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Chair's Summary
Eighth
APN Inter-Governmental Meeting
13-14
March 2003, Hanoi, Viet Nam
Representatives attended the meeting from Australia, Cambodia,
China, Indonesia, Japan, Lao P.D.R., Malaysia, Mongolia, Nepal,
New Zealand (who is also SPG Co-Chair), Pakistan, Philippines,
Republic of Korea, Sri Lanka, Thailand, USA, Viet Nam, APN Liaison
Officers, and observers from ENRICH, IAI, IGBP, IHDP, the Millennium
Ecosystem Assessment, START, and the other Co-Chair of the APN
Scientific Planning Group. The list of participants is given
at Attachment
1.
1. Opening
The APN Secretariat Director, Mr. Sombo Yamamura, introduced
Honoured Guest, Dr. Cong Thanh Nguyen, Vice Minister, Ministry
of Natural Resources and Environment, Viet Nam, and invited
him to make an opening statement. In his speech, Dr. Nguyen
outlined Viet Nam's environmental protection measures, which
have been greatly bolstered with support from international
organisations, such as APN. Dr. Nguyen also highlighted Viet
Nam's involvement in international climate change issues, for
example, the UNFCCC and the Kyoto Protocol.
The Secretariat Director thanked
Dr. Nguyen for his comments, as well as the Ministry of Natural Resources and
Environment
and Mr. Xuan Bao Tam Nguyen for hosting the meeting and for
their organisational contributions. The Director also noted
his appreciation to all delegates and observers for their participation
in the meeting, which promised to be very productive.
2. Election of Officers
*1 Dr.
Duc Hai Tran was elected as Chair. Dr. Michael Stoddart
of Australia and Mr. Feng Gao of China were elected as Vice-Chairs.
3. Adoption of Agenda
The agenda was adopted as proposed.
4. Review
of Activities 2002/03 from the Secretariat
The APN Secretariat reviewed the year's achievements. Since
the 7th IGM efforts have been made to mobilise financial resources.
The first APN synthesis (land use and cover change) is in the
process of completion. A draft synthesis report has been prepared
and is being reviewed by the assigned workshop editorial committee.
This report will be integrated into the 2002/2003 annual report.
An APN/START awareness-raising symposium was convened in Northeast
Asia and one symposium and two workshops were held in Kobe.
However, the APN/START workshop planned to be held in Uzbekistan,
Central Asia, has been postponed. A new date will be circulated
to APN members in due course. The Secretariat also pointed out
that several missions were made, thus highlighting that APN
is a regional network with a global presence. It was pointed
out that the Steering Committee had also recommended that the
APN Secretariat provide more information on which global change
related meetings are being held and involve the Steering Committee
in discussions on which meetings the Secretariat should attend
in the future.
Action: Secretariat
A Summary of the 2002/2003 activity, project
and regional reports was presented. The Secretariat highlighted the new APN
publication: Projects, Activities and Regional Reports. In addition,
project reporting procedures and the provision of guidelines
to project leaders who request extensions to their reports and/or
projects were also discussed.
The New Zealand national Focal Point/SPG Co-Chair, Dr. Andrew
Matthews, emphasised that APN should be moving in a direction
that promotes professionalism in order to secure and maintain
the interest and involvement of prospective funding bodies and
other stakeholders, and to show that APN is, in fact, a key
player in the global change community. The professional quality
and content of the reports submitted by project leaders was
also highlighted as being of key importance, particularly any
peer-reviewed journal publications that were a direct outcome
of an APN-funded project.
The Secretariat reported SPG recommendations that, under
the "Basic Guidelines for Project Extensions," the
Secretariat:
- State that only "no-cost extensions" will be considered;
- Change the wording of "proposal" to "detailed request;"
and
- State that the "detailed request" must be submitted
at least 3 months prior to the originally scheduled official
end of the project.
In the initial award letters to proponents, the APN Secretariat
is to emphasise that:
- The final 20% of each grant will be remitted only on
receipt of the Final Activity Report and Final Financial
Report as stated in the APN contract.
The IGM approved these recommendations.
Action: Secretariat
5. APN Liaison Officers' Annual Reports 2002/2003
The Secretariat introduced the APN Liaison Officers (APN
supporting officers in the START Regional Centers) and their
mandate under the APN Research Framework. The Liaison Officers
then provided a regional overview of their past year's activities.
