112th CCM Meeting Minutes of CCM Sri...

15
1 112th CCM Meeting Minutes of CCM Sri Lanka INPUT FIELDS INDICATED BY YELLOW BOXES X MEETING DETAILS COUNTRY (CCM) SRI LANKA TOTAL NUMBER OF VOTING MEMBERS PRESENT (INCLUDING ALTERNATES) 15 MEETING NUMBER (if applicable) 112 DATE (dd.mm.yy) 10 th October 2016 TOTAL NUMBER OF NON-CCM MEMBERS / OBSERVERS PRESENT (INCLUDING CCM SECRETARIAT STAFF) 4 DETAILS OF PERSON WHO CHAIRED THE MEETING HIS / HER NAME ORGANISATION First name Palitha QUORUM FOR MEETING WAS ACHIEVED (yes or no) Yes Family name Abeykoon DURATION OF THE MEETING (in hours) 2 Organization Private VENUE / LOCATION AMC Auditorium HIS ROLE ON CCM Chair MEETING TYPE (Place ‘X’ in the relevant box) Regular CCM meeting X (Place ‘X’ in relevant box) Vice-Chair X Extraordinary meeting CCM member Committee meeting Alternate GLOBAL FUND SECRETARIAT / LFA ATTENDANCE AT THE MEETING (Place ‘X’ in the relevant box) LFA X HIS / HER SECTOR* (Place ‘X’ in the relevant box) FPM / PO X GOV MLBL NGO EDU PLWD KAP FBO PS OTHER X X NONE LEGEND FOR SECTOR* GOV Government PLWD People Living with and/or Affected by the Three Diseases MLBL Multilateral and Bilateral Development Partners in Country KAP People Representing ‘Key Affected Populations’ NGO Non-Governmental & Community-Based Organizations FBO Religious / Faith-based Organizations EDU Academic / Educational Sector PS Private Sector / Professional Associations / Business Coalitions SELECT A SUITABLE CATEGORY FOR EACH AGENDA ITEM (Place ‘X’ in the relevant box) GOVERNANCE OF THE CCM, PROPOSALS & GRANT MANAGEMENT RELATED TOPICS Review progress, decision points of last meeting – Summary Decisions Review CCM annual work plans / budget Conflict of Interest / Mitigation CCM member renewals/appointments Constituencies engagement CCM Communications /consultations with in-country stakeholders Gender issues Proposal development PR / SR selection / assessment / issues Grant Consolidation Grant Negotiations / Agreement Oversight (PUDRs, management actions, LFA debrief, audits) Request for continued funding / periodic review / phase II / grant consolidation / closures TA solicitation / progress Other AGENDA SUMMARY AGENDA ITEM No. WRITE THE TITLE OF EACH AGENDA ITEM / TOPIC BELOW AGENDA ITEM #1 Excuses X X AGENDA ITEM #2 Confirmation of the Minutes X AGENDA ITEM #3 Matters arising from the last Minutes X X AGENDA ITEM #4 Updates- Oversight Committee activities X AGENDA ITEM #5 Grant Updates X AGENDA ITEM #6 KAP Project update X AGENDA ITEM #7 Any other business X AGENDA ITEM #8 Date for next meeting X MINUTES OF EACH AGENDA ITEM AGENDA ITEM #1 Excuses and COI

Transcript of 112th CCM Meeting Minutes of CCM Sri...

Page 1: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

1

112th CCM Meeting Minutes of CCM Sri Lanka

INPUT FIELDS INDICATED BY YELLOW BOXES X

MEETING DETAILS

COUNTRY (CCM) SRI LANKA TOTAL NUMBER OF VOTING MEMBERS PRESENT

(INCLUDING ALTERNATES) 15

MEETING NUMBER (if applicable) 112 DATE (dd.mm.yy) 10th October 2016 TOTAL NUMBER OF NON-CCM MEMBERS /

OBSERVERS

PRESENT (INCLUDING CCM SECRETARIAT STAFF)

4 DETAILS OF PERSON WHO CHAIRED THE MEETING

HIS / HER NAME

ORGANISATION

First name Palitha QUORUM FOR MEETING WAS ACHIEVED (yes or no) Yes

Family name Abeykoon DURATION OF THE MEETING (in hours) 2 Organization Private VENUE / LOCATION AMC Auditorium

HIS ROLE ON CCM Chair

MEETING TYPE

(Place ‘X’ in the relevant box)

Regular CCM meeting X

(Place ‘X’ in relevant box) Vice-Chair X Extraordinary meeting

CCM member Committee meeting

Alternate

GLOBAL FUND SECRETARIAT / LFA

ATTENDANCE AT THE MEETING

(Place ‘X’ in the relevant box)

LFA X

HIS / HER SECTOR* (Place ‘X’ in the relevant box) FPM / PO X

GOV MLBL NGO EDU PLWD KAP FBO PS OTHER X

X NONE

LEGEND FOR SECTOR*

GOV Government PLWD People Living with and/or Affected by the Three Diseases

MLBL Multilateral and Bilateral Development Partners in Country KAP People Representing ‘Key Affected Populations’

NGO Non-Governmental & Community-Based Organizations FBO Religious / Faith-based Organizations

EDU Academic / Educational Sector PS Private Sector / Professional Associations / Business Coalitions

SELECT A SUITABLE CATEGORY FOR EACH AGENDA ITEM

(Place ‘X’ in the relevant box)

GOVERNANCE OF THE CCM, PROPOSALS & GRANT

MANAGEMENT RELATED TOPICS

Rev

iew

pro

gres

s, d

ecis

ion

poin

ts

of la

st

mee

ting –

Sum

mar

y D

ecis

ions

Rev

iew

CC

M a

nnu

al w

ork

plan

s /

budg

et

Co

nfl

ict

of

Inte

rest

/ M

itig

ati

on

CC

M m

em

be

r re

ne

wa

ls/a

pp

oin

tme

nts

Co

nst

itu

en

cie

s e

ng

ag

em

en

t

CC

M C

om

mu

nic

atio

ns

/co

nsu

lta

tio

ns

with

in-c

ou

ntr

y st

ake

ho

lde

rs

Ge

nd

er

issu

es

Pro

po

sal

de

velo

pm

en

t

PR

/ S

R s

ele

ctio

n /

ass

ess

me

nt /

iss

ue

s

Gra

nt C

on

solid

ati

on

Gra

nt N

eg

oti

ati

on

s /

Ag

ree

me

nt

Ove

rsig

ht

(PU

DR

s, m

an

ag

em

en

t a

ctio

ns,

LF

A d

eb

rie

f, a

ud

its)

Re

qu

est

fo

r co

ntin

ue

d f

un

din

g /

p

eri

od

ic

revi

ew

/ p

ha

se I

I /

gra

nt c

on

solid

ati

on

/

clo

sure

s

T

A s

olic

ita

tio

n /

pro

gre

ss

Oth

er

AGENDA SUMMARY

AGENDA ITEM No. WRITE THE TITLE OF EACH AGENDA ITEM /

TOPIC BELOW

AGENDA ITEM #1 Excuses X X

AGENDA ITEM #2 Confirmation of the Minutes X

AGENDA ITEM #3 Matters arising from the last Minutes X X

AGENDA ITEM #4 Updates- Oversight Committee activities X

AGENDA ITEM #5 Grant Updates X

AGENDA ITEM #6 KAP Project update X

AGENDA ITEM #7 Any other business X

AGENDA ITEM #8 Date for next meeting X

MINUTES OF EACH AGENDA ITEM

AGENDA ITEM #1 Excuses and COI

Page 2: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

2

CONFLICT OF INTEREST. (List below the names of members / alternates who must abstain from discussions and decisions)

