Report on Committee Meetings

Regular Meeting on 24 March 2005

The AUICK Executive Committee held the second regular meeting for FY 2004 on 24 March 2005.  Following an opening remark made by Mr. Kazutoshi Sasayama, Chairman of AUICK, the Secretariat presented a report on budget and activity plans for FY2005. It was unanimously approved by the Committee.

Members Attended:

Takashi Iga

Professor Emeritus, Kobe University (Chair)

Shozo Takayose

Professor, Himeji Dokkyo University

Kiyoko Ikegawa

President, Kobe City College of Nursing

Chen RaiXing

Professor, University of Hyogo

Isao Mizohashi

Director General, Civic Affairs, Culture and Tourism Bureau, Kobe City

Kazutoshi Sasayama

Chairman, AUICK

Masayuki Ishitsubo

Executive Director, AUICK

Annual Meeting on 7 March 2005

The International Advisory Committee (IAC) held an annual meeting  on 7 March 2005, at the conference room of the office. The meeting was attended by seven regular members and Dr. Garimella Giridhar, the UNFPA Country Representative in Thailand and Director of UNFPA Country Support Team in Bangkok.  The main objective of the meeting was to deliberate on the baseline survey reports complied by the nine AUICK Assoxiate Cities (AACs) as part of the 2004-2007 strategy and also establish concrete methods for monitoring and eveluation.

Openning

Mr. Kazutoshi Sasayama, Chairman of AUICK, opened the meeting by welcoming the IAC members and especially Dr. Giridhar, who attended the meeting on behalf of Mr. Kunio Waki, Deputy Executive Director of UNFPA.  Mr. Sasayama remarked that a number of significant activities were undertaken in 2004 including the AAC Mayors Conference.  He informed the IAC members with appreciation that after finishing the first year fo the Strategic Project successfully, the UNFPA had approved funding for AUICK for 2005.  He was pleased to report that the UNFPA Executive Director complimented that it is doing an excellent job with its rich technical knowledge and experience in the field of population and development.  Mr. Sasayama also pointed out that while AUICK has successfully implemented its program in the first year, there are some pending issues tobe discussed by the IAC members, such as workshops and monitoring of the AUICK program implementation during the 2005-2008 period.

Dr. Giridhar expressed that the UNFPA is fortunate to be associated with AUICK and that he was pleased to be representing Mr. Waki at this meeting.  He reported that the UNFPA is currently supporting eight regional projects across Asia and that AUICK is one of the leading programs.  The UNFPA has been concerned about regional projects not being colosely connected with the country programs, and it would be extremely beneficial if these were better synchronized.  More linking of regional projects is also desired.  Dr. Giridhar also mentioned that the current AUICK project constraints facing cities in attaning their future goals.  Another unique aspect is that the UNFPA is only a small financila and technical contributor of AUICK, while the City of Kobe has been a major supporter, making the project sustainable on the long run.

Baseline Surveys and City-University Partnerships (CUPs)

Dr. Ness introduced the topic by stating that meaningful basic data collection and analysis requires CUPs. The Committee noted that Faisalabad developed a memorandum of understanding (MOU) between the city and a university to formalize a CUP while Chennai formed a viable collaborative relationship without any formal written agreement. The Committee also noted significant developments in Surabaya where a CUP involving two rounds of STELLA training sessions took place with the technical assistance of Dr. Ness. It was reported that the CUP was extended to other cities in East Java with the dynamic leadership of Dr. Haryono. The Committee was concerned, however, with general absence of data on CUPs from Khon Kaen, Olongapo and Danang. The Secretariat noted that it was receiving data from Danang. The Committee acknowledged that in order to promote active CUPs there have to be (1) genuine involvement of IAC members especially in the AACs that are located in the countries of the IAC members; (2) appropriate technical support from IAC members; and (3) timely visits by the AUICK Secretariat.

The Committee made the following recommendations: (1) Each IAC member is requested to review the baseline data/studies of their respective AAC plus an additional AAC; (2) IAC members are urged to help coordinate the AUICK project with the UNFPA country programs, in particular the Thai and the Indonesian country programs which are currently being developed;  (3) IAC members may be asked to visit the AACs that have not compiled sufficient baseline data and provide necessary support and technical assistance; and (4) to further promote CUPs, articles on this topic will be produced for the AUICK Newsletter and website.

