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governance manual for country coordinating mechanism ccm bhutan the global fund to fight aids tuberculosis and malaria july 2010

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contents introduction 3 mandate of the country coordinating mechanism 3 the governance manual 3 roles and responsibilities of the country coordinating mechanism 4 core principles of the country coordinating mechanism 4 structure of the country coordinating mechanism 4 office bearers 5 executive committee 6 ccm secretariat 6 ccm membership 7 changes to ccm constituencies and membership 8 rights of ccm members 8 responsibilities of ccm members 8 gender representation 8 representation of rural areas 9 representation of vulnerable populations 9 expertise across ccm membership 9 procedures for election/appointment of members 9 election of the chair 10 first round of voting 10 second round of voting 11 term of office and role of ccm chair 11 acting chair 11 term of office and role of vice chairs 11 termination of membership 12 membership renewal 12 ccm meetings 12 oversight by the ccm 13 principles and definitions of ccm oversight 13 oversight of key processes 13 oversight of functional areas 14 oversight committee 14 annex 1 terms of reference of ccm executive committee 14 1 purpose 14 2 membership 14 3 meeting frequency 14 4 roles and responsibilities of executive committee 15 annex 2 terms of reference of oversight committee 15 1 purpose 15 2 membership 15 3 meeting frequency 16 4 roles and responsibilities of oversight committee 16 5 technical working groups 16 annex 3 terms of reference of proposal development committee 17 1 purpose 17 2 membership 17 3 meeting frequency 17 4 roles and responsibilities of proposal development committee 17 annex 4 a quick guide to good meeting procedures 19 annex 5 conflict of interest policy 200 annex 6 global fund country level entities 26 1

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introduction 1 the bhutanese concept of gross national happiness gnh is the foundation for development in bhutan gnh is based on the principle that happiness constitutes one of the highest of aims to strive for and without which sustainable development cannot be achieved included in gnh is a middle path approach in which spiritual and material pursuits are balanced.1 in the light of gnh bhutan also acknowledges the requirements and recommendations of the global fund to fight aids tuberculosis and malaria the global fund concerning eligibility and accountability for grants from the global fund the country coordinating mechanism ccm was established as a national mechanism to represent key stakeholder constituencies for the three diseases in bhutan and in response to the requirements and recommendations of the global fund as a national stakeholder coordination mechanism the ccm has no legal foundation the ccm seeks to establish legal authority for its activities by the end of 2012 in order to enhance eligibility for a wider range of funding sources 2 3 mandate of the country coordinating mechanism 4 5 6 the ccm is a multi-sectoral national platform to coordinate and facilitate global fund activities to fight against hiv/aids tuberculosis and malaria in bhutan the ccm is comprised of representatives of stakeholder constituencies2 represented at the national level the mandate of the ccm is to mobilize a national multi-sectoral response to develop and submit proposals to the global fund to scale up the fight against hiv/aids tuberculosis and malaria and to oversee and support the implementation of activities that are initiated by the ccm in line with national program priorities and supported by the global fund the purpose of the ccm is to enhance performance of the global fund activities in bhutan in partnership with stakeholder constituencies to promote efficient program implementation to avoid duplication by harmonizing global fund activities with other programs throughout bhutan and to strengthen coordination among stakeholder constituencies 7 the governance manual this document shall be known as the governance manual for the bhutan country coordinating mechanism for the global fund 9 this governance manual shall take immediate effect 10 any modification of this governance manual requires a two-thirds majority vote of the members of the country coordinating mechanism at a meeting for which not less than three weeks notice has been given to members of any proposed changes to this governance manual 8 1 for the last three decades the kingdom of bhutan has followed the guiding principle that gross national happiness is more important than gross national product the principle describes development as a continuous process towards a balance between material and non-material needs of individuals and society stakeholder constituencies consists of academic/education sector government sector ngos community sector private sector and multinational and bilateral development partners in country 2 3

