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MINUTES OF THE NT AND UNDPSTEERING COMMITTEE MEETING HELD ON 06AUGUST 2013, 1902 BOARDROOM, 19th FLOOR, 240 VERMEULEN STREET, PRETORIA, SOUTH AFRICA

In Attendance:

NAME & SURNAMEORGANISATION

  1. Cathy Shilubana(CS)National Treasury(NT) Chairperson
  2. Newton Stoffels(NS)National Treasury
  3. Lindy Bodewig(LB)National Treasury
  4. Alexi Colyvas(AC)Ernst & Young
  5. Willem Smith (WS)Ernst & Young
  6. Kgomotso Maditse(KM)UNDP

Apologies:

NAME & SURNAMEORGANISATION

  1. Letsholo Mojanaga(LM)UNDP
  2. Kakanyo Mosikare (KM)National Treasury
  1. WELCOME AND OPENING OF THE MEETINGAND ADOPTION OF AGENDA

CSwelcomed all attendees to NT/UNDP Steering Committee Meeting. Sheintroduced Willem Smith as it was the first time for him to attend the Steering Committee meeting.

  1. EXPECTATIONS BY UNDP: Kgomotso Maditse

CS invited KM to provide the details on the expectations of UNDP regarding project implementation.

KM informed the meeting that UNDP expect the project to be implemented with the agreed timeframe and deliver the outputs as per the ToR and signed contract. She further indicated that should the project not be completed by December 2013, it would create a challenge for payment as funds are re-allocated and approved prior to processing payments.

LB asked what the cut-off date to submit invoices at the end of the year is?

KM responded that the recommended date will be 15 December 2013. This will allow finance to process payment before the system close for the year. She further advised that it will be appreciated if submission of invoices can adhere to timeframe as per the payment schedule in the contract.

AC asked if it is possible to submit one invoice for more than one milestone as some activities are executed simultaneous.

KM answered that as long is for work done and approved by NT, the invoice with multiple activities can be paid.

CS emphasised on ensuring that milestones and invoicing occur as per the contract payment schedule or not after the cut-off date of 15 December 2013. She then thanked MK for the briefing.

  1. PROJECT PLAN AND OUTPUTS: Lindy Bodewig and Alexi Colyvas

CS informed the meeting that, as customary, there is supposed to be an inception report within five days after commence of the project which will detail how the project will be executed and the milestones of activities. The inception report must be approved by the project manager. She then invited LB and AC to brief the meeting.

LB advised the meeting that AC will write up the inception report as he is the expert to execute the project and she will review and approve. AC committed to submit the inception report with detailed activities and outputs within five days (15 August 2013).

CS emphasised the need to review and approve reports timeously. She thanked LB and AC for their commitment to project.

  1. PAYMENT SCHEDULE AND PROJECT TIMEFRAME: Kgomotso Maditse

CS indicated that the item has been dealt with under item 2 and 3 above. The emphasis was made to adhering to the set milestone and payment as per the contract.

  1. OTHER BUSINESS: All

NS asked if there is potential support for PFM activities for the current financial year.

KM responded that it is better that NT schedules a meeting with the UN Resident representative to discuss the matter. However, she encouraged NS to submit identify activities and submit proposal for consideration. KM also informed the meeting that there is a new member at UNDP who will replace Letsholo Mojanaga in future meetings.

Action list:

Actions emanated from the meeting:

  • AC to submit inception report by 15 August 2013
  1. CLOSURE

CS thanked all attendees for their participation and thanked UNDP for continuous support of PFC capacity building activities.

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Chairperson: C. ShilubanaSecretary: C Shilubana