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PROCEEDINGS OF THESIXTH EXECUTIVE COMMITTEE MEETING

Beijing Longxi Hotspring Resort, Beijing, PR China12-13 March 2010


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Proceedings of the Sixth Executive Committee MeetingPEMSEA EC Meeting Report 6

TABLE OF CONTENTS

Page

A. Introduction 1

B. Previous Business 2

C. New Business 6

D. Closing 10

Annex 1 Provisional Agenda 11

Annex 2 List of Participants 12

Annex 3 Sheet 1: Basic Principles of a Transformed PEMSEA 14

Sheet 2: Development of the SDS-SEA Implementation Plan 15

Sheet 3: Outline of the PEMSEA Partnership Plan 16

Sheet 4: Working Group on Re-engineering of PRF 17


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PROCEEDINGS OF THE SIXTH EXECUTIVE COMMITTEE MEETING

Beijing Longxi Hotspring Resort, Beijing, PR China, 12-13 March 2010

A. INTRODUCTION

i. In welcoming the members of the Executive Committee and observers, the Chairthanked the host government and staff of the State Oceanic Administration(SOA) for their cooperation and assistance in organizing this very importantmeeting. With the signing of the Agreement Recognizing the International LegalPersonality of the Partnerships in Environmental Management for the Seas ofEast Asia, PEMSEA has become an international new organization with newchallenges. He emphasized that it is a time for reflection and reassessment ofPEMSEA roles.

ii. Dr. Li Haiqing remarked that the next few months will be a critical time forplanning and developing a transformed PEMSEA, and hoped that the meetingwould include a frank and focused discussion on the way forward.

iii. Mr. Hiroshi Terashima indicated that the meeting would provide an opportunityfor discussion and interaction between the EC and the PEMSEA ResourceFacility on the required changes in operation and decisionmaking as we movefrom the UN system to a functional regional mechanism.

iv. The provisional agenda for the meeting is attached as Annex 1. The list ofparticipants is attached as Annex 2.


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B. PREVIOUS BUSINESS

The EC discussed a number of previous business items and made the following conclusionsand decisions:

AGENDAITEM

DESCRIPTION DISCUSSIONHIGHLIGHTS

CONCLUSIONS DECISIONS

1. 0 1.1Progress of theImplementationof the previousEC Decisions(EC/10/DOC/01)

1.1.1It was noted thatthere were delays inimplementation ofsome PC and ECDecisions.

1.1.1.1The PC and ECdecisions need to beresponded to within aspecified timeframe,including communicationwith the EC on anydelays as necessary.

1.1.1.1The PRF will preparethe ICM Code, SOCreports and ICMCurriculum by the end ofthe year 2010. Theprogress will be reportedto the EAS PartnershipCouncil in July 2010.

1.2

Headquarters(HQ)Agreement

1.2.1

The PRFHeadquartersAgreement iscurrently undernegotiation withconcernedgovernment agenciesin the Philippines.

1.2.1.1

The PRF will continue topursue approval of theconcerned agencies andSenate of thePhilippines on the HQ

Agreement.

1.2.1.1.1

A report on status of theHQ Agreement will bepresented to the EASPartnership Council inJuly 2010.

1.3Yeosu Project

1.3.1The latestinformation is thatthe Yeosu Projecthas been set at

US$2M and hasbeen transferred tothe authority ofKOICA. KOICA willsolicit projectproposals.

1.3.1.1The PRF needs toidentify and pursuepotential sources offinancing for SDS-SEA

related initiatives,including the YeosuFund.

1.3.1.1.1The PRF will report onits progress in accessingfinancial and in-kindassistance for SDS-SEA

implementation on aregular basis to theCouncil and to the EC.

1.4GEF IWStocktaking

1. 4.1The GEF and UNDPhave requestedPEMSEA to supporta joint GEF IWstocktaking review inthe region including:(1) providingUS$15,000 in co-financing for thereview; and (2)organizing astocktaking meetingcomprised ofimplementing andexecuting agencies,

1.4.1.1The GEF IW stocktakingactivity will be animportant ingredient inthe development andapproval of the nextphase of PEMSEA. ThePRF should be activelyinvolved in the process.

