PACIFIC ISLANDS REGIONAL MULTI-COUNTRY COORDINATING MECHANISM
9TH ANNUAL MEETING – OCTOBER 2009
CCM09-02
Revision 3 – 23 October 09
Draft AGENDA
The 9th Pacific Islands Regional Multi-Country Coordinating Mechanism
ANNUAL MEETING – Sunday 18 to Wednesday 21 October 2009
Novotel Hotel, Nadi, Fiji Islands
Key to document abbreviations in “Supporting Materials” column:
CCM09-XX:
Document prepared by the session presenter for meeting
Time
Item
10:00 – 13:00
Description (Session Presenter)
Led by
Expected outcomes
Sharon
Kiedrzynski
Registration
Supporting
Materials
Not applicable
(N/A)
Pre-Meetings – Sunday 18 October 2009, Afternoon Session
Principal Recipient detailed briefings/discussion on Disease Programs
13:30 – 15:00
Principal Recipient in-depth review of grants by disease
Held at same time in three separate
breakout rooms
1
Breakout session – HIV detailed grant performance
update
What is working well and what needs improvement?
Lessons learned
13:30 15:00
2
Breakout session – Malaria detailed grant performance
update
What is working well and what needs improvements?
Lessons learned
13:30 15:00
3
Breakout session – TB detailed grant performance update
What is working well and what needs improvement??
Lessons learned
13:30 15:00 -
15:00 – 15:30
Refreshments and stretch your legs
Page 1 of 6
PR HIV
Coordinator +
WHO
Clarity on grant
successes, and areas
for increased attention
PR Malaria
Coordinator +
Nat. Program
Managers
Vanuatu & Sol. Is
Clarity on grant
successes, and areas
for increased attention
PR TB
Coordinator +
WHO
Clarity on grant
successes, and areas
for increased attention
Presentation
from presenters
on the day
Presentation
from presenters
on the day
Presentation
from presenters
on the day
PACIFIC ISLANDS REGIONAL MULTI-COUNTRY COORDINATING MECHANISM
9TH ANNUAL MEETING – OCTOBER 2009
Time
15:30 -16:30
Item
Description (Session Presenter)
Breakout session – Detailed financial update on grants
Reporting issues
Countries with ongoing delays – including Round 2 issues
Revisiting reporting timelines and audit requirements
4
Led by
PR Financial
Controller
Expected outcomes
Understanding on
areas for increased
focus in SR reporting.
Supporting
Materials
Presentation
from presenters
on the day
Pre-Meetings (cont’d), Monday 19 October 2009, Morning Session
Global Fund Geneva CCM Team – PIRMCCM Capacity Building
Global Fund CCM Team – Ensuring an effective PIRMCCM

08:30 – 10:30
5



10:30 – 10:45
Reminder on the role of the PIRMCCM
Separate from grant implementer
Representative of Country CCM or NAC (rather than SR)
Independent, objective oversight of implementation
Review of existing PIRMCCM Rules and areas for action
Review of constituency process – NGO, Gov’t and Partners
Reviewing potential conflicts of interest and discussing a draft
conflict of interest policy to adopt
Information
Global Fund
Geneva
CCM Team
2. Identification of
areas to strengthen
Operating Rules
6
12:15 -13:30
Note:
Rapporteur
required to
report back at
Agenda item 15
Refreshments (15 minutes stretch)
Global Fund CCM Team – Reviewing the role of the PIRMCCM
Executive and Secretariat
10:45 – 12:15
1. Increased
understanding of
separate role of
PIRMCCM member
to grant implementer
Global Fund
Geneva will
provide
materials
 What makes a strong PIRMCCM Executive Member
 Documenting a transparent process for PIRMCCM Executive
Member selection; reviewing annual rotation of Executive
Members and possible other models
 Reviewing the role of the PIRMCCM Secretariat: Practical
Exercise to review role, funding needs and other organizations
capacities to help the PIRMCCM take on this role: Strengths,
Weaknesses, Opportunities, Threats and budgetary impact
Lunch (Buffet in main restaurant area)
Page 2 of 6
Global Fund
Geneva
CCM Team
1. Increased
understanding of
role of PIRMCCM
Executive Role
2. Clarity on different
role between
Principal Recipient
and Secretariat
3. Identification of
potential Secretariat
for 2010
Global Fund
Geneva will
provide
materials
Note:
Rapporteur
required to
report back at
Agenda Item 16
PACIFIC ISLANDS REGIONAL MULTI-COUNTRY COORDINATING MECHANISM
9TH ANNUAL MEETING – OCTOBER 2009
Time
Item
Description (Session Presenter)
Led by
Expected outcomes
Supporting
Materials
Monday 19 October 2009, Afternoon Session
9th PIRMCCM Meeting Commencement (Day 1)
13:30 – 13:40
Welcome – Opening Prayer
High Chief Jackson
13:40 – 13:50
7
PIRMCCM Chair - Welcome statement
High Chief
Jackson
Information
13:50 – 14:00
8
SPC Corporate - Welcome statement
Dr Thierry
Jubeau
Information
14:00 – 14:10
9
WHO - Welcome statement
Dr Chen Ken
Information
Decision –
PIRMCCM Operating Procedures and Approving Agenda

