EC1(04/05)Agenda - Commonwealth Secretariat

EXECUTIVE COMMITTEE OF THE
COMMONWEALTH SECRETARIAT’S BOARD OF GOVERNORS
15 September 2004
SUMMARY RECORD
1. The Secretary-General welcomed HE Monica Nashandi as the new Chairperson of the
Committee. He expressed his concern and sympathy for the peoples and governments of
Grenada, Jamaica, Bahamas and the Cayman Islands, who recently suffered the devastating
effects of Hurricanes Frances and Ivan, as well as other countries affected. He stated that the
Commonwealth and the Secretariat stood ready to offer assistance to the recovery and
reconstruction efforts in member countries of the region.
2. The Secretary-General noted that many of the agenda items for the meeting arose
from the governing bodies’ discussions held in May 2004. He encouraged the Committee to
continue to engage in open and robust discussions with the Secretariat in all Committee
meetings, which would enable the Committee and the Secretariat to work together in ensuring
the Secretariat remains focused and achieves results.
3. The Chairperson welcomed new members of the Executive Committee and stated that
she looked forward to the constructive engagement and support of all members and the
Secretariat during the Committee’s deliberations. Committee members welcomed the new
Chairperson and expressed their willingness to engage in robust and constructive dialogue
throughout the Committee’s meetings over the course of the year.
4. The Meeting adopted its Agenda (see Annex).
Item 1: Performance Reporting on the Implementation of the Commonwealth
Secretariat’s Strategic and Operational Plans (EC1(04/05)1)
5. In introducing this paper, the Secretariat highlighted its ongoing change management
programme, and stated that the organisation was currently designing a comprehensive
management information system to support the introduction of results based management. In
response to queries from some members, the Secretariat explained that the proposed
Monitoring Reports were a part of the new system and procedures being developed, which
would assist the organisation to monitor and measure performance against the results set out
in the Strategic and Operational Plans.
6. The Secretariat went on to state that it would be unlikely that each Monitoring Report
would provide the same type, depth or breadth of information, as each Report would reflect
the variances in the Secretariat’s annual work programme. The Committee was assured,
however, that each Report would provide robust financial information and similar qualitative
information to the Report that covered the same period in the previous annual cycle.
7. The Committee was also asked to note that in addition to the first Monitoring Report,
the Annual Performance Report for 2003/04 (APR) would be submitted to its meeting in
December 2004. This would enable the Committee at its December meeting to assess the
Secretariat’s performance over the previous eighteen month period.
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8. The Executive Committee welcomed the Secretariat’s proposals for monitoring and
reporting on performance, including the preparation of periodic Monitoring Reports. The
Committee noted that the production of such reports was a new initiative and agreed that the
Secretariat should provide Monitoring Reports on a semi-annual (rather than quarterly) basis,
in order to enable the collation and analysis of performance data over a meaningful reporting
period. The Committee agreed that the first semi-annual Monitoring Report would be
considered at its meeting in December 2004 in conjunction with the Annual Performance
Report for 2003/04.
Item 2: Prioritising the Secretariat’s Work Programme (EC1(04/05)2)
9. In introducing this paper, the Secretariat noted that the Board of Governors and the
Executive Committee at their meetings in May had sought additional information on how the
Secretariat prioritises its work. It highlighted that the Secretariat had undertaken a rigorous
prioritisation process in developing both the Strategic Plan (2004/05 – 2007/08) and
Operational Plan (2004/05 – 2005/06), based on mapping the international situation, key
Commonwealth issues of concern, and the mandates from the Abuja CHOGM. The strategic
actions and results contained in the Strategic and Operational Plans and approved by the
Board in May 2004, identified what the Secretariat could best do to respond to these
mandates in light of its past experience, expertise, comparative advantage and existing
commitments.
10. The Secretariat drew the Committee’s attention to the discussion under the previous
agenda item, and outlined how the development of a sound framework for monitoring and
tracking progress made against the Plans’ priorities, objectives and results would support the
Committee to carry out its responsibilities in overseeing and monitoring the Secretariat’s
work programme and budget. In response to a query from one member, the Secretariat
explained that the current priorities of the organisation which had emerged from this
prioritisation process were outlined in the Strategic Plan 2004/05 – 2007/08 and Operational
Plan and Budget, 2004/05 – 2005/06.