No COI issue

WAS THERE STILL A QUORUM AFTER MEMBERS’ RECUSAL DUE TO DECLARED CONFLICTS OF INTEREST (yes or no)> SUMMARY OF PRESENTATIONS AND ISSUES DISCUSSED

The Chair welcomed all the members and nonmembers includingthe FPM Blanca, and informed that her visit helps us to

know what is happening in the GF and also to sort out our problems, and also welcomed the French Embassy representative

as observer. FocalPoint informed the names of the members who were excused - Dr. Mahipala, Dr. Kumaresan, and Sec

Health.

Ms. Pubudu, Director GFATM, introduced herself, she was appointed to the post since15th of August, and she is a

professional chartered civil engineer from the Private sector. The Chair welcomed her to the CCM.

The Chair informed the members that if they have any COI situation to inform the committee in advance. SUMMARY OF SPECIFIC CONTRIBUTIONS / CONCERNS / ISSUES AND RECOMMENDATIONS RAISED BY CONSTITUENCIES ON THE

CCM

Please summarize the respective constituencies’ contributions to the discussion in the spaces provided.

GOV

MLBL

NGO

EDU

PLWD

FBO

KAP

DECISION(S) Summarize the decision in the section below

No decision was taken

ACTION(S) KEY PERSON

RESPONSIBLE

DUE

DATE

Summarize below any actions to be undertaken indicating who is responsible for the action and by when the action should be completed.

No action to take

DECISION MAKING

MODE OF DECISION

MAKING

(Place‘X’ in the relevant box)

CONSENSUS* IF 'VOTING' WAS SELECTED, INDICATE METHOD AND RESULTS

VOTING

VOTING METHOD

(Place‘X’ in the relevant box) SHOW OF HANDS

SECRET BALLOT

ENTER THE NUMBER OF MEMBERS IN FAVOUR OF THE DECISION

*Consensusisgeneral or widespread agreement by all

members ENTER THE NUMBER OF MEMBERS AGAINST THE DECISION

of a group. ENTER THE NUMBER OF VOTING CCM MEMBERS WHO

ABSTAINED>

AGENDA ITEM #2 Confirmation of the Minutes

CONFLICT OF INTEREST. (List below the names of members / alternates who must abstain from discussions and decisions)

No COI issue WAS THERE STILL A QUORUM AFTER MEMBERS’ RECUSAL DUE TO DECLARED CONFLICTS OF INTEREST (yes or no) > SUMMARY OF PRESENTATIONS AND ISSUES DISCUSSED

The Minutes was confirmed and adopted as the correct recording of the last meeting, with the correction in the

translation and proposed by Dr. Herath and seconded by Ms. Ajitha Batagoda.

Proposed correction – Dr. Kanthi’s name was incorrectly spelt in the translation and it has to be corrected

SUMMARY OF SPECIFIC CONTRIBUTIONS / CONCERNS / ISSUES AND RECOMMENDATIONS RAISED BY CONSTITUENCIES ON THE

CCM Please summarize the respective constituencies’ contributions to the discussion in the spaces provided.

GOV

MLBL

NGO

EDU

PLWD

FBO

KAP

DECISION(S) Summarize the decision in the section below

The Minutes was adopted as the correct recording of the meeting, and it was proposed by Dr. Herath and seconded by

Ms. Ajitha Batagoda.

ACTION(S) KEY PERSON

RESPONSIBLE

DUE

DATE

Summarize below any actions to be undertaken indicating who is responsible for the action and by when the action should be completed.

Page 3: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

3

Proposed correction – Dr. Kanthi’s name was incorrectly spelt in the translation and

it has to be corrected Hirusha

DECISION MAKING

MODE OF DECISION

MAKING

(Place‘X’ in the relevant box)

CONSENSUS* X IF 'VOTING' WAS SELECTED, INDICATE METHOD AND RESULTS

VOTING

VOTING METHOD

(Place‘X’ in the relevant box)

SHOW OF HANDS

SECRET BALLOT

ENTER THE NUMBER OF MEMBERS IN FAVOUR OF THE DECISION

>

ENTER THE NUMBER OF MEMBERS AGAINST THE DECISION >

*Consensus isgeneral or widespread agreement by all

members of a group.

ENTER THE NUMBER OF VOTING CCM MEMBERS WHO

ABSTAINED>

AGENDA ITEM #3 Matters arising from the last Minutes

CONFLICT OF INTEREST. (List below the names of members / alternates who must abstain from discussions and decisions)

No COI issue

WAS THERE STILL A QUORUM AFTER MEMBERS’ RECUSAL DUE TO DECLARED CONFLICTS OF INTEREST (yes or no) > SUMMARY OF PRESENTATIONS AND ISSUES DISCUSSED

1. Changing the composition of CCM

The FP informed that at the last meeting it was suggested to increase the CCM composition by adding two PLWD TB

representatives and today they have to decide whether to increase by one or by two, and if necessary to have voting to

take the decision. It is not only the TB patients, but also the organizations working for TB patients can be selected to

support the activities done to control TBby NPTCCD, and if one is included the total will be 26, and if two it will be 27.

The Vice Chair suggested to increase number by one PHL TB as the chances of going for voting is remote and an unlikely

event and as the Chairman has the power of casting vote, with that a decision can be taken, so to have one member to

represent the TB community, it may be an organization or individual and all the members agreed to that and an unanimous

decision was taken and adopted as final. No need arouse for a voting.

The Chair asked the CCM Secretariat to follow the normal official procedure to invite CNAPT and prepare the letter for

his signature.

2. Update of the Oversight Committee:

The Vice Chair advised if the things discussed at the Oversight Committee meeting will be updated in some other place

not to repeat them as update, and decided to give the update after the Programme Directors’ presentations by mentioning

only the missing items, the key decisions and the recommendation that were made and it is good to record them

separately, as part of the Oversight Committee decisions.

3. Waiting for the response to the Letter written to the National Chamber of commerce for the nomination of the

2nd Private Sector Organization.

4. Waiting for the response from UN Resident Coordinator for the nominations for 2 vacancies of MLP.

5. Letter to the GF about the Regional Grant– letter was sent but no change in the SR selection and SCF Nepal

has started working as SR and UNDP started the Grant Closure work.

6. Princy's letter and Office issue. Positive women network already shifted their office to another location.

SUMMARY OF SPECIFIC CONTRIBUTIONS / CONCERNS / ISSUES AND RECOMMENDATIONS RAISED BY CONSTITUENCIES ON THE

CCM

Please summarize the respective constituencies’ contributions to the discussion in the spaces provided.

