Acronyms - info.undp.org Web viewNewspaper advertisement and word of mouth marketing were few other strategies employed as vehicles to disseminate youth related information . ... Ricoh

Strengthening Youth Participation in the Transition to Democracy Project

1st Annual Review Report

January 1st - December 31st, 2013

SALESI KOROI – Project Manager

1 Project Synopsis

Content Page No

Acronyms ………………………………………………………………………………………………………………….. 2

Executive Summary …………………………………………………………………………………………………… 3

Intervention ……………………………………………………………………………………………………………… 4 - 5

Review of Progress and performance ………………………………………………………………………… 5 – 10

Financial Activity Report ……………………………………………………………………………………………. 11 – 15

Annual Work Plan 2014 …………………….……………………………………………………………………….. 16 – 26

Progress against Log Frame Matrix ……………………………………………………………………………. 27 – 30

Lesson Learned from 2013 and Recommendation ……………………………………………………… 30 – 32

Conclusion ………………………………………………………………………………………………………………… 32

Appendices ……………………………………………………………………………………………………………….. 33 - 46

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2 Acronyms

ACP – Annual Corporate PlanAR – Activity ResultAWP – Annual Work PlanDGTTF – Democratic Governance Thematic Trust FundDEIP – Duke of Edinburgh International Award ProgramGSC – Grant Selection CommitteeMOA – Memorandum of AgreementMOYS – Ministry of Youth and SportsNEC – National Executive CommitteeNYCF – National Council of FijiNYB – National Youth BandNYD – National Youth DayNYF – National Youth Forum PA – Project ActivityPM – Project ManagerPRG – Project Reference GroupPT – Project TeamPYFFI – Provincial Youth Forum of the Fiji IslandsQWP – Quarterly Work PlanSYPTD – Strengthening Youth Participation in Transition to Democracy TOT – Training of TrainersTOR – Term of ReferenceYAFI – Youth Assembly of the Fiji Islands

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3 Executive Summary

The year 2013 was a historical year marking the implementation phase of the SYPTD Project after the critical initiation phase in 2012 where NYCF and its affiliates met together for the formulation of a constitution and a five year strategic plan that was intended to address the fundamental problems of why youth based organizations in Fiji have not been able to sustain themselves in the past. The draft Strategic Plan (Appendix) for NYCF that was formulated in the initiation phase had provided a sense of direction and guidance to the formulation of the 2013 AWP and as well as the QWPs. Financial resources were began to be committed into the SYPTD Project by the Senior Supplier (UNDP) to the Senior Beneficiary (NYCF) through the Project Executive which is the Permanent Secretary of Youth and Sports as per project partnership agreement signed in September, 2012.

The year 2013 is the year that is going to be recorded in the history book of NYCF as a milestone year of achievement due to the implementation of the SYPTD Project. The primary objective of the SYPTD Project is the effective utilization of Democratic Thematic Trust Fund (DGTTF) funding to developing nations especially in the Pacific region to develop and empower the capacity of young people. DGTTF funding program has been popular around the globe in supporting initiatives that are catalytic in nature and innovative whilst supporting empowerment and youth participatory engagement in transition towards democratic governance.

The SYPTD Project started off at a slow pace from Quarter 1 and Quarter 2 respectively due to several factors that challenged the smooth implementation of the project. The delay in the office set-up played and influential role in the non-performance of some planned and scheduled quarterly activates.

The office setting-up process was completed in end of Quarter 3 and that was where the implementation process gained momentum and progressed to an exceptional performance rate. In-spite of all the challenges that occurred during the course of the project, the implementation process continue to progressed from strength to strength right to year end. The Project Team, were even kept busy during the festive season working tirelessly to ensure the completion of the Small Grant disbursement and acquittals process.

Lessons learned in 2013, would definitely become useful tool for improving the SYPTD Project implementations and delivery in 2014 in the light of the General Elections which will eventually take Fiji into a truly democratic election towards a truly democratically elected government and finally a democratic Fiji which is the apex of the SYPTD project.

