5th Meeting of the Regional Steering Committee
FFA Headquarters
Honiara, Solomon Islands
7 November 2009
Paper Number RSC5 / WP 7
Title
2009 FINANCIAL REPORT, WORK PLANS AND BUDGETS
Summary
This paper presents to the 5th meeting of the Regional Steering Committee for the Pacific
Islands Oceanic Fisheries Management Project at Honiara, Solomon Islands the 2009
Financial Report which includes; th
e audited reports for 2008 (appended at Attachment
A)
, interim reporting for 2009, and Budget and Annual Work Plan for 2010, taking into
account estimated carry forward from 2009.
Recommendation
The Regional Steering Committee is invited to:
i)
The Committee is invited to comme
nt on and endorse the 2008 Financial Report
noting the 2
008 Auditor's Report and the change of Auditors in 2010
ii)
The Committee is invited to note th
e 2009 Interim Financial Report and the 2009
Estimates and Carry Fo
rward projections;
iii)
The Committee is invited to note the progress of amendments made to the IUCN
approved budgets and activities; and
iv)
The Committee is invited to comme
nt on endorse the draft 2010 Budget & AWP
2009 FINANCIAL REPORT, WORK PLANS AND
FINANCIAL REPORT, WO
BUDGET
RK PLANS AND
S
Introduction
Introduction
1.
1.
The fourth meeting of the Regional Steering Committee (RSC4) for the Pacific
Islands Oceanic Fisher
Islands Oce
ies Management (OF
anic Fisher
M) Project) was held on th
M
e 17-18 Octobe
) Project) was held on th
r
2008 at Apia Samoa. The Committee endorsed the financial audited r
he Committee endorse
eports for 2
d the financial audited r
007,
eports for 2
took note of the interim report for 2008 and endorsed the proposed 2009 Budget and
Annual Work Plan (AWP).
2.
2.
This paper presents to RSC5 at Honiara, Solomon Islands, the 2009 Financial
Honiara, Solomon Islands, the 2009 Financia
Report which includes; the audited r
Report which includes; t
eports for 2
he audited r
008 (see se
eports for 2
parate bound copy), interim
008 (see se
reporting for 2009, and
reporting for
AWP for 2010, taking
2009, and
in
AWP for 2010, taking to account
in
e
to account s
e timated carr
timated car y forward from
r
2009.
3.
3.
In 2006 up until 2008, t
In 2006 up
he OFM Pro
until 2008, t
ject Finance
ect Finan s have been audited by
ce
the FFA
s have been audited by
Auditor (CBL Certified Practicing Accountants).
CBL Certified Practicing Accountants)
5.
5.
A number of tables are presented in this paper. They are in the required United
Nations Development Programme (UNDP) ATLAS1
S format and they include:
format and they inclu
Page
Page
i)
Table A
2008 Consolidated Financial Report............3
2008 Consolidated Financial Report
ii)
ii)
Table B
2009 Approved Budget & AWP...................4-7
iii)
iii)
Table C
2009 Interim Financial Report.....................8-9
2009 Interim Financial R
iv)
iv)
Table D
2009 Estimates and Carry Forward ............10-13
v)
Table E
Table E
Revised IUCN Budget 2008-2010...............14
vi)
vi)
Table F
Table F
IUCN Progress Budget report......
ess Budget
..............15
vii)
vii)
Table G
Draft 2010 Budget & AWP........................16-19
2008 Financial Report
6.
The total budget approved for the year 2008 was $2,961,9292
s $2,961,929 . As at the close of
close of
the financial year ended 31 December 2008, the actual expenditure was $2,142,285
(72% of the budget), lea
(72% of the
v
budget), lea ing an unspent amount of $819,64
v
4 (28%) which includ
ing an unspent amount of $819,64
ed
4 (28%) which includ
the
ed
allocation for the suspended IUCN a
allocation
ctivities.
7.
Table A summarizes and reports the financial outcomes of the approved 2008
nd reports the financial
Budget and Annual Work Plan at the close of the financial year, ending 31 December
2008.
1 UNDP's software account system
2 All figures are US Dollars
RSC5/WP 7............2
Table A 2008 Financial Report
CONSOLIDATED BUDGET & ACTUAL EXPENDTURE REPORT
(a) Designated Institution:
Pacific Islands Forum Fisheries Agency
(b) Programme/Project number PIMS No. 2992
Programme/Project title Pacific Islands Oceanic Fisheries Management Pro
(c) For the period:
January - December 2008
(d) Currency:
United States Dollars
2008
2008 Actual
2008 Budget
Chart of
RSC4_Approved Expenditure as at Unspent as at
%
Item
Account
Budget
31 Dec 2008
31 Dec 2008
% spent unspent
Detail Expenditures:
Account
International Consultants
71200
135,142 36,695 98,447
27%
73%
Local Consultants
71300
80,000 63,175 16,825
79%
21%
Contract Services
71400
685,410 538,727 146,683
79%
21%
Travel
71600
61,000 61,873
-873 101%
-1%
Service Contract-Company
72100
0 - -
Equip&Furniture
72200
50,000 - 50,000
0%
100%
Material & Goods
72300
- -
Communication & AV
72400
14,583
-417 15,000
-3%
103%
MiscExp (workshops)
74500
147,003 109,956 37,047
75%
25%
Exchange loss
109,689
-109,689
Total Activity 1
1,173,138 919,699 253,440
78%
22%
International Consultants
71200
515,574 346,453
169,121
67%
33%
Contract Services
71400
197,833 134,255
63,578
68%
32%
Travel
71600
120,827 60,626
60,201
50%
50%
Equip&Furn
72200
7,060
-7,060
Matl&Goods
72300
64
-64
Comm&AV
72400
11,000 357
10,643
3%
97%
InfoTechEq
72800
35
-35
PremAlter
73200
12,352
-12,352
MiscExp (workshops)
74500
409,353 261,066
148,287
64%
36%
Total Activity 2
1,254,587 822,268
432,319
66%
34%
International Consultants
71200
120,638 73,886
46,752
61%
39%
Contract Services
71400
277,248 206,008
71,240
74%
26%
Travel
71600
30,000 26,131
3,869
87%
13%
Equip&Furn
72200
2,504 -
2,504
0%
100%
Matl&Goods
72300
4,000 -
4,000
0%
100%
MiscExp (workshops)
74500
99,814 95,789
4,025
96%
4%
Bank Interest'
-1,495
1,495
Total Activity 3
534,204 400,318
133,886
75%
25%
TOTALS
2,961,929
2,142,285 819,644
72%
28%
Percentage Spent as at 31/12/08
72.33%
Percentage Unspent as at 31/12/08
27.67%
RSC5/WP 7............3
Independent Auditors' Report
8.
