authority
• Mr. G Ndua, Kenya Port Authority and 1 st Vice- President of IAPH
• Aboubaker Omar Hadi –Commercial Director –Djibouti Port
• Abdulkarim Mousa Omar –Djibouti Port
• Nomita Seebaluck (Mrs) –Mauritius Ports Authority
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• Galaleldin Mohamed A. Sheliya –Seaports Corporation of Sudan
• Saad Abdel Nabi Said –Sea Ports Corporation of Sudan
• Mr. Jerome NTIBAREKERWA, Secretary General of PMAESA
• Bernard Osero –Kenya Ports Authority
• John Nyamosi –Kenya Ports Authority
Also attending were the following:
• Mr. Methode Shirambere, Managing Director, EPB, Burundi
• Mr. Saeed Hassan Rage – Managing Director, Somalia Ports
Authority
• Mr. Jean Christophe Andriamasivelo, –Agence maritime
Portuaire et Fluviale - Madagascar
• Lt. Col. Andre Ciseaux, CEO of Seychelles Port Authority
II.
Opening of the meeting
Mr. Mr. Abdallah H. Mwaruwa, Chairman PMAESA & MD of KPA-
Kenya opened the meeting and welcomed all members to the
meeting.
He also informed members of the presence of Mr. Rage and Mr.
Andriamasivelo.
Adoption of the agenda
I. Opening of the meeting
II. Adoption of the Agenda
III. Consideration of matters arising from the last Board Meeting
IV. Secretary General’s Report
V. Technical Committees reports:
- Maritime Safety, Security and Marine Pollution Prevention
Committee
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- Communication committee
- Finance Committee
VI. Consideration of 2008 Work Plan
VII. Consideration of new memberships to PMAESA
• Consideration of Reintegration of Somali membership
• Consideration of new membepship of l’ Agence maritime
Portuaire et Fluviale de Madagascar
VIII. Any Other Business
III.
Consideration of matters arising from the last board
meeting
i) KPA arrears for PMAESA SG residence rent
The meeting took note on the support by KPA by
providing new office to the Secretariat with some office
equipment.
Recommendations
1. The Board commended the Kenya Ports Authority,
Managing Director for the support and
2. Board proposed to the Council to waive the KPA
outstanding rent arrears to PMAESA
ii)
Administrative/Technical support to PMAESA
Secretariat
The meeting was informed that KPA had seconded one
officer to the Secretariat as promised for a period on one
year. NPA was yet to send the technical assistance.
iii)
Jersey outstanding amount
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As requested by the Board, the Secretary General
communicated to Standard Charter Bank management
requesting them more clarification for the outstanding
balance amounted to $ 23,910 and response was not yet
provided.
Recommendations:
The meeting recommended the Secretary General to
undertake mission to London and seek clarification with
the Bank before further action.
IV.
Secretary General’s report
The Secretary General outlined the activities of the Secretariat for
the 11 months of 2007 which include the following ongoing
programs
• Setting up of strategy to recover arrears from members
• Mobilization of external resources
• Strengthening and support of the PMAESA Secretariat
activities
• Preparation of the port /maritime Conference
• Promotion of Maritime safety, security and protection of
environment
• Monitoring implementation of IMO conventions
• Identification of training needs for human resources
development
• Linking Ports to Corridors
• HIV/ AIDS eradication program
• Setting up of the PMAESA Networking for Professional
Women
• Continuation of building image of the association
Recommendations
The meeting expressed their satisfaction and commended the
Secretary General and the secretariat for their visible progress in
the association development.
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A. Finance and resources mobilization
The meeting was informed of the efforts by the Secretariat to visit
defaulting members and how the visits had yielded positive results.
In summary, the current status of arrears after the mission is as
follows:
Marine Department – Malawi: $ 53,139.10
Maritime Dept. Ethiopia: $ 84,350.23
Maritime Transport Department of Eritrea: $41,810.00
SEPT Madagascar: $103,821.13
Reunion: $ 19,040
Mozambique, CFM : $ 35,840
Zimbabwe, MCTA : $ 24,588.49
The meeting was informed on how Secretariat made efforts to get
subscription up to $136,475.00, representing 80% of total
subscription fees for 2006.