11. The Committee welcomed the prioritisation process utilised by the Secretariat in
developing its work programme and budgets, and agreed that it reflected CHOGM mandates.
The role of the Secretariat in collaborating with, and supporting the work of regional
development organisations and initiatives such as NEPAD, within the context of the
Secretariat’s Plans, was particularly welcomed.
12. Some members of the Committee expressed concern at the recent announcement of
the outcomes of the Sports Ministers meeting held in Athens in July 2004, and possible
Commonwealth support to anti-doping measures within sport through the provision of
experts to assist developing member countries, as well as other sport and development
activities. Some members questioned whether Secretariat action in this area was aligned to
the organisation’s comparative advantage and whether such work fitted into the Secretariat’s
Strategic Plan.
13. In response to queries from some Committee members, the Secretariat stated that
Sports ministers, at their meeting in Athens in July 2004, endorsed the Abuja Communiqué’s
recognition of sport as an important tool for promoting development, particularly with young
people. Ministers in Athens endorsed a Commonwealth Action Programme calling upon the
Commonwealth to establish a sports advisory body which would advise member states on
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possible action in the following three key areas: promoting greater participation by women in
sports; assisting developing member countries in anti-doping measures; and facilitating the
exchange of information and experiences between larger member countries that had
successfully hosted major sports events with smaller member countries. The Secretariat had
informed Ministers of the Secretariat’s limited resources and current priority areas of action
as outlined in the Strategic Plan, drawing their attention to the fact that sports related
activities do not feature in the Plan.
14. The Secretariat went on to inform the Committee that the Government of the United
Kingdom had generously agreed to provide an officer from the UK Department of Sports and
Culture on secondment to the Secretariat, to work with the organisation in identifying how
the Commonwealth might assist member countries on sport and development issues. The
officer would commence his work with the Secretariat in November 2004.
15. The Committee recalled its discussion in the development and approval of the
Secretariat’s Strategic Plan and noted the Secretariat’s limited resources and the parameters
of the Strategic Plan. It cautioned against the inclusion of new activities for which resources
had been not been allocated either in the Strategic Plan or Operational Budget for 2004/05 –
2005/06, which reflect the agreed priorities for Secretariat action. Some members went on to
suggest that those member countries that wished to support sport related activities should be
requested to provide additional resources in support of such action.
16. The Committee noted that Sport Ministers at their meeting in July 2004 had urged the
Secretariat to explore how sport could be promoted as a tool for development, particularly in
relation to assisting developing member countries to address anti-doping and youth and
development issues. It welcomed the secondment of a sport advocacy expert from the UK
Government to the Secretariat to assist the organisation in developing possible
Commonwealth responses to Sport Ministers’ recommendations. It requested the Secretariat,
with the assistance of the seconded officer, to submit a costed proposal on possible actions to
address these issues, and mechanisms for mobilising extra-budgetary resources to support
such actions, for the Committee’s consideration at its meeting in December 2004.
Item 3: Commonwealth Secretariat Travel Expenditure and Policy (EC1(04/05)3)
17. In introducing this paper, the Secretariat recalled the Committee’s discussion of this
issue at previous meetings. It drew the Committee’s attention to the range of cost-savings
measures that the organisation had already put in place, designed to cut travel costs without
jeopardising the quality of its work and ability to respond to member countries across the
Commonwealth. It highlighted that travel is an inevitable part of the Secretariat’s work
because it does not have field offices, other than the CYP Regional Centres. It further
highlighted that greater demand for Secretariat assistance, particularly in the Pacific region,
inevitably would require additional travel and would increase costs. It stressed the need to
ensure that Secretariat managers had the flexibility to select the most appropriate way of
responding to requests for assistance, rather than enforce an arbitrary target for reducing costs
which may inhibit and even compromise the Secretariat’s ability to implement its
Programmes and achieve the results articulated in the Strategic Plan. The Secretariat assured
the Committee that it continued to explore additional cost-savings measures that could be
used effectively and appropriately.