The annual independent audit for the OFM Project was completed in May 2009
and submitted to UNDP, the Project's Implementing Agency. The audit for the Project's
2008 books was preformed by the Forum Fisheries Agency (FFA) appointed Auditors,
CBL Certified Practicing Accountants. A copy of the Auditor's Report and other related
audit documents can be found in the provided separate bound document. The Audit
Report is self evident in its conclusions and are provided as an unqualified report.
9.
Matters raised in the Management Letter of the Auditor's Report are monitored in
the standardized UNDP Audit Action Plans to follow-up issues that require addressing.
One of the issues highlighted was the need to monitor the progress for the revision of
IUCN activities. Table E (pages 14-15) represent the agreed amendments for the
rescheduled.
10.
The Forum Fisheries Committee at it's annual session(FFC 70) at Niue in May
2009, approved a change in Auditor's for the Agency's accounts. Through a tender
process internationally accredited Deloitte have been appointed and will also undertake
the audit of all projects managed by the FFA. Therefore in 2010 audits3 on the OFM
Project accounts will be performed by Deloitte.
Recommendation
11.
The Committee is invited to comment on and endorse the 2008 Financial Report
noting the 2008 Auditor's Report and the change of Auditors in 2010.
2009 Approved Budget & AWP
12.
The 2009 Budget & AWP was endorsed by the Committee at Apia, Samoa in
October 2008. The total approved budget for the year was $2,227,743 and this is broken
down by components as follows:
Component
1
$846,835
Component
2
$951,049
Component
3
$429,859
_________
Total
$2,227,743
_________
13.
Further breakdown of component budgets are as follows:
SPC
$829,000
IUCN
$266,919
FFA
$1,131,824
__________
Total
$2,227,743
__________
The above budget included estimated budget carry forward from the year 2008, and was
approved by RSC4 at Apia.
3 In 2010 a full year audit for the 2009 books will be performed, as well as an end of Project final audit in
November (timing to be confirmed in consultation with UNDP)
RSC5/WP 7............4
Table B Component 1 - 2009 Approved Budget & AWP (Revised)
OCEANIC FISHERIES MANAGEMENT PROJECT
2009 PROPOSED DRAFT BUDGET AND ANNUAL WORKPLAN
Revised
Resp. Source of
Proposed
OUTCOMES/Outputs
Key Activities
Timeframe
Party
funds
Budget Code
2009 Budget
2009 ANNUAL WORK PLAN
Q1 Q2 Q3 Q4
Q1
Q2
Q3
Q4
X
X
SPC
GEF
71200 Intl Cnslt
0
Fishery
Funding from other source
Monitoring
National fishery monitoring
National fishery monitoring
National fishery monitoring
X
X
X
X
SPC
GEF
71300 Local Cnslt
73,657 support
National fishery monitoring support
support
support
X
X
X
X
SPC
GEF
71400 Cntract Serv
137,525
Staff costs
1: Improved scientific
2 in-country visits $7.5K, and
information and knowledge on
X
X
X
X
SPC
GEF
71600 Travel
37,000
2 in-country visits $7.5k &
Statistics/monitoring attachment
oceanic transboundary fish
2 in-country visits
Statistics/monitoring attachment $3.5k 2 in-country visits
$3.5k
stocks and related ecosystem
SPC
GEF
72800 InfoTechEq
0
Activity completed
aspects of the WTP WP LME;
X
SPC
GEF
74500 MiscExp
0
Funding from other source
this information being used to Stock
SPC
GEF
71200 Intl Cnslt
0
Funding from other source
adopt and apply conservation Assessment
X
X
X
X
SPC
GEF
71400 Cntract Serv
136,000
Staff costs
and management measures;
2 in-country visits $7.5k, and 2
relevant national capacities
FFA members to attend Pre-
stren
X
X
X
assessment workshop in
2 in-country visits $7.5k and, 1
2 in-country visits $7.5k, and 1
Noumea, 1 stock assessment
2 in-country visits $7.5k & 1 stock
stock assessment attachment
stock assessment attachment
SPC
GEF
71600 Travel
51,000 $10.5k
assessment attachment $3.5k
$3.5k
$3.5k
SPC
GEF
72800 InfoTechEq
0
Activity completed
SPC
GEF
74500 MiscExp
0
Activity completed
SPC
GEF
71300 Local Cnslt
0
Activity completed
Spatial analyst terminates
Ecosystem
SPC
GEF
71200 Intl Cnstl
115,978
30/10/09. Additionals for
Analysis
Spartial Analyst cost
repatriation.
EA, & Salary costs for EMS
analysis & observer costs trf to co- analysis & observer costs trf to
X
X
X
X
SPC
GEF
71400 Cntract Serv
188,607 EA & EMS staff costs
transferred to co-funding this quarter
funding
co-funding
X
X
X
X
SPC
GEF
71600 Travel
0
Funding from other source
SPC
GEF
72100 Contr-Cmpy
0
SPC
GEF
72200 Equip&Furn
0
SPC
GEF
72800 InfoTechEq
0
SPC
GEF
74500 MiscExp
0
IUCN
GEF
71200 Intl Cnslt
5,514 translation services
IUCN
GEF
71400 Cntract Serv
9,822
Postion costs
IUCN
GEF
71600 Travel
2,500 Kelvin travel follow-up with fisher
IUCN
GEF
71200
IUCN
GEF
72300
IUCN
GEF
72200 Equip&Furn
0
IUCN
GEF
72400 Comm&AV
0
IUCN
GEF
74500 MiscExp
0
Project
1. Audit fee $5k, 2. Data
X
X
X
X
SPC
GEF
71400 Cntract Serv
35,000
Support
processing/Manageent $7.5k
SPC Data Processing/Management $7.5k per quarter
X
X
X
X
SPC
GEF
74500 MiscExp
54,234
Project support fee
rounding off diff
-1
Component 1
Total
846,835
RSC5/WP 7............5
Table B Component 2 - 2009 Approved Budget & AWP (Revised)
OCEANIC FISHERIES MANAGEMENT PROJECT
2009 PROPOSED DRAFT BUDGET AND ANNUAL WORKPLAN
Revised
Resp. Source of
Proposed
OUTCOMES/Outputs
Key Activities
Timeframe
Party
funds
Budget Code
2009 Budget
2009 ANNUAL WORK PLAN
2. The WCPFC established
Q1 Q2 Q3 Q4
and beginning to function
Legal Reform
X
X
X
X
FFA
GEF
71200 Intl Cnslt
$72,000
Consultants to assist with fol ow-up in-country work after the FFA Legislative workshop and to assist with