1.4.1.1.1The PRF will work withUNDP and the GEFSecretariat on theorganization andconduct of thestocktaking study andmeeting.


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AGENDAITEM



country focal points,and the GEFSecretariat.

1.4.2The GEF IWstocktaking meetingis being proposedfor July 2010 as aback-to-backmeeting with theEAS PartnershipCouncil.

1.4.3The SDS-SEAprovides anumbrella strategy forGEF IW projects inthe East AsianRegion and as suchmay be used as the

framework for thestocktaking study.

1.4.2.1Because of the timelimitation to complete aregional study andconduct a regionalstocktaking meeting, theproposed back-to-backGEF IW meeting may beorganized and promotedas an initial review of thestocktaking study. Aregional GEF IWstocktaking meetinginvolving all stakeholderswould then be scheduledlater in the year.

1.4.3.1PEMSEA needs to buildawareness and promotethe SDS-SEA as aframework for collatingand analyzing thecontributions of thevarious GEF-supported

projects to addressingtransboundaryenvironmental problemsand concerns in theregion.

1.4.2.1.1The PRF will discussdetails with the GEFSecretariat and uponconfirmation, PEMSEAwill formally requestSOA China to serve asthe host organization forthe proposed July Jointstocktaking meeting.The request to SOA,including the number ofparticipants attendingthe stocktaking meetingshould be forwarded by31 May 2010.

1.4.3.1.1The PRF will keep theEC members informedof this issue, as well asthe progress with regardto the organization andconduct of thestocktaking study and

meeting.

1.5ExecutiveCommitteeelections

1.5.1In light of PEMSEAstransformation andrelated outstandingactivities, theSecretariatproposed a delay ofEC elections for at

least one year.

1.5.1.1A proposal to delay theEC elections is requiredto be submitted to theCouncil for approval.

1.5.1.2In addition, there is arecognized need toprovide for vice oralternate chairs toensure the continuingparticipation of the EC inthe PEMSEAtransformation process.

1.5.1.1.1The PRF will prepare aproposal to the EASPartnership Councilconcerning a one-yeardelay of EC electionsand providing for vice oralternate chairs.


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AGENDAITEM



1.6PEMSEAPartnershipFund

1.6.1The PEMSEA TrustFund is constitutedby proceeds from

activities supportedby resources madeavailable by PartnerCountries andcollaborators. ThePEMSEA Trust Fundis governed byfinancial guidelinesapproved by the EC.Rules ofprocurement are stillunder developmentfor the Trust Fundoperation.

The PEMSEAPartnership Fund,as described in theHaikou Partnership

Agreement, isdistinct from thePEMSEA TrustFund. The CSAarrangements areexamples of

activities under thePEMSEAPartnership Fund.

1.6.1.1There is a need tofurther clarify thedistinction between

PEMSEA PartnershipFund and PEMSEATrust Fund.

1.6.1.1.1The PRF will update theCouncil on the status ofthe PEMSEA

Partnership Fund andPEMSEA Trust Fundincluding CSAs at theJuly meeting.

2.0 2.1Post-

AssessmentReport on theEAS Congress2009(EC/10/DOC/02)

2.1.1The experiences ofthe EAS Congress2009 can serve asguidance in theorganization andconduct of the EASCongress 2012.

2.1.1.1A comprehensive reviewof the organization andconduct of the EASCongress 2009 isrequired for use inplanning andimplementation of thenext Congress.

2.1.1.1.1The PRF will prepare acomprehensive reviewof the EAS Congress2009, along withrecommendations forthe organization andconduct of the EASCongress 2012, fordissemination and

discussion during theEAS PartnershipCouncil.

3.0 3.1Review ofSDS-SEAImplementation

3.1.1The implementationof the GEF regionalproject is behindschedule in somecountries due to

3.1.1.1There is a need tostrengthen the workingrelationship betweenPRF and National FocalPoints in order to

3.1.1.1.1In cases where delays insignature of MOAspersist, the PRF willmake special efforts interms of personal visits


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AGENDAITEM



delays in signing ofMOAs betweenPEMSEA andNational Focal

Agencies.

