Second Steering Committee 1. Meeting Minutes. (Barbados July 19, 2011)

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1 Second Steering Committee 1 Meeting Minutes (Barbados July 19, 2011) The SEMCAR TTL welcomed participants and opened the SC meeting by debriefing them on the overall results of the country scoping process that was agreed to carry out in the first Steering Committee (SC). The purpose of the scoping processes was to get an updated diagnosis of the participant countries regarding the Public Financial Management (PFM), tax, customs, and Information Communication Technology (ICT) situation all thematic topics under the program. Based on those scoping assessments, the TTL explained that the objective of the meeting will be to present the six-month proposed work plan in the four thematic indicated areas covered by the program. First Presentation: Enhancing Tax and Customs administrations The SEMCAR team presented a six month work plan (June-December 2011) on tax administration, and in line with the scoping results emphasizing two activities: i) to carry out a risk management training workshop, and ii) a strategic management training workshop. The team explained that each workshop would be carried out in a host country. Both workshops would be based on the IMF s international experiences with similar initiatives where the proposed content and methodology of the workshops have been proved very effective. The approach adopted is very practical and participatory, and will enable participants to adapt and implement the methodology in their respective countries upon their return. In the second part of the session, the team presented a brief introduction of the Customs Assessment Trade Toolkit (CATT) including the main objectives and expected results of the CATT toolkit. This methodology has been successfully implemented by the Bank inter alia: (i) to identify specific areas for strengthening customs administrations; (ii) to compare progress across countries and over time; and (iii) to et lessons about countries experiences. The presentation was supported by the CATT web portal As a result of the presentations, Jamaica volunteered to host both strategic plan and risk management workshops in the tax and customs areas; Barbados and Saint Lucia expressed interest in piloting the CATT. In addition, participants pointed out that the proposed workshops should be organized well in advance and their length (10 days) reconsidered as this would be too long for the senior officers who would be the most appropriate participants.. The team noted these concerns and informed the Steering Committee that consideration will be given to reducing the workshops in length, but noted that some effectiveness of the proven approach may be lost because some of the content will have to be dropped. Revised programs will now be prepared and details provided to the SEMCAR beneficiary countries.. It was agreed that both teams will coordinate the workshops plan and implementation. 1 Participants list attached in Annex 1. 1

2 Finally, some of the ECCU countries made general comments regarding their interest in moving to a single revenue authority; however the cost of this integration was a concern in the past. There was consensus that there is a gap between the tax and customs administrations and that the CATT could play an important role in this matter. Jamaica informed that they are going in an opposite direction; customs and tax administration are changing their status to semi-autonomous and executive agencies respectively. Second Presentation: Enhancing Public Financial Management (PFM) A detailed presentation about the proposed six month PFM work plan was provided by the SEMCAR team. First, a summary of the results of the technical assistance questionnaire, broken down by country was presented and intensively discussed with the beneficiary countries representatives. Secondly, based on the indicated discussion and on countries priorities, the strategy on how to prioritize and organize the technical assistance missions was explained. Finally, the scope and duration of the different type of missions was clarified. It was noted that Debt Management assistance was not included in the six-month work plan; however, due to the significant interest expressed from most of the SEMCAR countries, this assistance will be considered and a proposal will be presented by the SEMCAR team in the next SC meeting. With respect to the coordination of TA missions, the SEMCAR team clarified that Terms of Reference (TORs) will be prepared for each mission in coordination of counterparts. It was planned to carry out three in-depth missions until the end of In case of necessity some missions might be postponed to January-February The SEMCAR team asked the participants which countries might be interested on implementing the in-depth missions with the six-month plan. Third presentation: Regional Training and ICT Support Center During this session, the SEMCAR ICT team provided a detailed presentation on the proposed six-month work plan for the ICT components. First, the results and analysis of the questionnaires and video-conferences were summarized. Second, the approach on conducting the SmartStream system maintenance negotiation contract was explained and discussed with beneficiary countries. Finally, alternatives to adopt a regional solution for IFMIS and SIGTAS as well as the requirements for the establishment of the ICT Regional Support and Training Center were explored by the SEMCAR team and the country representatives, and will be further explored as part of a proposed ICT workshop. Fourth presentation: Project Management, Quality Assurance, and Monitoring & Evaluation The SEMCAR team presented a summary of the Performance Measurement Framework (PMF) matrix that was agreed with CIDA for the approval of the SEMCAR program. The program s objectives, outcomes and outputs were briefly explained and their relevance to monitor and evaluate the program was discussed. It was noted that because the matrix was developed at the very beginning of the program preparation, and its activities have been significantly adjusted according to the countries demands, the matrix must be updated to reflect the current program activities. It was also agreed that the matrix has to be complemented with its detailed corresponding budget. Main conclusions on the presentation were as follow: a) Performance Monitoring Framework The framework timeline needs to be revised in coordination with the Steering Committee, particularly those related to Phase 1 and Phase 2. The current outcomes are more appropriate to evaluate the second SEMCAR phase. Baseline information needs to be collected. Accountability poses some challenges for measurement, some best practices from other regions could be considered. The results framework output are too ambitious. Some of the wording defining the targets has to be more specific. 2