The Secretariat distributed a matrix showing which cities had completed various parts of the data collection for the first study on urban MDGs. The Committee noted the great differences in the amount of work done at this time. Chittagong, Weihai, Chennai, Surabaya and Kuantan had submitted fairly complete reports, including information on city governance and major projects, and much of the MDG data specified in the original plan. Faisalabad has submitted MDG data, but does not yet have a full report. Olongapo City has provided some MDG data and a brief of city governance. Khon Kaen has not yet provided any MDG data, or any report on city governance and major projects. Danang provided some data which seemed to be derived from another report, hence not in accordance with the study guidelines.

One of the problems noted was the shortage or lack of data at the city level. This is especially troublesome as most governments in the region are now pressing for more decentralization and devolution of authority, placing responsibility and demand for initiative in the hands of the provinces, districts and municipalities. With inadequate data at the local level, it is difficult for urban administrators to make adequate plans for addressing such problems as the promotion of MDGs. Dr. Krasae Chanawongse offered to assist in Danang, and in view of Dr. Haryono’s excellent work done in Surabaya, the Secretariat may consider asking him to provide some assistance.

To  help facilitate local-level data collection, AUICK had proposed that each of the cities develop a CUP,  as described in AUICK's Five Cities book.  Some of the cities have made good progress in this area.  The most advanced at this time in Surabaya, where an MOU has been signed between Airlangga and other universities,  the City of Surabaya and the Governor of East Java.  Airlangga is taking the lead in training other university and city personnel in the use of STELLA modelling and in various aspect of date gathering.

Kuantan has established a good working relationship with Malaysia's International Islamic University (IIUM), which has a campus in Kuantan.  Dr. Ness reported that he visited Kuantan and IIUM before the IAC meeting.  He met the new Chairman of the Town Council, Dato Wan Mohamad Mukhtar vin Mohd.  They discussed AUICK, and Dr. Ness suggested the Chairman consider how AUICK's training and research capacities can be utilised to further his own plans for the city.

Dr. Prem P. Talwar reported that a good working relationship has been established between the Madras Institute of Technology and the city government in Madras. A draft MOU has been prepared.  Dr. Talwar was concerned about the quality of the data available, and suggested that the CUP will require some financial support. Faisalabad has developed a good working relationship with the Faisalabad Agricultural University.

IAC members agreed that AUICK must find ways to encourage the formation of CUPs more effectively.  Dr. Krasae is in a good position to assist the CUP formation in Khon Kaen and he will do what he can.  Other cities without IAC members may need some special assistance.  This should be a topic for the secretariat and the IAC to review further.

Relating to the information fo CUPs, there are a good opportunities for closer cooperation between AUICK and the UNFPA regional and country programs. IAC menbers are urged to help leep communication lines open between the Associate Cities and the UNFPA country representatives.

Dr. Kuroda remarked that in spite of the difficulties AUICK should try to obtain more in- and out-migration data within each AAC.  As mentioned, the data required for the baseline surveys was not always available at the city level.  National-level data available from central governments, on the other hand, may not be wholly applicable.  It was re-emphasized tht CUPs can be very useful mechanisms to enable data collection.  On this issue, Dr. Haryono was pleased to report that working with the city government in Surabaya and a visit from the AUICK Secretariat have substantially helped to build CUPs.  Metting with former Surabaya participants from AUICK workshops have testified that Surabaya enjoys great cooperation between the city and universities.  In fact, Surabaya has been successful in forming coalition with up to 20 universities, and  that number is expected to grow.  The Committee was gratified that such a number of partnerships have been formed in Surabaya and hoped that this achievement serves as a model for other AACs to strive for.

Dr. Giridhar reported that the UNFPA supports regional projects as they are the seeds for best practices at the country level.  It was noted that it is critical to ensure all efforts are synchronized.  In this regard, IAC members agreed that AUICK's country level activities should be synchronized with UNFPA country program cycles, particularly in the Thai and Indonesian programs, and that information flor between regional and country projects be encouraged.

