Micronesia Chief Executives Summit: Hosting Manual

Transcription

1 Micrnesia Chief Executives Summit: Hsting Manual I. Intrductin/Histrical Backgrund The prcess f rganizing the Micrnesia Chief Executives Summit (MCES) has histrically fallen upn the hst cuntry. This bligatin has changed and expanded significantly since the initial Summit was held in Nt nly are there nw mre participating jurisdictins in the Summit Prcess tday, but there is als a grwing effrt t establish a Secretariat capacity that will ultimately lighten the rle f the hst cuntry. Hwever, even with the establishment f a secretariat, many f the respnsibilities f the hst cuntry will cntinue t exist, t a certain degree. It is therefre imprtant t understand a bit f the histry behind the develpment and expansin f the Summit prcess in rder t better cmprehend these hsting respnsibilities. Belw, therefre is a brief histry f the summit. Fllwing that is a practical verview, r manual, f recmmendatins that will assist the hst gvernment in effectively hsting the MCES when its turn cmes arund. In 2003, the Chief Executives f fur Western Pacific Island Gvernments frmed a unified sub-reginal multilateral bdy fr cperative gvernance knwn as the Western Micrnesian Chief Executive Summit (WMCES). This Summit was created in rder t initiate and advance reginal discussin amng leaders in Western Micrnesia. The first Summit was held in the Republic f Palau and the first Summit Cmmuniqué was signed in March f Original membership in the WMCES cnsisted f nly fur jurisdictins, the Republic f Palau, the Territry f Guam, the Cmmnwealth f the Nrthern Mariana Islands (CNMI) and the State f Yap, within the Federated States f Micrnesia. The Summit has met apprximately twice a year since this riginal meeting. A cmpanin Presidents Summit was als created in 2003, knwn as the Micrnesia Presidents Summit (MPS). This Summit was, and still is, cmpsed f the Presidents f the Freely Assciated States f Micrnesia (the Republic f Palau, the Republic f the Marshall Islands and the Federated States f Micrnesia). This Summit f leaders was develped t respnd t sub-reginal issues unique t these Freely Assciated States. The MPS has als met apprximately twice a year and ften has been crdinated with the MCES t reduce travel csts. Because f the success f the WMCES in addressing sub-reginal issues and the clear need t extend many f the issues beynd the Western Micrnesian sub-regin, the issue f extending membership t ther Micrnesian jurisdictins gained supprt, and membership was ffered t and accepted by the Federated States f Micrnesia and its fur individual states and the Republic f the Marshall Islands. Due t the new and brader membership, the WMCES was renamed as the Micrnesia Chief Executive Summit (MCES). Tday, there is als discussin f further extending an ffer f membership t American Sama. The MPS cntinues t hld meetings n issues that are unique t the Freely Assciated States. 1

2 A. Cmmittees Within the MCES, ver time a cmmittee structure was develped t reflect high pririty reginal needs. Currently there are nine cmmittees that represent a brad set f reginal issues, as fllws: The Reginal Wrkfrce Develpment Cuncil (RWDC); The Micrnesia Reginal Invasive Species Cuncil (RISC); The Micrnesia Challenge (MC); The Renewable Energy Cmmittee (REC); The Pacific Island Reginal Recycling Initiative Cmmittee (PIRRIC); The Reginal Transprtatin Cmmittee (TTC); The Reginal Turism Cuncil (TC); and The Reginal Health Cmmittee (HC) The Cmmunicatins Cmmittee (CC) Each f these cmmittees has its wn structure and its wn versight and management regime. Sme f the cmmittees have funding surces and sme d nt. Within the cntext f the MCES, each cmmittee has met just prir t the tw annual plenary meetings f the Chief Executives and made recmmendatins that have then been reviewed by the Chief Executives. The Chief Executives have taken actins and made directives based upn these cmmittee reprts. Sme Cmmittees als meet at varius times thrughut the year utside the cntext f the MCES. Within the cntext f the pre- Summit meetings, Cmmittees have prepared presentatins that they have given t the Chief Executives at the Plenary meetings, which have included accmplishments and recmmendatins. As the cmmittee structure has grwn, s t have the number f issues, the number f presentatins and the administrative respnsibilities f each cmmittee. B. Hsting Cuntries and Administrative Respnsibilities The hsting f the MCES has, t date, been rtated between jurisdictins and the administrative respnsibilities have generally been placed n the Hsting jurisdictin. Initially, each jurisdictin hsted tw cnsecutive Summits. Hwever, with the expansin f membership, hsting became limited t a single Summit. As the cmmittee structure has grwn, and as active participatin in the Summit prcess has increased, greater administrative respnsibilities have develped. It is partially because f this expanding respnsibility and the difficulty in fllwing up n utcmes and recmmendatins acrss the many jurisdictins that the Chief Executives have mved twards the creatin f a Micrnesia Center fr a Sustainable Future (MCSF See belw). The Chief Executives have clearly expressed their desire that an administrative capacity be develped thrugh the MCSF and that funding be identified t supprt that capacity. Hwever, until a Center is fully up and running, administrative respnsibilities will cntinue t be place n the hsting jurisdictin. Even after the MCSF is fully peratinal, the hst jurisdictin will have certain respnsibilities that will be cntinually defined ver time. This brief Manual will attempt t supprt these respnsibilities f the hsting jurisdictin by prviding practical recmmendatins and assciated dcuments frm prir Summits. 2