effectively; Pac SIDS taking a
X
X
X
X
FFA
GEF
71600 Travel
$6,000
Niue/FSM TBC
lead role in the functioning and
1. FFA Legislative workshop, 2.
management of the
Prosecution and Dockside
Commission and in the related
X
X
X
X
FFA
GEF
74500 MiscExp
$80,000 Boarding workshops for Niue,
management of the fisheries
Solomon Islands and + 2 others
and the LME; national laws,
TBC
Prosecution and Dockside Boarding workshops for Niue, Solomon Islands + 2 others TBC
policies, relevant institutions
Vanuatu NPOA for seabirds &
Policy Reform
X
X
X
X
FFA
GEF
71200 Intl Cnslt
and
$100,000 Turtles, Les Clark
PNG NPOA for Sharks & Les Clark
Les Clark
Les Clark
X
X
X
X
FFA
GEF
71400 Cntract Serv
$60,453
Staff costs, year 2009
X
X
X
X
FFA
GEF
71600 Travel
$58,034 Palau (TBC) & FMA travel
RMI (TBC) & FMA travel
Nauru (TBC) & FMA travel
Niue (TBC) & FMA travel
Kiribati (computer x 2) & Cook
FFA
GEF
72200 Equip&Furn
$8,042 Islands
Equipment contingency
FFA
GEF
72800 InfoTechEq
$0
FFA
GEF
73200 PremAlter
$10,000 Vanuatu Copliance Div $5k
Nauru and to be determined after discussion with smaller countries
Kiribati (TBC), RMI EAFM
X
X
X
X
FFA
GEF
74500 MiscExp
$53,574 Scoping
Kiribati (TBC), Niue EAFM Scopimg
Kiribati (TBC), Tuvalu and Solomon Islands EAFM Scoping
IUCN
GEF
71200 Intl Cnslt
$0
IUCN
GEF
71400 Cntract Serv
$124,978
Position costs
Position costs & audit
IUCN
GEF
71600 Travel
$66,953 national legal framework
workshop planning
workshop
workshop coordination
IUCN
GEF
72100
$16,571
workshop expert stipends
IUCN
GEF
72300
$19,653
design print technical report
print workshop proceedings
IUCN
GEF
72400 Comm&AV
$1,000
office communications partial costs
IUCN
GEF
72800
-$1,785
IUCN
GEF
74500 MiscExp
$21,712
Ang sherpa coordination of admistrative activites
Niue and Marshal Islands (TBC -
Institutional
X
X
X
X
FFA
GEF
71200 Intl Cnslt
Continued), Samoa and Palau
Samoa and Palau (Possibilities
Reform
$64,200 Niue and Marshal Islands (TBC)
(Possibilities)
continued) No
Activity
IS workshop in one of above FFA
X
X
X
FFA
GEF
74500 MiscExp
$19,961
members to be confirmed
Compliance
X
X
X
X
FFA
GEF
71200 Intl Cnslt
Strengthening
$41,599
consultant
X
X
X
FFA
GEF
71600 Travel
$5,088
Attachment
Attachment
MCS Working Group Meeting
1. TCC 5 top up, 2. National MCS
X
X
X
X
FFA
GEF
74500 MiscExp
$79,127 involving 16 countries
National MCS based on request
based on request
Project
X
X
X
X
FFA
GEF
74500 MiscExp
Support
$43,890
Project support for the year 2008
Component 2
Total
951,049
RSC5/WP 7............6
Table B Component 3 - 2009 Approved Budget & AWP (Revised)
OCEANIC FISHERIES MANAGEMENT PROJECT
2009 PROPOSED DRAFT BUDGET AND ANNUAL WORKPLAN
Revised
Resp. Source of
Proposed
OUTCOMES/Outputs
Key Activities
Timeframe
Party
funds
Budget Code
2009 Budget
2009 ANNUAL WORK PLAN
Q1 Q2
3
Q
Q4
Q1
Q2
Q3
Q4
3. Ef ective project
Information
x
x
FFA
GEF
71200 Intl Cnslt
$3,000
Media / publications WCPFC related
management at national and System
x
x
FFA
GEF
72300 Matl&Goods
$4,000
Media / publications .Project & WCPFC related
regional level; major
Monitoring &
x
FFA
GEF
71200 Intl Cnslt
$16,234
Terminal review 2010 and third
governmental and NGO
and final review
stakeholders participating in
Evaluation
Terminal review 2010 and post review 2012 - cfwd
x
FFA
GEF
71400 Cntract Serv
$6,800
Audit fee for 2008
Project activities and
FFA
GEF
74500 MiscExp
$0
consultative mechanisms at
Stakeholder
national and regional levels;
x
x
x
x
FFA
GEF
71400 Cntract Serv
$120,145
Participation
PITIA Workplan
WWF work plan & PITIA workplan
PITIA Workplan
information on the Project and Proj. Mgmt &
x
x
x
FFA
GEF
71200 Local Cnslt
$20,000
PCU consultancy - Information strategy/communications
the WCPF process contr
Coordination
x
x
x
x
FFA
GEF
71400 Cntract Serv
$163,467
Staff costs for PC & PFAO
x
x
x
FFA
GEF
71600 Travel
$21,858
Travel budget for OFMP, PC
x
FFA
GEF
72200 Equip&Furn
$2,504
Equipment replacement & services
RSC 5, concerted effort to
concerted effort to encourage
x
x
x
x
FFA
GEF
74500 MiscExp
$55,575
Concerted effort to encourage NCC
encourage NCC
NCC
Project
x
x
x
x
FFA
GEF
74500 MiscExp
$16,275
Support
Budget support for the year 2009
Component 3
Total
429,859
GRAND TOTAL
Total 2008 Proposed Revised Annual Work Plan and Budget
2,227,743
RSC5/WP 7............7
2009 Interim Financial Report (January September)
14.