3 The indicators need to be quantified with their respective target values. The questionnaire data will be used for the baseline; some further validation may be required. M&E framework will be presented to the SC meeting. Additional indicators have to be identified to evaluate regional integration and competitiveness. Other brainstorming meetings will be needed. The results have to go beyond preparation of studies and assessments. b) Reporting The progress reports and the annual work plans will be generated by a project monitoring and evaluation tool, and presented to CIDA annually. Copies of the reports will be sent to the PS and to the technical person in charge of the program in the country. c) Budget A comprehensive budget matrix for the 3 years project execution will be prepared The project management component budget is being used for the regional workshops, SC meetings, travel costs and SEMCAR team s staff time. Agreements and Next Steps TAX CUSTOMS components Barbados expressed the intention to pilot the event. St. Lucia is also a potential candidate subject to availability of budget and confirmation by the SEMCAR team. The performance of the assessment in other countries will be addressed in the next SEMCAR SC meeting to take place in six months. Two workshops on (i) risk management and (ii) strategic management Jamaica offered to host both workshops. The workshop content and participants profile will be shared with the beneficiary countries as soon as possible after the meeting. The length of the workshops is to be reviewed. PFM component In-depth assessments Will be carried out in the next six months for Belize, St. Lucia, and St. Vincent and the Grenadines. Short-term PFM technical assistance On budget classification and chart of accounts will be provided for Belize, St. Lucia, and St. Vincent and the Grenadines. On cash consolidation and planning, debt recording and management will be provided for Belize, Dominica, and Guyana. On commitment control and payment authorization, accounting, bank reconciliation and financial reporting will be provided for Grenada and St. Lucia. Assessment on debt management Will be proposed by the SEMCAR team in consultation with countries and will be reviewed by CIDA. Common regional IFMIS solution Updates will be provided in the next Steering Committee Meeting. ICT Regional Support and Training Center Enterprise Agreement Maintenance Contract for SmartStream. The negotiation team will be composed of two representatives from ECCU countries (Permanent Secretary and a technical colleague, Isaac Anthony and Desmond Astwood of St. Lucia were 3

4 recommended), plus representatives from Barbados (Director of Financial Systems) and Belize (Director of Information Technology) as well as the technical negotiation consultant / lawyer. Jamaica and Suriname will participate as observers. The core negotiation team will be funded by SEMCAR. The suggestions for potential consultants should be sent by countries to the SEMCAR team as soon as feasible. The negotiation team is requested to coordinate the maintenance needs with the SmartStream Country Administrators. Business plan for the ICT Regional Support and Training Center An ICT workshop will be carried out in the next six months to launch the business planning exercise for the center, with a focus on sustainability and governance. The center will likely be located in an existing regional institution. A detailed business plan will be prepared by a consultant under SEMCAR, and circulated to the SC as soon as it is completed. The SC could have a virtual meeting on the subject if needed. A regional ICT training plan will be developed based on the results of the ICT questionnaires. Data Exchange among different government agencies systems. The SEMCAR team will discuss with UNCTAD the possibilities of developing interfaces between ASYCUDA and other Government ICT systems and will report back to the Steering Committee. The technical details of the data exchange, including the structure of the information, will be launched in 1-2 countries and will later be used as regional model. Free access to software training. The SEMCAR team will continue to explore possibilities to negotiate free access to software training modules for the participating countries. Software maintenance. Training, maintenance, and support should be provided by the regional center but the countries would like to keep the signatory powers at the country level. Project Management, Quality Assurance, and Monitoring & Evaluation Monitoring and Evaluation A result matrix including timetable information will be developed for each country. The country scoping questionnaire will be used to identify the targets baseline information. A monitoring and evaluation framework matrix will be presented in the next SC meeting. The Project Concept Notes (part of the WB quality assurance process). wwill be developed by the SEMCAR team and reviewed by the Steering Committee. SEMCAR Budget. A more detailed budget will be presented in the next SC meeting. Next SEMCAR Steering Committee. St. Vincent and the Grenadines was selected as the location for the next SC to take place in approximately six months (January 2012). 4

