MONTHLY NARRATIVE REPORT Grantee: Latin American and Caribbean Network for Democracy (REDLAD)
Reporting Period: October 1st to December 31st of 2015 Report date of submission: 01/15/2016
Agreement Number: SLM‐AQM‐15‐GR‐1267
Project Duration: From: 9/24/2015 Through: 9/30/2018
Country/Region: Latin America
Submitted by: Gina Romero
Funding Liquidated (Quarter): $31,856
Contact Information: Gina Romero Latin American and Caribbean Network for Democracy ginaromeroredlad@gmail.com 573152228450
Funding Liquidated (Total): $31,856 Total Award: $990,099 1a. Brief description of the project:
REDLAD is awarded a grant to support the development of a Summit of the Americas civil society coordination mechanism to ensure that the civil society organization (CSO) community in the region has a meaningful and institutionalized role in the Summit process. This by facilitating systematic consultations with a representative group of civil society and providing technical assistance to CSOs needing to build capacity and better engagement that allow them to monitor the Summit process. 1b. Collaboration and partnerships: For this period of time the Team has strengthen the contact with each stakeholder involved for the success of the project: ●
REDLAD is still interested in be part of the International Civil Society Week in 2016, as one scenario parallel to the Andean consultation which is going to be held in April, and as alternative scenario for increasing the number of CSO that could be consulted on the Council’s creation. We are in the process of negotiation a wide participation of CSO, reviewing the details of our participation.
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On November 13th the project´s team (Gina Romero, Cindy García and Hernando Viveros) attended a Videoconference with the representatives from the OAS (Ambassador James Lambert, Beatriz Piñeres, Catherine Pognat) and from the U.S State Department (Michael Fitzpatrick, David Silverman, Jeffery Thomas, Jennifer Showell). Some of the main conclusions of the meeting are: o
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The OAS showed its support to the projects and welcomed the efforts in enhancing the Summit by strengthening the Civil Society participation. Their concerns are related to issues such as the precise moment the host country might be involved in the project and the strategies to guarantee the engagement of a wide number of civil society organizations. The U.S State Department reaffirmed their confidence on Redlad for the project’s implementation, Mr. Fitzpatrick highlighted that the role of the State Department was restricted to monitoring the process but not to interfere with it. RedLad also expressed its concerns about the transfer of the Chairmanship and about understanding the Summit as a process itself and not as a one‐time meeting. The OAS, the Department of State and the Team Project, committed to be available to develop further meetings that could contribute to the project success.
With the intention of gathering the previous experience of civil society’s incidence and participation in 2015’s Summit
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of the Americas, the team´s project has been contacting the committee of CSO that was in charge in organizing CSO’s participation in Panamá’s Summit. It was expected to arrange a meeting with the Project’s Director during the second week of December, however it has not been possible yet. A new date is being agreed. ●
A constant communication with the consortium members have been part of the activities of the quarter. Initially the communication was around a deeper explanation of the project, subsequently about the sub‐grants agreement and around the Kick‐off meeting that was held in Bogotá at the beginning of december.
2. Executive summary: During the period reported (from October to December), the team worked in four different types of activities: A. Reports: On the 28th of October the project´s team sent the first quarterly report of activities. On the 11th of November and on the 15th December the project´s team sent monthly reports. B.