GOV

MLBL

NGO

EDU

PLWD

FBO

KAP

DECISION(S) Summarize the decision in the section below

Decided to amend the composition of the CCM in the Governance Manual by including one CSO working for

TB Patients or a PLWD TB Representative in the CCM, and to send a letter inviting the CNAPT to represent the TB

Community in the CCM.

ACTION(S) KEY PERSON

RESPONSIBLE

DUE

DATE

Summarize below any actions to be undertaken indicating who is responsible for the action and by when the action should be completed.

To send a letter inviting the CNAPT to represent the TB Community in the CCM. AO

DECISION MAKING

Page 4: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

4

MODE OF DECISION MAKING

Place‘X’ in the relevant box) CONSENSUS* X IF 'VOTING' WAS SELECTED, INDICATE METHOD AND RESULTS

VOTING VOTING METHOD

(Place‘X’ in the relevant box)

SHOW OF HANDS

SECRET BALLOT

*Consensus isgeneral or widespread ENTER THE NUMBER OF MEMBERS IN FAVOUR OF THE

DECISION

agreement by all members ENTER THE NUMBER OF MEMBERS AGAINST THE DECISION

ENTER THE NUMBER OF VOTING CCM MEMBERS WHO

ABSTAINED

AGENDA ITEM #4 Updates of Oversight Committee activities]

CONFLICT OF INTEREST. (List below the names of members / alternates who must abstain from discussions and decisions)

No COI issue WAS THERE STILL A QUORUM AFTER MEMBERS’ RECUSAL DUE TO DECLARED CONFLICTS OF INTEREST (yes or no) > SUMMARY OF PRESENTATIONS AND ISSUES DISCUSSED

The Vice Chair advised if the things discussed at the Oversight Committee meeting will be updated in some other place

not to repeat them as update, and decided to give the update after the Programme Directors’ presentations by mentioning

the missing items, the key decisions and the recommendation that were made and it is good to record them

separately, as part of the Oversight Committee decisions.

Update was given by the Focal Point and she informed that,

Dr. Herath made the presentation for Malaria Grant

Dr. Kanthi gave the update of TB Grant

Ms Pubudu gave the update of HSS Grant

Ms Thushara gave thepresentation for PR 2 - HIV Grant

Dr. Liyanage gave the update of HIV Grant –PR1 –Government HIV Grant

SUMMARY OF SPECIFIC CONTRIBUTIONS / CONCERNS / ISSUES AND RECOMMENDATIONS RAISED BY CONSTITUENCIES ON THE

CCM

Please summarize the respective constituencies’ contributions to the discussion in the spaces provided.

GOV

MLBL

NGO

EDU

PLWD

FBO

KAP

DECISION(S) Summarize the decision in the section below

No decisions were made

ACTION(S) KEY PERSON

RESPONSIBLE

DUE

DATE

Summarize below any actions to be undertaken indicating who is responsible for the action and by when the action should be completed.

No actions to take

DECISION MAKING

MODE OF DECISION MAKING

(Place‘X’ in the relevant box)

CONSENSUS* X IF 'VOTING' WAS SELECTED, INDICATE METHOD AND RESULTS

VOTING

VOTING METHOD

(Place‘X’ in the relevant box)

SHOW OF HANDS

SECRET BALLOT

ENTER THE NUMBER OF MEMBERS IN FAVOUR OF THE DECISION >

ENTER THE NUMBER OF MEMBERS AGAINST THE DECISION >

*Consensus is general or widespread agreement by all members of a group.

ENTER THE NUMBER OF VOTING CCM MEMBERS WHO ABSTAINED>

AGENDA ITEM #5 Programme updates

CONFLICT OF INTEREST. (List below the names of members / alternates who must abstain from discussions and decisions)

No COI issue WAS THERE STILL A QUORUM AFTER MEMBERS’ RECUSAL DUE TO DECLARED CONFLICTS OF INTEREST (yes or no) > SUMMARY OF PRESENTATIONS AND ISSUES DISCUSSED

3.1. Malaria; Dr Herath, Director AMC, made the PPT.

He briefed about Malaria Programme and gave the update of 2016 up to October.

He said up to now 33 imported cases reported this year. Other key activities - Surveillance is about 48% done.

The training programme up to August is 67% completed and the information from periphery for September not included.

Page 5: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

5

3.1.a. Procurement:

The Microscopes were received; waiting for the delivery of boxes, the payment was not made and it will be done directly

from the GF, through PPM.

Local procurement; 6 vans, approval from the GF and the Treasury - received; TEC is meeting today evening to finalize the

specifications. They can finish it. Some procurement, they have not even initiated the process and some are initiated but

not completed. The total value of procurement planned for 2016 is LKR 86mil, and the value in process is 38mil - 44 %. The

progress is slow but can be completed by end of this year.

3.1.b. Human Resource; the approved cadre is 134, and 49 in place, 85 to be recruited. Microscopic assistants - 34, and

Vector control assistants - 23,

PHIs, already they have 4, and got 2 new Government PHIs, so now they have enough and will not recruit any more PHIs.

They have union issue with some categories.

3.1.c. Financial progress; Total allocation is330mil for all 3 quarters, but spent only 89mil and it is about 7% for all 3

quarters and 18% for 2nd quarter.

3.1. d. Human Resource transitions plan- Malaria

Dr. Herath said they have already communicated this to the GF; as he wanted to get the concurrence from the GF before

getting the approval from Secretary health.

But Blanca informed that she received the documents many months back and she sent her comments and after that no

response from AMC. She wanted it first to be informed, discussed and agreed with the CCM and then to send to the GF.

Also the HR positions needs to be discussed with the MoH because they have to create the cadre.

Dr. Herath explained the main issue is still Sri Lanka is at the risk of getting the Malaria back into the country, Vector

mosquitoes are there, people are traveling from other countries where Malaria is endemic so they have to maintain the

human resources and the financial resources.

Under NFM – there are134 positions of 20 categories funded by the GF.

He said they don't need an M&E Officer, as they will have their own system, an M&E monitoring unit to prevent the

reintroduction of the disease. The Program Manager is the Program Director and the Coordinators - the CCPs now working

in these posts.

They will not need the Accountant, the Finance Supervisor, the Procurement Officer and the HR manager, and their

alternatives in the government system will take over their work. The IT officer will be replaced by an MO Bioinformatics,

the PHI will be replaced by the Government PHIs, and PHLTs will be terminated as they will be replaced by the new people

from the batch coming in 2018.

The Molecular biologist is a temporary appointment, and has to create a cadre position to get a permanent one, until such

time their work will be covered by the Parasitologist, and the Entomologist.

The Regional staff;Microscopic assistants and Vector Control Assistants will be absorbed into the junior staff grade

government cadre to the positions that will match their basic qualifications, and the Government PHLTs will replace the

Health Assistants. The Project coordinators will not be needed. The project staff will be replaced in stages. The staff

involved with the project implementation will be there until the end of the project but the numbers will be reduced as the

workload will be reduced. He said this is the basic plan, which he wanted to inform the CCM.

The GFATM Project Director wanted to know whether this was submitted to the previous PD and if not she wanted a copy

of the proposal for her to give her recommendation.