3 C. Micrnesia Center fr a Sustainable Future (MCSF) Over the past six years, the MCES has issued a series f jint cmmuniqués and related reslutins, letters and assciated actins and arrangements. These cperative actins frm the basis f an emerging fundatin f sub-reginal multilateral cperatin and gvernance. T enhance and build upn this emerging cllective visin, and in rder t respnd t the expanding bdy f wrk being prduced, especially thugh the MCES, the establishment f a reginal bdy t serve as the administrative, research, and develpment center fr bth the MCES and the MPS, as well their subcmmittees, sub-bdies and prgrams, has been endrsed by the Chief Executives f the regin. The Chief Executives, thrugh recent Summit Cmmuniqués, have named this Center the The Micrnesia Center fr a Sustainable Future (MCSF). In additinal t its prpsed administrative functins, the Center is als intended t: 1) achieve ecnmies f scale in stimulating ecnmic and cmmunity develpment; 2) cmmunicate the MCES strategic visin externally and internally; and 3) leverage private and public funding. T supprt the develpment f the MCSF, and t assist in the administratin f the MCES, the Chief Executives appinted an initial and a subsequent Secretary General (SG). The first SG appinted a Strategic Design Team t supprt this effrt. Under the guidance f the SG, the Design Team develped a Strategic Plan fr the Center which was fficially cnfirmed by the Chief Executives. This Strategic Plan is envisined as a living dcument that will change and expand as the rle f the MCES is further defined. The Secretary General and Design Team als rchestrated the develpment f a Start-up Grant fr the MCSF that was supprted and funded in June f 2010 by the U.S. Department f Interir, Office f Insular Affairs. The DOI Start-up grant has a duratin f ne year and is currently scheduled t expire in June f The Grant was issued by the OIA t the Graduate Schl t manage n behalf f the MCES and the Secretary General. The Grant fcuses n three areas f deliverables: Organizatinal Develpment; Prgram Develpment; and Reginal Strategic Framewrk. Within the cntext f rganizatinal develpment, grant funding was prvided t supprt the 14 th MCES and the develpment f a Designated Representatives grup (DR). This grup is cmpsed f a representative f each jurisdictin s Chief Executive (r the Chief Executive). The initial meeting f the Grup was held in Octber f 2010, which meeting was intended t develp prperly authrized and brad-based decisin making prtcls t enable the Graduate Schl t prceed with prject expenditures under the OIA Start-up grant. The DRs held a cnference call prir t the 14 th MCES and met prir t and after the 14 th Plenary sessin f the MCES. The prpsed prtcls f the DR s were cnfirmed by the Chief Executives at the 14 th MCES. 3

4 In additin t facilitating the rganizatin and meetings f the DRs prir t the 14 th MCES, the Graduate Schl als assisted the Republic f Palau in the preparatin fr the 14 th MCES held in Palau. In this effrt, using DOI Grant funding, the Graduate Schl assisted in the develpment f a web page fr the 14 th MCES that prvided: A registratin frm t the Summit fr bth participants and Chief Executives; Histrical dcuments frm prir Summits (1 st thrugh 13 th Cmmuniqués); A draft agenda fr the up-cming Summit; A brief descriptin f the MCES and the meeting prcess; A message frm the hsting Chief Executive; and Cntact infrmatin fr the Hst Jurisdictin. It is anticipated that the infrmatin prvided in this initial web page will be expanded prir t the 15th MCES, t be held in Phnpei, Federated States f Micrnesia. Hwever, as the DOI Start-up Grant will end in June f 2011, future supprt fr the web-page and the hsting f the bi-annual Summits will depend n the identificatin f n-ging funding supprt in the future. It is therefre unclear exactly what the respnsibilities f the Hst Jurisdictin will be in the future. This being the case, this brief manual assumes that the Hst Jurisdictin will cntinue t bear the heaviest burden in preparing fr the bi-annual MCES meetings until the MCSF is fully in place and funded. Within the cntext f the DOI Grant assistance ffered at the 14 th MCES, and assuming that such assistance will be available at an equivalent level fr the 15 th MCES, and in the future, the hme Jurisdictin wuld be wise t cnsider rganizatinal activities as set frth belw. II. Pre Summit Preparatry Wrk At the end f each Summit, the Chief Executives agree n wh will be the hst f the next Summit, which it is bradly accepted will ccur apprximately six mnths after the clse f the current Summit. In that interim six mnths, the hst cuntry must make the necessary preparatins fr the next Summit. In rder t d this, the Hst Cuntry is best served by establishing a necessary rganizatinal structure. This rganizatinal structure shuld be able t respnd t: Lgistical Issues befre, during and after the Summit Cmmittee Organizatin Pre-Summit Organizatin Summit Organizatin Pst-Summit Organizatin Develpment f Summit Cntent, including: Summit Cmmuniqué Cmmittee Presentatins Cmmittee Reprts Summit Letters and Reslutins 4

5 Transfer f Summit Obligatins t the Next Hst Summit Cmmuniqué Cmmittee Presentatins Cmmittee Reprts Summit Letters and Reslutins Summit speeches Within this cntext, the hst cuntry s rganizatin structure shuld therefre be fcused n tw primary prcess issues: Lgistical Management and Cmmittee Management III. Develping Organizatinal Structure It is therefre recmmended that within a reasnable time befre the fllwing Summit, apprximately three mnths after the prir summit and three mnths befre the prpsed summit, an rganizing structure be develped, with a Summit Crdinatr and tw primary Summit Cmmittees. The tw cmmittees, as described belw, will prvide the necessary administrative supprt t the Summit Organizer. A. Summit Organizer It is critical that a single persn be made respnsible fr the rganizatin f the Summit. Often this persn will be a high level gvernment fficial in rder t have the fficial capacity t effectively direct actin. It may very well be the Designated Representative f the Hst Cuntry wh serves in this psitin in rder t maintain cntinuity and t reflect his direct respnsibility and access t the Hst Cuntry s Chief Executive. B. Cntent Cmmittee The first Cmmittee, which is respnsible fr Summit Cntent (Cmmittee Reprts, prpsed letters and reslutins), is the Cntent Cmmittee. This Cmmittee shuld be cmpsed f the lead representative f each f the nine Summit cmmittees. As indicated, the current MCES Cmmittees includes: The Reginal Wrkfrce Develpment Cuncil (RWDC); The Micrnesia Reginal Invasive Species Cuncil (RISC); The Micrnesia Challenge (MC); The Renewable Energy Cmmittee (REC); The Pacific Island Reginal Recycling Initiative Cmmittee (PIRRIC); The Reginal Transprtatin Cmmittee (TTC); The Reginal Turism Cuncil (TC); The Reginal Health Cmmittee (HC); and 5