This section presents an interim financial report that covers expenditure and activities
between January to September 2009. The approved budget (revised) for the year 2008 was
$2,227,743.
15.
Total expenditure year to date (YTD) at September 2009 is $1,252,367, which is 56% of
the annual budget revised.
16.
The 2009 Interim Financial Report (Table C) presents the OFM Project activities
expenditure YTD September 2009 against the revised 2009 Budget and Annual Work Plan. At
YTD September 2009, 56% of the budget was spent.
17.
The last column in Table C provides estimates, as at the time of writing this report for the
remaining planned activities in 2009. These estimates are the best projections of what the
budgetary requirements for the remainder of 2009 will be for the planned activities. This
information is necessary for the preparation of the draft 2010 Budget & AWP.
RSC5/WP 7............8
Table C 2009 Interim Financial Report.
CONSOLIDATED Financial Report
Designated Institution:
Pacific Islands Forum Fisheries Agency
Programme/Project number:
PIMS No. 2992
Programme/Project title:
Pacific Islands Oceanic Fisheries Management Project
For the period:
January - September 2009
Currency:
United States Dollars
2009 Budget
2009 Unspent
RSC 4
Budget against
Approved
Total Actual
RSC4 _YTD
% Budget % Budget
Detail Expenditures:
Account
Budget
Spent
Sept
Spent
Remaining
International Consultants
71200
121,492
110,374
11,118
91%
9%
Local Consultants
71300
73,657
35,145
38,512
48%
52%
Contract Services
71400
506,954
355,247
151,707
70%
30%
Travel
71600
90,500
32,962
57,538
36%
64%
MiscExp (workshops)
74500
54,234
39,447
14,786
73%
27%
Exchange loss
0
0
Component 1_Total Budget
/Expenditures
846,836
573,175
273,661
68%
32%
International Consultants
71200
277,799
125,130
152,670
45%
55%
Contract Services
71400
185,431
216,326
-30,895
117%
-17%
Travel
71600
136,075
26,592
109,482
20%
80%
Service Contr-Company
72100
16,571
0
16,571
0%
100%
Equip&Furn
72200
8,042
0
8,042
0%
100%
Printing / Materials
72300
19,653
76
19,577
0%
100%
Comm&AV
72400
1,000
320
680
32%
68%
InfoTechEq
72800
-1,785
3,806
-5,591
-213%
313%
PremAlter
73200
10,000
6,198
3,802
62%
38%
MiscExp (workshops)
74500
298,262
108,103
190,159
36%
64%
Misc bank fee IUCN
0
19
-19
Component 2_Total Budget
/Expenditures
951,048
486,570
464,478
51%
80%
International Consultants
71200
39,234
19,054
20,180
49%
51%
Contract Services
71400
290,412
109,299
181,113
38%
62%
Travel
71600
21,858
14,888
6,970
68%
32%
Equip&Furn
72200
2,504
1,132
1,372
45%
55%
Printing / Materials
72300
4,000
3,926
74
98%
2%
MiscExp (workshops)
74500
71,850
44,376
27,474
62%
38%
Bank fees & Interest
-53
53
Component 3_Total Budget
/Expenditures
429,859
192,622
237,237
45%
55%
Overall Budget / Expenditure Total
2,227,743
1,252,367
975,376
56%
44%
RSC5/WP 7............9
2009 Estimates and Carry Forward
18.
Table D presents the estimated expenditure for the remainder of 2009 and the anticipated
carry forward.
Table D 2009 Estimates and Carry Forward - Component 1
2009 THREE MONTHS FORECASTED ACTIVITIES
2009 Budget with
2009 Budget
2008 actual carry
2009 Actual
available as at 30
3 months
2009 Budget cfwd
COMPONENT 1
Atlas No.
forwards
ytd Sept 09
Sept 09
forecasting
to 2010
1.1 Fishery Monitoring
Monitoring Specialist
71400
47,342
93,492
-46,150
29,100
-75,250
Monitoring Consultants
71200
75,270
0
75,270
9,375
65,895
Travel (Monitoring Specialist)
71600
10,315
5,671
4,644
14,000
-9,356
Regional Fishery Monitoring Workshops
74500
-24,500
953
-25,453
0
-25,453
Travel - Monitoring Attachments
71600
14,287
4,365
9,922
4,700
5,222
National Coordinators
71300
119,296
35,145
84,151
38,500
45,651
Computer equipment/support
72800
3,551
0
3,551
0
3,551
Sub-total Fishery Monitoring
245,561
139,626
105,935
95,675
10,260
1.2 Stock Assessment
Stock Assessment Specialist
71400
114,342
75,780
38,561
0
38,561
Stock Assessment Consultants
71200
61,798
31,679
30,119
0
30,119
Travel
71600
35,380
5,014
30,366
18,500
11,866
Regional Stock Assessment Workshops
74500
36,093
0
36,093
0
36,093
Stock Assessment Attachments
71600
21,232
6,357
14,875
0
14,875
Computer equipment/support
72800
6,000
0
6,000
0
6,000
Sub-total Stock Assessment
274,844
118,830
156,014
18,500
137,514
SPC:
1.3 Ecosystem Analysis
SPC
Ecosystem Analyst
71400
37,630
97,734
-60,103
29,550
-89,653
Ecosystem Monitoring Specialist
71400
-20,981
40,021
-61,002
0
-61,002
Travel
71600
34,581
2,838
31,743
-11,702
43,445
Consultant services - tissue sample analysi
71400
26,995
11,131
15,864
10,800
5,064
Consultant services - seamount mapping