The IGM acknowledged
the Liaison Officer's potential to contribute to the goals of APN, particularly
through dissemination
of information and networking. It was noted, however, that the
Secretariat should consider ways to consolidate their role.
Communication and networking between national Focal Points and
Liaison Officers also needs to be improved. The Secretariat
recommended that to further promote communications with Liaison
Officers and Project Leaders of APN-supported projects in their
region, initial award letters to Project Leaders should include
Liaison Officer contact details. Project Leaders are also to
be encouraged to contact the APN Liaison Officer for their region.
Action: Secretariat, national Focal Points
and Liaison Officers
6. Financial reports and 2003/2004 budget
The Secretariat presented the Final 2001/2002 Financial Report
for the fiscal year ending March 2002, the Draft 2002/2003 Financial
Report and the proposed 2003/2004 Budget. Delegates were asked
to consider and approve each of these.
The IGM recommended that the reference
to taxes be clarified
to make it clear that the word "consumption" be removed and
state "tax" in the proposed 2003/2004 budget.
All financial items were accepted and adopted.
Action: Secretariat
7. Financial Resources
The Secretariat outlined 2002 efforts at mobilising financial
resources from Australia and New Zealand, and described the
establishment of the ad hoc resources development committee.
The IGM acknowledged
and thanked Australia for their contribution. The Australian national Focal Point,
Dr. Michael Stoddart, announced
that the Australian contribution is earmarked for the CAPaBLE
programme.
The New Zealand national Focal Point stated that the New
Zealand government welcomes the CAPaBLE Programme and will contribute
NZ$ 10,000 to the programme. The IGM thanked New Zealand.
The IGM approved the
establishment of an Ad Hoc Resources Development Committee (Australia, China,
Japan, Malaysia, New
Zealand, Republic of Korea, Sri Lanka, Thailand and the USA)
with the following terms of reference:
- The Committee will be opened to every national Focal
Point (or FP may designate someone to act on their behalf);
- The Committee will elect a Chair;
- The Chair will attend the Steering Committee Meetings;
- The Committee will work through electronic means and
the Chair will report to the 8th Steering Committee Meeting
in December and then to the 9th IGM in one year's time;
- A project development mode to mobilise funds may have
to be established to seek funding – this could be
aided by the SPG; and
- Specific method needs to be developed when approaching
individual funding agencies.
Action: Ad hoc Resources Development Committee
8. Proposals Process
The Secretariat reported on the pre-proposal and full proposal
stages in the assessment of 2002 proposals and the recommendations
for confirmation of multi-year projects. A total of 52 pre-proposals
were received in the June 2002 pre-proposals round. The Secretariat
reported that the pre-proposals stage for this year is a success
and the IGM agreed that APN distribute a questionnaire to pre-proponents
from previous years for feedback. The results of the questionnaire
are then to be disseminated to the APN members.
Action: Secretariat
The Secretariat received 56 full proposals in the September
2002 proposals round (one additional proposal was later submitted
as an output of the APN/START Northeast Asia awareness raising
symposium). In the Rapid Assessment Stage only one proposal
was considered "unsuitable" and rejected. Therefore, 56 proposals
proceeded to the first stage of the review process by the SPG.
Of these, 27 proposals, i.e., 48% advanced to the final stage
of the proposal review process. The success rate of the proposals
stage is to be disseminated on the APN website.
Action: Secretariat
The Proposals Review System and options to reduce the burden
on both the Small Group and the SPG reviewers was discussed.
The IGM approved the recommendations for a revised process that
is used on an interim basis and prior to being presented for
formal adoption at the 9th IGM.
The IGM agreed that:
- The Rapid Assessment Stage continue, but more refined
criteria be established in the Rapid Assessment Stage guidelines
for Small Group members;
- More refined criteria be established in the Reviewer
Guidelines for SPG members and that the scoring system currently
in place remains;
- The Secretariat work with the Global Change Programmes
in creating a list of external reviewers who can be asked
to review APN proposals (in their respective areas of expertise)
that are short-listed for Stage 2; and
- Selected external reviewers are to be asked to comment
on the proposals but not provide a score.
Action: Secretariat and Steering Committee
Per diem rates were discussed and it was noted that the per
diem rates were provided as guidelines only and that the rates
are negotiable. It was further emphasised, however, that cost-effectiveness
was extremely important to effectively maximise the amount of
funds available for actual scientific activities.
9. Scientific Planning Group Report
Dr. Andrew Matthews, Co-Chair of the Scientific Planning
Group read through the Co-Chair Summary of the 8th SPG Meeting.