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18. Some Committee members sought additional information on the travel entitlements of
staff and the costs of bringing candidates for interview from across the Commonwealth. In
response to these queries, the Secretariat stated that staff serving under the old terms and
conditions of service were ensured certain travel entitlements as part of their contractual
arrangements. It went on to explain that staff serving under the new terms and conditions of
service did not have such entitlements in their contracts and that travel policy was now
incorporated in the Staff Rules and Regulations alone. With regard to bringing candidates
from across the Commonwealth for interviews, it assured the Committee that travel costs
were borne in mind when selecting candidates for interview. It was important to assess
candidates from across the Commonwealth to ensure that recruitment processes and
opportunities for Commonwealth citizens at the Secretariat were open and fair to all
applicants, and to ensure a geographical balance in the organisation’s establishment.
19. In response to a query, the Secretariat went on explain that certain travel costs were
often beyond its control including the rising surcharges levied by airlines due to high oil
prices and last minute changes in the travel plans of members of Commonwealth Election
Observer Groups.
20. The Committee welcomed measures to achieve savings in travel costs implemented
by the Secretariat to-date. The Committee noted the ongoing review of the Secretariat’s travel
policy and further cost-saving measures currently being explored and encouraged the
Secretariat to continue to implement cost-saving measures. The Secretariat was requested to
provide an update on the timeframes for completion of current reviews, and any conclusions
available, to the Committee at its meeting in December 2004.
Item 4: Commonwealth Secretariat Recruitment and Rotation Policy (EC1(04/05)4)
21. In introducing this paper, the Secretariat recalled the Committee’s discussions of this
matter at its previous meetings. The Secretariat outlined how the Secretariat was
implementing a rotation policy for all diplomatic and professional staff. Diplomatic staff
usually served two three-year contracts, and professional staff usually served up to three
three-year contracts, subject to satisfactory performance. The resulting turnover of staff
enabled member governments and countries to benefit from staff who leave the organisation
to contribute to national development in home countries, as well enable fresh views, thinking
and expertise from all around the Commonwealth continuously to regenerate the Secretariat
and its work. The Secretariat was also enabling Commonwealth citizens to contribute to the
Secretariat’s work through internships. It went on to highlight that the policy does have an
impact, however, on the budget, not least the travel budget which was discussed under the
previous agenda item, because of the higher incidence of travel for job interviews and of
installation/repatriation allowances.
22. The Secretariat went on to state that the costs of interviewing candidates from across
the Commonwealth were considered in drawing up shortlists, as well as the need for
maintaining geographical balance in its recruitment policies. Cost-savings measures were
applied through a variety of means, including interviewing several candidates for similar
posts at one time.
23. In considering this paper, the Chairperson recalled the Committee’s discussion under the
previous agenda item, and suggested that this matter be considered in conjunction with the
cost-savings measures applied by the Secretariat in its general travel policy and expenditure.
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24. In response to queries from some members, the Secretariat stated that it was necessary
to provide reasonable expectations to potential candidates relocating from Commonwealth
countries to London on the likely number of contracts to be offered, but with the strict
proviso that any renewal of contract would be subject to performance. It went on to explain
that three-year contracts provided an appropriate balance between the reasonable expectations
of and inducement for staff (most of whom were not seconded from governments and so had
no post to return to automatically at the conclusion of their tenure with the Secretariat) to
relocate to London, and the need for a turnover of staff and expertise to remain relevant to the
Secretariat’s changing priorities and human resource needs. The policy also took account of
the prohibitive costs of replacing diplomatic and professional staff every three years.
25. The Committee noted the contents of the paper outlining the rationale of the current
time-frames for diplomatic and professional staff, and the impact of the rotation policy on
travel costs. It requested the Secretariat to explore possible alternative models for the duration
of staff contracts.
Item 5: Implications of a Merger of the Economic Affairs Division and the Special
Advisory Services Division (EC1(04/05)5)
26. In introducing this paper, the Secretariat highlighted that the organisation had recently
undertaken a number of measures to streamline its organisational structure to enable efficient
and effective programme delivery. These changes included the merger of the CFTC divisions
from four to two in 2002; the Special Advisory Services Division (SASD) itself was a result
of those mergers. The Committee was asked to note that whilst SASD and the Economic
Affairs Division (EAD) worked in similar Programme areas, their work was directed by
different mandates and focused on very distinct but complementary areas of work. For
example, while both divisions worked on international trade and debt issues, EAD focused
primarily on an advisory, brokerage and catalysing (‘ABC’) role related to policy frameworks
and international negotiations and agreements related to these issues, whereas SASD
provided practical assistance to member countries as a means of building institutional
capacity to implement, or meet obligations under, these policies and agreements.