6 The Cmmunicatins Cmmittee (CC). The lead representative f each cmmittee is respnsible fr wrking with cmmittee representative frm each jurisdictin t fulfill the bligatins f the Cmmittee prir t the Summit. In cnjunctin with ne anther, the Cmmittee is als respnsible fr the detailed rganizatin f Cmmittee meetings held tw days prir t the actual Summit. In additin t wrking with cmmittee members frm ther jurisdictins, this Cmmittee must als wrk clsely with the Lgistical Cmmittee t ensure a chesive Summit. As indicated, these Cmmittees have histrically met just prir t the Summit fr tw days in rder t prepare their Cmmittee Reprts and t prepare cmmittee presentatins fr the Chief Executives at the Plenary meetings. As the Cmmittees generally d nt have the funding r lgistical capacity t meet between Summits, much f their wrk is accmplished at these preparatry meetings. Many f the rganizatinal issues that the Cntent Cmmittee must deal with are discussed belw. C. Event Organizatin (Lgistical grup) In additin t cmmittee rganizatin thrugh the Cntent Cmmittee, jurisdictins have fund it critical t establish a Lgistical Cmmittee t run the Summit. At all times, the tw cmmittees shuld crdinate their respective wrk t ensure that nthing falls between the cracks. The Summit is nw a very cmplex gathering f reginal leaders, staff and interested parties, ften f ver 200 participants and attendees, that requires security, prtcl, htel bkings, internet hsting, and the like. Organizing a successful meeting therefre requires a set f cre administratrs frm the Hst Jurisdictin t manage the flw f events ver the perid f a week. The Lgistical Cmmittee will als be respnsible fr all f the ther nn-cmmittee arrangements prir t the Summit. The specifics f these arrangements appear belw. D. Crdinatin with Designated Representatives As indicated, each jurisdictin has a designated representative t assist his/her respective Chief Executive with Summit issues. The Lgistical Cmmittee and the Cntent Cmmittee shuld carefully integrate their effrts with the effrts f the Designated Representatives prir t the Summit. It is likely that the designated Representatives fr each jurisdictin will be the primary pint f cntact fr the Hst Jurisdictin. In additin, the Designated Representatives have agreed t hld ne r mre cnference call(s) sme mnths prir t the Summit t discuss summit issues and t assist the Hst Jurisdictin in its Summit Organizing Activities. The Lgistical Cmmittee and Cntent Cmmittee shuld be represented at this cnference Call. The Graduate Schl, while invlved in the Summit Prcess will wrk t invlve bth the Hst Jurisdictin and the Designated Representatives in any pre- Summit planning activities. 6

7 E. Arrangements The Lgistical Cmmittee must deal with all f the practical and lgistical issues that will make the Summit a success, including the fllwing: Set the Date f the Summit and Invite ther Jurisdictins The first activity f the summit crdinatin is the setting f a date and the invitatin f Chief Executives frm ther jurisdictins. This is frequently mre difficult than it sunds, as the schedules f Chief Executives are very full. Frequently, the date f the Summit must be changed frm the riginal prpsed date in rder t accmmdate all f the Chief Executives. Cnsequently, the earlier that the invitatins can g ut, the better. Identify Primary Cntacts The Hst Jurisdictin shuld identify a cntact in each f the jurisdictins (generally the Designated Representative fr the jurisdictin) t serve as the primary pint f cmmunicatin fr Summit arrangements. It is thrugh this representative that n-ging discussins regarding arrival times, htel reservatins, car reservatins, and infrmatin regarding delegatins shall flw. Webpage Once again, the prcess f rganizatin can be greatly simplified thrugh the use f a web page fr issues f registratin, ntificatin, dcument transmittal, bking f htels, reservatin f cars and the like. The Lgistical cmmittee shuld wrk with the Graduate Schl t crdinate the develpment f the web page during the duratin f the DOI Start-Up Grant. While the Web Page will prvide the necessary tls fr rganizatin, it is critical that the infrmatin placed n the web page be peridically cmpiled and rganized. If used prperly, the web page will prvide a strng data base t manage the Summit activities. Registratin Frm The Webpage shuld include a registratin frm that can be filled ut by Summit Attendees. This shuld prvide all f the infrmatin that the Hst Jurisdictin wishes t knw abut the attendee. A sample registratin frm appears in Appendix 1. Arrangements Dcument In additin t, and in cnjunctin with, the Webpage, the Hst Jurisdictin shuld develp an Arrangements dcument that assists visiting jurisdictins in making travel arrangements fr the Summit. Arrangement tpics may include htel infrmatin, car rental infrmatin, arrival and departure infrmatin, and related infrmatin regarding attire fr events, medical facilities, security arrangements, spusal prgrams, cntacts and the like ( Appendix 2 is a sample Arrangements Dcument fr easy reference). Htels The Lgistical Cmmittee shuld identify ne r mre htels that will be available fr attendees f the Summit, hpefully at a cncessinary rate. This requires negtiating with Htels, and crdinating the prcess f reservatins. Frequently in the past, the hst jurisdictin has cvered the cst f the htels fr the visiting Chief Executives. Once again, this requires advance planning and negtiatin with the htels. 7

8 The Summit Web page shuld prvide visiting delegatins with a list f htels and their cntact infrmatin. This infrmatin shuld als appear in the Arrangements Dcument. The available htels shuld be listed n the Web Page. It may be that reservatins can be rganized thugh the web page registratin frm if the attendee chses t stay at ne f the fficially sanctined htels. Vehicles In the past, sme jurisdictins have prvided transprtatin t Chief Executives t ensure apprpriate levels f security. Hwever, as the Summit membership has expanded, vehicles have generally been prvided by the visiting jurisdictins. This cnfiguratin may depend upn the size f the hsting jurisdictin. Once again, the Summit Web page shuld prvide visiting delegatins with a list f car rental cmpanies and their cntact infrmatin. This infrmatin shuld als appear in the Arrangements Dcument. Meeting Center The Hst gvernment must identify a meeting center that can handle apprximately 200 peple ver a tw day perid. The center must have a speaker system that has a micrphne fr each Chief Executive. The Center must als be set up fr verhead presentatins. The Hst gvernment may chse t hld pre-summit Cmmittee meetings at the same lcatin as the Plenary. If this is the case, the Lgistical Cmmittee shuld be sure t crdinate rm arrangements with the Cntent Cmmittee. Updated List f Participants The Lgistics Cmmittee needs t wrk with the Cmmittees t keep an updated list f participants. In this way the size and scpe f the Summit bligatin can be mnitred n a daily basis. This als permits the hst jurisdictin t ensure that visiting delegatins have htel rms, cars and that high level fficials will be met at the airprt. The list shuld best be cmpiled via the summit web page. Letterhead The hst gvernment traditinally has created a unique letterhead fr the cmmuniqué and ther dcuments. Appendices 3 and 4 are samples f letterhead used in the past. Presentatin f Clrs Traditinally the hst gvernment presents its wn clrs and anthem. This ccurs at the pening and clsing ceremny. Generally, the Hst cuntry des nt have flags fr all f the member jurisdictins. It is therefre cmmn practice t request that member cuntries be requested t prvide large flags fr the presentatin f clrs and table flags. 8

