Terms of Reference of the Work Programme Sub-Committee of the ...

Reference:TAC10/01/4.5 

FIRST MEETING OF THE 

TECHNICAL ADVISORY COMMITTEE OF THE 

CARIBBEAN DISASTER EMERGENCY 

MANAGEMENT AGENCY (CDEMA) 

MAY 26-28, 2010 

Sheraton 

Nassau, Bahamas 

Terms of Reference of the Work 

Programme Sub-Committee of the CDEMA 

Technical Advisory Committee 

REFERENCE: TAC10/01/01/4.5 

The Technical Advisory Committee is invited to: 

1. Note the evolutionary process in the establishment of a sub‐committee of the 

CDEMA TAC to address work programming matters; 

2. Recognize the context within which the sub‐committee is established; 

3. Further recognize the need to streamline the protocols of the work programme 

committee within the context of standardized protocols of the TAC subcommittees 

4. Review and comment on the Terms of Reference for the Work Programme Sub‐ 

Committee of the TAC; 

5. Amend the document as appropriate.

1.0 Introduction 

The Eighteenth (18 th) Meeting of the Board of Directors of the Caribbean Disaster 

Emergency Response Agency (CDERA), now CDEMA, convened at the Jolly Beach 

Resort, Antigua and Barbuda, May 22‐23, 2008 agreed to the establishment of 

Working Group of the Board, to work with the Coordinating Unit to strengthen 

the coordination between regional and national level Work Programmes and the 

reporting process. This is seen as an initial step in deepening programme 

ownership of Participating States as well as enhancing the governance process of 

the agency, key considerations in the review of its (agency) mandate and 

structure. 

The platform for strengthening the interface of CDEMA Coordinating Unit and 

Participating States Work Programmes is being pursued through the articulation 

of the alignment between the CDEMA Strategic Plan and the CDM Strategy and 

Programming Framework. The CU Work Programme will therefore define the 

Coordinating Unit’s strategic interventions in driving the implementation of the 

Comprehensive Disaster Management Strategy (CDM), which forges the link 

between disaster management and sustainable development. 

To advance this process the CDEMA CU undertook two dialogues with 

Participating States in November and December 2009 which agreed to a process 

and schedule for the full involvement of the Participating States in the upcoming 

triennial work programme design. The dialogues also resulted in the selection of 

a Working Programme Development Team to work with the CU in this 

engagement for the new triennium Work Programme. 

The 2010‐2012 Work Programme represents the first opportunity to advance 

this desire and commitment to the deepening the participation, consultation and 

ownership of the work programme planning exercise and outcomes by 

Participating States. 

2.0 Operationalizing the Protocol in the Context of the 2010‐2012 Work 

Programme 

The TAC given its technical and advisory role as set out in Articles X and XI of the 

Agreement establishing CDEMA is the organ best placed to provide the level of 

input that reflects the programme and other capacity development needs of 

Participating States. 

The results to date suggest a high buy in to the process and benefits for the 

interactive early engagement. This will need to be formalized and sustained 

within the governance structure of the TAC. It is therefore proposed that the 

Page 2 of 6

TAC establishes a Work Programme Sub‐Committee to sustain this process. 

These sentiments were among the recommendations coming out of the 1 st 

Meeting of the Work Programme Development Team and which the 

Coordinating Unit fully supports. In doing so, the TAC will need to consider the 

extent to which the criteria [continental state, multi‐island state, OECS Territory, 

Overseas Territory and New PS] used to select the composition of the Work 

Programme Development Team remain relevant for a sub‐committee which 

embraces the principles of sub‐regional representation and rotation. 

It is in the context of the above that the protocols for the establishment of a Sub‐ 

Committee of the TAC related to Work Programming, are proposed 

consideration. 


1.0 INTRODUCTION 

TERMS OF REFERENCE FOR 

THE WORK PROGRAMME SUB‐COMMITTEE 

The Eighteenth (18 th) Meeting of the Board of Directors of the Caribbean Disaster 

Emergency Response Agency (CDERA) now CDEMA, convened at the Jolly Beach 

Resort, Antigua and Barbuda, May 22‐23, 2008 agreed to the establishment of 

Working Group of the Board, to work with the Coordinating Unit to strengthen 

the coordination between regional and national level Work Programmes and the 

reporting process. 