27. The Secretariat went on to state that the two divisions were also funded primarily by
two different funding sources, and cautioned that any merger of the divisions may constrain
the divisions’ ability to carry out their different roles for which each had a specific
comparative advantage, experience and expertise. In addition, any merger may also challenge
the integrity of the funds used to support their work, one of which could only be used for
policy and consensus building work, and the other could only be used for the provision of
technical assistance. The Secretariat stated that the organisation was committed to selfrenewal
and improvement and remained alert to the possibility of organising itself in new and
different way as mandates evolve and change.
28. The Committee welcomed the Secretariat’s paper, accepted that the divisions
performed different functions within the context of the Strategic Plan and noted the efficiency
gains already achieved through the mergers which took place in 2002. The Secretariat was
urged to continue to be mindful of the potential cost-savings and improved programme
delivery which can be achieved through mergers and co-locating such divisions, however,
and remain open to the possibility of mergers in the future if additional programme delivery
and efficiency gains could be achieved.
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29. Committee members sought additional information on aspects of the divisions’ work
programmes and areas of separate and collaborative action, and suggested that the Secretariat
maintain an open dialogue with High Commissions on the implementation of the Secretariat’s
work on international economic issues.
30. The Secretariat stated that the mergers of the CFTC divisions in 2002 had resulted in
a high level of cross-divisional programme development and implementation, and highlighted
the collaboration between EAD and SASD, and with other divisions, on specific subjects
including WTO accession and capital markets development. Other collaborative work among
divisions included a range of activities focusing on gender, HIV/AIDS, and public sector
reform.
31. It went on to highlight a series of briefings already underway with representatives of
some member countries on the Doha Round and assured the Committee that all High
Commissions would be invited to future briefings. It went on to add that the new reporting
arrangements, discussed earlier in the Committee’s meeting, and the Committee and Board’s
involvement in the prior determination of the Secretariat Strategic and Operational Plans and
budget all provide additional opportunities for Board members to familiarise themselves with,
and contribute to the orientation of, the work of SASD and EAD and all other Divisions.
32. The Committee noted the contents of the paper and the cross-divisional collaboration
between EAD and SASD, as well between the latter and other Divisions, in the
implementation of the Secretariat’s Programmes. It agreed that the two Divisions should
continue to operate as separate Divisions at this time. The Committee welcomed the
opportunities identified by the Secretariat for member countries to engage in dialogue with
the Secretariat on various aspects of its work, particularly those relating to international
economic policy issues. The Chairperson encouraged all members to participate in meetings
convened by the Secretariat to discuss past and future activities. The Secretariat was
requested to put discussion of the international economic work of the Secretariat on the
agenda of the Committee’s December 2004 meeting.
Item 6: Extra Budgetary Resources (EC1(04/05)6)
33. In introducing this paper, the Secretariat clarified that Extra Budgetary Resources
(EBR) referred to all resources received by the Secretariat over and above those received for
the organisation’s core budgets (Commonwealth Secretariat Assessed Budget,
Commonwealth Fund for Technical Co-operation and Commonwealth Youth Programme). It
went on to explain that any report outlining EBR must be separate to the standard financial
reports prepared for the Committee, because the timing and nature of EBR secured varied
according to the source, and was often different in nature from the Secretariat’s core funding.
It stated that is was possible to identify resources once received and utilised but difficult to
predict the scale and nature of EBR that might be secured in the coming year. An additional
issue to consider was also the estimated monetary value of EBR received through nonfinancial
contributions.
34. The Committee welcomed the details provided in the paper on Extra-Budgetary
Resources and commended the Secretariat on the presentation of this information. The
Committee looked forward to receiving similar reports on Extra-Budgetary Resources at
future meetings, in addition to the regular financial reports.
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Item 7: Commonwealth Secretariat Accounts for 2002/03 (EC1(04/05)7)
35. In introducing this paper, the Secretariat highlighted that the full audit report was
awaited (expected at the end of September 2004) but the auditors had indicated that they
would issue a qualified opinion on the 2002/03 accounts. The qualification is based on
amounts written off/back in the accounts of all the four funds. The write off/back amounts
relate to un-reconciled balances on the inter-fund accounts, which were caused by
weaknesses in the financial system. It was reported that measures had since been adopted to
deal with the weaknesses. The auditor had indicated that although there is uncertainty
regarding the amounts, there was no evidence of fraud or loss of funds.
