1. Committee on Administrative and Budgetary Affairs - CAAP
Proposed Work Plan
August May 2002
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2. INTRODUCTION I .- CURRENT MATTERS 1.- REGULAR FUND FINANCIAL SITUATION
2.- BOARD OF EXTERNAL AUDITORS RECOMMENDATIONS, DECEMBER 31, GENERAL SECRETARIAT BUILDING “GSB” RENOVATION (CP/RES. 775)
4.- ADMINISTRATIVE SYSTEMS MODERNIZATION
5.-OAS CONFERENCES AND MEETINGS CP/RES. 768/00
II. GENERAL ASSEMBLY MANDATES
III. OTHER MANDATES
IV. SUBMITTED REPORTS
V. AGENDA
VI. BUDGETARY CYCLE
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3. I. CURRENT MATTERS
1.- Regular Fund’s Financial Situation, June 30, 2001 with projection to December 31
The estimated quotas were assessed on the payments plan.
Of the unliquidated obligations of the year 2000 only $3 millions will be disbursed, consequently the Fund balance will increase by $1.6 millions
The approved budget for 2001 will be executed 100% ($76 millions)
At closing the unliquidated obligations are estimated at about $4 millions
It won’t be necessary to use the Reserve Sub-Fund.
It’s estimated that at the end of the year the Reserve Sub-Fund will be fully financed.
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4. The last report was submitted as of July 31, 2001, CP/doc.3512/01
I. CURRENT MATTERS
1.- Reports on Budget Execution and Appropriation Transfers between Chapters of the Regular Fund
The last report was submitted as of July 31, 2001, CP/doc.3512/01
The General Secretariat will submit a request for the transfer of funds, around October 15, 2001, to cover terminations and repatriations costs.
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5. I. CURRENT MATTERS
2.- Board of External Auditors’ Recommendations, December 31, 2000
Some highlights:
The Auditors’ opinion was unqualified
Recommended that all Entities of the OAS use the accounting system “Oracle Financial”. The Agency responded expressing its intention that it will comply and the General Secretariat submitted an analysis on the other entities (CP/doc.3504). No other action was recommended.
Recommended that a definite decision be issued on the status of the various Offices of the General Secretariat in Member States including a timetable showing which offices will remain open and which will close in the coming years. The Secretariat is preparing a study in respond to the General Assembly mandate. (AG/RES. 1839).
The Board believes that its 2002 budget is unrealistically low, and recommends that this issue be reappraised. The Secretariat achieved significant savings by calling for bids for the external auditors contract.
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6. I. CURRENT MATTERS
3.- General Secretariat Building “GSB” Renovation (CP/RES. 775)
v On November 14, an agreement was signed between the General Secretariat and the firm Blake Real Estate (DM). The project is going according to plan.
v On May 11, 2001 an agreement was signed between the GS and the firm Group Goetz Architects, who won the public bid.
v On May , DTS announced a web page on the building renovation project.
v On July 3, 2001, J.R. Loring & Associates was contracted for mechanical, engineer and plumb design services.
v Between May-July, 2001, GGA interviewed the Directors of the Departments in the GSB building to determine present and future space needs.
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7. I. CURRENT MATTERS
3.- General Secretariat Building “GSB” Renovation (CP/RES. 775)
v Prototypes of a director’s office with an adjacent meeting room, a typical office and two modules will be exhibited so that the modern concepts of efficient furnishings and proper usage of office space could be appreciated.
v OPMS finished the bid process to select a commercial firm that provides the real state professional services to maximize the rental income of the floors that will be available in GSB.
v The General Secretariat and the firm Blake DM finished the transactions to secure the financing of the project. It was recommended to contract the Bank of America with an interest rate of 6.99%. The General Secretariat Bid Committee ratified the recommendation.
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8. I. CURRENT MATTERS 4.- Modernization of the Administrative Systems
The OAS is updating its systems with the most modern Internet technology to perform its administrative activities via web.
What is OASES?
An integrated system that allows the management of the administrative cycle from income receiving, purchasing and payments, projects, budgetary execution, preparing reports for the governing bodies and donors.
The period to implement the system actualization using 11i technology is from May to December, 2001.
Advantages
Allows the Offices of the General Secretariat in the Member States to conduct their operations more efficiently.
Facilitates the access to the project managers to information and reduces the costs significantly.
Allows the OAS to keep updated with modern technology.