Designing and update of internal documents: ● During the period reported the Team and Consortium worked in the creation of the Terms of Reference for hiring the ‘Comparative study on best practices and lessons in CSO consultation mechanisms’ and the ‘stakeholders' mapping and engagement strategy’, which are products of the project. The documents (enclosed to this report ‐ Enc 1) were produced in english and spanish and the Consortium decided not to open a public call but a shortlisted call based on recommendations from each member. ● As an input for the first Consortium meeting and as a tool for internal planning, the team developed a first draft of an operative plan (Enc 2) that focused in activities related with objective 1. After the meeting and first review, the plan will be completed and included in a software tool called spreadsheet, by Google apps. ● It is important to say that although in the project it was said that we will be producing a comparative study on best practices and lessons in CSO consultation mechanisms, the Consortium decided to modify slightly the approach of this product, now it would be a Study of similar experiences of civil society participation in multilateral scenarios (not necessarily a comparative study because there are experiences that for its diversity cannot be compared). Besides, it was decided to include in the study a review of experiences used by the OAS itself and some of its official offices and partners (such as, for example, the IHRC and the Youth Forum). ● The team is harmonizing Redlad’s internal administrative manuals, with specific needs and procedures which preexist in the Consortium members. ● The Consortium has reviewed the sub‐awards draft and a new draft was prepare to be sent to the DOS for its revision.
C. Consortium Meeting: The Consortium kick off meeting was held in Bogotá between the 2st and the 3th of December 2015. This meeting gather all of the representatives from the Consortium organizations: the Latin American and Caribbean Network for Democracy ‐ REDLAD, D & D International (Peru), Seeds for Democracy (Uruguay), Center for Training and Promotion of Democracy CECADE (El Salvador), GOAL International Academy of Learning and the Civil Society Board (Trinidad and Tobago) and Citizenship Participation (Dominican Republic). The meeting agenda is enclosed (Enc 3) to the present report as well as the minutes of the meeting (Enc. 4). In sum, this meeting accomplished its objectives. As a result, the Consortium fully understood the project and agreed around some of the political, technical, administrative and communicational issues that are necessary for the success of the project. The Consortium also discussed about some starting definitions about the CSO Council, they are referred in the minutes of the meeting as well. As part of the Consortium meeting, it was applied one qualitative survey about the confidence of the Consortium members in the process. The questions and results are attached to this report (Enc. 5). For the Team of the project it was significant to appreciate optimistic starting points in terms of the high trust of the Consortium members in their capacity of achieving the project’s objectives. In addition, we perceive quite normal the moderate trust in the project’s impacts on complex
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scenarios where there is not control over all the factors, such as governments’ volition, that is part of the challenges. E. Other relevant meetings ●
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On 29 October Washington’s project team had a meeting with representatives of US DoS. The meeting was about the importance of the relationships with the stakeholders from 2015 summit. The meeting pointed out the suggestions about: including Panama into the project development, meeting with the government of Panama, organize a joint forum with the civil society organizations from Panama, the Consortium, Panama`s government and Redlad. The short‐term commitment was to facilitate meetings with the Panama and Peru governments as well as with the OAS Secretary for Hemispheric Affairs. In October the 26th Washington’s project team had a meeting with OAS representatives (Catherine Poignant and Beatriz Piñeres), to do a follow up of the meeting that was held in September. Besides, the meeting counted with the participation of Gabriel Bidegain, an Advisor of the Secretary General, Almagro, whom which Redlad’s Director met in June 2015. The Consortium member associated with the Caribbean, G.O International Academy of Learning and the Civil Society Board of Trinidad and Tobago, had been having informal meetings with Caribbean networks’ representatives, to present informally the project and gather their initial opinions. The team has been having weekly internal meetings to monitor the progress of the action plan. The meetings have been held in Bogotá and some others through online tools with the two members based in Washington.