Blanca suggestedincludingthe grant requirements and the management actions in the presentation. She further explained

when they sign the grant there were some funds and there are 2 grant requirements and if they are not met, the GF will

not be able to release any funds. It could be very interesting to understand the present status of the grant, and the

progress ofeach requirement. The 1st requirement is showing the progress.

Dr. Herath said it can be included in the presentation and Dr. Liyanage, asked for a format for this type of presentations.

Blanca suggested mentioning each grant requirements and indicates as they are met or not met and if not met what is

the present status. She further said the grant requirements are sent as a word file with the title grant requirements and

management actions, because it is related to the HR positions plan and one requirement says that no later than 30th of

June, 2016, the AMC need to submit to the CCM in form and substance and satisfactorily to the GF, how the Ministry

of Health will be assuming progressively to the funding of the following positions, PHLTs, Data Entry Operators, Microscopic

assistants, Vector Control Assistants and the staff of the Program Implementation unit. The Program Implementation unit

will not be needed once the grant ends.

Page 6: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

6

She said it is still not clear to her the plan how these requirements that is due to be met in June, will be met and that needs

the approval of the MoH and the cadre needs to be created and approved. She also asked to refer to the grant conditions or

requirements and to full fill them. These conditions were already informed to the AMC and the MoH when the grant

agreement was signed and it is very important to submit a plan that shows some clarity.

The GF started to reduce all GF finance to HR positions from the beginning of 1st of July 2016 andthe MoH need the plan

how the Ministry is going to take over the positions they require in the context of prevention of reintroduction of Malaria

and I like to see the reduction in numbers by the end of 2018.

The 2nd condition is regarding the ento- surveillance; it says after 31st March 2017, the AMC needs to submit the

report of a need assessment of the scope and the scale, of ento- surveillance activities, in form and substance

satisfactory to the GF. If it is not done by this date the GF will not fund to the activities as they are now and that is the

reason the GF allowed the country for 18 months to do the assessment on what is needed in the elimination phase and what

is needed in the prevention of reintroduction, and suggest to the GF, about the HR positions and other related costs.

Dr. Herath said he can include what Blanca said and most of the positions will not be required.

Dr. Liyanage explained his position and said they have technical people, and they are required for the programme, so when

the project is over the programme will absorb them. The programme is continuing from 1985, and the GF is strengthening

the programme.

The Vice Chair explained and said what he gathered from what Blanca said is there are some initial paperwork has to be

done, and from there the directors have to proceeds to what they are saying now.

Blanca also agreed and said HIV situation is completely different from TB and Malaria, where the GF is paying for lots of

positions in the Field for Malaria and TB and its over 134 positions and 143 positions respectively, most are field staff, but

for HIV it is only the management unit at the central level and the GF is paying for only 37 positions. So the moment the GF

support is stopped there won't be any need for a management unit at the central level, however for Malaria and TB that is

the whole discussion. What is relevant here is the work being done by the people currently paid by the GF is needed or

not, if needed how the government is going to ensure that these positions are created. This needs to be clarified and

we are not clear how the transition is going happen with the positions in Malaria and the AMC programme to decide

about this.

Dr. Kanthi said they have a transition plan for TB, they have the Microscopic Assistant working in the Field, 68 numbers and

they will be replaced by the Government PHLTs and the Data entry operators working at the at Districts Chest Clinics, will

be replaced by the Management Assistants, that was the decision taken by the Ministry of Health.

The Vice Chair asked for further comments.

Dr. Herath said they were busy with the certification activities and the HR positions are there only from last month and

they will catch up with the work as far as possible and then they will make sure the things are moving smoothly.

3.1.e. Low Absorption Rate; Blanca mentioned about the absorption rate of Malaria and said it is very concerning and this

should be the key issue we will be discussing at this CCM. For Malaria Grant the funds spent, for the funds disbursed it is

only 27%.

The Vice Chair also said this is worrying and to clear little bit concern, we have to be realistic.

Dr. Herath explained and said why they were this much slow and they couldn't proceed with most of their procurement is

because the first procurement officer they had left the job and now they have another officer and now the things are

moving fast and most of the procurement will be completed within next couple of months.

He further said, there are certain activities which they have budgeted for the amount of money required but the utilization

rate has gone down because in the periphery they are using the provincial fund for the traveling due to the accounting

procedure issues in using the GF fund, so most of the money allocated for fuel and some other activities, they have done the

activities but did not claimed from the project. This is one of the reasons for the low absorption rate; it is not over

budgeting.

Blanca said if there is money leftover and it is reflected here, although the programme activities has been implemented by

using the government money, then it will be savings, and can be used for other activities and the GF has no objection. She

also said the grant was signed for 7mil and if the country doesn't use this, it will be just lost money for the next

allocation but if the activities are conducted then they have savings.

The Vice Chair asked for some guidance about reporting from Blanca and said it's good if the CCM also knows about this and

get information about the reporting procedure, and also to get information about the activities that have been completed,

which fund has been initially assigned but not used, whether the GF or Government money used, and what amount actually

Page 7: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

7

not been used. He also said it will be useful to know these details and then you know what else you can do with the saved

money after reprogramming, and Blanca is also accepted it and he asked for comments from the members.

Dr. Herath continued his briefing, and said about their major activities.

Procurement of Vans is under way, Provincial lab establishment is initiated, Monitoring the quality assurance system is

started and they have initiated and closely monitoring them. They will be able to implement them and can be definitely

completed. The small activities, the value of 1 mil and less than 1mil are also closely monitored.

Blanca said her concern is, for Malaria grant the GF was able to release the first full quarter but not Q2, because they have

money more than what they need for Q2 and Q3 and their absorption rate and the same situation may continue for Q3, and

Q4.

The Vice Chair asked for any other comments from the CCM Members.

The FP informed about the issue raised by Dr Herath at the Oversight Committee meeting about getting the quotation from

periphery for the renovation work or refurbishment for LKR 100,000 and the Oversight Committee took a decision to

discuss this issue with Blanca in a special meeting with the OC Members, and they had the meeting with Blanca in the

morning and the issue was discussed and the matter is solved.

Blanca said if there is an issue in getting the BOQ, some sort of technical documents or technical officer's report explaining

what they are going to do in order to understand what are the refurbishments they are going to do should be submitted and

it is not submitted until today. She agreed with Dr Mahipala in the morning for this and also agreed to do it in a scattered

manner as it is done for TB with very good progress. She further said the condition says that every thing needs to be

submitted at once and if this is difficult, they can be submitted in lots. But submitting it in an excel file is not satisfactory

andacceptable. I need a proper professional giving the accreditation details of what is going to be done.

Ms. Pubudu explained the process, what she learned from SAS procurement about this and she said at the Regional level

they have their own suppliers registered with them provided below a certain value they can go ahead with their procurement

by getting the quotation from those suppliers for any work and if you have to go above the limit they have to get minimum 5

quotations and it has to go through the technical evaluation committee with proper documents and the rates and quantity of

work should be mentioned. Dr. Herath said the value of each activity is LKR 100,000 so they can do it directly.

The Vice Chair explained, what Blanca is saying to give a good technical explanation and get one quotation.