72100
-19
0
-19
0
-19
Spatial Analyst/Oceanographer (from IUCN
71200
127,828
78,695
49,133
33,500
15,633
Field Operations
0
0
0
Vessel charter and associated costs
72100
972
0
972
0
972
Equipment
72200
25,524
0
25,524
0
25,524
Field assistance
71300
42,276
0
42,276
0
42,276
Travel
71600
16,000
0
16,000
0
16,000
National involvement in field operations
71600
14,401
0
14,401
0
14,401
Observer sampling support
71400
70,910
1,355
69,555
0
69,555
Computer equipment
72800
81
0
81
0
81
Planning Workshop
74500
1,112
0
1,112
0
1,112
Attachments
71600
12,000
0
12,000
0
12,000
Review workshop
74500
0
0
0
0
0
Total SPC - Ecosystem Analysis
389,310
231,774
157,536
62,148
95,388
IUCN:
Short-term Consultants
71200
11,514
0
11,514
6,000
5,514
Activity coordinator
71400
15,500
0
15,500
0
15,500
Travel
71600
9,135
8,718
417
0
417
Marine Programe Officer
71400
18,750
12,500
6,250
0
6,250
Total IUCN - Ecosystem Analysis
54,899
21,218
33,681
6,000
27,681
Sub-total Ecosystem Analysis
444,209
252,992
191,217
68,148
123,069
SPC Data processing/management
71400
4,056
23,229
-19,173
10,200
-29,373
SPC Audit
71400
19,993
4
19,989
0
19,989
SPC Project Support
74500
4,924
38,494
-33,570
0
-33,570
Exchange Loss
74500
-109,689
0
-109,689
0
-109,689
Sub-Total Other support budget
-80,716
61,728
-142,443
10,200
-152,643
Rounding off
COMPONENT TOTAL ONE
883,899
573,175
310,724
192,523
118,201
SPC
829,000
551,958
277,042
186,523
90,519
IUCN
54,899
21,218
33,681
6,000
27,681
TOTAL
883,899
573,175
310,724
192,523
118,201
RSC5/WP 7............10
Continued
Table D 2009 Estimates and Carry Forward - Component 2
2009 Budget with
2009 Budget
2008 actual carry
2009 Actual available as at 30
3 months
2009 Budget cfwd
Component 2 Activities
Atlas BL
forwards
ytd Sept 09
Sept 09
forecasting
to 2010
2.1 Legal Reform
Legal Consultants
71200
164,594
59,587
105,007
105,007
0
Regional Legal Workshops
74500
60,000
13,014
46,986
46,986
-0
National Law/Prosecution Workshops
74500
47,213
12,231
34,982
8,982
26,000
Legal Attachments
71600
21,671
1,981
19,690
19,690
0
Sub-Total Legal Reform
293,478
86,813
206,666
180,665
26,001
2.2 Policy Reform
FFA
Fisheries Management Adviser
71400
70,605
86,249
-15,645
0
-15,645
Travel
71600
20,950
7,226
13,724
10,000
3,724
Fisheries Management Consultants
71200
75,535
26,521
49,014
47,000
2,014
Policy Training Course
74500
14,000
0
14,000
0
14,000
National Fisheries Management
Workshops
74500
56,574
500
56,074
45,000
11,074
High Level Meetings
74500
20,000
0
20,000
10,000
10,000
Equipment
72200
5,000
0
5,000
0
5,000
Computer
72800
5,542
3,063
2,479
2,479
Office Improvements
73200
11,193
6,198
4,994
0
4,994
Policy Attachments/Study Tours
71600
25,197
10,754
14,442
4,000
10,442
Sub-Total FFA
304,595
140,513
164,082
116,000
48,082
Policy Reform
IUCN
Short-term Consultants
71200
0
0
0
0
Travel
71600
17,668
6,631
11,037
4,700
6,337
Workshop travel
71600
51,786
0
51,786
0
51,786
Workshops
74500
4,139
0
4,139
0
4,139
Communications 72400
1,043
320
723
787
-64
Coordination & Quality Assurance
71400
0
0
0
0
0
IUCN Audit
71400
10,000
0
10,000
0
10,000
Marine Programe Officer
71400
53,125
85,214
-32,089
29,161
-61,250
Legal Officer
71400
3,000
0
3,000
3,000
0
Activity Coordinator
71400
53,419
22,862
30,557
0
30,557
Technical & Administration Review &
Quality Control
71400
24,167
22,000
2,167
0
2,167
Consultants_Workshop
72100
16,571
0
16,571
0
16,571
Printing/Materials
72300
20,089
76
20,013
0
20,013
Equipments
72800
3,215
743
2,472
4,007
-1,535
IUCN Project Support
74500
20,764
3,531
17,233
2,000
15,233
Bank fee (Misc)
74500
12
Sub-Total IUCN
278,986
141,390
137,608
43,655
93,953
Total Policy Reform, FFA & IUCN
583,581
281,902
301,691
159,655
142,036
RSC5/WP 7............11
Table D 2009 Estimates and Carry Forward - Component 2......Continued
2009 Budget with
2009 Budget
2008 actual carry
2009 Actual available as at 30
3 months
2009 Budget cfwd
Component 2 Activities
Atlas BL
forwards
ytd Sept 09
Sept 09
forecasting
to 2010
Total Policy Reform, FFA & IUCN
583,581
281,902
301,691
159,655
142,036
2.3 Institutional Reform
Institutional Reform Consultants
71200
105,946
21,893
84,052
9,600
74,452
National Institutional Reform Workshops
74500
34,961
0
34,961
0
34,961
Sub-Total Institutional Reform
140,906
21,893
119,013
9,600
109,413
2.4 Compliance Strengthening
Compliance Consultants
71200
70,599
17,128
53,471
20,000
33,471
Regional MCS Consultations/ Working
Groups
74500
61,407
44,429
16,978
16,978
0
National MCS Courses/Workshops
74500
40,967
1,488
39,479
39,479
0
MCS Attachments/Study Tours
71600