36. In response to queries from some Committee members, the auditors provided
additional detailed explanations of their interim findings and the qualifications that would be
placed on the accounts. They also explained that they had previously identified and reported
on some of the weaknesses and noted the Secretariat’s efforts to deal with them.
37. The Committee commended the Secretariat for its continuing efforts to improve the
financial management system, and noted the contents of the paper. The Committee noted the
information provided by the Secretariat’s auditors on residual issues affecting the final
certification of 2002/03 accounts and agreed to consider the auditors’ final report when it was
available.
Item 8: Commonwealth Secretariat’s Staff Pensions Scheme (EC1(04/05)8)
38. In introducing this paper, the Secretariat recalled the Committee’s request at its
meeting in March 2004 for an update on the financial position of the Secretariat staff and
former Secretaries-General pension schemes. It explained that actuarial information on the
staff pension scheme required to assess its expected liabilities was expected in April 2005.
After this, the Secretariat stated that it would seek specialist advice on how to approach
liabilities under the staff and former Secretaries-General schemes and report back to the
Committee with its findings and recommendations. The recommendations will take into
account the liquidity and strength of the Secretariat’s balance sheet, including arrears of
contributions from member governments.
39. In response to queries from some Committee members, the Secretariat explained that
the pension arrangements for future Secretaries-General are part of their prospective terms of
employment, which are decided by Heads of Government. It went on to explain that a higher
collection rate of arrears due to the Secretariat would strengthen the organisation’s balance
sheet and strengthen its capacity to deal with its liabilities.
40. Some Committee members sought additional information on what contingency plans
the Secretariat was making for meeting any funding gap relating to liabilities under the
schemes. The Secretariat stated that specific contingency plans would be made once the
actuarial information and analysis sought was available in April 2005. It went on to draw the
Committee’s attention to a range of measures that had already been out in place including:
the closing of the staff scheme to new members in 2001; the greater use of gratuities rather
than the pension scheme for new staff; and restricting the purchasing of annuities for staff
that had retired. All member governments, including the Secretariat’s major donors, had been
alerted at previous governing body meetings to a possible funding gap for staff on the old
scheme which the Secretariat would be obligated legally to meet. It stressed, however, that
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the Secretariat was able to meet its current liabilities, and the work being undertaken at
present was to ensure appropriate solutions for any future liabilities would be available and
manageable.
41. The Secretariat highlighted that the difficulties experienced with the pension scheme
was affecting many pension schemes throughout the United Kingdom and beyond due to
poor performance of pension funds and increased longevity of the population. The Secretariat
remained hopeful that solutions to address the issue would be found in due course.
42. The Committee noted the contents of the paper. The Committee requested the
Secretariat to provide options for meeting any possible shortfall in resources in the
Secretariat’s pension schemes for former Secretaries-General and staff at a future meeting,
once actuarial information and analysis was made available in April 2005.
Item 9: Election of Members of the Accreditation Committee (EC1(04/05)9)
43. The Committee noted the contents of the paper. Australia, The Gambia, the
Maldives, Nigeria, and Tonga were elected as new members of the Accreditation Committee.
Guyana was appointed as an ex-officio member of the Committee in light of its appointment
as Chairperson of the Board of Governors.
44. The Committee also agreed that on such occasions when current members of the
Accreditation Committee step down from the Executive Committee prior to the completion of
their term of office in the Accreditation Committee, these members would complete their full
term of office in the Accreditation Committee even though they would not be a member of
the Executive Committee in the second year of office.
45. In light of concerns raised by some members of the Board of Governors on the
accreditation of civil society organisations to the Commonwealth, the Executive Committee
agreed that final authority for approving the accreditation of such organisations should lie
with the Board. The Executive Committee agreed further that the Accreditation Committee
should assess accreditation applications twice a year at its meetings and make
recommendations to the Board for final approval of the accreditation of organisations. It was
agreed that the Chair of the Accreditation Committee would write formally to all members of
the Board with its recommendations for approval of accreditation applications, and the Board
would be invited to respond within six weeks of the circulation of the Accreditation
Committee’s recommendations. If no Board members submitted objections in writing within
six weeks of the circulation of the recommendations, the Accreditation Committee’s
recommendations on accreditation of organisations to the Commonwealth would be deemed
to be accepted. If a Board member raised concerns about an application, that application
would be referred to the next Board meeting.