Dr. Herath explained, at periphery they do not have any technically qualified person other than the executive engineer and

from whom they are suppose to get the BOQ and this technical document and for this small amount they don't give priority,

and RMO AMCs were finding it difficult to get these BOQs. He also said they can't call for quotation unless the

procurement committee endorses it and the procurement process is started, with proper approval.

Blanca suggested to discuss with Dr. Kanthi and find out how she is doing, because for TB, from the periphery she has been

able to get the quotations for a few at a time and Dr. Kanthi explained that there are certain activities for US$ 25,000 but

there are some for LKR 400,000 and for all of them, they have submitted the BOQ, plan, and the estimate.

Director GFATM suggested to get it from the CEBC by the RMO AMC at the regional level, and Dr. Herath explained as this

is a small value they don't like to attend to these and the RMOs are unable to do this and finally they have taken a decision

to purchase things like lab table, cupboard etc, for which they have send the price list to Blanca for approval.

The Vice Chair asked for the opinion from Ms Ajitha Batagoda, Treasury representative to enlighten the CCM Members on

this issue and she explained by saying can call for quotation, and then the evaluation process starts and gets the approval

for the selected quotation and she also suggested grouping them and doing.

Dr. Herath said they have 22 regions and each has maximum 4 to 5 labs and the total number is100. They try to do it in that

manner but it is difficult to combine more than one RDHS together because they have their own operating system and they

have tried it combining at district level, in certain places they have succeeded but failed in some other places and now they

have sent a new quotation in a letter head.FPM suggested that it is good if correct documents are submitted in the first

instance itself and all together, just an excel file or word document is not an acceptable quotation, to submit to the GF.

Ms. Ajitha suggested doing it centrally to expedite quickly but there are so many obstacles even within the Ministry and

therefore it has to be managed properly and she mentioned the example of procurement of vehicles, which was approved 2

months back but still in the TEC state, which is beyond their level.

Dr. Liyanage also explained that the Hospital Directors and RDHSs can do refurbishment work with a work sheet by

registered contractors up to LKR 200,000, they just get the estimate and do the work.

Then the Vice Chair said Dr. Herath is facing some difficulty and the Director GFATM to help him to sort it out quickly.

Ms Blanca further said there are 3 budget lines regarding renovations with no progress, They are,

Page 8: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

8

1) Budget line 22, - Renovation of Regional Malaria Complex, and the drugs stores of RMO office, budget - 67,000 US$, 2)

Budget line 154 - National Laboratory for Entomological study Budget - 20,000 US$,

3) Budget line 168 - Provincial Ento- laboratory for Ento- investigation Budget - 80, 000 US$.

All these were related to grant requirements, the due date was 30th June, 2016 and the GF extended it until 30th of

September but until now the GF haven't received anything from AMC and the GF would like to know whether this money is

needed and if this intervention is still valid, or if the money is not needed they can reallocate this funds, but the GF don’t

want to continue like this without any progress.

Dr. Herath said they couldn't proceed because of the certification work, and now they have already started and received

the approval for almost all these activities and the procurement is also going on and he is closely monitoring them.

3.2. Tuberculosis - Dr. Kanthi Ariyaratne made the presentation

She was asked to do a short briefing only on the progress due to the time factor.

Dr. Kanthi mentioned the financial progress is not that much but the physical progress is good, and they can spend the

money before the end of the year, and they have shifted some activities to 2017.

Human Resource; they are suppose to recruit some staff to their office, like M&E Officer, Procurement officer, 2 Project

officers, 2 Urban Coordinators, and one HR assistants, they have selected the candidates and they will be reporting next

month. They have to interview the finance supervisor; the applications were received and shortlisted.

Training; 4 planned and 2 completed, for the MOs and the NOs.

Funds were released to the Regional Chest Clinics for the training in 4th quarter.

TB and HIV counselling one program conducted, 2 will be conducted in 3rd Q.

Foreign training and workshops

Union conference fund - it is in next month but they were not prepared and the available funds also not enough so they have

planned to do it next year, by combining this year fund and the next year fund, this year it is held in UK.

LED microscopic training- international TA was suggested, and it is organized after discussing with the GF, the trainer will

come to Sri Lanka and he will train more people.

TA and Operational Research –

EPI Survey, There is another KAP (Knowledge AttitudePractice) survey going on with the Government fund so they can

dothe EPI Survey after 2 years and the documents were sent and they are waiting for the final approval for the DRS

Survey as they have to recruit the staff to do the survey.

FPM commented saying that the DRS protocol was prepared with the support of WHO and the GF requested some technical

information regarding confidentiality of some information of the patients and the GF have no comments about the protocol

and she has sent her final review about the DRS budget on the 22nd of September mentioning some adjustments and

specifically requesting NPTCCD to start the recruitment process as soon as possible and to identify the savings for the DRS

survey, the GF has approved 150,000 US$ and currently available fund and budgeted amount is US$ 80,000 so there is a

gap and have to find 70,000 US$ savings from another budget line. The budget was approved by the GF with comments, and

requested to start the process as soon as possible with the cadre approval and the recruitment, which need lot of time and

the survey, will take 22 months, to do the fieldwork, analysis and prepare the report so it needs to be started as soon as

possible. She made some adjustments to the budget and if they agree to that budget they can start immediately.

The Vice Chair asked if they are doing the Survey combining with Government Fund and have suggested to use that money in

2018 Q1, can they combine with the government fund and the funds that are available for this year could be used in 2018

Q1, and the FPM replied the GF has no objection to combine with the Government Fund and if the country considers doing

this in Q1 and the country can shift it depend on country's need and this budget line could be used for DRS Survey.

Dr. Kanthi further said 6 researches have been approved, research committee meetings were held, they are operational

researches and done by the post graduate students but fund was not fully utilized. They have laid down how and what are

the things to be done, signed one agreement with the researcher, who is a postgraduate student.

Laboratory Technical Assistance; MoH approval taken and they are working on that.

Other TAs submitted for the GF concurrence and no objection received and they have to discuss further with the GF.

The National Technical Assistance they wanted to do with the NTPCCD staff and it in a different way, and already they had

several consultative meetings to discuss about it.

Procurement;

Global order had been placed for medicines and it is in process, 2nd line drugs, it is awarded and it is also in process.

FPM said they have received the quantity for the 1st line drugs and it is progressing, but the 2nd line drugs the quantity still

Page 9: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

9

not submitted and the GDF to send the quotation.

Procurement of equipment and consumable; Some are direct procurement through GDF, and already the order is placed,

and expected to receive by October, or November.

LED microscopes; the order was placed for 16 numbers and for Light microscopes for 16 numbers, action is taken to place

the order.

Semi Automated analyzer will be purchased in 2017,

NTIP machine they will be getting through PPRM.

Electronic balances they are working on them, and will be ordered through GDF, and some consumable are also through GDF

and others will be purchased locally.

HDU equipments, approved by the GF, partly through UNICEF and partly through local procurement.

Infrastructure development:

Construction:

HDU – National Center Chest Diseases; BOQ was received after revision, and sent to the GF, and the hard copy is with

her and it is a bulk document.