14,780
0
14,780
5,088
9,692
Sub-Total Compliance Strengthening
187,753
63,045
124,708
81,545
43,163
FFA Project Support
74500
43,890
32,918
10,973
10,973
-1
Rounding off
TOTAL - Budget Comp. 2
1,249,609
486,570
763,050
442,438
320,612
FFA
970,622
345,181
625,442
398,783
226,659
IUCN
278,986
141,390
137,608
43,655
93,953
Total
1,249,609
486,570
763,050
442,438
320,612
RSC5/WP 7............12
Table D 2009 Estimates and Carry Forward - Component 3
2009 Budget with
2009 Budget
2008 actual carry
2009 Actual available as at 30
3 months
2009 Budget cfwd
Budget Component 3 Activities
Atlas BL
forwards
ytd Sept 09
Sept 09
forecasting
to 2010
3.1 Project Information System
Communications Consultants
71200
1,338
1,050
288
288
0
Printing/Materials etc
72300
5,227
5,058
170
170
-1
Sub total Project Information System
6,565
6,108
458
458
-1
3.2 Monitoring & Evaluation
Inception Workshop
74500
0
0
0
0
0
Baseline Study
71400
2,970
4,739
-1,769
0
-1,769
Evaluations
71200
4,058
0
4,058
0
4,058
Annual reviews
71200
28,151
2,063
26,089
7,890
18,199
Auditing
71400
6,800
3,000
3,800
0
3,800
Sub total M & E
41,979
9,802
32,177
7,890
24,287
3.3 Stakeholder Participation &
Awareness Raising
Environmental NGO Participation &
Awareness Raising
71400
53,330
0
53,330
53,330
0
Private Sector Participation & Awareness
Raising
71400
80,145
0
80,145
40,000
40,145
Sub total Stakeholder Participation
133,475
0
133,475
93,330
40,145
3.4 Project Management &
Coordination
Coordinator
71400
96,576
82,246
14,330
43,826
-29,496
Travel
71600
27,895
14,888
13,007
6,500
6,507
Accountant
71400
89,136
19,314
69,822
9,254
60,568
Training
74500
6,459
0
6,459
0
6,459
PCU_Consultancies
71200
54,580
15,941
38,639
9,006
29,633
Sundries
74500
13,163
13,162
1
1,100
-1,099
Office Eqpt etc
72200
2,504
0
2,504
2,504
0
Reg. Steering Committee
74500
21,329
19,008
2,321
27,321
-25,000
National Consultative Committees
74500
25,576
0
25,576
0
25,576
Sub total Project Management & Coordination
337,218
164,559
172,659
99,511
73,148
FFA Project Support
74500
16,275
12,206
4,069
4,069
-0
Bank Interest added
-1,495 -53 -1,495
1,495
TOTAL - Budget Compo. 3
537,007
192,622
344,332
205,258
139,074
TOTAL FFA BUDGET - Component 2 & 3
2,670,514
1,252,367
1,418,106
840,219
577,887
Recommendation
19.
The Committee is invited to note the 2009 Interim Financial Report and the 2009
Estimates and Carry Forward projections.
RSC5/WP 7............13
IUCN Progress Budget Report
20.
In the 2008, the Regional Steering Committee meeting at Apia, Samoa, the IUCN
rescheduled Budget and AWP was presented and endorsed by the Committee. The rescheduled
budget for the remaining years (2008 to 2010) will be as follows:
Table E IUCN Revised Budget for the year 2008 to 2010
IUCN REVISED BUDGET (Based on cfwds from 2005-2007)
YEAR 2008 - 2010
IUCN Revised and re-scheduling of budget
Accumulated
Budget 2005-
Revised Working
Budget Details
Atlas Code
2007
2008
2009
2010
Budget_Total
Component 1
1.3 Ecosystem Analysis
Short-term Consultants
71200
71,809
13,000
1,257
14,257
Spatial Analyst/Oceanographer
71200
53,333
106,667
160,000
Cruise participation costs
74500
50,000
0
Equipment for cruises
72200
50,000
0
Activity coordinator
71400
39,000
7,750
15,500
23,250
Communications/awareness materials
72400
20,000
0
Coordination/Quality Assurance
71400
34,372
0
Travel
71600
7,500
2,500
10,000
Marine Programe Officer
71400
12,500
6,250
18,750
Total Component 1
265,181
94,083
132,174
0
226,257
2.2 Policy Reform
Short-term Consultants
71200
128,000
0
Travel
71600
37,527
2,500
14,500
0
17,000
Workshop travel
71600
51,786
51,786
Workshops
74500
60,000
4,852
4,852
Communications 72400
11,000
400
1,000
0
1,400
Coordination & Quality Assurance
71400
40,000
0
IUCN Audit
71400
15,000
5,000
5,000
5,000
15,000
Marine Programe Officer
71400
5,000
48,125
18,750
71,875
Legal Officer
71400
3,000
0
3,000
Activity Coordinator
71400
23,250
46,625
7,250
77,125
Technical & Administration Review & Quality
Control
71400
8,000
14,000
3,000
25,000
Consultants_Workshop
72100
16,571
16,571
Printing/Materials
72300
500
19,653
0
20,153
Equipments
72800
500
250
0
750
IUCN Project Support
74500
5,978
17,573
2,388
25,939
Bank fee
Total Component 2
291,527
51,128
242,935
36,388
330,451
Total Budget for IUCN
556,708
145,211
375,109
36,388
556,708
Less: SPC Budget
-53,333 -106,667
-160,000
IUCN Budget only
91,878
268,442
36,388
396,708
RSC5/WP 7............14
21.
The following table (Table F) responds to the requirement of the 2008 Audit
Report to report on the progress made with the rescheduled the agreed IUCN
budget.
