Minutes 25th HAP Board Meeting 2013_05_14 - HAP International

Minutes of the 25th Meeting of the Board of HAP International,
held in Geneva on 14 May 2013
Present: Lisa Henry Chair
Anabel Cruz
Board member
Bijay Kumar
Board member
Elisabeth Ferris
Board member
Esther Mujawayo-Keiner Board member Item 3 onwards
Jemilah Mahmood Board member
Manzoor Awan
Board member
Matthew Carter
Board member
Nick Guttmann
Board member
Marian Casey-Maslen Executive Director
David Loquercio Secretariat Items 3 & 8
Nyagoy Nyong’o Secretariat Item 3 & 8
Smruti Patel Secretariat Item 3 & 8
Viktoriya Oberson Secretariat Items 3 to 5
Karen Glisson Secretariat Minutes
Apologies: Rein Paulsen Treasurer
Rezaul Chowdhury Board member
Zainab Raza
Vice-Chair
1. Welcome, introductions and adoption of agenda
1.1 Dr Manzoor Awan steps down from Board: Dr Manzoor ends his affiliation with Sungi
Development Foundation to take up the post of Associate Country Director of Oxfam in
Pakistan. The Board offered congratulations on his appointment. He now steps down from
the Board, and Sungi Development Foundation will be asked to recommend a substitute,
who shall be subject to a majority vote of HAP International full members.
1.2 Award for Dr Jemilah Mahmood: Jemilah has been selected as the first winner of the Isa
Award for Services to Humanity. The award committee praised her ‘visionary work … and
unlimited desire to help others …’ The Board offered their congratulations for this great
recognition of her work and commitment.
1.3 Adoption of the agenda: This was adopted, with the addition of an item on the upcoming
elections to the Board.
Minutes of the HAP International Board Meeting held 14 May 2013
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2. Approval of the minutes of the 24 th meeting of the Board
2.1 Minutes of the Board meeting held 31 October 2012: The minutes were approved by
the Board with no amendments or additions.
2.2 Matters arising:
Action 3.2.1 Governance guidance document revision: The final document will be
circulated to current Board members and shared with all new Board members in future as
part of their orientation.
Action 4 (from actions from April 2012 meeting) Protocols for Board office holders:
The working group pointed out that there are clear protocols for the office bearers on the
Board, and that there is no body recognised in these as an ‘Executive Committee’ of the
office bearers. They therefore proposed following these existing protocols rather than
considering an amendment to the Statutes at this time. This was agreed by the Board.
Action 4.4 HAP JSI Group: David Loquercio has been elected as the Secretariat staff
representative for the Joint Standards Initiative Humanitarian Standards Forum in Geneva,
27 June, and for ongoing issues relating to JSI as it affects the HAP Secretariat.
3. Secretariat Report, November 2012 to April 2013
3.1 Secretariat Report: The Executive Director presented the Secretariat Report, outlining
the volume of work currently underway in all the sections of the Secretariat. She
highlighted the critical issues to be dealt with in the next few months; the certification
compliance criteria on working with partners, the review of the current certification model
and the exploration of an alternative model for certification for federated agencies. She
noted that two staff members are leaving the organisation, Smruti Patel and Gregory
Gleed, and expressed appreciation for their hard work and valuable contribution over the
years. She announced the appointment of Michel Dikkes as Assistant to the Policy Team
on a three month contract.
3.2 Membership fee defaulters: The Secretariat sought the Board’s advice on following up
organisations which do not pay their membership fees and/or fail to meet the annual
reporting requirement. The Board suggested that the Secretariat try to speak directly with
the relevant person by telephone, to find out why the organisation has defaulted. It may be
that they need more support or that they have an unresolved issue with HAP. For
continuing defaulters, the Secretariat should present the Board with a list once per year,
and the Chair will then write to them herself. Membership Services were encouraged to
have monthly teleconferences to keep the lines of communication with members open.
3.3 HAP complaints handling: Smruti Patel explained to the Board that the HAP complaints
policy review was completed in April 2012, and eight complaints had been received during
Minutes of the HAP International Board Meeting held 14 May 2013
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the year. Furthermore, advice was given to a number of organisations on the handling of
specific complaints and a list of complaints focal points for member agencies was
established. The Board asked the Secretariat to encourage the complaints focal points to
maintain and increase their efforts, not only to have their own functioning complaints
system but also to share widely the information about the HAP complaints mechanism.
4. Finance update and report
4.1 2012 accounts: Viktoriya Oberson presented the audited accounts. Jemilah moved to
approve them, and Bijay seconded the motion. They will now be circulated to our
members and our donors. Viktoriya confirmed that CHF 200,000 carried forward from
2012 has been placed in a secure account to start a formal reserve.
4.2 First quarter 2013 accounts: Viktoriya reported on the first quarter for 2013 -
expenditures are on track, and 62% of membership fees have been received. It was noted
that some organisations are experiencing difficulties in making payments to HAP through
the international bank transfer system.
4.3 2013 funding update: So far, 69% of the revised budget for 2013 is funded. Several
possible donors have been approached to make up the shortfall. Board members offered
assistance with identifying additional donors (see action, below).
Action: Approaches to be made to DFID (Matthew & Nick), the government of Norway
(Lisa), SCHR (Matthew & Nick), attendees at the Isa Award Ceremony (Jemilah).
4.4 Revised budget 2013: The Secretariat has cut 15% of the activities budget, reducing the
funding gap from 36% to 31%. The Board approved the revised budget. The Chair
requested that there should be a review of the situation, and further revision of the budget,
if necessary, at the end of August.
