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Introduction ParlAmericas held its 28th Meeting of the Board of Directors (formerly the Executive Committee) in the city of Valparaiso, Chile. Participants expressed gratitude to the host, Mr. Ignacio Urrutia Bonilla, Member of the Chamber of Deputies, for the hospitality shown to them in Valparaiso. Mr. Randy Hoback, M.P. led a delegation representing the Canadian Section of ParlAmericas, which also included the Hon. Michael L. MacDonald, accompanied by Mr. Leif-Erik Aune, Secretary to the Delegation. Mr. Hoback attended in his capacity as President of ParlAmericas, and Senator MacDonald attended as the Canadian representative on the Board of Directors. The main objectives of the meeting were to hear about progress on preparations for the 9th ParlAmericas Plenary Assembly to be held in Panama, to receive various updates from Board members and Secretariat staff, and to consider new draft regulations being prepared for ParlAmericas, encompassing numerous aspects of governance of the organization. Meeting Opening (See Appendix A for a complete list of participants) Mr. Randy Hoback, President and Chair of the meeting, opened the session. He welcomed the meeting participants and thanked the Chamber of Deputies of Chile for supporting ParlAmericas and for hosting the meeting. Member of the Chamber of Deputies, Mr. Ignacio Urrutia, presented welcoming remarks to the meeting participants. He explained that the meeting was taking place in the library of the National Congress, a building shared by both the Senate and Chamber of Deputies with two identical towers, joined by one floor. He wished the Board members a successful meeting, and hoped that everyone would enjoy their stay in Chile. Mr. Hoback then introduced all those who were present, and gave the regrets of those who could not be in attendance, including those of Senator Edmonde Beauzile, whose mandate as Senator of Haiti had ended, and was therefore not able to participate. Adoption of the Agenda Mr. Hoback invited members to consider the draft meeting agenda. The Board of Directors members agreed with the proposal, and the agenda was accepted. Approval of the Report of the 27th Board of Directors Meeting The meeting proceeded with the consideration of the report of the 27th ParlAmericas Board of Directors meeting, held in Manzanillo, Mexico on February 24 & 25, 2012. One change was noted – the removal of Mr. Victor Juliao’s name from the list of members of the Fundraising Standing Committee, under section 12 of the report. The change was approved, and the report was approved as amended. President’s Report Mr. Hoback referred to his written report as he updated Board of Director members on his activities since the last meeting in February 2012. He mentioned meetings he had with a delegation from Cuba, and another from Mexico. Mr. Hoback met with members of the diplomatic community including the Ambassador of Ecuador, and the Ambassador of Guatemala. Mr. Hoback advised the Board that he had met with the Rt. Hon. Stephen Harper, Prime Minister of Canada, to brief him on the activities of ParlAmericas. Mr. Hoback further advised that he had addressed the assembly at a Special Meeting of the Permanent Council of the OAS, and spoke of the importance of regional dialogue and the role ParlAmericas could play in that endeavour. In addition, Mr. Hoback advised that he had led a delegation of ParlAmericas to parliamentary meetings prior to the Summit of the Americas in Cartagena, Colombia, and subsequently joined the Prime Minister of Canada for the Summit proper, and accompanied the Prime Minister on a bilateral visit to Chile. Finally, Mr. Hoback spoke of a meeting with a delegation from Uruguay, including Mr. Jaime Trobo, President of the Foreign Affairs Committee of the Chamber of Representatives. They discussed regional collaboration on public policy. Report on the Gathering of the Group of Women Parliamentarians Representative Linda Machuca Moscoso reported on the two-day Gathering of the Group of Women Parliamentarians that had concluded the previous day. She acknowledged the contributions of all those involved – the consultant to the Group of Women Parliamentarians, members of the Technical Secretariat, and staff of Congress of Chile. Some 44 parliamentarians from 22 countries attended, many from countries that don’t traditionally participate in ParlAmericas, including the Caribbean. Ms Machuca was very pleased with the high level of participation. Ms Machuca stated that although it was a challenge to manage time and to finalize the recommendations coming out of the Gathering, there is a commitment to circulate the final conclusions and recommendations within a short period of time. Ms Machuca spoke to some other issues facing the Group of Women Parliamentarians, including a need for more clear methods for taking decisions, and processes for items such as financing the participation of parliamentarians, practices around observers, deciding who will host Gatherings, and deciding the theme of Gatherings. Discussion included praise for Ms Machuca in her role as President of the Group of Women Parliamentarians, and for the hard work of the whole team in putting on such a successful event. The Board discussed the