District Chest Clinics and culture Labs have been approved; they got the plan and the estimate for different Chest

Clinics and received no objection from the GF.

Refurbishment of District Chest Clinics Hambanthota and Nuwara Eliya each US$ 25,000 and no objection received from

the GF.

District Chest Clinic - drugs stores of Kilinochchi and Kandy; they have to reply to the queries, and they have to send for

Ratnapura, Galle, and Badulla. They are following them.

Refurbishment of laboratory; they have to send, 2 quotations and estimates which are with her for Ratnapura and Kegalle,

but Ratnapura refurbishment of laboratory they don't need it now, and this fund will be utilized for other work in the same

budget line.

Vehicles;

Temperature controlled vehicle; - approval and no objection received from the GF and it is a direct procurement.

X-ray mounted vehicle - she needs to send the final comments to them GF.

Double cabs - quotation called from selected competitive bidders and they have got the approval and the PPC, the closing

date is today.

Monitoring and supervision;

22 supervisory visits were done and 4 have to be completed.

MDRL TB; 36 supervisory visits have been completed

Drug store supervision; 26 have been completed; they do the supervision when they go to deliver the drugs.

DMTP supervision 5 have been completed, DTCO reviews they have completed 3 out of 4.

Advisory committee meetings out of 6, 3 are completed.

Annual district reviews 5 completed,

Stakeholders meeting out of 4, 2 are completed with NGOs, private sector, and different stakeholders.

Maintenance of vehicle;

She further said they also don't get the fuel bills from all from the periphery but some are doing properly.

The Vice Chair asked about the expected expenditure at the end of the year according to their planned work for this year

and Dr. Kanthi said the realistic estimate is 40% because some work will continue even next year like Hambanthota Chest

Clinic and Nuwara Eliya Chest Clinics and they have just started the procurement process.

FPM commented by saying; Dr. Kanthi has done an impressive work in the last Q, there is a good progress from Q2 to Q3,

and Dr. Kanthi is leading the whole process, some expenses are not showing but most are already committed and there is a

high cash balance but when it is forecasted all approved activities should be included. Even though they haven't started the

activities, they have to keep the money to sign the contract and for the GF to disburse. Payments for the Items purchased

through GDP, will be paid directly to GDP and will not be shown in her expenditure.

She gave the details of the GF disbursements already done,

1). US $ 23,000 in March for 2nd line drugs, 2). US$ 25,000 for Streptomycin, 3). US$ 63,000 for 1st line drugs, 4). US$

267,000 1st line drugs, 5). US$ 257,000 to UNOPS for Gene X’ pert Machine and Microscopes, and 6). Last week they also

disbursed US$ 25,000 to the GOSC after the initial disbursement.

If these direct disbursements are also included the expenditure percentage will be much higher than this.

Page 10: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

10

FPM wanted her to update the CCM about the EPF query and the Electronic Database System (EMIS) for which the TOR

was approved last year but there has been no major progress.

Dr. Kanthi accepted that there is a delay with EIMS and the technical evaluation classification has been decided. They have

to advertise in the papers, now the technical and the procurement officers are appointed but they have to go behind the

officers to get the work done, some time they feel why should they have these people and instead they can get it done by

the government staff.

Blanca informed that the GF did not participate in the selection process, and they see only few selected CVs, not all CVs. If

they have issues with the staff, they have to be cleared as soon as possible and there is no point in having staff who are not

performing and if can't get the work done by them. She also said, the GF fund to support the National programme, and it is

not a GF programme.

Dr. Herath said the quality of the staff they are getting is according to the remuneration given to them.

The Vice Chair asked about their expectation from the CCM, and whether they wanted the CCM to recommend any allowance

to these people, and Dr. Herath said their salaries are fixed according to the Management circular. He also said they have

given the fullest publicity and selected maximum capable people but finally they also unable perform, and they don't match

with the expectation of this project.

Dr. Janakan said this is about GDF – WHO, they are waiting for the date for TMCP initiation and according to Blanca they

have already paid to them.

3.3. HIV Grant;

Dr. Sisira was asked to make a brief presentation as he has done earlier.

His expenditure is about 31% but he can reach for 70% by end of the year and 100% by end of next year. He explained this

low absorption is because of the IBBS Survey will be combined with the Size Estimation and it will be completed by the end

of next year. He wanted more assistance and coordination from the Project Office.

FPM said there are no major issues and they are progressing very well. She asked about the Eliza machine and he said the

work is completed and waiting for awarding by the Project Director.

Director GFATM informed that it was submitted to the last PPC on 23rd of September but there were some issues, and

after they were corrected the file was submitted for Secretary's approval and signature and now submitted for TEC

members signature and she is following it up.

3.4. HSS Grant;

Director GFATM made the briefing and gave a summery.

The HSS Project was commenced in 2011, and they are in NCE, total 17 constructions are on going but very low progress, and

Velanai and Keyts - waiting to be taken over. Today they opened the bids for 9 contracts and they will be awarded by 19th

of October and the total value of these9 constructions is LKR 300 mil and 9 constructions were delayed due to various

reasons, and they are at different stages of completion.

She showed the photos of slow progressing ones and 7 constructions are in very low% of progress.

Financial Progress of HSS is only 34%.

They have huge challenges like payment delay because of incomplete documentation and payments were made without

payment certificate, or approval, incomplete documentation, documents are not in place, charging the liquidation damages,

and payments are made for extra work without the consultant's certification, signed contract documents are not there,

BOQ items are missing, performance bond lapsed and because of that the contractors have already left the site.

The 9 contracts, were awarded last year, but due to the concerns of the quality of the ongoing constructions and as well as

the issues the contractors were facing, there were some direction from the parties concerned, the Project Procurement

Committee took a decision to rearward, or retender and this decision was taken at the Secretary level but it was not

implemented.

She further said they had a review meeting on 11th of September in Kilinochchi, and they are working on the decisions they

have taken at this meeting. They have decided to go for National Limited Bidding, by calling the government contractors

including SEC, CECB, SL Army, SL Navy and SL Air force, and Land reclamation and all the government organizations who are

involved in constructions they have called for quotation.

She is hoping successful bidders will be awarded the tenders before 31st of October. She further said there are 3 types of

constructions, MOH offices, MOH quarters and OPD buildings.

The project will end on 30th June 2017 and have to finish the work and all the bills have to be submitted by 31st May 2017.

Procurement they are very late, and they have discussed and allocated the responsibility of different items to different

Page 11: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

11

responsible officers, and the double cabs to Central Transport Division, MoH and some are for PDHS and some are to RDHS

at regional level.

Item #6, they are suppose to sign an agreement with GDF, and the document was reviewed by the Attorney General and

they have made some comments and she will be meeting them today. Already they have an agreement with GDP that they are

practicing for TB Procurements.

3.5. PMU;

They have recruited 4 specialists for 4 areas, and they are working from 1st of August and she is appointed from 15th

August. Also one HSS Civil Engineer and an Accountant were appointed, and they are working now, and their main issue is

the office space.