9 Name Badges It is a cmmn practice t prvide name badges fr bth fficial attendees and bservers and visitrs. This can generally be taken care f in advance based upn registratins. Hwever, the capacity t prvide name badges fr attendees wh did nt register must be taken int cnsideratin. Preparatin f Attendee Packets Generally, hst jurisdictins prvide a packet fr Summit registrants, including the agenda, paper, pens and whatever else the Hst Jurisdictin wishes t prvide. Frequently the packet is prvided in a unique bag reflecting the number f the Summit (ex. 15th Micrnesia Chief Executives Summit Phnpei, Federated States f Micrnesia ) F. Agenda The Hst jurisdictin shuld prepare a prpsed agenda fr the up-cming Summit t be reviewed by all jurisdictins and ultimately finalized prir t the Summit (Appendix 3 is a sample agenda). The Agenda shuld reflect the cmmittee structure f the Summit and recgnize the expressed desire f the Chief Executives t minimize the duratin f cmmittee reprts and presentatins. The Agenda preparatin shuld therefre include n-ging input frm bth the Lgistical Cmmittee and the Cntent Cmmittee. Histrically each Summit has had cmmittee presentatins as well as theme/subject related presentatins. These presentatins are mst frequently added by the hst jurisdictin, but are ften prpsed by visiting jurisdictins. A significant amunt f discretin has generally been given t the Hst Jurisdictin regarding hw t deal with requests fr presentatins. Hwever, as mentined, as the agenda f issues has increased ver time, greater restrictins have been placed n bth the number and duratin f presentatins by bth cmmittees and utside presenters. The Draft Agenda shuld be prepared as early as pssible t allw fr Cmment by the ther jurisdictins. The Draft Agenda shuld be psted n the Web Site fr the widest pssible distributin. The Draft Agenda shuld als be sent t the Chief Executives and Designated Representatives f each jurisdictin in rder t all them t distribute t their staff and t respnd with recmmended edits and additins r deletins in a timely fashin. G. Organizing and Mnitring Cmmittee Activity (Cntent Cmmittee) After the Cntent Cmmittee in place, it shuld immediately begin fcusing n ensuring that each Cmmittee fllw up n the bligatins that it made at the prir Summit thrugh its Cmmittee Reprt, as reflected in the prir Cmmuniqué. The success f the entire MCES prcess depends n cmmittees undertaking t implement the directives f the Chief Executives. The Cntent Cmmittee shuld therefre cnsider taking respnsibility fr the fllwing: Names and Cntact Infrmatin A gd starting pint is t gain the names and cntact infrmatin f Cmmittee representatives frm each jurisdictin (See Appendix 4, a list f Cmmittee members frm the 14th MCES). The key t the success f the Summit will 9

10 largely rest upn the success in rganizing the Cmmittees, in gaining attendance frm each jurisdictin, and in planning fr cmmittee activities befre arrival at the Summit. It cannt be assumed that each cmmittee has been active since the prir Summit. Different cmmittees have different administrative capacities and funding and perfrmance varies greatly between meetings. Cntact Cmmittee Members Cmmittee members frm ther jurisdictins therefre need t be cntacted as sn as pssible in rder t crdinate their readiness fr the upcming summit meeting. Organize Sign-ups Hst representatives shuld ensure that all cmmittee representatives that will attend the Summit register fr the Summit thrugh the Summit web-site. This ensures that all f the apprpriate infrmatin is made available t the Hst Jurisdictin. Meeting Lcatins Each cmmittee will need a place t meet fr the tw days prir t the fficial Summit Meetings. This generally requires the availability f a space fr each cmmittee fr tw full days, even thugh it is rare that tw full days f meetings are held. Many jurisdictins have histrically held the cmmittee meetings in the cnference rms at the lcatin f the assciated ffices in the hst jurisdictin. Other jurisdictins have held cmmittee meetings at different rms at a cnference center. This generally depends n a jurisdictin s available facilities and available budget. Define Cmmittee Issues Cmmittee Representatives must review decisins and recmmended actins frm prir meetings, especially the last Summit and any subsequent meeting, and lead the effrt f the cmmittee t fllw thrugh with apprpriate and cncrete actin. This includes helping t identify any new issues r presentatins that need t be made at the next Summit. Brad Participatin The ultimate gal f cmmittee preparatin shuld be the participatin by all jurisdictins in the wrk f the cmmittee. Hwever, many jurisdictins d nt have sufficient funding t send participants fr each Cmmittee. The Hst representative shuld therefre encurage preliminary wrk by each jurisdictin, and between jurisdictins, that ensures brad supprt f the cmmittee s recmmendatins and presentatin at the Summit. Early wrk with cmmittee representatives can ensure that there is a brad supprt fr cmmittee wrk, which is critical if cmmittee recmmendatins are t mve frward at the natinal level. Practive Apprach The mst successful Summits have been nes in which the hst jurisdictin has taken a practive apprach t the fllw-thrugh n cmmittee issues. Other jurisdictins will appreciate the effrt put frth t identify reginal issues and trends that are reflected in cncrete agenda items and prpsals. H. Event Preparatin (Lgistics Cmmittee) In additin t planning fr the arrival f and living arrangements fr apprximately 200 participants and bservers, the Lgistics Cmmittee must als rganize the actual three day Summit. This requires the rganizatin f facilities, equipment, meals, events and the like. It als requires the cnstant 10