focus of the next meeting, questions regarding the participation of male parliamentarians, the need to balance quantity and quality of participation and interventions; and the need to refocus the methodology for gatherings to provide concrete and focused conclusions. Ms Maria Jeannette Ruiz Delgado congratulated and thanked all those involved in preparing the Gathering and suggested that the following Group of Women Parliamentarians Gathering focus on the economic and social reality of women. She further proposed that Costa Rica be the host of the 2013 Gathering, stating that Costa Rica has a woman President, and that holding the Gathering there would support ParlAmericas and its reputation in the region. Some discussion followed as to the merits of this proposal, and the fact that another country —Surinam—had also offered to host the 2013 Group of Women Parliamentarians gathering. It was agreed that a formal process would be coordinated by the Secretariat to determine which country would host, including the circulation of the planning and implementation checklist used by the Secretariat, the development of specific criteria for the decision, and the request for proposals from each interested country. It was further agreed that the final decision would be taken by the Board of Directors, perhaps by e-mail prior to the August meeting in Panama. Consideration of a Declaration on International Migration Mr. Hoback reminded members that Ms. Linda Machuca had brought forward a document, “Declaration on International Migration”, at the previous Board of Directors meeting in Manzanillo, Mexico, and recalled that Board members resolved to resume consideration on the Declaration at the Board meeting in Valparaiso. Mr. Hoback invited Ms Machuca to speak to the Declaration, and she stated that some changes had been made and the revised version sent to Board members shortly after the Manzanillo meeting. Following discussion, it was agreed that the wording of the document would be changed to have a broader application, rather than being directed only at the USA, and that the revised document should be sent to the Board for approval by email with clear instructions and deadline for reply. Technical Secretariat Report Ms Gina Hill, Director General of ParlAmericas, pointed to the written report circulated to members and highlighted the following items: the high level of reporting to CIDA being complied with at this point in the cycle; ongoing discussions regarding Peruvian interest to establish a Chapter of ParlAmericas; the challenges and successes of the meetings held jointly with the Andean Parliament immediately prior to the Summit of the Americas in Cartagena, Colombia; potential interest from the World Bank in partnering with ParlAmericas. She also informed the Board of Directors that there will be construction impacting the work environment at the offices of the Secretariat in Ottawa, and that staff will likely have to relocate for some period of time. Ms Viviane Rossini, Program Manager, was invited to discuss any program notes and to present the financial situation of the organization. She reviewed the budget forecast and actual figures, and reported that expenditures will be very close to budget target numbers this quarter. She also highlighted the membership fees table which shows payments made to end of April 2012. Subsequent discussion included points on the logic of a fee system that does not give an accurate indication of reliable income, and discussion of the processes used for determining which countries have participant travel paid for certain events, how the decision is taken in cases where there are two chambers, and whether this is a Board decision or an operational one. The Secretariat explained how such decisions are currently taken, and the President stated that it is important that the Secretariat apply a fair process over which the Board has oversight. He also cautioned against micro-management. Consideration of Declaration of Cartagena Mr. Hoback introduced the Declaration that came out of the inter-parliamentary meetings held in Cartagena, Colombia, immediately prior to the Summit of the Americas. He explained that the organizers of the parliamentary dialogue had pre-written the declaration which was not translated until the day of the event making it impossible to prepare and carry out proper consultations. Upon discussion with other ParlAmericas delegation members, Mr. Hoback decided not take a position without the Board’s input. He requested the Board’s guidance on developing a process for working with other groups. There followed discussion of both the content and the process, including: points expressing appreciation for the neutral stance taken by Mr. Hoback at the time; whether the principle that the head of delegation can take decisions on the spot is the right approach for ParlAmericas; the observation that the final Declaration does not accurately express the discussions that took place; and the political challenge posed by some of the points for example regarding Cuba, and the Falkland Islands (las islas Malvinas). The suggestion was made that unless there is a resolution from the Board of ParlAmericas approving a specific declaration, those present at any given meeting could participate and