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roles and responsibilities of the country coordinating mechanism 11 the roles and responsibilities of the country coordinating mechanism are as follows mobilize multi-sectoral stakeholders to prepare and submit proposals and/or national strategy applications to the global fund that are in line with national hiv/aids tuberculosis and malaria program priorities a respond to inquiries from the global fund concerning these proposals b for each proposal nominate one or more principal recipients prs who will be responsible for implementing the grant should the proposal be approved c for each proposal select one or more sub-recipients srs who will be involved in the implementation of the project should the proposal be approved d oversee the implementation of activities financed by the global fund grants ensuring that the performance of prs and srs are monitored and evaluated e consider and where appropriate approve major changes in grant implementation plans that have been proposed by one or more prs f when necessary submit requests to the global fund for reprogramming of approved grants g submit to the global fund requests for continued funding for each approved grant as required h review progress reports that have been prepared by prs for submission to the global fund i modify and implement this guidance manual as required j fulfill other responsibilities as outlined in this guidance manual and associated policies k ensure transparency in all process of information sharing and make information accessible to general public a core principles of the country coordinating mechanism 12 the ccm will operate as a national consensus group and will promote true partnership in the development and implementation of the global fund-supported grants 13 the ccm will include representation from all relevant sectors as set out in the section below entitled ccm membership 14 representatives from the non-government sectors shall be selected or elected by the sectors themselves through transparent and documented processes following gf guidelines 15 the ccm will be fully transparent in its decision-making 16 as an integral part of promoting transparency accountability inclusiveness and public confidence in all of its activities the ccm will adopt and adhere to a conflict of interest policy the conflict of interest policy is included in this governance manual as annex 5 17 principal recipients sub-recipients and sub-sub-recipients are expected to adhere to this conflict of interest policy and to make all efforts to avoid conflicts of interest and effectively address those which arise 18 all members of the ccm will be treated as equal partners with full rights to participation expression and involvement in decision-making 19 the ccm shall promote linkages and consistency between the global fund activities in bhutan and the country s national development strategies national disease strategies national systems for monitoring financial management and procurement and national efforts to increase the harmonization coordination and effectiveness of external assistance structure of the country coordinating mechanism 20 the ccm is comprised of stakeholder constituencies represented at the national level to develop country level plans for obtaining additional resources or innovative ideas from the global fund with a view to improving the effectiveness of the fights against hiv/aids tuberculosis and malaria in bhutan 4

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21 the stakeholder constituencies represented by membership of the ccm are academic/education sector government sector non-governmental organizations ngos and community-based organizations people living with hiv hiv/aids tuberculosis or malaria key affected populations the private sector religious/faith-based organizations and multi/bi-lateral development partners in the country 22 the size of the ccm shall not exceed 22 members so as to ensure that the ccm can carry out its functions effectively and efficiently the composition of membership is specified in section below entitled ccm membership 23 each ccm member shall have a designated alternate member who may represent the constituency in the absence of the appointed member where the appointed member provides written communication at least 36 hours beforehand to the secretariat of his/her absence 24 to enable the ccm to function efficiently and effectively committees working groups and ad hoc teams may be constituted either on a temporary or ongoing basis by the ccm to support the work of the ccm terms of reference for such committees working groups and ad hoc teams shall be determined by the ccm ccm bhutan structure is show below figure 1 functional working structure of ccm 25 standing committees of the ccm shall include the following a executive committee b oversight committee c proposal development committee 26 the ccm may also engage consultants or other resource persons to assist in the work of the ccm 27 the structure of the ccm is intended to provide a supportive environment in which members may fulfill their roles and responsibilities in a transparent and effective way office bearers 28 the members of the ccm shall elect a chair and two vice-chairs in accordance with the election procedures stipulated in this governance manual the chair and the vice-chairs shall each be elected from different constituencies vice-chair shall be elected from multi/bi-lateral development and civil society constituency 5