He also mentioned that while the AUICK project alone cannot achieve MDGs in AACs, the baseline reports contribute to meeting the MDGs.  He suggested that AUICK focus more on capacity building at the top level and the university level, to enable the AACs to double their capacity initially, and then expand into other areas of the country.  Dr. Ness noted that the goals of the survey are grand and modest; modest in the sense that cities are able to see where they are now in the relevant policy areas and able to take corrective actions.  Moreover, the aim is to give more power through the project by dispersing it and devolving responsibility to local governments to enable them to address the problems indentified in the baseline survey.

Courtesy Call on Mayor of Kobe

After the conclusion of the morning session, the IAC members made a courtesy cal on the Mayor of Kobe, Mr. Tatsuo Yada, for an exchange of views.  During the meeting IAC members also expressed their appreciation to him for the support Kobe City has given to AUICK for many years.

Case Studies

It was suggested that case studies of best practices be coordinated with the training workshops as much as possible.  The main themes of the workshops should also reflect the MDGs as much as possible. Accordingly, it was reiterated that the first case study to be developed will be on HIV/AIDS prevention especially for urban youths.  The Commitee agreed that the first workshop in 2005 be on HIV/AIDS and will be held in conjunction with the 7th International Congress on AIDS in Asia and the Pacific (ICAAP) in Kobe in July 2005.

was also suggested that the case study be prepared before the workshop in which participants are expected to develop their respective city action plans. The action plans can also serve as basic tools to monitor the effect of the workshop. While the IAC had recommended that case studies be developed on water management and solid waste management, in view of the new workshop program, a case study on education, employment and urban poor will be developed in 2005. Surabaya, Chittagong and possibly Khon Kaen will provide case studies on Reproductive Health. Chennai and Chittagong may provide case studies on education for urban poor. The outline for case studies prepared by the Secretariat with the assistance of Dr. Talwar was endorsed by the IAC provided it would be used flexibly. It was further agreed that Dr. Talwar act as the focal point for reviewing the case studies while other IAC members will also review them as appropriate.

Workshops

Dr. Giridhar suggested that AUICK workshop topics in accordance with UNFPA country programs should always interlink with population change.  He highlighted the importance of distinguishing between learning and training, with the former being more passive. He also mentioned that some cities will have a particular concern such as family planning programs, while other cities may wish to move on to other issues. IAC members felt that there should be greater involvement from UNFPA in the workshop process to ensure maximum benefit.

A discussion followed on how to select the most appropriate workshop participants, in which suggestions ranged widely. It was suggested that they be the head of the relevant department with a guarantee from the mayor that he/she will retain the position in the long run, and that the liaison officer be mobilized and keep the UNFPA country office involved. It was recommended that the concerned IAC member should be informed on the progress and shall intervene if required. It was decided that the liaison officer be kept in the process in order to maximize his/her involvement and utility in the project.

It was agreed that future workshops should stress "learning" rather than "teaching" which has been the focus in the past.  They are to facilitate participants to identify problems and develop task plans which they would take back to their respective cities for possible implementation.  As noted earlier, it is extremely difficult if not impossible for the AUICK workshops alone to help AACs achieve MDGs, especially poverty reduction.  It was also suggested that the future workshops concentrate on population-related issues for the urban poor.

The IAC considered the most appropriate topics for the six workshops to be undertaken in the current UNFPA funding period for the three years from 2005-2007. For each workshop, the IAC also suggested countries that could provide useful case studies. The following topics and case study countries were tentatively agreed upon.

2005

1. Reproductive Health and HIV/AIDS, with a focus on urban adolescents
       Case studies: Surabaya, Chittagong and Khon Kaen
2. Education, universal primary education, education for girls
       Case studies: Chennai, Chittagong and Surabaya

2006

1. Empowerment of women:  employment and micro credit
       Case study: Chittagong
2. Water and water management
       Case study: Chennai water harvesting.

2007

1. Environment and environmental protection; waste management, parks and recreation
       Case studies: Khon Kaen’s “garbage bank”
2. Traffic flows, parking and air quality
       Case studies: none specified.

Monitoring

The IAC recommended by that universities should be involved in the monitoring process, as monitoring is not only capacity building of the individual, but also that of institutions. Monitoring is a negotiated process. It was noted that there should be continual communication from the outset between the monitor and those monitored.