5.- OAS Conferences and Meetings (CP/RES. 768/00)
Update the estimated costs of meetings by February 28, 2002.
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9. II. GENERAL ASSEMBLY MANDATES
Performance Contracts (AG/RES III.A.8)
To instruct the Secretary General to continue to submit to the Permanent Council every six months a report on independent contractors (CPRs) funded by the Regular Fund The last report submitted is CP/doc.3510/01 – August 17, 2001.
10W – OAS Conferences for the year 2002 (AG/RES III.A.20)
The Budget for the year 2002 is US$277,500.
The Committee agreed to continue the study of two meetings proposals in this budget (Deadline, October 31, 2001).
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10. II. GENERAL ASSEMBLY MANDATES
 Proposal for Scale of Quota Assessments for the Regular Fund (AG/RES III.A.12)
v  To extend until the thirty-second regular session of the General Assembly the Permanent Council’s mandate under Resolution AG/RES (XXX-O/00), “Scale of Quota Assessments for the Regular Fund”, to submit to the General Assembly a proposal for the OAS scale of quota assessments, based on the guidelines set out in that Resolution, taking into account that this subject is a priority to strengthening the future of the Organization. Pending item in CAAP.
Summit Mandates (AG/RES III.A.18)
v  To instruct the Permanent Council, through its Committee on Administrative and Budgetary Affairs, to identify Summits mandates requiring financing and to develop by October 31, 2001, a plan to finance those mandates with Regular Fund, specific fund and external fund resources. Paper presented by the General Secretariat – AG/INF.261/01 – June 1, 2001
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11. II. GENERAL ASSEMBLY MANDATES
Personnel (AG/RES III.A.1.b)
v To instruct the Secretary General to seek to reduce the percentage of posts above the P-4 level until the reform of personnel policy is adopted. The Secretary General shall report on a quarterly basis to the Permanent Council on progress on achieving this objective. The General Secretariat has implemented a plan on September 21, 2001.
Career Service (AG/RES III.A.16.c)
To instruct the Secretary General to maintain, without prejudice to the future of the career service, the freeze on all vacant slots in the career service until such time as the General Assembly takes a definitive decision. Pending item. The General Secretariat already submitted a document on the subject background.
Positions of Trust (AG/RES III.A.17.c)
To instruct the Secretary General, as part of the study mentioned under section a. above, to revise the present policies relating to trust positions in the General Secretariat with a view to reducing the present percentage as of January 1, 2001 and to recommend to the Permanent Council the necessary changes to the General Standards. The General Secretariat will submit a report shortly.
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12. II. GENERAL ASSEMBLY MANDATES
Museum of the Americas (AG/RES III.A.5)
To instruct the Secretary General to enter into cooperative agreements with other museums, at no additional cost to the Regular Fund, to promote exhibitions of the Museum’s collection, and attract external funding.
To submit to the Committee on Administrative and Budgetary Affairs, through the Permanent Council, by October 31, 2001, a three year plan of action for strengthening the Museum, proposing concrete ways in which non-Regular Fund resources can be obtained. The Plan is being prepared for its presentation on October 31, 2001.
Modernization of the OAS and Renewal of the Inter-American System (AG/RES operative paragraphs 2 and 3)
To instruct the General Secretariat to prepare, by October 31, 2001, a draft proposal for the restructuring and modernization of the OAS, based on a comprehensive study and analysis intended to compare the organizational structure with the mandates and available Regular Fund, Specific Fund, and External Fund resources to fulfill more effectively the mandates of the General Assembly; including those entrusted to it by the Summit of the Americas.
To entrust the Permanent Council, through the CAAP and the Special Committee on Inter-American Summits Management, to make recommendations on the aforementioned proposal. A proposal is being prepared with the participation of all dependencies of the Secretariat and it will be submitted within the deadline.
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13. II. GENERAL ASSEMBLY MANDATES
Evaluation of the Operations of the Offices of the General Secretariat in the Member States (AG/RES III.A.19)
v   To instruct the General Secretariat to undertake an evaluation of the operations of the Offices of the General Secretariat in the Member States and to present a report to the Committee on Administrative and Budgetary Affairs, through the Permanent Council, by October 31, This report should indicate recommendations or proposals on how these Offices could more effectively and efficiently serve the needs of member states within the context of the designated role of the OAS as implementation agency for the Summit of the Americas and General Assembly mandates, and in keeping with the Charter of the OAS. The report is being prepared for its presentation in October, 2001.