Action: Secretariat to review funding situation and revise budget further, if necessary, at
the end of August.
5. Fundraising issues
5.1 Board fundraising committee terms of reference: The following Board members
agreed to be on the Board fundraising committee: Lisa, Matthew, Jemilah and Annabel.
Rein was put forward, also. They will start by revising the draft terms of reference.
Action: Marian and Viktoriya to move forward with organising a revision of the draft terms
of reference by the new Board fundraising committee.
5.2 Discussion paper on HAP funding strategy: It was agreed that it would be better to wait
for the outcome of the Joint Standards Initiative process before finalising the funding
Minutes of the HAP International Board Meeting held 14 May 2013
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strategy, as this might have such a significant impact on our approach. It was, therefore,
agreed to resume the discussion after the General Assembly in October.
6. General Assembly
6.1 Dates: It was agreed that the Board meeting will take place on Monday 28 October, a
learning event (open to members and non-members) on Tuesday 29, and the General
Assembly on Wednesday 30 and Thursday 31 October.
6.2 Location: The Board agreed that the location for the event would be shifted from Bangkok
to Jakarta, Indonesia, with the possibility of being hosted by the AADMER Partnership
Group - provided it will be possible to cover the costs for the new location within the
existing budget. This new venue should facilitate the attendance of more of the donors.
Action: Secretariat to provide Jemilah with full budget for General Assembly, for follow up
with ADRRN regarding possible funding from AusAID.
6.3 Learning event: The learning event will focus on external verification and how the
Standard and certification have helped members improve accountability to affected
populations. It will involve SCHR and input from members. Marian will send out invitations
by the end of May.
6.4 Elections to the Board: Some Board member terms end within the next year, as follows:
Zainab Raza (Oct 2013), Anabel Cruz (Jan 2014), Lisa Henry, Matthew Carter, Esther
Mujawayo-Keiner, Beth Ferris, and Rezaul Chowdhury (April 2014). It was agreed that the
elections for all of the above positions should be held at the General Assembly this
October. There will then be a handover phase for those whose term is not up until January
or April next year.
7. Board performance questionnaire assessment
Jemilah proposed that the Board try the performance questionnaire assessment at the
next Board meeting, and the Board members agreed. The results should assist in
identifying needs for Board development. It will provide a baseline for the Board which,
going forward into 2014, which will have a number of new members on it.
8. Presentation on key findings from two HAP pieces of research
8.1 Study on impact of accountability mechanisms on programme: This study came out
of the HAP Accountability Peer Learning Group, was conducted in partnership with
members and ALNAP, and was funded by Save the Children, Christian Aid and HAP
jointly. The study found that relevance, effectiveness, efficiency, sustainability and impact
were all improved, as follows:
Minutes of the HAP International Board Meeting held 14 May 2013
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Accountability mechanisms improved the targeting of assistance, the nature of
interventions supported and the location of services provided.
Community participation was found to provide agencies with a better understanding of
localised vulnerability and increased the utility of projects to communities.
Accountability mechanisms have strengthened trust between agencies and project
participants & highlighted the link between community participation & ownership & quality.
Accountability mechanisms have assisted in highlighting and addressing incidences of
fraud and mismanagement.
The literature review highlighted several instances where programme efficiencies have
been achieved through eliciting community input into procurement practices.
Where communities have been empowered to monitor contractors, better results have
been achieved which have improved project efficiency and value for money.
The case studies suggest that participation can increase the contextual relevance of
projects and strengthen communities’ ownership of processes and results.
Exposure to well-functioning mechanisms enhanced community confidence to demand
accountability from other duty bearers.
This is the first time that evidence has been gathered systematically. A number of other
organisations have expressed interest in piloting the methodology, which will give the
possibility of further strengthening the demonstration of a positive impact. The study will
be launched at the ODI in London in June.
8.2 HAP certification study: David Loquercio presented preliminary findings –the consultant
is currently addressing a second round of comments on his draft. Unfortunately, the study
did not achieve the planned scope. The consultant had travelled to Bangladesh with the
intention of doing a wide consultation at HQ and field level. While many HAP members
were consulted in Dhaka, the number of field visits had to be reduced due to political
instability - except, briefly, to two urban projects in Dhaka. A number of board members
raised concerns regarding the study methodology* and in particular that the dataset was
insufficient to draw some of the conclusions documented in the report. The Board agreed
that we should proceed with a second phase of the study, with additional field work
necessary in different countries, using where possible local consultants.
It is expected that the secretariat will hold a follow-up workshop with the certified members
- and including Board members. SCHR would also be invited. The findings of the
expanded study can then be reported at the General Assembly this October.
9. Any other business
None was raised.
10. Date of next meeting
The next meeting will take place on Monday 28 October, 2013.
Minutes of the HAP International Board Meeting held 14 May 2013
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* Mr Rezaul Chowdhury, on reading a draft of the minutes (he was unable to attend the board
meeting) wished to record his disagreement and dissent with the inference that the consultant
was unable to go in the field due to political stability. Mr Chowdhury had raised an issue with the
methodology through a note to Board in the planning phase of the study and in particular the
interaction mostly with northern NGOs.
Minutes of the HAP International Board Meeting held 14 May 2013
Signed by the Chair …………………………………………..
Date ……………………………
Signed by the Vice-Chair ……………………………...……… Date ……………………………
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