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| Report on the ICIA Task Force meeting 15 May 2002 �Commission for EIA � Utrecht, The Netherlands |
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| Present at the meeting: Niek Ketting (chairman), Lieselotte Feldmann (EU), Carlos Dora (WHO), Yaw Amoyaw-Osei (EPA Ghana), Mauricio Castro (CCAD), Steven de Bie (Shell International), Jenny Heap (WWF), Jules Scholten (Commission EIA), , Toni Mancusi (student intern), Liduina Wildenburg (Commission EIA) Not present: Peter Leonard (Hydro Quebec and IAIA), Warren Evans (ADB). Reinoud Post (Commission EIA) 1. Welcome and adoption of the agenda * Maarten Smies has been transferred by his company to Teheran. Therefore, regretfully he must resign from the Task Force. In his place Steven de Bie, Sustainable Development Manager with the Sakhalin Energy Investment Company (in which Shell International participates), will join the Task Force. Welcome to Steven! * Peter Leonard sends his regrets. He had expected to be able to attend on his return from business for Hydro Quebec in Asia but he had to extend that trip. * Warren Evans also sends his regrets. The Task Force meeting coincides with an important meeting of the ADB that he has to attend. * Reinoud Post is also unable to be present. He is on a site visit in Mali for the Commission for EIA. 2. Report and points of action of the meeting on 5 March 2002 The report is adopted and the action points discussed. A new list of Action Points will be drawn up as result from this meeting. (See point 10) 3. Request financial support 2nd phase ICIA and financial commitment for the actual operation of the ICIA The budget for the current preparatory phase is � 200,000. So far we have received an indication from the EC to contribute � 50,000 however, on the condition that other stakeholders must commit themselves for the balance. Part of the contribution that was already pledged by the Rabo Bank last year is also available for the current phase: � 7,000. On March 8 a letter was received from AKZO NOBEL company pledging � 5,000 as a one time contribution for the preparation of the ICIA. WWF has contributed � 6,837. Therefore, most of the ongoing expenses for the preparation of the ICIA are currently borne by the Dutch EIA Commission. This is a situation that cannot go on beyond the next stakeholder meeting on 17 June at The Hague. No contributions have been pledged for the operational phase in spite of the fact that all stakeholders and many other parties have been sent letters requesting financial commitment. Several responses were received but unfortunately, they did not lead to commitments. It is concluded that there is much moral support but so far there is little financial support. This must be redressed if the initiative is going to proceed. In the coming weeks till 17 June all efforts must be concentrated on securing the necessary funding. It is agreed upon that the ICIA should start with a pilot phase of three years. This will limit the financial exposure at first and allow the ICIA to gather sufficient experience and credibility. In the first year 5 requests for advice can be dealt with and in the second and third years 10 requests for advice: all together 25 projects. Salaries must be based on the United Nations scales and the budget must show items where a reduction in the costs can be made, e.g. host city / country is willing to offer office facilities at no cost or at a reduced cost; stakeholders are willing to make experts available without charging professional expert fees. The secretariat will prepare a new budget for the pilot phase on the basis of these assumptions. The most potential stakeholders will be approached and there will be follow up by phone and e-mail. Foundations will also be contacted and requests made. The Task Force members will also approach a number of stakeholders: Dfid (Jenny), EIB (Lieselotte), ILO (Jenny), Rio Tinto (Jenny), IPIECA / OGP (Steven), Inter American Development Bank (Mauricio), South Africa (Yaw), OECD (Jenny), Ford Foundation (Mauricio) and SIDA (Jenny). Jenny approached SIDA already. SIDA might be interested if there is a clear relationship between the initiative and sustainable development. Jenny will prepare a one page statement and try again. 4. Organisation and structure of the ICIA The case studies prepared by Toni Mancusi are well received. On that basis it is agreed that the ICIA should start as a stand alone foundation under national law of the host country and that the need for internationalisation should be studied and evaluated during the pilot phase. The case study will be extended with the example of the European Forest Institute (EFI) at Joensuu in Finland that has gone through the same development. The ICIA should be a stakeholder organisation and have a two tier internal structure. During the pilot phase, the ICIA should have a light structure anyhow. 5. Mission Statement There is discussion about which stakeholders should consent to involving the ICIA. In the current draft it is stated that in order to safeguard the sovereignty of countries that the ICIA can only be involved when the competent government consents. The point is made that other key stakeholders (developer / proponent and investor) should agree as well before the ICIA can proceed. This will be changed in the drafts of the two versions. Another point of discussion concerns mentioning health and poverty aspects as subject of the impact assessment. The WHO would like to see these aspects mentioned specifically. That will be added. Lastly, there is discussion about the matter of stakeholders being able to successfully call on the services of the ICIA in reviewing pre-feasibility studies in relation to keeping these reviews confidential or not. The feeling is that such involvement must be possible but that also these reviews should be public. There remains the question how expenses for preparing such advice should be met: either from the general fund or by charging the requester directly. 