Blanca’s comment;Blancasaid there is lot of progress but the most important thing is to award the contracts because the

value of these 9 contracts are more or less 960,000 US$, and the GF has been extremely flexible but there is a point

of time they will say if these contracts are not awarded they will not disperse because there is not enough time to finish the

constructions, the HSS project is in 1 year NCE extension, from 1st of July to 30th June 2017.

The Vice Chair asked if they don’t finish the work at the closing date or if the building is partly finished what will happen?

Blanca said as of now we have to push and get the work done, and make sure that the ongoing constructions, properly

monitored and the Northern Province Officers to make sure that the contractors meet what ever they have agreed, and the

timelines. So we have to award these 9 contracts - value US$ 900,000, also award the procurement - value US$ 900,000.

She further said for this year they have not disbursed a single $ to this grant, because the cash balance has been

over 1.5 mil US$ in the Treasury and the money in the country had not been utilized.

The Vice Chair commented and said the project was started in 2011, 5 years ago, and over the years they have been, very

very slow and still only 25% progress after 5 years and now we have come to the end of it with a NCE of one year, of course

there have been problems, we understand and all my colleague in the CCM like to see that there is a very good progress in

the last few months, and hopefully we could get something out of it.

Blanca said Ms Pubudu can't do anything alone on her own, she needs the support of the Northern Province staff, and the

Ministry of Health has been very supportive for the procurement.

SUMMARY OF SPECIFIC CONTRIBUTIONS / CONCERNS / ISSUES AND RECOMMENDATIONS RAISED BY CONSTITUENCIES ON THE

CCM Please summarize the respective constituencies’ contributions to the dis cussion in the spaces provided. GOV

MLBL

NGO

EDU

PLWD

FBO

KAP

DECISION(S) Summarize the decision in the section below

ACTION(S) KEY PERSON

RESPONSIBLE DUE DATE

Summarize below any actions to be undertaken indicating who is responsible for the action and by when the action should be completed.

DECISION MAKING

MODE OF DECISION

MAKING

(Place‘X’ in the relevant box)

CONSENSUS* X IF 'VOTING' WAS SELECTED, INDICATE METHOD AND RESULTS

VOTING

VOTING METHOD

(Place‘X’ in the relevant box)

SHOW OF HANDS

SECRET BALLOT

ENTER THE NUMBER OF MEMBERS IN FAVOUR OF THE DECISION

>

*Consensus isgeneral or widespread agreement by all ENTER THE NUMBER OF MEMBERS AGAINST THE DECISION >

members of a group. ENTER THE NUMBER OF VOTING CCM MEMBERS WHO

ABSTAINED>

AGENDA ITEM #6 KAP Project updates

CONFLICT OF INTEREST. (List below the names of members / alternates who must abstain from discussions and decisions)

No COI issue WAS THERE STILL A QUORUM AFTER MEMBERS’ RECUSAL DUE TO DECLARED CONFLICTS OF INTEREST (yes or no) >

SUMMARY OF PRESENTATIONS AND ISSUES DISCUSSED

Page 12: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

12

It was informed that Ms. Athitha,Secretary of the Chairman of KAP Taskforce was not ready with the KAP update to

inform the CCM.

SUMMARY OF SPECIFIC CONTRIBUTIONS / CONCERNS / ISSUES AND RECOMMENDATIONS RAISED BY CONSTITUENCIES ON THE

CCM

Please summarize the respective constituencies’ contributions to the dis cussion in the spaces provided. GOV

MLBL

NGO

EDU

PLWD

FBO

KAP

DECISION(S) Summarize the decision in the section below

It was informed that there were no activities carried out during this period to inform the CCM

ACTION(S) KEY PERSON

RESPONSIBLE DUE DATE

Summarize below any actions to be undertaken indicating who is responsible for the action and by when the action should be completed.

Take action to present the update at the next CCM Meeting Ms Attanayake

DECISION MAKING

MODE OF DECISION MAKING

(Place‘X’ in the relevant box) CONSENSUS* IF 'VOTING' WAS SELECTED, INDICATE METHOD AND RESULTS

VOTING VOTING METHOD

(Place ‘X’ in the relevant box)

SHOW OF HANDS

SECRET BALLOT

ENTER THE NUMBER OF MEMBERS IN FAVOUR OF THE DECISION

>

*Consensus isgeneral or widespread agreement by all ENTER THE NUMBER OF MEMBERS AGAINST THE DECISION >

members of a group. ENTER THE NUMBER OF VOTING CCM MEMBERS WHO

ABSTAINED>

AGENDA ITEM #7 Any other Business

CONFLICT OF INTEREST. (List below the names of members / alternates who must abstain from discussions and decisions)

No COI issue WAS THERE STILL A QUORUM AFTER MEMBERS’ RECUSAL DUE TO DECLARED CONFLICTS OF INTEREST (yes or no) > SUMMARY OF PRESENTATIONS AND ISSUES DISCUSSED

7.1. Office space for the Project Staff; Dr. Kanthi said they have an issue about the office space for the staff, and if

the CCM can advocate on that she will be very much thankful, and happy and the Vice Chair said we will minute it, and let the

Sec Health to take a decision about that.

The FP informed that Sec Health wanted to have a meeting with all Programme Directors and the GFATM Project Director

and their unit staff to discuss their issues and progress on Friday, 21st of October and it will be with Blanca also. The Vice

Chair wanted it to be minuted and to mentioned that Blanca wanted to give adequate space for the Project Staff to work.

Dr. Herath and Dr. Liyanage also raised the issue about the office space and he said his GFATM Project staff also moved to

Darly Road building.

7.2. Letter from the USAID request for observer status;

The Vice Chair said there is a request from USAID for the observer status which is on going for a while, this came up in the

last CCM meeting also, and the CCM have asked the Secretariat to write back to them asking for more information, as to

why they wanted to be an observer in the CCM, and we got the reply email on 8th of October, and he read it out quickly and

asked for the comments of the members. Dr. Liyanage said that PEPAR is already in Sri Lanka and they are from India and

discussion is going on with NSACP mainly about HIV related activities for laboratory system and for KAP related activities

at technical level with our consultants and their representatives and not administrative level, and he said still not confirmed

what they are going to do after we confirm this we can invite USAIDS. Next time they will be meeting Secretary Health.

Ms. Ajitha said it is better after they confirm with the Secretary Health and gone to the External Resources Department

and the agreement is signed we can invite them.

The Chair said it is like the French person but we can't have too many observers, there must be some good reason to be an

observer.

It was decided to allow them as observer after their role is confirmed, and go to external resources department. We

welcome them but wait till clarity emerges with regard to the PEPAR involvement and take a decision to welcome them

after that.

7.3. Update of MIS; Prof Vajira gave the update and said after the last CCM meeting they had a meeting with all 3

Programme Directors and their MOs Bioinformatics and some progress being made. A new MO is appointed to the NSACP

Page 13: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

13

and now they have 3 MOs in place and by the end of the year there will be a definite progress can be seen, they will make a

presentation at the next CCM meeting, and to include it in the agenda.

7.4. Briefing by FPM; Finally the Vice Chair thanked Blanca for her support and guidance and asked her to say a few words.