14:10 – 14:45
10




Review of draft revised PIRMCCM Operating Procedures to
correct membership for effective decisions at 9th PIRMCCM
Review of decision points of April 2009 PIRMCCM Executive
Committee as basis for agenda
Review of draft 9th PIRMCCM Agenda
Discussion and approval of a final agenda
Selection of PIRMCCM Member as Meeting Rapporteur
Review and Approval of 8th PIRMCCM Minutes: Nov 08
14:45 – 15:15
11



Presentation of 8th PIRMCCM minutes
Chair facilitation of discussion on minutes/amendments
Approval of minutes of 8th Annual PIRMCCM Meeting minutes
15:15 – 15:30
Refreshments (15 minutes stretch)
15:30 – 16:15
Global Fund Geneva Update
 New policies and initiatives – benefits for the Pacific
 Confirmation of Round 7 Phase 2 application process timeline
 Regional lessons learned regarding strong grant oversight
12
Page 3 of 6
N/A
PIRMCCM
Secretariat
Ms Karmen
Bennett
DP 1: Approval of
updated Operating
Procedures)
9th
DP 2: Approval of
PIRMCCM Agenda
DP 3: Appointment of
Rapporteur
PIRMCCM
Secretariat
Ms Karmen
Bennett
Ms Qi Cui
CCM09-01
(Secretariat
Paper)
CCM09-02
(Agenda)
CCM09-03
(List of Draft
decision points)
Decision –
DP 4: Approval of the
Minutes of 8th
PIRMCCM
Information
CCM09-04
Presentation
from FPM on
the day
PACIFIC ISLANDS REGIONAL MULTI-COUNTRY COORDINATING MECHANISM
9TH ANNUAL MEETING – OCTOBER 2009
Time
Item
Description (Session Presenter)
Led by
Expected outcomes
Supporting
Materials
Tuesday 20 October 2009, Morning Session
9th PIRMCCM Meeting – Day 2
Report by the LFA – KPMG Suva
08:15 – 09:00
09:00 – 10:15


13
14
LFA, KPMG Fiji
Reviewing the role of the LFA, including “data verification visits”
Feedback on data quality issues from Dec 2008 country visits
(case study on what to expect in November 2009)
Principal Recipient Annual Report to PIRMCCM
 R7 HIV & TB Grant overview and Malaria grant signing report
 Implementation challenges and capacity gaps
 Lessons learned as PR
 Questions and responses
Revised PIRMCCM operating procedures – Part 1
Conflict of Interest Policy
10:15– 10:30
15
10:30 – 10:45


Presentation of draft Conflict of Interest Policy
Discussion on Conflict of Interest Policy
Information
PR Grant
Manager
Decision –
Ms Karmen
Bennett
PR Grant
Manager
Ms Karmen
Bennett
Presentation
from LFA on the
day
DP 5: PIRMCCM
acceptance of Principal
Recipient Annual report
CCM09-05
Decision –
CCM09-06
DP 6: Adoption of a
conflict of interest
policy for the
PIRMCCM members
and executive
Draft conflict of
interest policy
from PreMeeting day
(Agenda item 5)
Refreshments (15 minutes stretch)
Revised PIRMCCM operating procedures – Part 2
System for PIRMCCM Executive Member Selection
10:45 – 11:30
16

Presentation of report from pre-meeting Global Fund Geneva
facilitated session on conflicts of interest

Presentation of draft Executive member selection process
Mainstreaming gender and human rights in the
PIRMCCM
11:30 – 12:30
Michael YeeJoy

17


Presentation of concepts and principles based on
discussions at the April 2009 PIRMCCM Executive Meeting
Discussion on Global Fund’s principles of scaling up gender
(including men, women, boys and girls) sensitive responses
Proposing PIRMCCM’s direction and next steps
Page 4 of 6
PIRMCCM
Secretariat
Ms Karmen
Bennett
Decision –
DP 7: Adoption of
process for PIRMCCM
Executive Member
selection
CCM09-07
Decision –
PIRMCCM
Secretariat
Ms Karmen
Bennett
DP 8: Approval of the
Gender and Human
rights guidelines as
basis for PIRMCCM
Executive 2010 early
action
CCM09-08
PACIFIC ISLANDS REGIONAL MULTI-COUNTRY COORDINATING MECHANISM
9TH ANNUAL MEETING – OCTOBER 2009
Time
Item
12:30 -13:30
Description (Session Presenter)
Led by
Expected outcomes
Supporting
Materials
Lunch
Tuesday 20 October 2009, Afternoon Session
9th PIRMCCM Meeting – Day 2
PIRMCCM Secretariat Budget Report