11 crdinatin with the Cmmittee Organizing Grup. A list f sme f the majr event preparatin issues and services that must be attended t prir t the Summit fllws: Technical Staff and Hardware In additin t helping the Cmmittee members ensure that cmmittee meetings are staffed and have apprpriate equipment, the Central Staff must ensure that the three day Plenary Sessin is technically staffed and that sufficient equipment is available and wrking. Equipment that must be available and wrking thrugh the entire event includes cmputers, prjectr(s), printers (black and white laser jet and clr ink jet), extensin crds, staff tables, regular and high quality paper, back-up ink, etc. The Hst jurisdictin shuld prvide a cmputer expert fr the duratin f the Summit t ensure that all equipment is wrking and that truble shting services are available thrughut the Summit. Crdinate Events A number f events are spnsred by the hst jurisdictin, including lunches, dinners and excursins. The Lgistics Cmmittee needs t prepare well in advance t ensure that these events cme ff. A critical cmpnent f this effrt is the identificatin f funding surces fr such events (See fund-raising belw). Lcal Perfrmance Histrically, the hst jurisdictin arranges traditinal perfrmances at different pints thrughut the week-lng Summit event, including at the pening ceremny and at hsted lunches and dinners. Fund Raising A critical cmpnent f event planning ften invlves fund raising. Many jurisdictins in the past have gained significant private spnsrships f individual events, especially dinners. Funds have als been cntributed thrugh grants (ARRA Grant) and frm freign gvernments (Republic f China, Taiwan). Frmal requests fr such funds will find greater success if scheduled far in advance f the Summit. Master f Ceremny Generally, the Hst Jurisdictin prvides rganizatin t the Plenary Sessins thrugh a Master f Ceremny, wh guides the events smthly frward. Presentatin f Clrs The Hst Cuntry needs t crdinate the presentatin and retiring f clrs at the beginning and the end f the Summit. Opening Prayer The hst jurisdictin shuld identify a Priest/Minister t prvide an pening prayer at the Summit s Opening Ceremny. Excursins Generally, a single excursin is rganized by the hst jurisdictin. This event is usually pen t all participants n the final day f the Summit and therefre is quite well attended. This single excursin event requires significant planning. Once again, fund-raising r spnsrship t finance this event shuld be cnsidered. In additin, frequently participants depart later n the day f the excursin. Gifts Traditinally, the Hst Gvernment prvides gifts t the visiting Chief Executives. Generally these gifts are uniquely reflective f the hst culture and therefre generally take sme time t craft. 11

12 IV. Tw-Day Cmmittee and Event Preparatry Wrk A. Cmmittee Meetings (Event Cmmittee) As indicated abve, in rder fr the nine Summit Cmmittees t prepare fr the Summit, they have histrically met fr tw days just prir t the Summit. This is the primary purpse fr the Summit t be extended tw days and fr the early arrival f delegatins. It shuld be nted that due t the difference in flight availability, sme delegatins may arrive late n the first day f this tw-day preparatin perid. Cmmittee meetings must be rganized accrdingly. Specific issues that must be crdinated include the fllwing: Chair and Crdinate Pre-Meetings As the hst jurisdictins have histrically chaired the respective cmmittees, it generally falls upn the lcal representative t crdinate and mange the cmmittee meetings. Cmmittee Lcatins Despite all best effrts, attendees will frequently nt knw the lcatin f the cmmittee meetings. The Hst jurisdictin must cnsequently make every effrt t ensure that that arriving cmmittee members are made aware f the lcatin f the meetings. Crdinate Presentatin and Reprt Likewise, as Chair f the cmmittee, the lcal representative is generally respnsible fr crdinating the develpment and ultimate presentatin f the cmmittee Presentatin and Reprt. If utside speakers are cnsidered, their presentatin must be crdinated and cleared thrugh the Lgistical Cmmittee. Equipment Each meeting lcatin must have sufficient equipment (cmputers, printers, verhead prjectrs, etc.) t cnduct an efficient meeting and t prepare a Cmmittee reprt and presentatin. B. Final Preparatin fr Summit Events (Lgistics Cmmittee). During the tw days f Cmmittee Meetings, the Lgistics Cmmittee must make sure that all f its preliminary planning is finalized. Plenary Preparatin Final preparatins must be made at the lcatin where the Plenary will be held. This includes finalizing: Lists f attendees; Name tags fr delegatin members and bservers; Seating arrangements; Equipment and accessries; Internet accessibility; Office supplies; Letterhead; Flag arrangements, including the delivery f flags by jurisdictins, where requested; 12

13 Lcal perfrmance arrangements; Gift arrangements; Prayer arrangements; the script fr the Master f ceremnies, which must match the final agenda; the Agenda; Material packets fr Chief Executives; Cffee and lunchen arrangements; Evening events arrangements; Excursin arrangements; and Official Pht arrangements V. Summit Organizatin. The three day Summit will bring t cmpletin the extensive planning undertaken ver the prir three mnths. In additin t hlding the events that have been planned fr at the stages defined abve, certain utcmes will prvide the main fcus f the three day event. Outcmes f this event will include the fllwing: Cmmuniqués Traditinally the hst Gvernment has been given the primary respnsibility fr preparing the Cmmuniqué, a dcument that sets frth the decisins, reslutins and cmmunicatins f the Chief Executives. This being said, a frmer staff member frm a member cuntry with a lng-term participatin with the Summit has, in the past, prvided technical assistance in this effrt. At the 14th Summit, this individual was cntracted by the Graduate Schl t draft the Cmmuniqué. If funding is nt made available in the future, this respnsibility will have t return t the hsting gvernment. If this is the case, it is best t begin the prcess by reviewing past cmmuniqués within the cntext f cmmittee reprts (See Appendix 5, a sample Cmmittee Reprt). Generally cmmittees are directed t develp their reprts in the frmat f the Cmmuniqué in rder t speed up the prcess (See Appendix 6, a sample Cmmuniqué respnse t a Cmmittee Reprt). Ten Cpies f the cmmuniqué must be prepared and signed by each jurisdictin s Chief Executive r his r her Designee. The tenth signed cmmuniqué is delivered t the Secretary General as an histrical recrd. It is critical that the Cmmuniqué fcus n the actins f the Chief Executives in respnse t the Cmmittee recmmendatins, nt n the actins f the cmmittees. Histrical data and data that refers t cmmittee activities shuld be kept t a minimum in the cmmuniqué. Each cmmittee reprt is a cmpnent f the Recrd f Prceedings, alng with reslutins, letters and the Cmmuniqué. One persn shuld be made the primary writer/editr f the Cmmuniqué and a secnd staff member shuld prvide editing and prfreading assistance. This persn shuld als keep a recrd f the discussins f the Chief Executives in rder t ensure that imprtant decisins and cmments will be reflected in the Cmmuniqué. Frequently 13