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4 Intervention

4.1 Overall Objectives

The overall objective is to effectively utilize DGTTF funding to develop the capacity of, and empower, young men and women to be active citizens participate freely in the democratic process.

4.2 Project Purpose

The project aimed at facilitating the access of young people to political decision making structures and processes as Fiji returns to democratic rule. One of the main outputs of the project is that view/opinions of young people (men/women) are considered by decision makers and that young people are empowered and capacitated to be active citizens of Fiji.

4.3 Planned Results

The project envisioned and Initiation Phase followed by and implementation phase with three outputs:

Output 1: Institutional capacity of youth organizations at national and subnational level enhanced to support effective participation of youth people in democratic process

This output focuses on harnessing and develop the capacity of youth organizations to effectively represent youth interest in Fiji. Under the umbrella of the National Youth Council of Fiji (NYCF) which had been reviewed after a lapse of two decades is the proposed summit organization for all youth groups in Fiji.

Overall structure of NYCF and relevant targets/ timelines towards eventual autonomy agreed with stakeholders. Strategic Plan endorsed and annual targets established Criteria for grant funding to NYCF and its affiliates agreed with clear linkages to democratic participation. Resource Mobilization conducted and continued.

Output 2: Strengthened capacity of youth and youth leaders in leadership and decision-making at local and national levels Through mapping of youth centric activities, training materials that addresses empowerment of youth and compliment other

initiatives is developed. 2 rounds of training of selected youth participants at divisional and national level is delivered with the involvement of MOYS and

other Government officials. TOT targeting executives of Youth Led organizations is delivered.

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MOYS Annual Corporate Plan and NYCF Strategic Plan clearly reflect youth empowerment and training programs as part of their short to medium term planning.

Output 3: Project is effectively managed, monitored and evaluated Project Manager recruited and Project office set up. Monitoring and Evaluation conducted and database established. Project Board meeting conducted on a quarterly basis. Mid Term review conducted. Project Reports submitted on timely basis. Annual Report to DGTTF submitted.

5 Review of Progress and Performance

5.1 Policy and programme contextPolicy and the programme context were derived from the Project Document and project framework signed between UNDP as the project senior supplier and the MOYS as the Implementer in September 2012. The Programme envisaged that systems and processes across all levels of society concerning young men and women are strengthened to ensure they find their “voice” participate effectively. A critical aspect of participation is also the ability of young people to make their own decisions and not subjected to marginalization and to be on the disadvantaged. Young people deserved to participate freely and effectively in civic and social dialogue processes. Given Fiji’s cultural context, young people are marginalized and voiceless due to low societal status and the highly structured village and community meetings which prevents young people from participating unless asked to do so. The project focus is to strengthen, enhance, capacitate and empower youth to become better citizen of the country and at the same time participate freely in all levels of leadership and decision making both at national and sub-national level.

5.2 Progress towards overall objective and project purpose

SYPTD Project had a slow progress transiting into implementation from the initiation phase due to several factors:5.2.1 The late appointment of Project staff such as the General Secretary who was appointed in mid-March, Consultant was

appointed in July 10th and the Project Manager appointment was done in late July 22nd. This was something that should have been performed during the initiation phase from October to December 2012. The appointments was carried out well after the Project kick-off period with the Project Manager got appointed in the middle of Quarter 3 of 2013 and that in itself is a direct threat to the project performance, progress and sustainability.

5.2.2 Lack of information from the Project Management to MOYS staff on the Project intent and the role of NYCF in the Ministry structure. MOYS staff were not cooperating with NYCF on the project progress due to information ambiguity as there was

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no official briefing and clarification session conducted for them to be informed on the Project and role of which they were to play in the collaborated effort to achieve the Project objective and purpose.