13:30 – 14:00
18
Review of budget expenditure over 8th PIRMCCM and April
2009 Executive meeting

Review of cost items that materially affect expenditure

Review of projected final cost for 9th PIRMCCM
Mr Semisi
Fukofuka,
PR Financial
Controller
Decision –
DP 9: Adoption of
PIRMCCM Secretariat
Report on Financial
Expenditure
CCM09-09
Setting Cost-Efficient Travel Policy Principles

14:00 - 15:00
19
15:00 – 15:15
15:15 – 17:00
Presentation of concepts and principles based on
discussions at the April 2009 PIRMCCM Executive Meeting
Maximizing efficiencies

Reviewing Global Fund principles on PIRMCCM funding
(and upper ceiling budget)

Discussion on draft travel policy
PIRMCCM
Secretariat
Ms Karmen
Bennett
Decision –
DP 10: Approval of
PIRMCCM Travel
Guidelines
CCM09-10
Information
Presentation
from Ms Duffy
on the day
Refreshments (15 minutes stretch)
20
Evening
Session
17:15 –
18:30
Option 1
17:15 –
18:30
Option 2
Expert Session: Surveillance & Data Quality Importance
 Impact of surveillance and data collection
 Data quality Assurance and management
 STI testing issues for PICTs and impact on Round 7 HIV targets
and performance
Technical Working Group: Terms of Reference Drafting Group
Finalizing revised draft TORs for TWGs to support Round 7 HIV and
Tuberculosis Phase 2 Requests for Continued Funding
Constituency meetings to select PIRMCCM Executive Members
for Nov 2009 to Oct 2010 (applying principles from Agenda item 16)
Page 5 of 6
Ms Gillian
Duffy, SPC
Surveillance
Officer
Co-led by SPC
and WHO
NGO + Govt in
different rooms
Identification of key
information gaps that
affect decision making
Drafting Group –
To finalize new TORs
Constituency
Decisions
PACIFIC ISLANDS REGIONAL MULTI-COUNTRY COORDINATING MECHANISM
9TH ANNUAL MEETING – OCTOBER 2009
Time
Item
Description (Session Presenter)
Led by
Expected outcomes
Supporting
Materials
Wednesday 21 October 2009, Morning Session
9th PIRMCCM Meeting – Day 3
08:00 – 08:30
(note earlier
start time)
PIRMCCM Executive Leadership: Nov 2009 – Oct 2010
21

Report back from Day 2 Evening Sessions on NGO and
Government Constituency Meetings

Selection of new Govt Sector Vice Chair of PIRMCCM
PIRMCCM
Secretariat
Ms Karmen
Bennett
Ensuring effective involvement of other stakeholders
08:30 – 09:15
22

Presentation of concepts and principles based on
discussions at the April 2009 PIRMCCM Executive Meeting

Discussion on strategic benefits of involving broader
stakeholders (including PNG and Fiji)
Revised PIRMCCM operating procedures – Part 3
Revising the HIV and TB Technical Working Groups
09:15 – 10:00
23
10:00 – 10:15

Rational for reform: ensuring clarity between the governance
role of PIRMCCM Members and technical role of TWG

Supporting efficient Phase 2 funding application processes
24



Review of Round 7 Phase 2 funding application timelines
Identifying a sub-committee to review PIRMCCM eligibility
Identifying a sub-committee to develop PIRMCCM budget
and a grant oversight plan (operational at SR and PR level)
Meeting Summary and closure
11:30 – 12:30
PIRMCCM
Secretariat
Ms Karmen
Bennett
DP 11: Approval of new
PIRMCCM Executive
Leadership
Refer to
Agenda item 16
Decision –
DP 12: Approval of
guidelines on PIRMCCM
observer status
CCM09-12
Decision –
DP 13: Approval of
revised TWG rules
(including for R7 Phase
2 funding application)
CCM09-13
Refreshments (15 minutes stretch)
PIRMCCM work plan for 2010
10:15 – 11:30
Dr Thierry
Jubeau, SPC
Corporate
Decision –
27



High Chief
Jackson &
2010
PIRMCCM
Executive
members
Rapporteur &
Presenting Meeting decision points
Open discussion on meeting format and strengths
Closing Prayer
Page 6 of 6
High Chief
Jackson
Decision –
DP 14: Role of
PIRMCCM Executive in
leading Phase 2 process
N/A
Adoption –
Decision Points
from Meeting
Rapporteur’s record of
decisions
(CCM09-03
as finalized)