Recommendations
• The Board commended the Secretary General for the work
done for recovery of an significant amount of arrears
• The meeting recommended that the organization need a clear
policy of dealing with defaulters and even suggested the use of
incentives to retain the members
• The Board recommended the Mauritius Ports Authority (MPA)
assist Pmaesa to follow up of the outstanding arrears with
Madagascar and Reunion
• The Board requested the Committee which was mandated to
assist the Secretariat in the recovery of the arrears to continue
their assignment
Mobilization of external resources
The mobilization of external resources is key of the primary objectives
to facilitate implementation of programs and
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Expansion of the existing donors
Building the image of the Association by increasing interaction
between new leaders of business in PMAESA region, users of
PMAESA ports and corridors, as well as the economics
partners.
The meeting took note that the following projects have been prepared
and sent to key potential donors
Linking Ports to Corridors
Project on eradication of HIV/AIDS
On going Program on Regional Cargo Tracking System
Human resource development
Promotion of cruise in ports and maritime industry in the
region
Management of income generated from deposits accounts
The meeting was informed that as directed by the Board members,
the Secretariat negotiated a new rate of 4.75% from Fina Bank,
Kenya and has opened a deposit account at Fina Bank in Mombasa,
Kenya and the amount of $ 300,000.00 was transferred there for a
period of 6 months dating from 21 February, 2007.
Mr. Mwaruwa, Chairman of PMAESA and, Managing Director of
Kenya Port Authority and the Secretary General are the two bank
signatories.
The deposit period was for six months period which accrued on 22
August, 2007 at the same interest rate of 4.75%. We have generated
interest during that period of six months for amount of $ 6,122.71
Recommendations
• The meeting requested the secretariat to seek other possibilities of
raising more interest from other sources like call deposit interest
B. Administration issues
• Launching of the New PMAESA Office
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The meeting was informed that the PMAESA Secretariat ha been
relocated to a new office and the official launching was on 5 th
September, 2007.
Mr. Khomotso Phihlela, Chief Executive Officer of Transnet National
Ports Authority of South Africa was the Guest of Honour for the event
and the Tanzanian Ports Authority represented by Jason
Rugaihuruza.
Among high level authorities of the Kenya Government present at the
ceremony, were the Kenya Permanent Secretary for the Ministry of
Transport, representing the Minister for Transport the Coast region
Provincial Commissioner, the Commander of the Kenya Navy.
• Strengthening of logistical and technical suppo
o ort.
Mr. Isaac Onyango from KPA joined Secretariat in March, 2007 to
assist collection, compiling and analysis of statistics from the
PMAESA ports.
Transnet National Port Authority was also to provide a maritime
expert to provide support for maritime issues in the Secretariat.
The meeting also took note on the reinforcement of PMAESA
Secretariat capacity by recruiting two officers: a Communications
Officer for the PMAESA magazine and e-Newsletters and an IT
Officer under PAPC budget line.
The IT officer will also assist PMAESA to update our web-site and
provide technical support in preparation of the magazine.
Recommendations
• The Board took again this opportunity to thanks the MD of KPA for
the support by continuing providing support for building
development of PMAESA
C. Port operation and transit transport facilitation program
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The meeting took note of the 2008 approved work plan which were
based on the following issues:
1. The Study for the Identification of Investment opportunities in
region.
2. The Study for the Establishment of a Regional Corridor
Development Working Group (RCDWG)
3. The Study for the development of Port Statistics and
Performance Indicators in the PMAESA region
4. Regional Cargo Tracking System (RCTS)
5. SSATP Corridor Development Initiative
6. HIV/AIDS Eradication Initiative
7. Human Resource Development Program
8. PMAESA Network for Women in port and maritime sector
D. Maritime safety/ security and protection of environment
The meeting took note on the program activities undertaken between
PMAESA and Africa Union in the following program:
• Preparation of the African Union Conference of
Ministers responsible of Maritime affairs
• PMAESA with the preparation of the Africa Union
maritime Charter
• PMAESA with the preparation of the Africa Union
Maritime Action plan.