The following
points were clarified for the IGM:
- The promotion of professionalism is important;
- The Secretariat should provide more information on which
global change meetings are being held and involve the Steering
Committee in discussions on which meetings the Secretariat
should attend in the future;
- The proposals review system should be made even more
effective;
- Communication between Liaison Officers, SPG members
and national Focal Points is important;
- The APN should develop a systematic approach to Capacity
Building (initially through CAPaBLE);
- The SPG strongly recommended that the CAPaBLE Programme
be adopted as an integral activity of APN;
- An Annual Report would be very important in terms of
how APN presents itself to the Global Change community and
the outside world;
- It is important for APN sponsored scientists to submit
peer-reviewed literature in order for APN to receive credit
for its contributions to international assessments;
- The current Key Scientific Priorities of APN should
be reviewed by the 9th SPG/IGM; and
- Dr. Moten of Malaysia would be standing down as SPG
Co-Chair and that Dr. Muhammad of Pakistan would be his
successor.
The IGM expressed its appreciation for the work of the SPG
members, and SPG Co-Chair's.
10. 2003/04 Funded Projects
Dr. Matthews, as SPG Co-chair, presented to the IGM for their
approval those recommendations for continuing Multi-Year Projects.
He emphasised that the recommendations were based on the progress
reports and other supporting evidence submitted by the project
leaders. Multi-Year Projects were approved by the IGM. Dr. Matthews
explained the rationale behind the SPG recommendations for funding
proposals short-listed at Stage 2 of the Proposals Process.
The SPG rating for scientific excellence and average score were
used as the main basis for the funding recommendations. Other
major factors included budgetary aspects and the number of high
scores.
The IGM approved the funding recommendations made by the
Scientific Planning Group as follows:
A list of these projects is provided as Attachment
2.
The IGM pointed out that those projects approved to provide
funding support for other meetings or conferences should be
awarded with the specific condition:
That the Asia-Pacific participants selected
to attend get together informally to discuss mutual and beneficial cooperation
for their respective countries and for the region.
11. APN Network & Capacity Building Programme
The Secretariat provided an overview of the networking and
capacity building programme.
The SPG meeting suggested that holding "awareness raising
symposia" has run its course and that future APN Networking
and Capacity Building activities could incorporate the following:
- Networking expansion through the Pacific Island Summit
(being held in May 2003) and through the APN Liaison Officers;
- Enrichment of the APN website as a tool for Networking
support and expansion
- Further encouragement of Networking of adjacent countries;
and
- Linking with the CAPaBLE Programme for a more systematic
development of the APN capacity building programme and its
activities.
The IGM approved the SPG recommendations.
12. CAPaBLE Programme
The IGM considered the CAPaBLE Programme an excellent opportunity
and agreed that the programme is compatible with APN objectives
and facilitating APN's approach to capacity enhancement and
capacity building in a more systematic manner. The IGM congratulated
the Ministry of the Environment of Japan and the Hyogo Prefecture
Government for initiating this programme.
The IGM:
- Noted that criteria contained in page 7 of the proposal
for developing country experienced scientists of the comprehensive
research projects should be modified to read:
- "Be led by developing country experienced scientists
who meet at least one of the following criteria;"
- Endorsed the mandates contained in Appendix 2 of the
CAPaBLE proposal;
- Suggested that the secretariat present a review of the
progress of the Programme at the 9th IGM and mandates be
modified if required;
- Suggested that a full analysis be carried out at the
9th IGM and discussions be held on how to effectively implement
Phase II of the Programme; and
- Welcomed the additional financial contributions from
Australia and New Zealand.
The New Zealand Focal Point, Dr. Matthews, emphasized that
the government of New Zealand was highly supportive of the programme
and, as a result, wished to contribute financially to CAPaBLE.
He further emphasized that New Zealand involvement in CAPaBLE
is an opportunity to build indigenous capacity to deal with
the global change tasks ahead of us.
The IGM approved that the CAPaBLE Programme
becomes an integral activity of APN.
Action: Secretariat and Steering Committee
13. Ongoing/proposed APN activities
The Secretariat presented the following activities:
- APN-IAI Joint Activity
The
IGM agreed that APN should further explore a future joint activity. A
Climate Change-related activity will be discussed
and the following themes will be considered:
- Asia Pacific Environmental Innovation Strategy Project
(APEIS)
APEIS capacity building activities will be continued. However,
the selection process for APN participants will not only involve
national Focal points, but SPG members will also take an active
role in nominating APN participants. It was re-iterated further
that communications among APN members is very important.