be acknowledged as observers, but would not sign on in the name of the organization. It was decided that ParlAmericas would not sign on to the Declaration of Cartagena, and that the Andean Parliament should be advised accordingly. Standing Committee – Plenary Assembly Mr. Victor Juliao, representative of Panama, the host country for the 9th Plenary Assembly. reviewed the Plenary agenda noting that some changes might take place. He stated the expectation of up to 150 people, and that any number over 100 would constitute acceptable attendance. Mr. Juliao reported on his visit to Hotel Trump, and stated that they are also considering the Hard Rock Hotel which has lower prices. The Protocol office and Foreign Affairs office will be supporting the event under Mr. Juliao’s supervision. Members discussed the need for consistency on use of the organizational logo and highlighted the previous decision not allowing modifications to the logo for use at events. Mr. Hoback asked members to submit their suggestions for keynote speakers to the Secretariat as soon as possible. Members discussed the list of proposed experts for the Working Groups, and suggested that it focus primarily on experts based in the Americas, and that there be a balanced representation of perspectives with regard to contentious issues. It was pointed out that a method to control duration of intervention of participants is needed, that can be used in all sessions. The Board of Directors also reviewed the Board seats that would be open for election at the 9th Plenary Assembly. Standing Committee – Board Governance, and Organizational Governance Mr. Hoback gave the floor to Adriana Gonzalez Carrillo, who reminded members that in Paraguay they had confirmed an interim Secretary-Treasurer, namely German Blanco of Colombia. She suggested that the Board now confirm Mr. Blanco as the full Secretary-Treasurer. Mr. Hoback introduced the item of the proposed regulations, reminding members that Mr. Michel Rathier is working with ParlAmericas as a consultant on key items related to the Strategic Plan adopted by the Plenary Assembly in 2011, including the drafting of new regulations for the organization. Mr. Rathier stated that former the FIPA regulations are no longer representative of what ParlAmericas is becoming, and that there is a need for a renewed and more comprehensive governance document. He clarified that this is a draft document, with sections still to be elaborated, and that organizational regulations are seen to be a living document, constantly being updated and improved. In developing this draft, Mr. Rathier had reviewed the old FIPA regulations to keep what is relevant, and incorporated industry best practices, with a goal of living up to an international standard. He then explained the process for this meeting, and that the draft would be reworked, taking into account the feedback from the Board of Directors. The aim is that by the end of June 2012, Board members would receive a complete draft proposal, and would have one month to give input and recommendations, which would then be incorporated into the final version. This will become a resolution for the Board to consider and adopt at the Board of Directors meeting in Panama in August. The Board of Directors then proceeded to consider the document which had been circulated by email in advance. Mr. Rathier guided them through the Chapters, highlighting major changes or additions, and focusing more closely on key areas. All discussion, feedback, and request for changes were noted, and will be incorporated into the next draft. It was agreed that Mr. Rathier would work with the Secretariat to prepare and circulate the next draft of the regulations to send to Board members by the end of June. The Board will then have a few weeks to submit comments and feedback, after which the final version will be prepared for the August Board meeting. The Secretariat was asked to continue working with Chairs to get Standing Committees up and running. Other Business & Close of Meeting Mr. Hoback advised that the 29th Board of Directors meeting will take place in Panama City, Panama, on August 29, the day prior to the Plenary Assembly. It will be a full day meeting and Board Members are advised to arrive the previous evening. Mr. Hoback noted that he may not be able to be in Panama in time for the Board meeting. Mr. German Blanco offered the city of Medellin, Colombia for the 30th meeting of the Board of Directors, scheduled for February 2013. He noted that this meeting would not be hosted by Congress, but by Mr. Blanco himself, as a member of the Board. The Board welcomed this suggestion. Mr. Hoback ended the meeting by commenting that he found it to be a good and productive one, He thanked Mr. Rathier for his expertise and guidance through the regulations, and special thanks to Chile for hosting both the Gathering of the Group of Women Parliamentarians and the Board Meeting. He also thanked the staff of the Congress, the interpreters, and the members of the Secretariat – noting his appreciation for the hard work in the background. There being no further discussion, Mr. Hoback adjourned the meeting.
Respectfully submitted,
Mr. Randy Hoback, M.P. Chair, Canadian Section
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