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executive committee 29 the ccm shall establish an executive committee comprising of the chair vice-chairs the chair and vice chair of the oversight committee and the chair and vice chair of the proposal development committee terms of reference of the executive committee are included in this governance manual as annex 1 30 the ccm secretariat will support the executive committee ccm secretariat 31 the ccm shall establish a secretariat headed by a ccm coordinator the ccm coordinator and the ccm secretariat shall execute the day-to-day functions as delegated by the executive committee the ccm coordinator and the ccm secretariat supports the decision-making and other functions of the ccm executive committee 32 the ccm coordinator of the ccm secretariat attends meetings of the ccm but is not a voting member 33 the ccm secretariat will support the ccm by a supporting ccm organisation and management i making arrangements ccm meetings including preparation and distribution of the agenda and the issuing of meeting notices ii establishing and updating ccm foundation documents and committee working party terms of reference iii facilitating selection election and appointment of ccm members from constituency groups iv facilitating processes for election of ccm officer bearers v facilitating appointment of ccm and non-ccm members to committees and working parties in accordance with approved terms of reference vi facilitating creation of expert pools to support ccm activities vii coordinating ccm member orientation and capacity building activities viii other duties delegated by the ccm chair and/or executive committee b supporting harmonization assisting the proposal development committee in liaising with national and non-government agencies and development partners to ensure global fund activities are developed and implemented in close alignment with other efforts and to ensure that information for robust gap analysis is available ii providing information to support harmonization endeavours and the inclusion of global fund activities in national results iii identifying and investigating opportunities for resource mobilization to support ccm activities i c supporting proposal development i providing administrative support to proposal development committee ii accessing and providing to committee members relevant global fund guidelines for proposals iii facilitating a transparent principal recipient selection process through calls for expression of interest and transparent review and assessment of such iv facilitating sub-recipient selection in consultation with nominated principal recipients v establishing and maintaining a consultant/technical assistance roster including support from development partners to facilitate proposal writing process vi providing communication support for submission of proposals for ccm approval for submission of endorsed proposals to the global fund and for timely responses by the ccm to questions and comments regarding the proposals d supporting oversight of grant implementation i providing administrative and technical support to the oversight committee ii collection of relevant information on in-country grant performance from principal recipients the global fund and other information sources iii undertaking preliminary analysis of programmatic and financial information on grant performance 6

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iv v vi synthesising or repackaging grant performance information to support identification by oversight committee members of key issues trends and elements requiring ccm intervention coordinating ccm oversight site visits facilitating reporting by the oversight committee to the ccm on grant performance and communication and implementation of ccm decisions on oversight e supporting documentation and communication i maintaining and archiving all records of the ccm its committees and working parties including minutes and correspondence arising from decisions and deliberations of the ccm and its committees ii maintaining and archiving all documentation regarding selection election and appointment of ccm members from constituency groups iii maintaining and archiving all communication by the ccm regarding development of proposals including details of consultants used in proposal development iv maintaining and archiving all documentation regarding calls for expressions of interest in principal recipient roles and other implementation partners and selection thereof v maintaining and archiving all financial records of the ccm and its activities vi providing advice on availability of and where appropriate repackaging information on global fund rules regulations and guidelines and in-country program activities and performance for ccm members and development partners both in dzongkha and english 34 the ccm secretariat is the primary point of communication for the ccm and shall receive and allocate communications received for consideration and action under the direction of the executive committee ccm membership 35 membership of the ccm shall be broadly representative of a variety of stakeholders each with an active constituency concerned to fight against hiv/aids tuberculosis and malaria each constituency brings a unique and important perspective to the work of the ccm thus increasing the probability of achieving measurable impact against the diseases the ccm will ensure representation of gender perspectives in ccm membership 36 ccm shall select one member as gender focal person to coordinate gender equity in program implementation 37 ccm shall select one member as ta focal person to plan and coordinate all technical assistance ta for bhutan in support of global fund programs 38 the ccm shall be composed of 22 members divided among the constituencies and sub-constituencies as shown in the table below constituency academic/education sector government sector total member 1 sub-constituency 1 representative of national academic institutions 3 ministry of health gnh 1 ministry of education 1 ministry of finance 1 ministry of home and cultural affairs 1 representative of ngo networks or cbos 1 representative of ngo forum 1 network of women s organization 3 network of local government representatives with appropriate geographical representation 1 persons living with the diseases hiv/aid 1 representative of key affected populations representative 1 representative of network/umbrella organization chamber of commerce 2 representatives of multilateral agencies 2 representatives of bilateral agencies 6 ngos 7 people living with diseases religious /faith based organizations private sector multilateral and bilateral development partners in-country total ccm members 2 1 1 4 22 7