• Maritime safety /security program
The meeting took note of the collaboration efforts with US Coast
Guards by organizing a conference for eastern Africa region which
was convened from 4 - 6 September, 2007, in Mombasa, Kenya.
• Preparation of a proposed training program in the
following areas:
Port operation
Port security
Workshop on maritime environment pollution
Port technical and system management
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Recommendations
• To take advantage of the good cooperation established with
Africa Union to get their support with Donor funding Agencies
• PMAESA Secretariat, in addition to already established
cooperation with Galilee College, should explore other training
institutions in the world.
E. Program on communication issues
The Board meeting took note on the development so far made in the
following activities which had taken place during the year.
• Production and Distribution of PMAESA flyers
• Production of monthly E– News letters.
• Production of quarterly PMAESA magazine.
• Meeting of the Communication Committee was organized
• PAPC Web site and PMAESA Web are in place
• Participation at PMAWCA Annual Council meeting
Recommendation
• The Board commended the Secretariat for continuation of
building efforts for the visibility of the Association
F. Cooperation with other partners
The meeting took note on the development so far made in the
cooperation with other sub-regions and International organizations
with the following activities:
• Signing an MOU with ECA and COMESA
• Participation at ECA events
• Meeting with Pro-invest / CDE on possible cooperation.
• Collaboration with SADC and Comesa Secretariats
• Cooperation with Galilee College
• Cooperation with IMO
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Recommendation
• Board recommended the Secretary General to explore more
economic partners to continue supporting program activities of
PMAESA
V. Technical committee reports
1. Maritime safety / security and marine pollution prevention
The Secretary General, in absence of the Chairman of the
Committee, presented the report of the Committee and
highlighted the following issues:
i. Maritime Security and Maritime Safety
ii. Prevention of Pollution from ships.
Recommendations
The Board endorsed the following observations and
recommendations:
i. There is need for an assessment program to be put in place.
ii. PMAESA should organize security and environmental safety
trafficking, workshops and seminars.
iii. The Association should seriously solicit development
partners’ financial and technical support to implement the
above proposed programs.
iv. A very urgent need for Inland Waterways pollution control
program
v. More attention, more investment and more affirmative
actions should be directed to the inland waterways anti
pollution measures in the region since more efforts have in
the past been concentrated in the coastal maritime activities.
vi. There is need for a comprehensive survey to be carried out
particularly in some developed countries for capacity building
and for equipment and human resource development.
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vii. There is also need for more investment in environmental
protection.
viii. Need to have enough navigation aids in place, human
training and aggressive watch
Other recommendations
• The Board requested members to participate more in the
technical committee meetings and provide inputs
• Secretariat should liaise with IMO office for the completion of
the Center of Search and Rescue initiative
• The MPA document in regards to maritime activities should
be incorporated in the Committee report as port input and be
included in Pmaesa web.
2. Communications committee report
Mr. Bernard Osero, Chairman of the Committee presented the
report to the Board with the following recommendations:
• Identification of liaison officers amongst member institutions to
coordinate directly with the Secretariat
• Introduction of incentives for writers from member institutions
to encourage timely flow of relevant material
• Facilitation of port visits by the Secretariat to gather data for
better understanding of issues on the ground
• Increasing adverts in the PMAESA magazine
• Payments for adverts should be made in advance on annual
basis to facilitate efficient production of the magazine
• Organization of workshops or seminars for Communication / PR
Officers from members to empower them to market the
Association.
Recommendations:
The Board endorsed recommendations of the Board and
congratulated the Secretariat for the activities so far made in the
area of communication through the PMAESA Magazine and the
e-newsletters.
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3. Finance committee report
The Report was presented by Ms. Appolonia Mosha, Chairman of
the Committee and highlighted the following issues:
• 2006 Audit accounts
• budget performance of the 2007 and
• Proposed budget for 2008.
Recommendations:
• The Board approved the 2006 Audit accounts report, the 2007
budget implantation report and 2008 budget which are attached
in the report as annex, with the following recommendations:
Consideration of the 2006 Draft Audit accounts.