F. Other Actions ● For the travel arrangements and accommodation for the kick‐off meeting, the project’s team purchased flight tickets and reserved hotel nights. In the process some obstacles were present, related with the cancellation of three itineraries already pay for. Attached to this document are the three waivers we needed for the purchase of three of the tickets. (Enc. 6) ● As an input for the Study of similar experiences of civil society participation in multilateral scenarios, the project´s team has had meetings with the Colombian participants of the Global Open Government Partnership. The objective of the meetings has been to understand how the civil society organizations participate in the partnership and how they organize between them (Enc. 6). ● As a final product of the kick off meeting, with the comments of the Consortium, the project´s team is finishing the working plan and organizing the project timeline by year. This timeline will be taken by each Consortium organization and they will outline their own timelines according to the general one. ● In the period reported all the administrative actions were performed to open up the exclusive bank account in Colombia where the funds related administrated in Colombia will be held. Project Objectives: 1. To develop and implement a Civil Society Council that represents CSOs across the region in monitoring and advancing Summit priorities. 2. To increase collaboration in consultation and engagement between CSO and OAS to present recommendations for the 2018 Summit‐ 3. To improve CSOs’ capacities to monitor the implementation and impacts of 2015 Summit commitments and to participate effectively in 2018 Summit processes. 3. Description of results achieved during the period, using indicators for activities, outputs and outcomes associated with your agreement. Activity 1: To develop and implement a Civil Society Council that represents CSOs across the region in monitoring and advancing Summit priorities
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ACTIVITY
INDICATOR
BASELINE DATA (include date/source)
TARGET (life of the agreement)
N/A
1.1 Conduct a project planning meeting with the partners organizations
One Project Working Plan Document
Consortium members increase their confidence in their partners and in the process One report to guide the creation of the Civil Society Council
1
N/A
N/A
1.2 Organize three focus groups of 20 CSOs each to assess Number of CSOs demonstrating opportunities for creating the increased levels of understanding and Council interest in participation in Summit‐ related events and activities.
One Comparative Study of best practices and lessons in CSO consultation mechanisms One stakeholders' mapping and engagement strategy One strategic communications plan 1.4 Develop and conduct a stakeholder mapping and Number of CSO surveyed that express engagement strategy interest and commitment to participate in the creation of the Council Draft of the CSC proposal to be review by CSOs and other actors and partners 1.5 Elaborating of draft documents for CSC establishment Percentage of CSOs’ inputs taken into account in the draft document for CSC establishment Number of sub‐regional working coordination meetings held, documented and socialized 1.6 Organizing five sub‐regional working‐coordination meetings to Number of CSOs demonstrating finalize CSO support for creation increased levels of participation in the of the Council creation of the council and interest in participating in other Summit scenarios Number of CSO voting in sub‐regional coordination meetings for the CSC 1.7 Organizing an online vote to creation
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1 draft reviewed and commented by Consortium members 1 baseline
25%
6
N/A
1.3 Conduct a comparative study about similar regional oversight mechanisms and platforms
Result this Period
CUMULATIVE DATA and % of progress completed if applicable 50%
1 90% of participants increase their confidence and show interest in participating in Summit‐ related events and activities
N/A
0
0
0
0
0
5%
0
5%
0 0
0 0
0
0
0
0
0
0
0
0
0
0
1 N/A N/A N/A
1 1 350
N/A 1 N/A 60% N/A 100% N/A
250 90%
N/A 300
elect the members of the council
N/A Number of members of the CSC elected One meeting held and systematized
1.8 Organize the first meeting of Civil Society Council in Perú (2016)
1.9 Redlad will help the council to establish its Secretariat and support the activities of the Secretariat 1.10 Develop a financial sustainability model for approval by the Council
N/A N/A
Number of active members of the CSC
20 (2 women and 2 men for each sub‐ region) 1 20 (2 women and 2 men for each sub‐ region)
N/A One CSCs working plan
One financial sustainability model developed Number of Council members trained in the financial sustainability model One strategy of communication, relationship, and knowledge management
