1. PEMPAL Strategy 2017-22 Action Plan Issues for Discussion
Budapest, Hungary
July 5, 2018

2. Steps from the Strategy Action Plan identified for additional discussion
Collecting information on use of knowledge products
Induction of new members
Formalizing requirements for the hosting countries and reflecting these in PEMPAL Operational guidelines
Learning from experiences of other networks in achieving financial sustainability
Savings initiatives

3. Proposals from the Organization Committee for the Budapest meeting reflected in the minutes of the June 19th meeting
Collecting information on use of knowledge products – add respective questions to the impact surveys conducted by the COPs (no separate survey on knowledge products)
Induction of new members – COPs Ex Comm and resource team to take care of induction process and materials, no single induction kit for the whole network
All remaining questions relate to financial sustainability and are the subject of the group discussions for this afternoon

4. 3. Formalizing requirements for the hosting countries and reflecting these in PEMPAL Operational guidelines
Current requirements (under the existing practice, communicated to the hosting countries by the Secretariat)
inputs to the content of the agenda
help / advice to the Secretariat on logistical aspects (visas, advice on venues and local services providers),
organization of the social program (in practice, in most cases includes a dinner offered by the hosts)
QUESTIONS:
Do we keep the existing requirements or do we need to tighten them (e.g., by adding a requirement to finance some part of the expenses)?
Do we need to formalize them by reflecting in Operational Guidelines?

5. 4. Learning from experiences of other networks in achieving financial sustainability
Based on information already obtained, two main modalities are used by other networks:
membership fees (requires a legal status, the route PEMPAL decided to not pursue; it also requires an external secretariat, the WB can not collect such fees)
participants covering fully or partially the costs of participation in the events (already partially used by PEMPAL and growing)
QUESTIONS:
Do we still need a separate study on this?
If so, what are the additional things we would like to learn through the study?
Learning from experiences of other networks in achieving financial sustainability

6. PEMPAL
expenditure review

7. PEMPAL Expenses, USD th FY13 FY14 FY15 FY16 FY17 FY18
FY13
FY14
FY15
FY16
FY17
FY18
Total expenses envisaged in PEMPAL Strategy
2150.0
2340.0
2080.0
2010.0
1960.0
o/w expenses from PEMPAL MDTF
1945.0
Total actual expenses
1613.2
o/w expenses financed from PEMPAL MDTF
1951.1
2713.4
1872.0
1672.4
1392.6
1367.7

8. Composition of PEMPAL expenses financed from PEMPAL MDTF, USD th

9. Trends in Administrative and Logistical Expenses
Number of participants by location means that the participant is counted only once if (s)he takes part in several meetings held back-to-back at the same location.
Number of participants by agenda includes everyone included in the list of participants for the particular event.

10. Structure of Expenses for Face-to-Face Events % of total

11. Event expenses per participant by location, 2016-18, USD
Data on expenses covered by PEMPAL.
* Marks events for which the hosting country provided significant financial contribution
(such contributions not included in the data for the chart)

12. Sources of savings already achieved
Back-to-back events
Smaller number of participants in selected thematic meetings / study visits
Reduced number of study visits
Significant co-financing from the hosts (IA COP events in Budapest, Brussels, Tashkent, Yerevan)
No cross-COP executive meetings and face-to-face SC meetings in CY17, FY18.
“Go green” initiative implemented

13. Sources of savings already achieved – WB contribution
Costs of secretariat reduced by almost 40% after the transfer of the secretariat function to the World Bank (USD 221,000 per year over FY16-18, versus USD 358,000 per year in FY13-15)
Reduced costs of resource team following departure of the two members of the core team in FY18 (not fully sustainable)
WB VAT exemption ($43,583 savings on contracts with event venues in FY18)
WB TTL relocated to Vienna in FY17-18 (reduced costs of travel, temporary)

14. Suggestions for additional saving measures are sought !!!