The main instrument of monitoring has been visits by AUICK staff members to interview the past AUICK project participants as well as their peers and supervisors. While it is now easier to follow up on the workshop participants mainly because of the concentration of the AUICK activities in the nine AACs, it was reiterated that the AUICK project be linked with the UNFPA country programs to a greater extent. The Committee further suggested that alumni associations of the AUICK AAC workshop participants might be developed, which could possibly use electronic newsletters or a column in the AUICK Newsletter as a mode of communication.

Publications

The AUICK Secretariat reported that the current cost of producing hard copy newsletters is a concern. IAC members recommended exploring the possibility of outsourcing, perhaps to Bangkok with the help of the Asian Forum on Parliamentarians on Population and Development which is one of the eight regional projects supported by the UNFPA. In order to increase the involvement of the liaison officers, it was suggested they be asked to send population related information for publication and that any articles received by the Secretariat should be quickly uploaded onto AUICK’s website. Other suggestions include a newsletter article on the creation of alumni associations and a brief article on the more qualitative and narrative baseline surveys.

The second book by AUICK, Asian Urbanization in the New Millennium, will be published at the end of March and available for distribution in early April. The Secretariat will receive approximately 325 copies. Free copies will also be sent to the senior author of each chapter and to the editors.

A newsletter article on CUPs will be prepared by IAC members in which an opening statement will be provided by Dr. Ness, and brief descriptions will be provided on Chennai by Dr. Talwar, on Faisalabad by Mr. Iqbal, on Surabaya by Dr. Haryono, and on Khon Kaen by Dr. Krasae.  These will be completed by the end of April in time for the following newsletter.

Database Development

It was recommended that the baseline study data be uploaded onto the AUICK database.  Basic data sets on the nine countries have been prepared in Excel format by Dr. Ness. The Secretariat will consult with the UNFPA Country Support Team in Bangkok and other qualified institutions or individuals for technical advice about the database structure.

Other Issues / Items

Dr. Giridhar remarked that he was impressed with the IAC mechanism and would recommend to UNFPA Headquarters that all UNFPA regional projects should be overseen by an IAC body for guidance and technical assistance.

The Secretariat reported that Dr. Jung Duk Lim, professor of Pusan University, completed his term as an IAC member, and all members honored his achievements in his duration. The Secretariat also informed IAC that the last IAC nominee from China would not be able join the Committee and therefore they are looking for an appropriate candidate and asked IAC for suggestions.  AUICK will seek the advice of the UNFPA China office.

Upon learning of the retirement of Mr. Masayuki Ishitsubo at the end of March 2005, the IAC acknowledged with great appreciation his valuable contribution to the work of AUICK over the last two years and wished him all the best. The IAC also thanked Mr. Toshiaki Baba, Deputy Executive Director of AUICK, who also left in March, for his dedicated work for AUICK over the last 4 years. He was succeeded by Mr. Nobuyuki Morimoto.

Closing

Mr. Sasayama, Chairman of AUICK, formally closed the meeting by expressing his appreciation on behalf of AUICK to the IAC members, in particular to Dr. Ness and Dr. Kuroda, for their valuable advice and continued support to AUICK. He also thanked Dr. Giridhar for attending the meeting as the UNFPA representative and for his useful technical input.

Participants

1. IAC Members

Prem P. Talwar

Adjunct Professor, School of Public Health, University of North Carolina, India

Haryono Suyono

Former Coordinating Minister for Social Welfare and Poverty Alleviation, Indonesia

Toshio Kuroda

Director Emeritus, Population Research Institute, Nihon University, Japan

M.A. Kareem Iqbal

Member Sindh Local Government Commission, Pakistan

Krasae Chanawongse

Advisor to the Prime Minister, Thailand

Gayl D. Ness

Professor Emeritus, University of Michigan, USA

Garimella Giridhar

Director of UNFPA CST in Bangkok, and Director of UNFPA Office in Thailand, representing Mr. Kunio Waki, Executive Director of UNFPA

2. AUICK Secretariat

Kazutoshi Sasayama

Chairman

Hirofumi Ando

President

Masayuki Ishitsubo

Executive Director

Toshiaki Baba

Deputy Executive Director

Nobuyuki Morimoto

Director