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39 members are elected appointed for a two year term members may be reappointed for subsequent terms with the endorsement of their relevant constituency as set out in section below procedures for election/appointment of members 40 the ccm may include a maximum of 40 9 members individuals from organizations which are prs or srs for any current grant or proposed prs or srs for any pending proposals who directly manage grants or hold a position where they receive a pecuniary benefit from the global fund grant for ccm membership however these members must strictly adhere to the provisions of conflict of interest mitigation plan refer annex 5 changes to ccm constituencies and membership 41 the constituencies and the number of their representatives are set out in section ccm membership above the ccm shall review membership on a two yearly basis to coincide with election /appointment schedule and shall make any adjustments necessary to ensure representation of all relevant sectors in bhutan any changes to the constituencies or their representatives on the ccm must take account of current the global fund guidance on ccm membership and must be approved by a two-thirds majority of ccm members present and voting at a meeting at which there is a quorum rights of ccm members 42 ccm members have the following rights a to be treated as full and equal partners on the ccm b full rights of expression and participation in proceedings at meetings and in other business transacted by the ccm c the right to nominate and second the nomination of members for election to the positions of chair and vice chairs d to vote on any matter put to a vote e to review all proposals developed for submission to the global fund prior to any decision by the ccm on the proposals f to sign or decline to sign proposals developed for submission to the global fund g to have access to all information including financial and programmatic information/reports audit inputs and procurement plan in relation to global fund grants in bhutan responsibilities of ccm members 43 all ccm members are expected to attend ccm meetings and contribute actively in accordance with their roles as ccm members and in line with their resources and areas of expertise 44 ccm members have the following responsibilities a to adhere to the provisions of this governance manual and any policies adopted by the ccm b to adhere to guidelines of the global fund issued from time to time in respect of country coordinating mechanisms and their members c to attend and participate in ccm meetings in a timely and responsible manner d to share relevant experiences and information at ccm meetings e to support and adhere to decisions made by the ccm f to regularly report on ccm proceedings to organizations and individuals from the sector represented by the member g to abide by the ccm conflict of interest policy h to participate in reviewing performance of grants such as through grant scorecards global fund review team site visits or summary results gender representation 45 because of the strong leadership of bhutanese women and their contribution to society the ccm will endeavor to ensure that at least 25 percent of all ccm members are female 8

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representation of rural areas 46 every effort shall be made to ensure that at least 15 percent of voting ccm members are from rural areas and from urban areas other than thimphu representation of vulnerable populations 47 every effort shall be made to ensure that membership of the ccm includes representation of vulnerable populations expertise across ccm membership 48 the ccm shall ensure as far as possible that there are members on the ccm with expertise in the following areas public health gender accounting and financial management program management human resources management and proposal development procedures for election/appointment of members 49 each constituency represented on the ccm shall elect/appoint the number of members as provided for in section ccm membership above and an alternate for each member the member and his/her alternate shall come from the same constituency no other person whether a member of the ccm or not shall be eligible to represent or vote for the constituency 50 not less than 40 percent of ccm members shall be representatives of non-government organizations such as local and international non-government organizations community-based organizations representatives of people living with the diseases key affected populations religious/faith-based organizations or charitable organizations the private sector and academic institutions 51 ccm members representing non-government constituencies shall be selected elected by their own constituents based on ccm approved criteria and a documented transparent process developed by each constituency constituencies will also select/elect alternates to represent the member at ccm meetings in the member s absence 52 the election process for each of the non-government constituencies shall be described clearly in a publicly accessible document that demonstrates how the individual members and their alternates were elected and the means by which they will report to and represent the views of their respective constituencies at meetings of the ccm documentation of these processes must be provided to the ccm who will forward a copy to the global fund in geneva and will hold one copy at the ccm secretariat as a public record 53 examples of documents providing sufficient evidence of the election/appointment process for members from nongovernment constituencies include i membership lists from organization/s participating in election/appointment ii letter from organization/s participating in election/appointment explaining election/appointment process and criteria with signatures of organization/s members iii minutes of constituency election/appointment meetings the ccm shall also place on public record the minutes or the relevant parts of those minutes in which election/appointment of members is noted 54 individuals selected/appointed from government or multi/bi-lateral constituencies as ccm members shall be senior level management staff country representative/head of office preferably the chief/division head of the relevant constituency government agencies and multi/bi-lateral constituencies will also nominate alternates to represent the member at ccm meetings in the member s absence nomination of both member and alternate shall have to be accepted by the ccm and be recorded in the meeting minutes 55 if in the opinion of the ccm a member is needed from a constituency that does not yet have in place acceptable procedures for the election/appointment of its own member the ccm shall organize a constituency consultation for the purposes of choosing a representative from the relevant constituency 56 in the event of a significant dispute within a constituency over the election/appointment process that cannot be resolved by the constituency the ccm shall appoint an ad hoc committee to investigate the matter and make a recommendation to the ccm for how the dispute is to be resolved 57 each ccm member or his/her alternative has an obligation to attend all ccm meetings if both the member and his/her alternate attend a ccm meeting only the member has the right to vote in the member s absence the alternate has the right to vote on the member s behalf 9