- Global Change Coastal Zone Synthesis
A proposal for a Global Change Coastal Zone Synthesis was
presented. The IGM approved this proposal and emphasised ongoing
and progressive work for effective contribution to international
assessments.
- 3rd World Water Forum and Pacific Island Summit
The secretariat provided information on its involvement at
the 3rd World Water Forum and the Pacific Island Summit. Relevant
outcomes to these meeting will be disseminated to APN members.
The IGM noted that it is strongly in favour of the APN being
represented at the Pacific Island Summit and asked that the
Secretariat liase with the Ministry of Foreign Affairs and the
Ministry of the Environment, Japan.
Action: Secretariat
These activities were accepted and approved by the IGM.
14. APN Annual Report
The Secretariat introduced plans to publish an annual report,
which would highlight APN efforts at promoting global change
research. The role of an Ad Hoc Annual Report Committee was
discussed and, the draft contents presented. The template contents
page incorporated SPG recommendations that the annual report
be attractive, visionary, and include accomplishments.
The IGM agreed that:
- The report be kept to a maximum of 32 pages in length
to minimise costs; and
- Ensure that references to planned activities be fully
up-to-date.
Action: Secretariat and Ad Hoc Annual Report
Committee
15. Preparation for 10th Anniversary
The Secretariat presented plans for preparation of the 10th
anniversary of the APN in 2005 and highlighted the need to evaluate
APN scientific activities since its establishment. In addition,
a new 5-year strategic plan should also be issued.
The IGM approved plans outlined
by the Secretariat for review of the APN's scientific progress and summarizing
the APN's
achievements.
The IGM decided, however, that:
- The Steering Committee work on defining "cross-cutting"
in the context of APN for the next Strategic Plan.
Action: Secretariat and Steering Committee
16. APN Contribution to IPCC 4th Assessment Report*2
The IGM agreed that APN contribution to IPCC Assessment Reports
is important, however, this process must be handled carefully.
The IGM also approved
the SPG recommendation that as the IPCC is a review process project leaders should
be encouraged
to produce peer review papers and, should a peer review publication
result then reference to APN contribution should be made.
Action: Secretariat
17. Membership Development
The
Secretariat presented membership development and the IGM encouraged the attainment
of a national Focal Point and
SPG member for Bangladesh, and national Focal Point for the
Russian Federation. The Secretariat will seek assistance of
APN national Focal Point for Cambodia concerning the nomination
of a SPG member by the Government of Cambodia.
Action: Secretariat
The Secretariat also explained that possible avenues for
collective representation of Pacific Island Countries are on-going.
The IGM approved that the Secretariat, in consultation with
the Steering Committee, approach Brunei and Singapore regarding
the possibility of APN membership.
Action: Secretariat and Steering Committee
18. Next Meeting
The Secretariat explained that discussions are well advanced
with a member country concerning hosting the 9th SPG/IGM and,
upon official approval the Secretariat will inform APN members
and observers of the venue and tentative date.
Action: Secretariat
19. Any Other Business
The Secretariat is to explore opportunities to streamline
annual APN meetings, and to stabilise the Secretariat workload
throughout the year.
Action: Secretariat
20. Presentations
- "Global Change and Ecosystems in the 6th Framework
Programme on RTD of the EU – Perspectives and Chances
for Co-operation"
Christian Patermann, ENRICH
- "The
Millennium Ecosystem Assessment: Current Status
and Progress Update"
Marcus Lee, Millennium Ecosystem
Assessment
- "Antarctica
- in from the Cold"
Michael
Stoddart, Australian Antarctic Division
21. Closing
The Chair invited the Secretariat Director to make his closing
remarks. The Director thanked all participants, Chair Mr. Duc
Hai Tran and Vice-Chairs Dr. Stoddart and Mr. Feng, and informed
the IGM that a Steering Committee meeting will be held following
the IGM to discuss the most effective implementation of the
decisions taken.
The IGM expressed its sincere appreciation to the Government
of Viet Nam for the excellent arrangements done for this 8th
Inter-Governmental Meeting, and also thanked the Secretariat
for their efforts.
[1]Dr.
Duc Hai Tran was unable to Chair the meeting due to unforeseen circumstances,
hence the election of two Vice-Chairs.
[2] This item summary has been modified after Steering Committee consideration. |