5 Annex 1: Participants from the SEMCAR Beneficiary Countries Antigua and Barbuda IFMIS Participant Mr. Daniel Knight Coordinator, IT Implementation and Management Steering Committee Participant Mr. Whitfield Harris Permanent Secretary, Finance Barbados Ms. Heather Thompson, Accountant General (Ag) Mrs. Margaret Sivers, Permanent Secretary Belize Dominica Grenada Guyana Mr. Marion Palacio Deputy Financial Secretary Mr. Kelwin Woodman Senior Systems Administrator (Ag) Ms. Kim Fredrick, Chief Budget Officer None Mr. Marion Palacio Deputy Financial Secretary Ms. Rosamund Edwards Financial Secretary Mr. Timothy Antoine, Financial Secretary Jamaica Mr. Devon Rowe, Director General Mr. Devon Rowe, Director General St. Kitts and Nevis Mellicia Andraecia Phillip Deputy Accountant General Mellicia Andraecia Phillip Deputy Accountant General St. Lucia Mr. Desmond Astwood Mr. Isaac Anthony Financial Secretary St. Vincent and the Grenadines Suriname Ms. Debbie Elizabeth Norissa Antoine Mrs. Yvette Alison Barnwell-Wickhan Ms Shanti Radja, Head of Electronic Book Keeping Mr. Ruben Mendonca, Deputy Comptroller Mr. P. Somoredjo Head of Electronic Data Processing Mrs. Yvette Alison Barnwell-Wickhan Senior Finance Officer Ministry of Finance and Economic Planning Mr. Van Dijk Acting Permanent Secretary of Finance Trinidad and Tobago Ms Yvonne Neemacharan, Treasury Accountant Mrs. Marlene Juman, Permanent Secretary Observes: Name Organization Title Bernhard Fritz- Krockow Suriname/Central Bank Sr. Advisor Mark Silins CARTAC PFM Advisor Brian Jones CARTAC Tax Advisor Arnold McIntyre CARTAC Programme Coordinator Other Participants: Name Organization Title Zheng Zhang CIDA First Secretary, Development Canadian High Commission Kathy Lalazarian World Bank Task Team Leader, Sr. Public Sector Management Alan Carroll World Bank Country Operations Advisor Anat Lewin World Bank Operations Officer (ICT) Arturo Herrera World Bank Sr. Public Sector Management Specialist (PFM) Deepak Bhatia World Bank Lead E-Governance Specialist Enrique Fanta World Bank Sr. Public Sector Management Specialist (Tax, Customs) Jenni Pajunen World Bank Public Sector Management Consultant (PFM, Project Management) Jose-Eduardo World Bank Public Sector Management Specialist(Tax, Customs) Gutierrez Ossio Lord Walker World Bank World Bank Assistance (Logistics, Administration) May Olalia World Bank Sr. Operations Officer (Trust Fund Management) 5

6 Ali Hashim World Bank International IFMIS Specialist Marcio Cracel SEMCAR Regional Coordinator Graeme Ludlow International Monetary Fund (IMF) Deputy Chief of Division (Tax, Customs) Soren Longhof International Monetary Fund (IMF) PFM Advisor Sandeep Saxena International Monetary Fund (IMF) Technical Assistance Advisor (PFM) John Moore International Monetary Fund (IMF) International IFMIS Specialist 6