Columbus Memorial Library (AG/RES III.A.6)
v  To instruct the Secretary General to provide to the Committee on Administrative and Budgetary Affairs, through the Permanent Council, by October 31, 2001, a three-year plan of action for strengthening the Columbus Memorial Library, proposing concrete ways in which non-Regular Fund resources can be obtained. The report is being prepared for its presentation in October, 2001.
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14. II. GENERAL ASSEMBLY MANDATES
Américas Magazine (AG/RES III.A.7)
v  To instruct the Secretary General to provide to the Committee on Administrative and Budgetary Affairs, through the Permanent Council, by October 31, 2001, a three-year plan of action for strengthening the magazine’s financial outlook, proposing concrete ways in which non-Regular Fund resources can be obtained. (See section IV of this presentation.)
Plan of Action (AG/RES III.A.11)
v  To request the Permanent Council to continue the study of the Plan of Action (CP/doc. 3422/01) submitted by General Secretariat pursuant to AG/RES.2 (XXVII-E) and AG/DEC. 24 (XXX-O/00), and to present its conclusions and recommendations to the thirty-second regular session of the General Assembly. (See section IV of this presentation.)
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15. II. GENERAL ASSEMBLY MANDATES
Presentation of Annual Reports
(AG/RES III.A.14.)
v  To request the Permanent Council, through its Committee on Administrative and Budgetary Affairs, to establish guidelines for the production of the Annual Reports which set out uniform standards for content, format, and maximum length and to present those guidelines for the approval of the next regular session of the General Assembly.
v  To request the submitting organs to include in their next Annual Reports a section setting out measurable results achieved Criteria need to be defined regarding information that will satisfy the member states.
v  To urge the dependencies of the General Secretariat to collaborate and to coordinate their work to ensure the timely translation, publication, and dissemination of Annual Reports.
v  To remind the organs of the Organization to present their Annual and Special Reports to the General Secretariat in accordance with Article 35 of the Rules of Procedures of the Permanent Council, so that the Committee on Administrative and Budgetary Affairs may take them into consideration while examining the proposed program-budget.
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16. II. GENERAL ASSEMBLY MANDATES
External Funds (AG/RES III.A.4)
v To instruct the Secretary General to submit to the Permanent Council on a quarterly basis a report detailing the efforts and results of each dependency of the General Secretariat in obtaining external funds The Secretariat will coordinate the presentation of a report by March 31, 2002.
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17. II. GENERAL ASSEMBLY MANDATES
Meetings (AG/RES III.A.9)
To take into consideration the overall cost of meetings when planning and implementing their work, to ensure that the cost of meetings does not exceed the amount authorized in the program-budget and conforms to the applicable guidelines established by the Permanent Council under Resolution CP/RES The Secretariat of Conferences and Meetings verifies its compliance.
To exchange information to avoid duplication and to maximize the efficiency of Committees and Working Groups’ work and to instruct the General Secretariat to submit quarterly reports to the Permanent Council regarding the number of committees and working groups meetings being held and their corresponding costs The Secretariat of Conferences and Meetings will submit a report by October 31, 2001.
To recommend that all organs of the Organization financed by the Regular Fund amend their rules of procedures to provide that absent exceptional circumstances, no new Committees or Working Groups may be created without prior consideration of a written proposal setting out the mandate of the proposed Committee or Working Group, its expected costs, and a description of the anticipated work product or other results desired. Effort between the Chairs of the Committees.
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18. II. GENERAL ASSEMBLY MANDATES
Program-Budget for the year 2003 (AG/RES III.B.3.)
Proposed budget
a.  To instruct the General Secretariat to submit to the Committee on Administrative and Budgetary Affairs, as early as possible, but not later than November 15, 2001, prototype formats for the program-budget presentation: including Results-Based Budgeting and Mandate-Based Budgeting, together with another method if it so chooses. The Permanent Council will then select the format for future program-budget presentation The General Secretariat is advancing in the preparation of the prototypes and a presentation to the CAAP will be made.
b. To instruct the Secretary General to submit a draft program-budget for the Regular Fund for the year 2003 at the level for which he can demonstrate available financing but not higher than US$76, Should the General Secretariat obtain financing over the 2002 approved level, these funds should go into the Reserve Subfund until it reaches the level prescribed by the General Standards It should submitted 90 days before the General Assembly, which is February 28, 2002.