1.11 Assist the Council Secretariat in design, implementation and monitoring a strategy of communication, relationship and knowledge management to support the interaction within the Percentage of CSO users of CSC's CSC and with the different media and communicational scenarios stakeholders
0
0
0 0
0 0
0
0
0
0
0
0
0
0
0
0
1
N/A N/A
1 20
N/A 1 N/A 80%
Activity 2: To increase collaboration in consultation and engagement between CSO and OAS to present recommendations for the 2018 Summit
ACTIVITY
2.1 Support the Council in the development of a consultation mechanism between the Council and OAS‐SIRG to improve skills and awareness on the process 2.2 Establish a support network in Peru to work the 2018 Summit Agenda 2.3 Establish an ongoing consultation process with governments 2.4 Develop and Sign an agreement between the Council and SIRG
INDICATOR
TARGET (life of the agreement)
N/A One consultation mechanism between the Council and OAS‐SIRG developed One networking plan for building the 2018 Summit Agenda Percentage of countries reporting information One agreement subscribed between the Council and SIRG Number of regional and sub‐regional consultations between the Council
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BASELINE DATA (include date/source)
0
CUMULATIVE DATA and % of progress completed if applicable 0
0
0
0
0
0
0
0
0
Result this Period
1
N/A 80% N/A 70% N/A 1 N/A
1 regional and 5 sub‐regional consultation
2.5 Organize 5 sub‐regional consultation in coordination with OAS Summit, and one virtual online consultation
and representative organizations held
Number of CSOs consulted during the development of the CSO recommendations for the 2018 SIRG One document with the Civil Society agenda for the 2018 Summit, presented to SIRG Number of council meetings held 2.6 Conduct 6 Council meetings, 2 Council members acquire experience each year from 2016 to 2018 and confidence in relation with CSO, OAS‐SIRG and other actors Number of meetings among Council, Secretariat, SIRG, and governments to secure CSO participation. Number of Western Hemisphere CSOs, targeted by the project, that express interest in participating in the Civil Society Forum at the 2018 Summit. One document with the Civil Society recommendations to the SIRG Percentage of presented CSO recommendations from the civil 2.7 Strengthen the participation of society council incorporated by the Council and CSOs to the 2018 Summit stakeholders into Summit Summit documents or activities Number of CSOs demonstrating increased levels of participation in Summit‐related events and activities. Number of CSOs reporting increased and substantive CSO engagement in the Summit process as a result of the CSO mechanism Percentage of CSOs reporting increased satisfaction with the Summit process.
meetings N/A
0
0
0
0
0 0
0 0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
400 N/A 1 N/A N/A
6 90%
N/A 20 TBD 800
N/A
1
N/A 40%
TBD 600 N/A 300 TBC 60%
Activity 3: To improve CSOs’ capacities to monitor the implementation and impacts of 2015 Summit commitments and to participate effectively in 2018 Summit processes
ACTIVITY
3.1 Develop a mechanism for monitoring and evaluating implementation of Summit commitments to be used by the CSO community 3.2 Conduct a needs assessment for technical assistance and capacity building among CSOs
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INDICATOR
BASELINE DATA (include date/source)
TARGET (life of the agreement)
N/A Percentage of prioritized 2015 Summit mandates monitored by the council and relevant CSOs.
0
0
Result this Period
At least 40%
N/A Number of CSOs demonstrating increased ability to research, monitor
0
CUMULATIVE DATA and % of progress completed if applicable 0
44
across the region, to improve and report on Summit commitments knowledge and feedback on in their sub‐regions. monitoring and evaluation mechanism /practices 3.3 Design and implementation of Number of CSO joining the a plan of enhancement and enhancement in capacities for technical assistance according to monitoring and evaluation the needs identified Five training activities held (one in 3.4 Provide training and Technical Assistance to at least 100 CSOs for each subregion) and one Technical assistance action per CSO involved in implementing the the follow up mechanism/Summit commitments 3.5 Produce joint report on Number of CSO participating in the outcomes of the 2015 Summit of joint report the Americas Number of CSOs reporting increased 3.6 Coordinate the adoption of the and substantive CSO engagement in Monitoring and Reporting the Summit process as a result of the Mechanism CSO mechanism 3.7 Monitoring and evaluate Number of reports of advance in programs/projects that impacted programs/projects impacted by the the commitments made at the commitments Summit
N/A
0
0
0
0
0
0
0
0
0
0
70% N/A 105 N/A 50 N/A 50 N/A 22
Monitoring and Evaluation Indicators
ACTIVITY
INDICATOR