3.1.2Communicationbetween the PRFand projectimplementers isconstrained in somecountries because oflanguage constraintsand internalrequirements withrespect to lines ofcommunication.

facilitate timelyconclusion of MOAs andother contractualagreements.

3.1.2.1Regular communicationand collaborationbetween PRF andproject implementers isneeded to ensuresmooth and timelyimplementation ofactivities.

3.1.2.2The EC may be invitedto provide support inaddressingconcerns/matters withthe concerned NationalFocal Points.

to the field andconsultation withconcerned national orlocal agencies in order

to accelerate projectactivities, incollaboration with theNational Focal Points.

3.1.2.1.1The PRF will establishregular communicationand closer collaborationwith National Focal

Agencies andcollaborators at the locallevel in all countries.

3.2

GEFapplication forfunding

3.2.1

PEMSEAstransformationphase (2012-2015)has been previouslynegotiated with theGEF Secretariat forUS$10 million.

3.2.1.1

PEMSEAs applicationneeds to be submitted tothe GEF Secretariat bythe end of 2010. Projectdocumentation needs tolink the project activitieswith the transformedPEMSEA.

3.2.1.1.1

The PRF will prepare aPIF application forsubmission to the GEFSecretariat byNovember 2010.


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C. NEW BUSINESS

4. PEMSEAS FUTURE DIRECTION

4.1. The EC discussed several fundamental issues regarding PEMSEAs identity,

including what is PEMSEA; how will PEMSEA operate in the future; is PEMSEA aninternational organization or a regional organization, etc? Although it is clearlystipulated in the Haikou Partnership Agreement that PEMSEA is a regionalcollaborative mechanism focused on the SDS-SEA, it was noted that the image ofPEMSEA is still largely perceived by Partners as a project.

What constitutes PEMSEA?

4.2. The EC reiterated the importance of operationalizing PEMSEA as a partnershiporganization, comprised of Country and Non-Country Partners, as stipulated in thePartnership Operating Arrangements. It was further noted that there is a need to

jointly plan the activities of PEMSEA with the Partners, to ensure efficient and cost-

effective use of the Partners resources and skills in attaining the objectives andtargets of the SDS-SEA. Hence, the PEMSEA Resource Facility will need tobecome more proactive in its planning and coordination of initiatives under theSDS-SEA framework.

PEMSEAs Status: an international organization or a regional organization?

4.3. The Executive Director of the PEMSEA Resource Facility confirmed that PEMSEAis legally an international organization whose geographic focus is in the EAS region.With its own legal personality, PEMSEA can contract with third parties, receivedonations and obtain properties. Hence, PEMSEA can be an executing agency forfuture projects, including projects supported by the GEF, once the Headquarters

Agreement enters into force.

4.4. The Headquarters (HQ) Agreement with the Government of the Philippines is stillpending. Upon Philippine Senate concurrence in the ratification of the HQ

Agreement, issues such as immunities and benefits provided to PEMSEApersonnel and contractors will be addressed. The HQ Agreement will be submittedfor approval by the Philippines Senate following national elections in May 2010.

A Transformed PEMSEA

4.5. A paper outlining basic principles of a transformed PEMSEA including mission,operating philosophy, strategic direction and financial sustainability was presented.

The EC discussed the issues extensively, the results of which are contained in arevised outline attached as Annex 3.

4.6. Conclusion and decisions of the EC concerning the transformation of PEMSEA aresummarized below:


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AGENDAITEM



4.0 4.1A Transformed

PEMSEA(EC/10/DOC/03)

4.1.1In line with PEMSEAs

transformation, it isintegral to agree on acommon vision for theorganization. Therevised outlineattached as Annex 3provides a startingpoint for thedevelopment of thevision, mission,operating philosophyand strategic direction

of a transformedPEMSEA.

4.1.1.1It is essential that

PEMSEA Partnersare fully engaged indiscussions on theirvision for atransformedPEMSEA.