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19. II. GENERAL ASSEMBLY MANDATES
Program-Budget for the year 2003 (AG/RES III.B.3.) (continued)
c.  To instruct the Secretary General and the Preparatory Committee of the General Assembly to include in the proposed program-budget an unprogrammed amount for the funding of new mandates arising out of the General Assembly.
An amount will be included in the budget proposal.
d.  To instruct the Permanent Council of the Preparatory Committee to require that, prior to approval, any resolution that may have budgetary implications be accompanied by an opinion from the Committee on Administrative and Budgetary Affairs on the ability of the Regular Fund budget to finance it. A coordinated action with the chairs of the Committees is suggested.
AG/RES. 2 (XXVII-E/00) D.
1. Review of the Organs, Agencies, and Entities of the Organization by December 2001.
The General Secretariat submitted its report CP/doc.3504/01 – July 18, 2001.
2. Periodic Evaluation of Mandates of the Organization by December 31, 2001.
The General Secretariat is preparing a report that covers the last four years.
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20. III. OTHER MANDATES
Distribution of Mandates by Permanent Council to CAAP (CP/doc.3514/01 rev. 1)
AG/RES Sixth Inter-American Specialized Conference on Private International Law (CIDIP-VI)
AG/RES Implementation of the Inter-American Program on the Promotion of Women’s Human Rights and Gender Equity and Equality
AG/RES American Declaration on the Rights of Indigenous People
AG/RES Observations and Recommendations on the Annual Report of the Inter-American Commission on Human Rights
AG/RES Promotion of the Model OAS General Assembly Program for High School and Young University Students
AG/RES Appointment of Women to Senior Management Positions at the OAS
AG/RES Follow-up and Implementation of the Mandates of the Third Summit of the Americas within the Framework of the Inter-American Council for Integral Development and the Inter-American Agency for Cooperation and Development
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21. III. OTHER MANDATES
Distribution of Mandates by Permanent Council to CAAP (CP/doc.3514/01 rev. 1)
AG/RES Support for and Follow-up to the Summits of the Americas Process
AG/RES Support of the Mandates of the Summits of the Americas on Strength- ening Municipal and Regional Administrations and on Civil Society
AG/RES Observations and Recommendations on the Annual Report of the Inter-American Court on Human Rights
AG/RES Evaluation of the Working of the Inter-American System for the Protection and Promotion of Human Rights with a View to its Improvement and Strengthening
AG/RES Support for Inter-American Human Rights Instruments
AG/RES Inter-American Program of Cooperation to Prevent and Remedy Cases of International Abduction of Minors by One of the Parents
AG/RES Modernization of the OAS and Renewal of the Inter-American System
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22. IV. SUBMITTED REPORTS Américas Magazine (AG/RES. 1839 III.A.7)
v  To instruct the Secretary General to provide to the Committee on Administrative and Budgetary Affairs, through the Permanent Council, by October 31, 2001, a three-year plan of action for strengthening the magazine’s financial outlook, proposing concrete ways in which non-Regular Fund resources can be obtained The Report of the General Secretariat on the Three-year Plan of Action Toward Strengthening the Financial Situation of Americas Magazine was submitted, (CP/doc.3507/01) – August 8, 2001.
Plan of Action (AG/RES III.A.11)
The Report of the General Secretariat was submitted, (CP/doc.3422/01) – March 9, 2001 (Pending Item in the CAAP).
AG/RES. 2 (XXVII-E/00)
Improving financial controls, financial transparency and reducing costs of financial administration. Report of the General Secretariat was submitted, (CP/doc.3504/01) – July 18, 2001.
Matching organizational structure with mandates and resources Report of the General Secretariat was submitted, (CP/doc.3506/01) – August 7, 2001.
Reduction on travel costs. The Report on Travel Costs was submitted, (CP/doc.3436/01) – March 28, 2001.
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23. V. AGENDA October 2001 Election of the vice-president
Presentation of the CAAP’s Work Plan Proposal
Creation of Working Groups
October – December 2001
Consideration of pending and new items
January - February 2002
Consideration of pending items (cont.)
March to May 2002
Consideration of the Program-Budget Proposal for 2003
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24. FORMULATION VI. BUDGETARY CYCLE v FORMULATION v EXECUTION v REPORTING
The General Secretariat begins
the budgetary process one year
and two months before the
execution of the program-
budget.
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