Table F - IUCN Progress Budget Report
OFM PROJECT
IUCN 2009 PROGRESS REPORT
Budget Available:
2009 Revised
Atlas
2008 Actual
2009 Indicative Budget with actual YTD Actual 2009 Budget with
Budget Details
Codes
cfwds
Budget (RSC4)
cfwds
Total
actual cfwds
Component 1
1.3 Ecosystem Analysis
Short-term Consultants
71200
10,257.45
5,514.45
11,514 -
1
1,514
Spatial
Analyst/Oceanographer
71200
0 -
-
Cruise participation costs
74500
0.00
0 -
-
Equipment for cruises
72200
0.00
0 -
-
Activity coordinator
71400
-0.08
3,571.92
15,500 -
1
5,500
Communications/awareness
materials
72400
0.00
0 -
-
Coordination/Quality
Assurance
71400
0.00
0 -
-
Travel
71600
6,635.00
2,500.00
9,135
8,717.52 41
7
Marine Programe Officer
71400
12,500.00
6,250.00
18,750
12,500.00 6,2
50
Total Component 1
29,392
17
,836
54,899.37
21,217.52
33,681.85
2.2 Policy Reform
Short-term Consultants
71200
0
-
Travel
71600
3,167
15,167
17,667.00 6,6
31
11,036
Workshop travel
71600
0
51,786
51,786.00 -
51,786
Workshops
74500
-713
4,139
4,139.38 -
4,139
Communications 72400
43
1,000
1,042.66 32
0
723
Coordination & Quality Assuran
71400
0
-
-
0
IUCN Audit
71400
5,000
5,000
10,000.00 -
10,000
Marine Programe Officer
71400
5,000
48,125
53,125.00 85
,214
-32,089
Legal Officer
71400
0
3,000
3,000.00 -
3,000
Activity Coordinator
71400
6,794
54,853
53,419.00 22
,862
30,557
Technical & Administration
Review & Quality Control
71400
10,167
14,000
24
,167.00 22
,000
2,167
Consultants_Workshop
72100
0
16,571
16,571.00 -
16,571
Printing/Materials
72300
436
19,653
20,089.02 76
20,013
Equipments
72800
2,965
-1,785 3,215.05 74
3
2,472
IUCN Project Support
74500
3,191
17,573
20,764.03 3,5
31
17,233
Bank fee/Interest
74500
Total Component 2
36,050
2
49,082
278,985.14 14
1,378 137,607
IUCN Budget only
65,443
2
66,919
333,884.51 16
2,595 171,289
Recommendation
22.
The Committee is invited to note the progress of amendments made to the
IUCN approved budgets and activities.
RSC5/WP 7............15
Draft 2010 Budget & AWP
23.
2010 is a final year for OFM Project activities, for which there will only be
three quarters. The Project is expected to conclude at the end of the third quarter,
September 2010.
24.
The Committee is invited to consider the draft 2010 Budget & AWP for the
final year. The total budget for 2010 is USD1,709,074. This is broken down by
components and it is anticipated that components 1 3 will require the following
amounts for the described activities:
OCEANIC FISHERIES MANAGEMENT PROJECT
2010 BUDGET BREAK DOWN
Budget
Budget
Budget
Component 1
Component 2 Component 3 Total
Original Approved budget (Project document)
405,293
360,590
328,916 1,094,799
IUCN Revised budget (Unspent budget re-
allocate to 2010
36,388
36,388
405,293
396,978
328,916 1,131,187
Budget carry forward from 2009
90,518
348,294
139,075
577,887
2010 Draft Budget
495,811
745,272
467,991 1,709,074
25.
The following tables (Table F) present in full the draft 2010 Budget & AWP for
the Committee's consideration.
Recommendation
26.
The Committee is invited to comment on endorse the draft 2010 Budget &
AWP.
RSC5/WP 7............16
Table G - 2010 Budget & AWP Component 1
OCEANIC FISHERIES MANAGEMENT PROJECT
2010 PROPOSED DRAFT BUDGET AND ANNUAL WORKPLAN
2010
Resp.
Indicative
OUTCOMES/Outputs
Key Activities
Timeframe
Party
Budget Code
Budget
2010 ANNUAL WORK PLAN
Q1 Q2
Q3 Q4
Q1
Q2
Q3
Q4
Fishery
SPC 71200 Intl Cnslt
0
1: Improved scientific
Monitoring
x
x
x
SPC 71300 Local Cnslt
40,515
Partial support for Position of National Data Coordinators in some countries
information and knowledge on
x
x
x
SPC 71400 Cntract Serv
90,000
Staff Cost
oceanic transboundary fish
x
x
x
SPC 71600 Travel
21,064
Travel for Monitoring and attachments
stocks and related ecosystem
SPC 72800 InfoTechEq
0
aspects of the WTP WP LME;
SPC 74500 MiscExp
-0
this information being used to Stock
x
x
SPC 71200 Intl Cnslt
100,000
Staff Cost
adopt and apply conservation Assessment
SPC 71400 Cntract Serv
0
and management measures;
x
x
x
SPC 71600 Travel
25,696
Specialist & attachment travel costs
relevant national capacities
SPC 72800 InfoTechEq
0
stren
SPC 74500 MiscExp
0
SPC 71300 Local Cnslt
0
Ecosystem
SPC 71200 Intl Cnstl
0
Analysis
x
x
x
SPC 71400 Cntract Serv
90,000
Staff Cost
SPC 71600 Travel
-0
SPC 72100 Contr-Cmpy
0
SPC 72200 Equip&Furn
0
SPC 72800 InfoTechEq
0
x
SPC 74500 MiscExp
42,000
Review workshop costs
IUCN 71200 Intl Cnslt
0
IUCN 71400 Cntract Serv
0
IUCN 71600 Travel
0
IUCN 71200
IUCN 72300
IUCN 72200 Equip&Furn
IUCN 72400 Comm&AV
IUCN 74500 MiscExp
Project
Data processing costs & year
x
x
x
SPC 71400 Cntract Serv
46,899
Support
end Audit
Data processing
x
x
x
SPC 74500 MiscExp
39,638
Programme support
rounding off diff
Component 1
Total
495,812
RSC5/WP 7............17
Table G - 2010 Budget & AWP Component 2
OCEANIC FISHERIES MANAGEMENT PROJECT
2010 PROPOSE
FT
D DRA
BUDGET AND ANNUAL WORKPLAN
2010
sp.