• The Board commended the Secretariat for the work well
done for the year 2006 in management of the Association
funds and the efforts done to recover a significant amount
of money from members’ arrears
• The Board recommended that the Secretariat plan to
computerize the accounts system when funds permit in
order to comply with the auditors recommendations.
• The Board recommended the Secretary General to
continue efforts to recover the outstanding arrears in
order to comply with recommendation made by Auditors.
• Therefore, the Board also approved a additional budget
of USD 15,000 for the recovery exercise.
2007 budget implementation report
The Board took note of the progress made in the
implementation of the 2007 approved budget and made
following recommendations:
Recommendations
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• The Board commend the Secretary General for the effort
made to recover the arrears and recommend to continue
the same exercise with other members
• Secretary General should continue to dialogue with
Seychelles Bank Authorities to agreed on the transfer of
the remaining funds in Pmaesa accounts
• The Board recommended that members should continue
to support the magazine by putting their adverts in the
magazine
• Secretariat has been requested to make sure that all
PMAESA ports are covered in the magazine and all get
inputs during the publication of the magazine
• The Board commended the Secretariat for the progress
made by producing the quality magazine and requested
the Secretariat to continue producing the magazine on
quarterly basis.
• The Board commended the secretariat for the efforts put
in recovering arrears from Zambia, Angola port of Lobito,
and Malawi and congratulate those who had paid their
arrears.
Consideration of 2008 proposed Budget
The Board approved the proposed 2008 budget with a total
expenditure of $ 443,600 with the following
recommendations:
• Addition of a budget line for members subscription for
PMAESA magazine for $1,000 per year
• Board requested Secretariat to continue looking for
possibility of generating funds from the conferences/
Seminars and through Pmaesa magazine adverts.
• The Board requested members for more support to
continue donating to the course of the Association.
• Therefore, Board recommended that additional funds are
needed to support Pmaesa programs and reduce the
reliance on donor’s funds.
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• The secretariat has also to explore other avenues of
improving incomes and come up with a strategy in the
next council meeting.
• The Board requested Secretary General to prepare for
next meeting, a comprehensive proposal for PMAESA
future Plan in order to support programs for the benefits
of the Association
The approved budget for 2008 with its explanatory note is
attached as annex.
VI.
VII.
Consideration of 2008 work plan
The Board approved the 2008 Work Plan as attached in
annex
Consideration of new membership to pmaesa
i. Somali Port Authority request to rejoin the
Association.
Mr. Rage, Managing Director of Somalia Ports Authority
addressed the meeting and informed the Board on their
request to rejoin the Association after more that 14 years
of war.
He also requested the Board to consider waiving their
outstanding arrears to Pmaesa budget contribution.
Recommendation
• The Board approved the request of Somali to rejoin
the PMAESA family
• The Board has also waived their arrears to
PMAESA budget contribution so far accumulated
• Board requested Somali Port Authority to start fresh
and participate actively to PMAESA activities
ii. Request from the Agence Maritime Portuaire et
Fluviale(APMF) of Madagascar to be member of
PMAESA
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The request was given by Mr. Andriamasivelo, APMF,
Madagascar
Recommendation
The Board requested MPB of Madagascar to finalise the
process with the Pmaesa Secretary General and to be
tabled in the next Board meeting for consideration.
VII. Any other business
• All Board members thanked the PMAESA Chairman for
his good leadership of the PMAESA affairs and the
Seychelles Ports Authority for the hospitality extended to
everybody during their stay in this beautiful city
• Board requested Secretariat to translate in French all
documents of the 33 rd Council meetings for the French
speaking countries.
• Proposed bonus to PMAESA secretariat personnel:
In recognition of efforts made to increase income and
visibility of PMAESA during the year 2006-2007, the
Board decided to write to the Secretary General to
commend and granting him, together with its regular
employees, a basic salary as Bonus for the year ending
December 2007.
VIII. Venue of the next meeting
The Board agreed that KPA be the host of the next Council meeting
and Djibouti be the second option. The tentative dates are between
November and December, 2008
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