14 ther jurisdictins will prvide assistance in the develpment f the Cmmuniqué, ften thrugh their attending legal staff member. The Hst Jurisdictin must crdinate the prcess fr accessing assistance frm such staff. Frequently Cmmittees will draft bth a Cmmittee Reprt and a draft sectin fr the Cmmuniqué. Effrt shuld be made t crdinate the effrts f the Cmmittees in writing their reprts and in writing draft Cmmuniqué sectins with the writer/editr f the Cmmuniqué Timing f Cmmuniqué The Cmmuniqué is a cmplex dcument that sets frth the decisins f the Chief Executives. It therefre takes cnsiderable time t finalize. Staff wrks n the cmmuniqué thrughut the Plenary, as they receive cmmittee reprts and as they hear Chief Executive Cmments and directives. At the cmpletin f the Plenary Meetings, staff must finalize the Cmmuniqué, reslutins and letters, as directed by the Chief Executives. In rder t facilitate this effrt, it is wise t schedule the signing ceremny n the day subsequent t the last day f the Plenary Sessin. This allws the preparatin f a quality dcument and als permits jurisdictins t review and make timely cmments n the draft cmmuniqué. Reslutins As with Cmmuniqués, ten reslutins must be prepared fr signature. Reslutins are generally recmmended by a Cmmittee r intrduced r prpsed by a jurisdictin and secnded by anther jurisdictin. They are accepted by cnsensus, which ften is acknwledged by silent acquiescence. (Appendix 7 is a sample Reslutin) Letters Like reslutins, ten letters must be prepared fr signature. Letters are generally intrduced r prpsed by a jurisdictin and ften secnded by anther jurisdictin. They are accepted by cnsensus, which ften is acknwledged by silent acquiescence. (Appendix 8 is a sample Letter) Decisin-making Prcess The decisin-making prcess f the Summit is ne f cmplete cnsensus. This requires agreement by all members prir t a decisin, cmmunicatin r reslutin befre mving frward. Within this cntext, histrically, an infrmal prcess has been agreed t whereby pen discussin is encuraged. Withut an Executive Directr r Central Office in place, hwever, the Hst Jurisdictin has histrically been respnsible fr the chairing the meetings f Chief Executives and ensuring the finalizatin f dcumentatin f these meetings. This respnsibility has included the respnsibility t ensure that any fficial dcument r decisin that mves frward be cnfirmed as a cnsensus decisin f the Chief Executives. Official Phts In the past, there has been a pht sessin with the Chief Executives shrtly after the pening ceremny. Frequently the hst jurisdictin has made the pht available t visiting Chief Executives as a gift at the clsing ceremny f the Summit. Cnsequently a phtgrapher needs t be made available. 14

15 VI. Pst Summit Obligatins. At the end f the Summit, the Hst Jurisdictin has certain respnsibilities that allw fr a smth transitin t the next hst jurisdictin and the transmittal f dcuments t jurisdictins and t the Secretary General fr recrd-keeping. This prcess will be fine-tuned ver time and thrugh the rganizatinal wrk being undertaken under the OIA Start-Up Grant. A. Infrmatin Gathering. The tw primary respnsibilities f the hst Natin after the Summit are the gathering f fficial dcuments and infrmatin f the Summit and the transmittal f the same t member natins. Specifically, it is the respnsibility f the Hst Jurisdictin t cmpile the Cmmuniqué, a list f participants and their cntact infrmatin, reslutins, letters, cmmittee reprts and cmmittee presentatins in digital frmat. The Graduate Schl, during the life f the OIA Grant, has the respnsibility t cmpile these dcuments int a Summit Prceedings Dcument that will then be prvided t each Jurisdictin. At the end f the grant perid, this respnsibility will fall directly upn the Hst Jurisdictins, Secretary General, his designee, r as determined by the Chief Executives. B. Infrmatin Transmittal. Each jurisdictin shuld be prvided with riginal signed Cmmuniqués, letters and reslutins and with digital cpies f the same. Generally, the riginal signed dcuments are immediately prvided t each jurisdictin after the signing ceremny. As indicated, during the duratin f the OIA Grant, the Graduate Schl shall include these digital dcuments within the cntext f the Summit prceedings dcument. 15

16 Appendix 1: Registratin Frm (MCES 14)

17 14 th Micrnesian Chief Executives Summit Ngara Amayng Cultural Center Krr, Republic f Palau December 15 17, 2010 Registratin Frm fr Accmpanying Delegatin Members All attendees must return a cmpleted registratin frm (mail, fax r ) t: Ministry f State Attentin: Ms. Linda Ngirameketii (lind679@gmail.cm) r Ms. Clarissa Adelbai (adelbai.clarissa@gmail.cm) 14 th MCES Organizing Cmmittee PO Bx 100 Krr, Republic f Palau Tel: /2490/2343 Fax: Mr. Mrs. Ms. First Name: Last Name: Organizatin: Psitin: Address: City: State: Zip: Telephne N: Fax N: List equipment and/r supplies needed fr presentatin: Travel arrangements: Date f Arrival: Date f Departure: Airline/Flight #: Airline/Flight #:

18 Appendix 2: MCES 14 Arrangements Dcument

19 12-17 December 2010 Republic f Palau PARTICIPANTS INFORMATION REGISTRATION All delegates must register thrugh the fllwing website n later than 8 December 2010: ARRIVAL & DEPARTURE 1. Airprt All participants will be met by the Prtcl Officers n arrival at the Palau Internatinal Airprt. Transprtatin frm the airprt t htel will be prvided t the Chief Executives. Rest f the delegatin members are urged t arrange airprt pickup with the htel they will be staying. 2. Baggage One member f each delegatin accmpanying the Chief Executives will be respnsible fr their baggage, and will be asked t cperate with the Prtcl Officers at all stages f the mvement f baggage frm airprt t htel, and vice-versa. 3. Entry Frmalities All travelers t Palau d nt require visa prir t entering Palau. All travelers are issued a 30 days visa, and thus require a valid passprt and a return ticket n arrival. ACCOMODATION Chief Executives will be accmmdated at the Palasia Htel. Bureau f Freign Affairs will assist the rest f the delegate make bkings fr htels and rental cars, hwever, it is highly recmmended that members f delegatin bk their wn htels thrugh the fllwing website: www. visit-palau.cm/placeststay/index.cfm TRANSPORTATION Chief Executives will be prvided with transprtatin and chauffeur/driver. Delegatin members are urged t bk their wn transprtatin fr the duratin f their stay in Palau. 1. IA Rent A-Car Tel (680) /5011/4182 Fax (680) iabc@palaunet.cm 2. Hertz- NECO Palau Tel (680) / /1989 Fax (680) th Micrnesian Chief Executives Summit 1 Participants Infrmatin