Item 10: Any Other Business
Small States’ Joint Office in New York
46. The Secretariat briefed the Committee on progress made in the implementation of the
recommendations of the evaluation study of the Small State Joint Office in New York. It
highlighted that donors had met and agreed in June 2004 the Office’s budget for 2004/05; the
Manager’s post had been reviewed and advertised; and, in the light of the resignation of the
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Office’s researcher, the Secretariat would be exploring with donors and participating
governments on the needs of the Office in this regard and the best way of addressing them. It
drew the Committee’s attention to the forthcoming meeting of tenants and donors in New
York on 24 September 2004 to discuss administrative matters, as well as the Office’s revised
draft Memorandum of Understanding (MoU). It confirmed that the substantive budgetary
oversight of the Office would henceforth be considered by the Board’s Executive Committee
in London as part of the Executive Committee’s consideration of the overall Secretariat
budget, and that the annual meeting in New York of tenants and donors would receive budget
reports and consider administrative matters.
47. In response to queries from some Committee members, the Secretariat agreed to send
electronic versions of the revised draft MoU to all Committee members, and confirmed that
some arrears owed by smaller tenants had been collected but that the contribution from one
donor was still outstanding. It went on to highlight that the constraints posed by non-payment
of arrears would affect the implementation of restructuring recommendations contained in the
independent consultant’s report. Provided all countries meet their agreed current
contributions, it would still be possible to operate the Office and provide the key areas of
assistance to the tenants; the Secretariat stressed, however, that if the financial position of the
Office did not improve, more drastic measures may be required.
48. The Committee welcomed the update provided by the Secretariat on progress made in
the implementation of the recommendations of the consultant’s report on the Small States
Joint Office in New York. It noted that a meeting of tenants would take place in New York
on 24 September 2004 to discuss administrative matters and feedback from donors and
tenants on the draft revised MoU. The Secretariat was requested to provide an electronic
copy of the draft MoU to Executive Committee members.
49. The Committee also noted that one donor had yet to pay their arrears to the Joint
Office budget. The Chairperson encouraged all donors to pay all arrears in full to enable the
Office to function effectively at an optimum level.
Item 10: Any Other Business
2005 CHOGM Update
50. The Committee welcomed the update by the Secretary-General on the 2005 CHOGM.
It noted that the Secretary-General had consulted widely with Heads of Government on the
duration and format of the next CHOGM. Malta as host of the next CHOGM had proposed
that the CHOGM theme be “Networking the Commonwealth for Development”. The
Commonwealth Chairperson-in-Office, President Obasanjo of Nigeria, had convened a
meeting of a group of Heads of Governments in New York on 23 September to consider all
views received thus far. The conclusions of the mini-summit would be presented to
Commonwealth Foreign Ministers at their meeting, also in New York, on 23 September
2004.
51. The Committee noted that an Extra-ordinary Meeting of the Secretariat’s Board of
Governors would take place on 6 October 2004 to appoint new members of the
Commonwealth Secretariat Arbitral Tribunal (CSAT). It also noted that the Board would
reconvene as a meeting of High Commissioners after concluding its business relating to the
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CSAT, and the Secretary-General would brief High Commissioners on the outcomes of the
mini-summit and Foreign Ministers meeting held in New York.
52. One Committee member recalled that the Board of Governors at its meeting in May
2004 rejected the Committee’s request for a paper on the Secretariat’s work on international
economic issues, but agreed that the Committee should continue dialogue on this work, if it
so chose, at future Committee meetings. The Secretariat agreed to the Committee’s request to
place this issue on the Committee’s agenda at its meeting in December 2004.