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58 each year during the month of january the ccm shall submit to the global fund secretariat for publication on its website the ccm membership list with each member s name organization if any and constituency the ccm shall also make this list accessible to the public in bhutan through all appropriate means including the ccm s website 59 in accordance with the guiding principles of the global fund the ccm has adopted the following guidelines for selection of constituency representatives a academic/education sector ccm members representing the academic/education sector must be selected/elected by their own sectors based on a documented transparent process developed within each sector b government sector when selecting government representatives invitation should be directed to the head of relevant ministries encouraging participation of a senior officer not below the rank of director general c ngos/community-based organizations ccm members representing the non-government sectors must be selected/elected by their own sectors based on a documented transparent process developed within each sector ­ including eligibility requirements d people living with hiv/aids tuberculosis and/or malaria ccm members representing people living with hiv/aids tuberculosis and/or malaria must be selected/elected by their own sectors based on a documented transparent process developed within each sector e key affected populations ccm members representing key affected populations must be selected/elected by their own sectors based on a documented transparent process developed within each sector f religious/faith-based/charitable organizations ccm members representing fbo may be selected/elected by their own sectors based on a documented transparent process developed within each sector ­ including eligibility requirements g multi-lateral and bilateral development partners in-country nominated by respective organization election of the chair 60 the ccm chair is elected directly by all ccm members any ccm member has the right to stand for election and to be elected regardless of the sectors they represent except as otherwise provided for in this governance manual 61 ccm members representing multi-lateral or bi-lateral institutions are not entitled to stand for election or to be elected to the position of chair of the ccm 62 ccm members from organizations which are prs or srs for any current grant or proposed prs or srs for any pending proposal for funding from the global fund may stand for election to the position of chair of the ccm provided individuals are not directly managing grants or holding a position where they receive pecuniary benefits from a grant compliance with the conflict of interest policy must however be ensured at all times 63 the election of the chair of the ccm shall be organized by an ad-hoc ccm election committee the ccm election committee shall consist of four ccm members chosen by and from the ccm the ccm coordinator shall provide administrative and coordination services to the election committee 64 no member of the election committee is eligible to stand for election as chair of the ccm 65 the ccm chair shall be elected through a two-round process 66 quorum for election of ccm chair shall be two-thirds of appointed members alternates are not entitled to participate in election of the ccm chair first round of voting 67 the first round shall consist of the following steps a all ccm members are entitled to vote for a candidate by means of a secret ballot b each ccm member is entitled to vote for only one candidate c ballot papers shall be placed in a ballot box and the election committee witnessed by one member from each constituency shall open read and count the results of the first round and announce the three candidates with the highest votes d if there are less than three candidates the election committee shall announce the number of votes received by each candidate e if there is only one candidate the election committee shall declare the candidate elected subject to satisfaction of the requirements of the ccm policy on conflict of interest and his/her commitment to avoid prevent and address any conflict of interest in discharge of his/her duties as ccm chair 10