Methodological design
One set of orientations for explicit knowledge management
BASELINE DATA (include date/source)
One report of the baseline Elaborate baseline of the project Elaboration and management of One database system for monitoring databases for participation participation of CSO in activities and monitoring discussions Design and measure CSOs’ One report of final state of CSO's capacities at national, sub‐regional capacities (including base line) and thematic levels One report of results, impact and Evaluation of the process recommendations
TARGET (life of the agreement)
N/A
0
CUMULATIVE DATA and % of progress completed if applicable 1% (technical requirements identified) 0 !% (database structure designed) 0
0
0
Result this Period
0 1
N/A N/A
1
0 0
1 N/A 1 N/A
1
5. Challenges, lessons learned and best practices related to your project: ●
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One of the main challenges of the project implementation so far is the slow transfer of the Summit Chairmanship from Panamá to Perú. According to ambassador Lambert the OAS is working towards it but it seems to take longer. It is urgent to promote this transfer and thus be aware of the next Summit Working Plan definition. One of the constant challenges is the communication among the diverse actors the team is in constant relation: OAS
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representatives, DOS team, Consortium members and other. The team is exploring new tools to facilitate the communication and the tasks follow up within the Consortium members. By February a tool or strategy should be ready for use. Specially the communication with the OAS have been challenging. The meetings held with Ambassador Lambert have helped to clear some misunderstandings about the project implementations. But in relation with the medium level at the OAS offices we are in contact with, there is still some challenges as they see the project as a competition to their internal job. At this point will be very helpful to have the advisor and support from the Political Team from the DoS. In December the Project’s Director will have some new meetings in Washington with the teams to strengthen these relations. The presence of the Project Director in Washington is not constant, and that at some point creates some uncertainly about the project’s leadership, but the strong support team that the project has in DC, joint with a constant communication among the teams in Bogotá and in Washington, had helped to overcome the challenge. Nevertheless, the Project’s Director will travel at least once per quarter to follow up directly to all the stakeholders’ relations In relation with the project’s management, the Team had strengthened its abilities to understand and work with DOS formats and regulations, especially the Fly America Act and the administrative platforms: grants solution and Payment System. The three days rule has been very challenging, the team will establish internal times to fully fit the rule in the relation with our subgrantees.
6. Upcoming Events: ● ●
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Visit to Panamá: The Project´s Director is still trying to arrange a meeting with the Panamá CSO´s to be able of gather their lessons learned from the prior Summit of the Americas. These meetings are planned to be on February 2016. In January 2016 the Project´s Director will visit Washington to meet with organizations that could help the project implementations. Additionally the Project´s Director will have meetings with James M. Lambert OAS Secretary for Hemispheric Affairs as well as the U.S Department of State to discuss some administrative issues. In next quarter Consortium members and Redlad must start creating a national base of organizations and partners to advance in the projects activities. Some of this can be done by online communication but at some point some travels are needed.
7. Timeline During this period the Team Project has developed activities according to the timeline as it is showed. Although there was a change in the date of the Consortium meeting, which was held on the first week of December rather than in November, due to the availability of the members to join it.
Once the plan is finished, we will report the changes that we see in relation with the proposed timeline.
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8. Budget Provide an update of the budget by budget category. Effective expenses Categories A. Personnel B. Fringe Benefits C. Travel D. Equipment E. Supplies F. Contractual G. Construction H. Other I. Total Direct Charges J. Indirect Charges K. Total Costs
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State Dept Funds 16,557.0 2,102.0 9,901.5 N/A 409.0 0 N/A 2,638.0 31,606.5 250.0 31,856.5
Cost Share 0 0 0 N/A 0 0 N/A 0 0 0 0
Total 16,557.0 2,102.0 9,901.5 N/A 409.0 0 N/A 2,638.0 31,606.5 250.0 31,606.5