The Agreement Establishing the Caribbean Disaster Emergency Management 

Agency (CDEMA) provides for the establishment of the Council, (including the 

Management Committee of Council (MCC), the Technical Advisory Committee 

(TAC) and the Coordinating Unit as the Organs of the Agency. 

Articles X and XI of the CDEMA Agreement set out the framework for the 

membership, composition and functions of the TAC. With respect to functions, 

specifically related to work programme, the Agreement specifies that the TAC 

shall: 

I] Act in an advisory capacity to CDEMA on matters relating to strategies for 

resource mobilization, work programme review and programme development. 

CDEMA CU Work Programmes will be articulated within the context of the 

CDEMA Strategic Plan aligned to the CDM Strategy and Programming 

Framework. The Work Programme will therefore define the Coordinating Unit’s 

strategic interventions in driving the implementation of the Comprehensive 

Disaster Management Strategy (CDM), which forges the link between disaster 

management and sustainable development. 


2.0 PURPOSE 

The purpose of the sub‐committee is to act in an advisory capacity to the CDEMA 

CU on matters relating to strategies for resource mobilization, work programme 

review and programme development. 

3.0 RESPONSIBILITIES 

3.1 The specific responsibilities of the CDEMA CU Work Programme Sub‐ 

Committee will be: 

3.1.1 Provide technical input in the development of the CDEMA 

Work Programme 

3.1.2 Advise the CDEMA CU on strategies for implementation of the 

CDEMA Work programme 

3.1.3 Consider existing “Review and Assessment Reports” and 

identifies key common gaps and needs in CDEMA Participating 

States to inform work programming design and review . 

3.1.4 Within the context of agreed Work Programme key results, 

identify needs and initiate the preparation of proposals, 

concept papers or similar resource mobilization/discussion 

documents to advance the Work Programme design and 

implementation within the CDEMA system. 

4.0 MEMBERS 

Membership of the sub‐Committee will be based on the criteria of qualifications 

and expertise in the area of National Work Programming Development at the 

strategic level. This would be most appropriately placed at the National Disaster 

Coordinator or Deputy National Disaster Coordinator level. 

Members will be selected from each of the four CDEMA Sub‐regions on a rotating 

basis and appointed by the TAC. Members of the sub‐committee shall be 

appointed for a [maximum] term lasting 3 years. 

5.0 CHAIRMAN 

The Chairman and Deputy Chairman shall be elected from among members of 

the sub‐Committee. The Chairman and Deputy Chairman shall not serve for 

more than two consecutive two year terms. The Chair shall be responsible for 

the conduct of the meetings of the sub‐committee. 


6.0 SECRETARIAT 

The CDEMA/CU will provide secretarial services to the Work Programme Sub‐ 

Committee. 

7.0 MEETINGS 

7.1 The sub‐committee will regulate its own proceedings and advise CDEMA of 

the same. 

7.2 The Work Programme Sub‐Committee shall meet as deemed necessary but 

at least once per year. In scheduling meeting every consideration should be 

given to allowing for effective input into the Coordinating Unit’s Work 

Programme. 

7.3 Will be convened in consultation with the Executive Director or his 

nominee. 

8.0 REPORTING 

The Work Programme Sub‐Committee shall report to the Technical Advisory 

Committee of CDEMA through the Secretariat. 

9.0 COMMUNICATION 

Notification for meetings of the sub‐committee shall be issued at a minimum of 

4 weeks ahead of the meeting date. The records of all official meetings must be 

circulated not later than three (3) weeks after its conclusion. 

10.0 FUNDING OF COMMITTEE ACTIVITIES 

Participating States will cover expenses associated with official meetings 

sanctioned by the Agency. 

11.0 LANGUAGE OF THE SUB‐COMMITTEE 

The working language of the sub‐committee shall be English. 

12.0 LIFE OF COMMITTEE 

The Work Programme sub‐committee is a standing committee of the CDEMA 

Technical Advisory Committee. Its life will be determined by the TAC.

Terms of Reference of the Work Programme Sub-Committee of the ...

Create successful ePaper yourself

Delete template?

Save as template?