Dates of Future Meetings
53. The Committee confirmed the dates of the meetings of the Secretariat’s governing
bodies for 2004/05 as follows:
Executive Committee: 14 December 2004
10 March 2005
10 -12 May 2005
Board of Governors: 13 May 2005
SPED
18 October 2004
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Commonwealth Secretariat
Meeting of the Executive Committee
of the Board of Governors
Marlborough House, 15 September 2004
DRAFT
PROVISIONAL AGENDA AND PROGRAMME
11
EC1(04/05)Agenda
1. Performance Reporting on the Implementation of the Commonwealth Secretariat’s
Strategic and Operational Plans (EC1(04/05)1)
2. Prioritising the Secretariat’s Work Programme (EC1(04/05)2)
3. Commonwealth Secretariat Travel Expenditure and Policy (EC1(04/05)3)
4. Commonwealth Secretariat Recruitment and Rotation Policy (EC1(04/05)4)
5. Implications of a merger of the Economic Affairs Division and the Special Advisory
Services Division (EC1(04/05)5)
6. Extra Budgetary Resources (EC1(04/05)6)
7. Commonwealth Secretariat Accounts for 2002/03 (EC1(04/05)7)
8. Commonwealth Secretariat’s Staff Pensions Scheme (EC1(04/05)8)
9. Election of Members of the Accreditation Committee (EC1(04/05)9)
10. Any Other Business
- Update on Joint Office for Small States
- Update on 2005 CHOGM

Meeting of the Executive Committee of the Board of Governors
Wednesday 15 September 2004
09:45 hrs – 10:00 hrs Refreshments
15 September 2004
Programme
10:00 – 11:30 hrs Provisional Agenda Items 1 and 2
11:30 – 11:45 hrs Refreshments
11:45 – 13:00 hrs Provisional Agenda Items 3 & 4
13:00 - 14:15 hrs Buffet Lunch
14:15 - 15:30 hrs Provisional Agenda Item 5 & 6
15:30 - 15:45 hrs Refreshments
15:45 - 17:00 hrs Provisional Agenda Items 7, 8, 9 & 10
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MEETING OF THE EXECUTIVE COMMITTEE
OF THE BOARD OF GOVERNORS
ATTENDANCE LIST
Wednesday 15 September 2004
Main Conference Room, Marlborough House
COUNTRY NAME AND DESIGNATION
AUSTRALIA Mr Greg Ralph, First Secretary
Mr Duncan Howitt, Executive Officer
BARBADOS H. E. Mr Edwin Pollard, High Commissioner
CANADA Mr Ron Hoffmann, Minister
Mr Alex McNivan, Counsellor
THE GAMBIA H. E. Mr Gibril Seman Joof, High Commissioner
GUYANA H. E. Mr Laleswa K N Singh, High Commissioner
INDIA Mr Mridul Kumar, First Secretary
MALDIVES Mr Iruthisham Adam, Second Secretary
MALTA H. E. Dr George Bonello-DuPuis, High Commissioner
NAMIBIA (Chair EC) H. E. Mrs Monica Nashandi, High Commissioner
Mrs Adri Pillay, First Secretary
NEW ZEALAND Ms Georgina Roberts, First Secretary
NIGERIA Mr Akin A Fayomi, Minister
ST LUCIA
H. E. Mr Emmanuel H Cotter M.B.E. High Commissioner
Mrs Lucy Corrinett
SINGAPORE Mr Winston Goh, First Secretary (Political)
SOUTH AFRICA Mr Eli Bitzer, Foreign Affairs, Pretoria
Mrs Janet Kotze, First Secretary
TONGA Miss Sela Moengangongo, First Secretary
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COUNTRY NAME AND DESIGNATION
UNITED KINGDOM Mr Adrian Bedford, FCO
Ms Dorothy Kirkwood, DFID
COMMONWEALTH SECRETARIAT
Secretary-General Mr Ignatius Takawira
Mr Winston Cox Mr Roy Rodrigues
Mrs Florence Mugasha Ms Juliette Solomon
Ms Nancy Spence Mr Simon Gimson
Mr Amitav Banerji Ms Juliette Solomon
Mr Joel Kibazo Ms Sharon Robinson
Ms Alexandra Jones Mrs Shobhna Rattansi
Mr Matthew Neuhaus Mr Ayo Oke
Mr George Saibel Ms Sabhita Raju
Ms Marion Cowden Mrs Oluwatoyin Job
Dr Victor Ayeni Mr Tyson Mason
Ms Betty Mould-Iddrisu Ms Nancy Jarrett
Mr S Shafuddin Mrs Mary-Anne Cushion
Dr Elizabeth Brouwer
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