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second round of voting 68 the second round shall consist of the following steps a each candidate shall declare his/her commitment to avoid prevent and address any conflict of interest in discharge of his/her duties as ccm chair and in accordance with the ccm policy on conflict of interest b all ccm members shall vote for one of the three candidates from round 2 by secret ballot which shall be placed in the ballot box c the election committee witnessed by one member from each constituency shall open read aloud record and count the number of votes for each candidate from the second round of voting d the election committee shall announce the results of the election e the candidate receiving the highest number of votes from the second round of elections shall be declared by the election committee to be the new ccm chair f the handover of office from the outgoing ccm chair to the newly elected ccm chair shall take place after the entire process for the election of the chair and the vice-chairs see below has been completed term of office and role of ccm chair 69 the term of office of the ccm chair is two years 70 the chair of the ccm may serve no more than two consecutive terms 71 the ccm chair may be removed from office prior to the end of his/her tenure on a vote of two-thirds majority of ccm members 72 if the chair resigns or is removed from office prior to the end of his/her term elections must be held within 30 days for a chair to serve out the remainder of the term of office of the previous chair 73 the chair is duty bound to carry out his/her functions without fear or favor 74 the mandate of the chair is to serve the whole ccm impartially to help the ccm make decisions in a participatory manner by all attendees and to fulfill the ccm s obligation to comply with its governance principles 75 the chair shall have the same voting rights as other members of the ccm 76 the chair will be responsible for approving minutes of ccm meetings within 5 days of the period outlined in this governance manual during which ccm members may raise objections to the draft minutes acting chair 77 if the ccm chair is not present one of the vice-chairs shall serve as acting chair 78 the ccm chair shall nominate which vice-chair will preside as acting chair in his/her absence 79 when neither of the two vice-chairs is available to serve as acting chair the ccm chair shall nominate another ccm member to preside as acting chair in his/her absence 80 should neither the chair nor either one of the vice-chairs be present and the ccm chair has not advised of an acting chair ccm members present at the ccm meeting may decide who of the present ccm members shall serve as acting chair 81 an acting chair is bound by the same responsibilities as set out in this governance manual as the ccm chair 82 alternates are not eligible to serve as acting chair of the ccm term of office and role of vice chairs 83 the ccm shall elect one vice-chair vice-chair shall be elected from the multi/bi-lateral sector or from the civil society sector this is to ensure balance between key officials 84 quorum for election of ccm vice-chair shall be two-thirds of appointed members alternates are not entitled to participate in election of the ccm vice-chairs 85 each candidate for vice chair must be proposed and seconded by ccm members from sectors other than that of the candidate 86 the ccm secretariat shall communicate the names of all candidates proposed and seconded for election as vice chair to all ccm members at least two weeks before the date on which the election of vice chair is to take place 87 the procedure and rules for election of vice chair shall be the same as the procedures for the election of the ccm chair 11

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88 the vote for vice chair shall be conducted by secret ballot at a ccm meeting 89 if there is not more than one proposed and seconded candidate for the relevant position the ccm chair shall declare that candidate to be elected unopposed 90 if there are two proposed and seconded candidates for the relevant position ccm members shall vote for only one candidate the candidate with the highest number of votes shall be declared elected to the position of vice-chair 91 if there are more than two proposed and nominated candidates for the relevant position ccm members shall vote for only one candidate a second round of voting shall be held between the two candidates with the highest totals of votes in the first round the candidate with the highest number of votes from the second round of voting shall be declared elected to the position of vice-chair 92 the minutes of the ccm shall record the voting totals for all candidates in all elections held 93 the term of office of a ccm vice-chair shall be two years 94 a person may serve not more than two consecutive terms as vice-chair 95 a ccm vice chair may resign prior to the completion of his/her term of office or may be removed from office prior to the end of his/her tenure on a vote of two-thirds majority of ccm members 96 if a vice chair resigns or is removed from office prior to the end of his/her term elections must be held within 30 days for a vice chair to serve out the remainder of the term of office of the previous chair termination of membership 97 ccm membership may be terminated by a majority vote of members present at a meeting at which there is a quorum if a member fails to attend more than three regular ccm meetings consecutively 98 the ccm may take such other steps as it considers appropriate prior to terminating a ccm member s membership 99 where a person s membership of the ccm is terminated or that person resigns their membership of the ccm the constituency represented by that member may select/elect a person to serve out the remainder of the term of membership membership renewal 100.three months prior to the expiration of members terms the ccm shall publicly announce the date of election of new members and information regarding the means by which members of each constituency may participate in the election process 101.elections shall follow the procedures as specified in this governance manual ccm meetings 102.the ccm shall hold at least four regular meetings per calendar year at approximately quarterly intervals a calendar of regular meetings shall be prepared by the executive committee and circulated to all the members in urgent situations and with approval of the ccm chair an irregular meeting may be called 103.the call for regular meetings should be made at least two weeks prior to the date of the meeting emergency or special meetings may be called by the ccm chair at shorter intervals and labeled accordingly all members should receive the agenda and meeting documents by email letter or facsimile at least three working days before each meeting 104.the meeting will take place when at least half of the appointed ccm members are present 105.if a ccm member is unable to attend a ccm meeting a designated alternate member from the same sector group can represent the ccm member at the meeting where the appointed member provides at least 36 hours written notice to the secretariat of his/her absence 106.the designated alternate member will assume the rights and responsibilities of a ccm member in the meeting apart from as specified in this governance manual with respect to decisions on amendment of the governance manual and election of office bearers 107.only approved ccm members their alternates and any special invitees approved by the ccm office bearers may attend ccm meetings 108.observers and invitees may attend ccm meetings according to the following criteria a prs and lfa are accorded permanent observer status and do not require specific invitation unless otherwise requested no more than two individuals from these organizations may attend the ccm meeting 12