20 3. Tyta Rent A Car Tel (680) / westplaza@palaunet.cm 4. Budget Car Rental Tel (680) / Fax (680) budgetpalau@palaunet.cm ATTIRE Alha shirts fr the fficial pening f the 14 th Micrnesian Chief Executives Summit will be prvided t the Chief Executives. Dress fr ther ccasins will be semi-frmal/island attire. HOSPITALITY The Gvernment f the Republic f Palau will ffer the fllwing hspitality fr the duratin f the Summit and related meetings: 1. One rm frm each Chief Executive and their accmpanying spuse. Other incurred cst fr services will be brne by each Chief Executive; 2. One chauffeur-driven car fr each Chief Executive; 3. Liaisn Officers fr each delegatin; 4. SIM Card and Airtime Card nt including cell phne will be prvided t each Chief Executive MEDICAL FACILITIES The Ministry f Health Mbile Medical Team will be n call at all times fr the Summit and related events. RESPONSIBILITY FOR ARRANGEMENTS The Gvernment f the Republic f Palau is respnsible fr prviding venue, facilities and supprt staff, security arrangement, and reservatin f accmmdatin/car rental fr delegatin members upn request. SECURITY ARRANGEMENT The Gvernment f the Republic f Palau accepts all respnsibilities fr the prtectin f Chief Executives fr the duratin f their stay in Palau. SPOUSE PROGRAM Spuses accmpanying Chief Executives will have a separate prgram; details will be made available n arrival. IMPORTANT CONTACTS Ms. Linda Ngirameketii Tel (680) /2509/6330 Fax (680) lind679@gmail.cm Ms. Clarissa Adelbai Tel (680) /2509/6330 Fax (680) adelbai.clarissa@gmail.cm 14 th Micrnesian Chief Executives Summit 2 Participants Infrmatin

21 Appendix 3: MCES Letterhead

22 11TH MICRONESIAN CHIEF EXECUTIVES SUMMIT Appendix 3 1

23 Appendix 4: Agenda (MCES 14)

24 Republic f Palau Ngarachamayng Cultural Center December 15-17, 2010 Mnday, December 13, :00 AM - 4:00 PM Pre-Summit Cmmittee Meetings Palau cunterparts will prvide venue fr their respective cmmittees. Tuesday December 14, :00 AM - 12:00 PM Cmmittee/Designated Representatives Meetings n Ptential MCES Refrms 9:00 AM Palau Technical Wrking Cmmittee requests briefing t H.E. President Tribing NOTE: It is anticipated that designated representatives will prvide briefing t their respective Executive n the prgress and details f the MCSF. 14 th Micrnesia Chief Executives Summit Last Mdified

25 DAY 1: Wednesday December 15, :00-9:00 AM Registratin 9:30 AM Psting f Clrs Palau Natinal Anthem Opening Prayer Intrductin f Distinguished Guests and Chief Executives Chesls (Traditinal Chant) Remarks by current Chair and turnver f Chairmanship t H.E. President Tribing Acceptance by Palau f Chairmanship Debusch (blwing f cnch shell) 10:00 AM Tea Break/Official Pht Lcal Perfrmance (Ruk Traditinal Men s War Dance) Welcming Remarks by His Excellency Jhnsn Tribing President f the Republic f Palau 10:15 AM Delal-a-Nglik (Traditinal Wmen s Dance) by Ngeremlengui Dancers 10:30 AM Review and Adptin f Agenda Remarks by Chief Executives Hnrable Benign R. Fitial, Gvernr, CNMI His Excellency, Emmanuel Mri, President, Federated State f Micrnesia Hnrable Felix P. Camach, Gvernr, Territry f Guam His Excellency, Ante Tng, President, Republic f Kiribati His Excellency, Jurelang Zedkaia, President, Republic f the Marshall Islands His Excellency, Marcus Stephen, M.P., President, Republic f Nauru Hnrable Wesley Simina, Gvernr, Chuuk State Hnrable Rbert J. Weilbacher, Gvernr, Ksrae State Hnrable Jhn Ehsa, Gvernr, Phnpei State 14 th Micrnesia Chief Executives Summit Last Mdified

26 Hnrable Sebastian L. Anefal, Gvernr, Yap State His Excellency, Jhnsn Tribing, President, Republic f Palau PRESENTATIONS 11:00 11:30 AM Regin IX Federal Reginal Cuncil - Gvernr Fitial Review f Events in San Francisc 11:30 12:00 PM Micrnesia Center fr a Sustainable Future Review f Palau Planning Meeting Refrm f MCES Meeting Structure Presentatin by Designated Representatives Discussin 12:00 2:00 PM Lunch hsted by Palau 1. Chief Executives Lunch w/spuse and ne technical staff at Palasia Htel 2. Wrking Lunch fr Technical Wrking Cmmittee at Ngarachamayng Cultural Center 2:30 2:40 PM UN Framewrk Cnventin n Climate Change COP16 Delivered by Sebastian Marin, Natinal Envirnment Planner 2:40 2:50 PM Pacific Wrkfrce Investment Wrkgrup (PWIW) 2:50 3:00 PM Micrnesian Challenge 3:00 3:10 PM Reginal Invasive Species Cuncil (RISC) 3:10 3:20 PM Q & A and Tea Break 3:20 3:30 PM Reginal Energy Cmmittee (REC) 3:30 3:40 PM Health Cmmittee (RHC) 3:40 3:50 PM Transprtatin Cmmittee (TC) 3:50 4:00 PM Tea Break 4:00 4:10 PM Reginal Turism Cmmittee (RTC) 4:10 4:20 PM Pacific Islands Reginal Recycling Initiative Cmmittee (PIRRIC) 4:30 PM Meeting Adjurns 14 th Micrnesia Chief Executives Summit Last Mdified