4.1.1.1.1The PRF will

prepare a draftdocumentregarding atransformedPEMSEA for reviewand discussion bythe EASPartnershipCouncil.

4.2Joint PlanningamongPartners

4.2.1As a Partnershiporganization, PEMSEAshould serve as amechanism forPartners to conduct

joint planning andcollaborative activitiesfor the implementationof the SDS-SEA. A

database on SDS-SEAimplementation wouldalso be helpful.

4.2.2.1

To support jointplanning, the PRFshould be proactive inthe development andimplementation of toolsand services for use bythe Partners, such asgood practices,guidelines, standards,

4.2.1.1There is a need toorganize jointplanning sessionsamong Partners onan annual basis. Tostart the process,the PRF needs towork with thePartners to identify

progress andachievements inthe implementationof the SDS-SEA.

4.2.2.1.1

Procedures arerequired fordeveloping,submitting andadopting PEMSEAgood practices,guidelines,standards, codesand/or directives.

4.2.1.1.1A progress reporton SDS-SEAimplementationfrom 2003 to 2010will be presented tothe EASPartnership Councilin July 2010. Jointplanning sessions

among Partners willbe organized by thePRF with the aim ofdeveloping a 2-5year work programamong Partners forSDS-SEAimplementation,including capacitydevelopment.

4.2.2.1.1

The PRF will beresponsible forpreparing suchprocedures forconsideration bythe EASPartnership Councilin July 2010.


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codes and/ordirectives. Submissionsfrom Partners shouldalso be considered.

4.2.3 Members of the

PC could be invited torepresent PEMSEA inconferences and otherpublic meetings, whereappropriate.

4.3Inclusion ofnew Partners

4.3.1There is an increasedinterest beingexpressed by differentorganizations tobecome a Partner ofPEMSEA. Existing

criteria regarding theeligibility of potentialNon-Country Partners,as contained in thePartnership Operating

Arrangements, is quitegeneral.

4.3.2Existing nationalnetworks of Non-Country partners may

be tapped to assist inthe nationalimplementation of theSDS-SEA.

4.3.1.1Criteria on theinclusion of newPartners need to berevisited, and aclear guidelinedeveloped,

includingconsideration of:Non-CountryPartners withregional coverage,objectives andcapacities.

4.3.1.1.1A guideline on theeligibility criteria forapplication asNon-CountryPartners ofPEMSEA will be

drafted for reviewby the EC.

4.3.2.1The PRF willexplore possiblecollaboration or

linkage withnational networksof Non-CountryPartners to assist innationalimplementation ofSDS-SEA.


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5. OTHER MATTERS

AGENDAITEM



5.0 5.13rdEASPartnershipCouncilMeeting

5.1.1

The 3rdEASPartnership CouncilMeeting will be held atInner Mongolia, PRChina. The Councilmeeting is a 5-dayevent, from 26 to 30July 2010, providingone day for theproposed GEF IWstocktaking meeting.

5.1.1.1

This is an importantmeeting for allPartners since amain focus of themeeting is planningfor thetransformation ofPEMSEA.

5.1.1.1.1

The provisionalagenda andmeeting documentswill be circulated toCouncil membersat least two weeksbefore thescheduled meeting.

5.2UNCSDConference

5.2.1One of the keyinternational ocean-related events is theUnited NationsCommission onSustainableDevelopment (UNCSD)Conference on Oceansand Seas scheduled in2014.

5.2.1.1The UNCSDConference onOceans and Seasin 2014 is animportant event forPEMSEA toshowcase theprogress andachievementsmade in SDS-SEAimplementation.

5.2.1.1.1The PRF willprepare a workingdocument for theUNCSDConference onOceans and Seas2014 for review andcomment by thePartners during theEAS PartnershipCouncil meeting in

July 2010.


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D. CLOSING

i. The Chair of the EC expressed his appreciation to SOA and the Government ofPR China for co-organizing and hosting the EC meeting and declared themeeting closed at 6:30pm.