Re
Indicative
OUTCOMES/Outputs
Key Activities
Timeframe
a
P rty
Budget Code
Budget
2010 ANNUAL WORK PLAN
2. The WCPFC established
Q1 Q2
Q3
Q4
and beginning to function
Legal consultants including Tsamenyi and Edeson to assist Remaining payment for
Legal Reform
x
x
FFA 71200 Intl Cnslt
$52,000
effectively; Pac SIDS taking a
with WCPFC and national legislative work to reflect 2009
legal consultants
lead role in the functioning and
x
FFA 71600 Travel
$3,000 Nominee tbc
management of the
Samoa legislative workshop. Legislative workshops to incl. Date of second workshop
x
x
x
FFA 74500 MiscExp
$36,000
Commission and in the related
WCPFC obligations (including national consultants). Date (PDBWS) tbc
management of the fisheries
National Consultants & Les Clark Les Clark Sub regional
National Consultants &
Les Clark SC6, TCC6,
Policy Reform
x
x
x
FFA 71200 Intl Cnslt
and the LME; national laws,
$67,014 National work
work and FFC
Les Clark National work
MOC and WCPFC7
policies, relevant institutions
Fund to be directed to
Fund to be directed to fund Fund to be directed to fund
and
x
x
x
FFA 71400 Cntract Serv
Task Darren to complete
fund national work
national work National
national work National
$59,355 unfinished work
National FMAs
FMAs
FMAs
1.FMAs to do incountry
1.FMAs to do incountry
1.FMAs to do incountry
x
x
x
FFA 71600 Travel
1.FMAs to do incountry work work 2 Policy
work 2 Policy
work 2 Policy
$34,166 2 Policy attachment
attachment
attachment
attachment
Funds allocated for
x
x
FFA 72200 Equip&Furn
$10,000 Funds allocated for equipment
equipment
Funds allocated for
x
FFA 72800 InfoTechEq
$2,479 equipment/computer
Funds allocated for office
Funds allocated for office Funds allocated for office Funds allocated for office
x
x
x
FFA 73200 PremAlter
$14,994 improvement
improvement
improvement
improvement
1.Funds allocated to fund
1.Funds allocated to fund In country requests for
In country requests for
training, 2 1. National Incountry
x
x
x
FFA
training, National Incountry
workshop, 2
2.National In country
workshop, 3 DSA Top up FFA WCPFC
74500 MiscExp
$65,074 1. National Incountry workshop
workshop
DSA Top up FFA SC6 7
IUCN 71200 Intl Cnslt
$0
Marine Programme Officer
x
IUCN 71400 Cntract Serv
$42,224 salary & Audit costs
1.Workshop tentatively
scheduled for Feb 2101, and will
include purse seine fishing
x
IUCN 71600 Travel
$57,455 around FADs as wel as the
longlining around seamounts.
2 Travel
x
IUCN 72100
$16,571 Workshop costs
x
IUCN 72300
$20,013 These materials will be
IUCN 72400 Comm&AV
$0
IUCN 72800
$0
x
IUCN 74500 MiscExp
$21,760 Workshop & programme support
Institutional
x
FFA 71200 Intl Cnslt
Reform
$98,452 IS consultants
x
FFA 74500 MiscExp
$44,961 Workshop costs
Compliance
x
x
FFA 71200 Intl Cnslt
Consultatant, Preparing an implementation Plan for
Strengthening
$20,000 Regional MCS Strategy.
x
x
FFA 71600 Travel
$12,692
Attachment for 2 SIDs
Attachment for 3 SIDs
Balance from
Compliance Consultancts
x
x
FFA 74500 MiscExp
$43,471
of $35431 after 2009
commitments of $20,000
met transferred to this
budgetline to fund MCS
WG 13 in April 2010
TCC top up $10k
Project
x
x
x
FFA 74500 MiscExp
Support
$23,590
Programme support
Component 2
Total
745,272
RSC5/WP 7............18
Table G - 2010 Budget & AWP Component 3
OCEANIC FISHERIES MANAGEMENT PROJECT
2010 PROPOSED DRAFT BUDGET AND ANNUAL WORKPLAN
2010
Resp.
Indicative
OUTCOMES/Outputs
Key Activities
Timeframe
Party
Budget Code
Budget
2010 ANNUAL WORK PLAN
Q1 Q2
Q3 Q4
Q1
Q2
Q3
Q4
3. Effective project
Information
x
FFA 71200 Intl Cnslt
$1,500 Printing materials
management at national and
System
x
FFA 72300 Matl&Goods
$4,000 Printing materials
regional level; major
Monitoring &
x
FFA 71200 Intl Cnslt
$72,257
governmental and NGO
Annual review and Evaluation
stakeholders participating in
Evaluation
x
FFA 71400 Cntract Serv
$5,031
Audit
Project activities and
FFA 74500 MiscExp
$0
consultative mechanisms at
Stakeholder
national and regional levels;
x
x
FFA 71400 Cntract Serv
$120,145
Participation
NGO & Private sector
information on the Project and Proj. Mgmt &
x
x
FFA 71200 Local Cnslt
$43,534
PCU consultants
the WCPF process contr
Coordination
x
x
x
FFA 71400 Cntract Serv
$159,704
Staff Cost
x
x
x
FFA 71600 Travel
$29,507
PC Travel costs
FFA 72200 Equip&Furn
$0
x
x
FFA 74500 MiscExp
$14,535
Project
x
x
x
FFA 74500 MiscExp
$17,779
Support
Programme support
Component 3
Total
467,991
GRAND TOTAL
Total 2010 Indicative Annual Work Plan and Budget
1,709,074
RSC5/WP 7............19
Conclusion
27.
This report has been prepared to present the Financial Reports in 2009 for
the OFM Project, to the fifth meeting of the Regional Steering Committee with whom
the responsibility lies for overall oversight of the project. This paper contains the:
i)
2008 Financial Report;
ii)
2008 Audit Report;
iii)
2009 Approved Budget and AWP;
iv)
2009 Interim Financial Report (YTD September 2009);
v)
IUCN Progress Reports; and
vi)
draft 2010 Budget and Work Plan.
28.
The Project Coordination Unit has prepared these financial reports adhering
to best practice international standards of accounting, and in accordance with the
financial regulations of the FFA and UNDP. Finally the fifth meeting of the OFM
Project Regional Steering Committee (RSC5) is invited to consider and endorse the
following recommendations.
Recommendations
29.
The Regional Steering Committee is invited to:
i)
The Committee is invited to comment on and endorse the 2008 Financial
Report noting the 2008 Auditor's Report and the change of Auditors in 2010
ii)
The Committee is invited to note the 2009 Interim Financial Report and the
2009 Estimates and Carry Forward projections;
iii)
The Committee is invited to note the progress of amendments made to the
IUCN approved budgets and activities; and
iv)
The Committee is invited to comment on endorse the draft 2010 Budget &
AWP
RSC5/WP 7............20