27 7:00 PM Welcming Dinner Receptin Palau Ryal Resrt Hsted by H.E. President Jhnsn Tribing Master f Ceremny: Mr. Jeffrey Antl Directr, Bureau f Freign Affairs DAY 2: Thursday, December 16, 2010 PRESENTATIONS (cntinue) 9:00-9:10 AM Cmmunicatins Cmmittee 9:10-9:20 AM Water and Sanitatin 9:20-9:30 AM Miscellaneus Presentatins 9:30 9:40 AM Tea Break 9:40 11:50 AM Cntinue Miscellaneus Presentatins 12:00 2:00 PM Lunch Hsted by Palau at Palau Pacific Resrt Chief Executives, Spuses and ne technical staff 2:30 3:30 PM PLENARY Remaining Business Apprving the next site fr the 15th MCES Review and adptin f Cmmuniqué 3:30 4:30 PM Clsing Remarks by Chief Executives Hnrable Benign R. Fitial, Gvernr, CNMI His Excellency, Emmanuel Mri, President, Federated State f Micrnesia Hnrable Felix P. Camach, Gvernr, Territry f Guam His Excellency, Ante Tng, President, Republic f Kiribati His Excellency, Jurelang Zedkaia, President, Republic f the Marshall Islands His Excellency, Marcus Stephen, M.P., President, Republic f Nauru Hnrable Wesley Simina, Gvernr, Chuuk State Hnrable Rbert J. Weilbacher, Gvernr, Ksrae State Hnrable Jhn Ehsa, Gvernr, Phnpei State Hnrable Sebastian L. Anefal, Gvernr, Yap State His Excellency, Jhnsn Tribing, President, Republic f Palau 7:00 9:30 PM Clsing Ceremny/Dinner Receptin at Sea Passin 14 th Micrnesia Chief Executives Summit Last Mdified

28 Signing f the 14th Jint Cmmuniqué Presentatin f Gifts t Chief Executives Retiring f Clrs Debusch signifying frmal cnclusin f the 14th MCES Entertainment DAY 3: Friday, December 17, 2010 Rck Island Picnic Optinal Babeldab Tur Optinal 14 th Micrnesia Chief Executives Summit Last Mdified

29 Appendix 5: RISC Reprt t 14 th MCES

30 Micrnesia Reginal Invasive Species Cuncil (RISC) Reprt t the 14 th Micrnesian Chief Executives Summit Republic f Palau December 15-17, 2010 Backgrund The missin f the RISC is: T reduce the likelihd f intrductin f invasive alien species t islands acrss the regin and t cntrl r, when feasible, rid ur islands f existing invasins thrugh crdinatin f effrts thrughut the Western Pacific. As nted in previus reprts, cperatin thrugh RISC has yielded significant prgress in the advancement f invasive species awareness, preventin, and cntrl in Micrnesia; this reginal cperatin is essential fr bth reginal and lcal successes. Accmplishments Since the 13 th Summit: The RISC met December 13 th and 14 th, 2010, t prepare fr the 14 th Micrnesian Chief Executives Summit (MCES). At this meeting, the Chair f the RISC rtated frm the Ksrae t Phnpei. The incming Chair is Kadalin Lrens, istp Chairman. RISC thanked Steven Gerge fr his excellent wrk and leadership f the RISC during the previus year. RISC als cngratulated Bejay Obisp (Phnpei) as the new Vice-Chair, and elected Diane Vice (Guam) as Secretary/Treasurer. The RISC calendar fr 2011, an imprtant awareness-raising tl, will be cmpleted in December and distributed in early The calendar was funded by the Secretariat f the Pacific Cmmunity (SPC), and crdinated by the RISC Secretary. Letters frm the Micrnesia Chief Executives and RISC were sent requesting supprt frm US Natinal Invasive Species Cuncil (NISC) fr a full-time NISC-funded psitin within Micrnesia t assist with crdinatin f invasive species effrts in Micrnesia. RISC members have supprted the develpment f the Micrnesia Bisecurity Plan (MBP) by prviding lcal expertise t federal scientists wh are cmpleting the risk and pathway analysis reprts that frm the basis fr the MBP. The scientific reprts are due March 2011 and RISC will crdinate an infrmal review f these reprts by lcal experts in each jurisdictin. RISC participatin in the develpment prcess will help ensure that the final MBP will accurately prtray pririties and needs within Micrnesia fr restricting intrductins and spread f invasive species thrughut Micrnesia. In rder t plan fr the eventual implementatin f the MBP, a prpsal t develp a Strategic Implementatin Plan was submitted t DOD fr funding. The Chief Executives can ensure the mst benefit frm this plan by instructing their invasive species crdinatrs and ther apprpriate staff t actively supprt the MBP and its implementatin. Individual member accmplishments are described in the attached member reprts. Furteenth Micrnesian Chief Executives Summit December 15-17, 2010 Reprt f the Micrnesia Reginal Invasive Species Cuncil (RISC) Page 1 f 2

31 Recmmendatins: We recmmend that the members f the 14 th Micrnesian Chief Executives Summit include the fllwing in their cmmuniqué: The Chief Executives reaffirm their cmmitment t prvide a permanent and full-time Invasive Species Crdinatr fr each jurisdictin. The Chief Executives reaffirm their cmmitment t identify, in writing t the Chair f RISC, tw representatives t RISC frm each state and natinal jurisdictin. The Chief Executives reaffirm their cmmitment t send RISC representatives t tw wrkshp-style meetings per year, in additin t the Summits, t cllabrate n invasive species issues and pririty actins. The Chief Executives reaffirm their cmmitment t prvide a minimum f $2,500 frm each jurisdictin t fund RISC s pririty prjects, as sn as the RISC bank accunt has been pened. The Chief Executives agree t cntinue t instruct their invasive species crdinatrs and ther apprpriate staff t participate actively in the develpment f the Micrnesia Bisecurity Plan (MBP). The Chief Executives agree t sign a letter requesting SPC t fill the psitin f Plant Prtectin Specialist fr Micrnesia in The Chief Executives agree t sign letter f supprt t MCSF fr funding strategic actin plan and emergency respnse training fr RISC members in April Furteenth Micrnesian Chief Executives Summit December 15-17, 2010 Reprt f the Micrnesia Reginal Invasive Species Cuncil (RISC) Page 2 f 2