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b the ccm office-bearers may invite other relevant resource persons to attend the ccm meeting c observers and invitees may not speak at meetings unless invited by the chair to do so 109.ccm decisions shall be made by simple majority vote apart from decisions to terminate the chair or vice-chair or to change the governance manual of the ccm ­ such decisions require votes as separately specified in the governance manual 110.decisions shall not be made at a ccm meeting unless a quorum of ccm members at least half appointed members is present at the time of making the decision 111.the chair vice-chair and the ccm members will monitor the implementation of meeting decisions 112.in each meeting the ccm secretariat will provide information regarding the follow-up actions of the previous meeting decisions at a subsequent meeting 113.the ccm secretariat shall write the meeting minutes in english and distribute to ccm members within one week after the meeting 114.ccm members will be given two weeks after the minutes are distributed to express any objection to the draft minutes if no response is given by the member that shall be considered as endorsement of the minutes oversight by the ccm principles and definitions of ccm oversight 115.oversight principles a an essential minimum requirement for receipt of global fund financing is that the ccm puts in place and maintains a transparent and documented process to nominate the principal recipients and to oversee program implementation b the ccm must ensure that a wide range of stakeholders not only ccm members participate in the proposal development and oversight process c the ccm must have in place an oversight plan without an oversight plan proposals to the global fund may be ineligible for funding 116.definitions a oversight is a key function of governance it ensures that activities are implemented as planned by providing strategic direction to principal recipients ensuring policies and procedures are met instituting financial controls including independent audits and ensuring that key recommendations of the ccm are implemented oversight for global fund purposes is distinguished from monitoring in that oversight does not focus on the day-to-day details of grant implementation but ensures that performance-based funding is on track b the core principle of oversight is to ensure that resources ­ financial and human are used efficiently for the benefit of the country c monitoring is the tracking of the key elements of program or project performance usually inputs and outputs through record-keeping regular reporting and surveillance systems oversight of key processes 117.in accordance with the principles established by the global fund the ccm will ensure oversight in relation to the following processes a proposal development b grant negotiation c grant implementation d end of phase 1 assessment e end of phase 2 assessment f rolling continuation channel funding g donor coordination and alignment with health systems h grant closure 13

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oversight of functional areas 118.in accordance with the principles established by the global fund the ccm will ensure oversight in relation to the following functional areas a finance b procurement c implementation d results e reporting and f technical assistance 119.the ccm will ensure that an oversight plan is developed and implemented in compliance with the principles of good governance set out in this document covering those processes and functions listed above and which meet the global fund s eligibility criteria for funding 120.the oversight plan is designed to identify potential implementation bottlenecks and to enhance transparency with regards to grant implementation 121.the ccm will ensure that effective oversight is carried out in relation to each ccm-initiated project financed by the global fund oversight committee 122.in order to ensure the most effective possible oversight of programs in bhutan financed by the global fund and related processes the ccm shall establish an oversight committee 123.the members of the oversight committee shall be appointed by the ccm 124.membership of the oversight committee shall consist of a chair a vice-chair and four ordinary members the ccm shall appoint members to the positions of chair vice-chair and ordinary member as the case may be 125.membership of the ccm is not a prerequisite for appointment to the oversight committee with the exception of the position of chair and vice chair 126.individuals who are employed by a principal recipient a sub-recipient a sub-sub-recipient or who otherwise have a conflict of interest within the terms of the ccm conflict of interest policy are ineligible for membership of the oversight committee 127.the functions of the oversight committee shall be determined by the terms of reference of the ccm oversight committee as adopted by the ccm and appended to this governance manual as annex 2 annex 1 terms of reference of ccm executive committee 1 purpose the ccm executive committee is responsible for coordinating and directing the activity of ccm secretariat for supporting and coordinating ad-hoc working groups of the ccm and attending to routine or urgent communications for which calling ccm meetings is not warranted or not feasible areas of responsibility of the executive committee will be decided or assigned by the ccm but in general the decision-making authority that may be delegated by the ccm to the executive committee will be limited to routine administrative matters 1 membership the ccm executive committee shall comprise the ccm chair two ccm vice-chairs the chair of the oversight committee and the chair of the proposal development gap analysis and harmonization committee 2 meeting frequency the ccm executive committee shall meet at such frequency as the committee determines to fulfill its functions 14

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