6. Selection criteria for the seat of the secretariat The following criteria have been mentioned for the seat of the secretariat (during the pilot phase): * good accessibility by plane, train and road transport * consistent and reliable amenities for running the office, e.g. reliable supply of electricity, water, heating /climate control, public transport, communication * reliable recruiting possibilities for administrative and support staff * stable political situation * attractive living, housing and schooling conditions in order to attract well qualified staff * host city and country are interested to offer office facilities and no or at reduced cost and are willing to grant permits to stay for ICIA�s staff * potential for easy change over from a foundation under national law to an international organisation * proximity of other international organisations and bodies * proximity of the Netherlands Commission for EIA in view of possible back up in running the office and independent expert panels. In view of these criteria the Netherlands and the city of The Hague would present a suitable venue for the secretariat. 7. Operational principles and Manual for its working group experts The members of the Task Force are satisfied with the draft documents. Further development will take place when ICIA is becoming reality. 8. Commissioning the business plan and the by-laws Action is postponed until ICIA becomes a reality. 9. Accreditation at WSSD Johannesburg The Netherlands Commission for EIA has applied for accreditation with the WSSD secretariat in New York. The Netherlands Commission is doing this on behalf of the ICIA as only existing organisations can apply for accreditation. Accreditation will open the possibility for launching the ICIA at a side vent of the WSSD. 10. List of action points A list of action points must be made and checked for progress every week. The first list is as follows: Action Points arising from the Task Force Meeting on May 15 at Utrecht * Secretariat: prepare letters for the key stakeholders reminding them of the request for financial support. The letters must also ask for an indication about the kind of projects that will be presented for the ICIA�s involvement. Focus on pilot phase for three years. Some of these letters will be sent through the Task Force members for forwarding the letter with a covering letter: Additional stakeholders and interested parties: Dfid (Jenny), EIB (Lieselotte), ILO (Jenny), Rio Tinto (Jenny), IPIECA / OGP (Steven), Inter American Development Bank (Mauricio), South Africa (Yaw), OECD (Jenny), Ford Foundation (Mauricio). Follow up on these letters with phone calls. * Secretariat and Task Force Members: Check every week on progress in completing the action points and particularly on progress in securing financial support as this is crucial for success. The result must be available at the stakeholder meeting for the go / no go decision. * Secretariat: prepare a budget for the three year pilot phase, 5 to 10 advices per year at a roughly estimated all in cost of � 500,000 annually. Show in the budget where cost reduction can take place e.g. when the host country will provide office facilities free of charge and when stakeholders are willing to contribute experts without professional fees. * Niek Ketting: contact Hans Weyers, chairman of WWF, The Netherlands for financial support and find out if Rudolf de Korte is still with the EIB. If so, contact him. * Niek Ketting: contact ministers Pronk and Herfkens through their departments. * Jenny Heap: will contact SIDA again and prepare a one page statement on the importance of IA for sustainable development. Jules will look up the paper prepared by Robert Goodland and Jean Roger Mercier of the WB on this subject. * Secretariat: adjust the Mission Statement on the basis of the discussion on May 15. Send this revised Mission Statement to Carlos so that he can prepare the response by the WHO. * Task Force Members: identify the VIPs for the launch of the ICIA at Johannesburg (Mrs Brundtland � Carlos, Simon Upton � Jenny, Mrs. Walstr�m � Lieselotte, Jan Pronk � Niek, Achim Steiner � Jenny, Mr. Le Fage � Jenny, Shell VIP � Steven, WB VIP � Mauricio, African ministers � Yaw, ADB VIP � Warren, E7 VIP � Peter). * Mauricio: will give an example of a business plan. * Carlos: will give the salary scales for the UN as reference for the ICIA budget. * Mauricio: will contact Ricardo Anguizola, Administrador General of Panama for attending the 17 June stakeholder meeting. 11. Next meeting The next meeting is scheduled for 17 June when the stakeholders group will meet again. That meeting will take place in The Hague on the day prior to the start of the IAIA�02 annual conference. The meeting place is the Netherlands Congress Centre, Churchillplein 10, where also IAIA�02 will be held. The meeting is closed at 3.00 p.m. precisely. |
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