***


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Annex 1

6THEXECUTIVE COMMITTEE MEETING

12-13 March 2010, Beijing , PR China

Provisional Agenda

12 March (5pm onwards with working dinner)

Previous business

1. EC decisions 20092. EAS Congress 2009: outcomes; conclusions and recommendations; financial report3. SDS-SEA implementation: project budget 2010; project extension to 2012

13 March (9am 5pm)

New business

4. The future of PEMSEA as an international organization

4.1 IssuesPEMSEA structure and organizational arrangements; sustainability plan;PEMSEA management and administrative system; human resource needs andcapacities; financial plan.

4.2 ProcessEC experts group; technical working group; GEF IW stocktaking meeting;

Consultations with Partners and collaborators

4.3 Work plan and schedule

4.4 Expected outcomesPEMSEA governance and management system; PEMSEA operating andadministrative rules, regulations and procedures; financial plan; sustainabilityplan; human resource management plan; GEF project proposal

5. Other Matters

5.1 3rd EAS PC agenda

5.2 other matters

***


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Annex 2

List of Participants

Executive Committee

Dr. Chua Thia-EngCouncil ChairEAS Partnership CouncilEmail: [email protected]

Dr. Li HaiqingIntergovernmental Session ChairEAS Partnership Council1 Fuxingmenwai Avenue, Beijing,100860Peoples Republic of China

Tel: 86 10 6804 2695Fax: 86 10 6804 8051Email: [email protected]

Mr. Hiroshi TerashimaTechnical Session Chair1-15-16, Toranomon, Minato-KuTokyo, JapanTel: +81 3 3502 1828Fax: +81 3 3502 1834Email: [email protected]

Prof. Raphael P.M. LotillaExecutive DirectorPEMSEA Resource FacilityDENR Compound, Visayas Avenue,Quezon City, PhilippinesTel: +63 2 929 2992 loc. 108Fax: +63 2 926 9712Email: [email protected]

PR CHINA

Dr. Zhang Zhanghai

Director GeneralDepartment of International CooperationState Oceanic Administration1 Fuxingmenwai Avenue, Beijing,100860Peoples Republic of ChinaTel: +86 10 6806 0086Fax: +86 10 6803 0799Email: [email protected]

Prof. Mao Bin

Senior Ocean Management ConsultantDepartment of International CooperationState Oceanic Administration1 Fuxingmenwai Avenue, Beijing100860Peoples Republic of ChinaTel: 86 10 6801 9791Fax: 86 10 6804 8051Email: [email protected]

Mr. Liang FengkuiDivision Director

Department of International CooperationState Oceanic Administration1 Fuxingmenwai Avenue, Beijing100860Peoples Republic of ChinaTel: 86 10 6801 9791Fax: 86 10 6804 8051Email: [email protected]

Mr. Lu XingwangProgram AssistantDepartment of International Cooperation

State Oceanic Administration1 Fuxingmenwai Avenue, Beijing100860Peoples Republic of ChinaTel: 86 10 6801 8051Fax: 86 10 6804 8051Email: [email protected]

OBSERVER

Mr. Takashi ICHIOKAGeneral Manager

Policy Research DepartmentOcean Policy Research Foundation1-15-16, Toranomon, Minato-KuTokyo, JapanTel: +81.3.3502.1965Fax: +81.3.3502.2127E-mail : [email protected]


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PEMSEA SECRETARIAT

Mr. S. Adrian RossChief Technical OfficerPEMSEA Resource FacilityDENR Compound, Visayas Avenue,

Quezon City, PhilippinesTel: +63 2 929 2992 loc. 116Fax: +63 2 926 9712Email: [email protected]

Dr. Won-Tae ShinProgramme SpecialistPEMSEA Resource FacilityDENR Compound, Visayas Avenue,

Quezon City, PhilippinesTel: +63 2 929 2992 loc. 106Fax: +63 2 926 9712Email: [email protected]


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Annex 3

Sheet 1: Basic Principles of a Transformed PEMSEA


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Sheet 2: Development of the SDS-SEA Implementation Plan


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Sheet 3: Outline of the PEMSEA Partnership Plan


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Sheet 4: Working Group on Re-Engineering of the PRF