Blanca said it is a pleasure to be in Sri Lanka again and the whole idea of pushing the country is not to lose the funds, so she

hope all will understand this and that is her point of view and the GF point of view. The GF wants Sri Lanka to use the

money, and not to be penalized for not using the money, and currently the situation is not looking good and there has been a

major progress in TB and HIV, however they are lacking behind specially in HSS for long long time, and Malaria, and the GF

is supporting and need your help to implement the Grant, and if the commitment doesn't come from the programs side, no

matter how much they push it will not happen, so she wanted the support to make sure that from now till end of the year

what ever needs to be spend is done, following your national rules, and they can't be seeking for the documents any more for

months. The GF is supporting many more countries in the world, and some of the countries don't receive enough allocation to

buy LLINs and there is a gap in the funding need for LLINs, but in SL they have ample amount of money and that could be

other wise used in other countries, so this is the whole analysis you have to do and we need to implement the funds that is

given to Sri Lanka, other wise the country will definitely penalized in the next allocation. She tried her best and she has

received lot of support from lot of parties how ever she need further support to avoid this because Sri Lanka is moving into

upper middle income section and the moment Sri Lanka become upper middle income it become ineligible, but at present Sri

Lanka is still eligible but not using the grant funds and there will be a big adjustment to the amount of the allocation.

The Vice Chair thanked and asked to look at it in the another way, somehow Sri Lanka have reached this stage in Malaria,

and rest of the countries in the Region also will reach this stage, then we go for eradication, but we will never go for

eradication when other countries around us having Malaria. They have to go for Elimination before we say eradication,

because it can always come back.

Second is that during the duration of this grant or after words we can say very good stories about TB, we got it below the

level it being a public health problem, and to the elimination level, and similarly HIV as we are all trying, if we can reverse

and hold it as some countries have done it, it is a nice story to write, and Sri Lanka is capable of doing that, and slowly we

can do it. We are capable of doing some other things, and should not underestimate us in the region in health. We have a

good chance in these 3 diseases with the help of the GF we can tell very good stories.

SUMMARY OF SPECIFIC CONTRIBUTIONS / CONCERNS / ISSUES AND RECOMMENDATIONS RAISED BY CONSTITUENCIES ON THE

CCM Please summarize the respective constituencies’ contributions to the dis cussion in the spaces provided. GOV

MLBL

NGO

EDU

PLWD

FBO

KAP

DECISION(S) Summarize the decision in the section below

1. Office space for the Project Staff - issue to be sorted out

2. Observer status for USAID - It was decided to allow them as observer after their role is confirmed, and go to external

resources department. We welcome them but wait till clarity emerges with regard to the PEPAR involvement and take a

decision to welcome them after that.

3. Update of MIS - A presentation to be made at the next CCM meeting, and to include it in the agenda.

ACTION(S) KEY PERSON

RESPONSIBLE DUE DATE

Summarize below any actions to be undertaken indicating who is responsible for the action and by when the action should be completed.

DECISION MAKING

MODE OF DECISION MAKING

(Place‘X’ in the relevant box) CONSENSUS* X IF 'VOTING' WAS SELECTED, INDICATE METHOD AND RESULTS

VOTING VOTING METHOD

(Place‘X’ in the relevant box) SHOW OF HANDS

SECRET BALLOT

ENTER THE NUMBER OF MEMBERS IN FAVOUR OF THE DECISION

>

*Consensus isgeneral or widespread agreement by all ENTER THE NUMBER OF MEMBERS AGAINST THE DECISION >

members of a group. ENTER THE NUMBER OF VOTING CCM MEMBERS WHO

ABSTAINED>

AGENDA ITEM #8 Date for next meeting

CONFLICT OF INTEREST. (List below the names of members / alternates who must abstain from discussions and decisions)

No COI issue

Page 14: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

14

WAS THERE STILL A QUORUM AFTER MEMBERS’ RECUSAL DUE TO DECLARED CONFLICTS OF INTEREST (yes or no) > SUMMARY OF PRESENTATIONS AND ISSUES DISCUSSED

It was decided to have the next meeting as usual on the first Tuesday,6th of December at 2.00 pm at the AMC

Auditorium and to start the meeting at the schedule time.

SUMMARY OF SPECIFIC CONTRIBUTIONS / CONCERNS / ISSUES AND RECOMMENDATIONS RAISED BY CONSTITUENCIES ON THE

CCM Please summarize the respective constituencies’ contributions to the discussion in the spaces provided.

GOV

MLBL

NGO

EDU

PLWD

FBO

KAP

DECISION(S) Summarize the decision in the section below

Date for the next meeting 6th first Tuesday of December 2016

ACTION(S) KEY PERSON

RESPONSIBLE DUE DATE

Summarize below any actions to be undertaken indicating who is responsible for the action and by when the action should be completed.

Date for the next meeting – 6th first Tuesday of December 2016

DECISION MAKING

MODE OF DECISION MAKING

(Place‘X’ in the relevant box)

CONSENSUS* X IF 'VOTING' WAS SELECTED, INDICATE METHOD AND RESULTS

VOTING

VOTING METHOD

(Place‘X’ in the relevant box) SHOW OF HANDS

SECRET BALLOT

ENTER THE NUMBER OF MEMBERS IN FAVOUR OF THE DECISION

>

*Consensus isgeneral or widespread agreement by all ENTER THE NUMBER OF MEMBERS AGAINST THE DECISION >

members of a group. ENTER THE NUMBER OF VOTING CCM MEMBERS WHO

ABSTAINED>

SUMMARY OF DECISIONS& ACTION POINTS

AGENDA ITEM

NUMBER WRITE IN DETAIL THE DECISIONS & ACTION POINTS BELOW

KEY PERSON

RESPONSIBLE

DUE

DATE

AGENDA ITEM #1 No action to take

AGENDA ITEM #2 Proposed correction – Dr. Kanthi’s name was incorrectly spelt in the translation and it has to

be corrected Hirusha AO

AGENDA ITEM #3 To send a letter inviting the CNAPT to represent the TB Community in the CCM. Hirusha AO

AGENDA ITEM #4 No actions to take

AGENDA ITEM #5 No actions to take

AGENDA ITEM #6 Take action to present the update at the next CCM Meeting Ms Attanayake

AGENDA

ITEM

#7

1.Office space for the Project Staff - issue to be sorted out

2. Observer status for USAID - It was decided to allow them as observer after their role is

confirmed, and go to external resources department. We welcome them but wait till clarity emerges

with regard to the PEPAR involvement and take a decision to welcome them after that.

3. Update of MIS - A presentation to be made at the next CCM meeting, and to include it in the agenda.

AGENDA ITEM #8 Date for the next meeting 22nd of December Thursday FP

SUPPORTING DOCUMENTATION Place an ‘X’ in the appropriate box

ANNEXES ATTACHED TO THE MEETING

MINUTES Yes No

ATTENDANCE LIST AGENDA OTHER SUPPORTING DOCUMENTS IF ‘OTHER’, PLEASE LIST BELOW:

Page 15: 112th CCM Meeting Minutes of CCM Sri Lankaccmsl.lk/wp-content/uploads/2017/02/112-th-CCM-Meeting-Minutes-… · 1 112th ccm meeting minutes of ccm sri lanka input fields indicated

15