5.2.3 Non-availability of the Project Document – The signed Project Agreement between the Project Donor Agency (UNDP) and the Implementing Agency (MOYS) was not made available to the Project Manager as familiarization and guiding tool for Project implementation. The Project Management should have disseminated this very crucial document to PM for familiarity for effectiveness in project delivery.

There was not much progress achieved in Quarter 1 and 2 respectively due to reasons highlighted above as the focus was basically on setting up of the NYCF Office within the MOYS Headquarters. The Project day to day activities was then performed by MOYS staff Venina Niumataiwalu under the guidance of Principal Youth Officer Mr. Seci Waqabaca where they made some degree of progress in implementing some of the Project activities targeted for the two respective Quarters.

Project performance began to gain momentum when all staff came on board especially with the engagement of the Project Manager, completed the staffing process and office became operational with good percentage of pending and current Project Activities started to roll and made encouraging performance and progress with the tireless assistance of the NYCF General Secretary, Emily Erasito and Consultant Paula Navunisaravi.

5.3 Progress towards results/outputs

Initiation Phase

IP Result 1: National Youth Forum conducted and outcomes reflected in 2013 Work Plan

A National Youth Forum was conducted preceded the December 2012 Annual General Meeting where youth participants contributed positively to youth development initiatives and strategies discussed, deliberated and passed at the forum. The outcome of the meeting gave birth to the formulation of the NYCF Work Plan (draft) where issues of concern that pertaining to youth challenges and development in Fiji as we journey towards democratization.

IP Result 2: Conduct Mapping Exercise of all youth related organizations and initiatives in Fiji Mapping exercise is an on-going activity from initiation phase to implementation phase respectively. From the initiation phase some effort was done to collate data and information on some of the established youth organization like YAFI and PYFFI. There was some historical data on youth organizations in Fiji documented by officials of the past which provided a platform for review, updating and development of the NYCF database.

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Mapping is a very complex, expansive and expensive exercise because the scattered geographical locations between the main land and the maritime islands that made it impossible to be carried out in a shorter period of time.

IP Result 3: Finalize NYCF 5 year Strategic PlanFormulation of an NYCF Strategic Plan was part of the initial intent of the SYPTD Project from the initiation phase but was not able to be fully executed during the period which resulted in the NYF and the RG came up with only an action plan but not SP finalized and endorsed by relevant stakeholders, executives and management. However, the draft AP was used by the Reference Group to formulate the 2013 AWP which provided the foundation of the framework that SYPTD Project was building on in 2013.

IP Result 4: Conduct Project Board Meeting to Approve Initial Phase Outcomes and Recommendations Project Board Meeting was not convened as there was no formalised Project Board established to carry out this specific responsibility of approving initial phase outcomes and recommendations. However, the task was carried out by the Project Reference Group involving MOYS, UNDP Programme Representative and delegates from NYCF as well as other stakeholders in ensuring that project activities adequately addresses all aspects of institutional strengthening, advocacy and youth leadership training in Fiji.

Implementation Phase

Output 1: Institutional capacity of youth organizations at national and subnational level enhanced to support effective participation of youth people in democratic process

Activity Result 1.1 NYCF Structure established and operationalizedThe priority requirement in this activity is the registration of NYCF under the Charitable Trust formalized under the NGO status of operation. Also included in this formalization process is the appointment of Trustees, opening-up of an NYCF Bank Account and a T-I-N registration from FIRCA. To formally establish NYCF as an organization there was also a need to open a Bank Account with appointment of a treasurer to look after the financial activities, general secretary to be responsible for the NYCF day-to-day activities. This project activity had a 98% progress and nearing completion with only the trustees left to avail themselves in persons to sign registration documents before it is finally approved from governmental authorities. With all these operational components are in place it could quicken up the process towards autonomous operation for NYCF which is the ultimate target of the project.

NYCF Secretariat quarterly meeting and NEC Meeting also are two sub-activities with the following narrative compiled for the 2013 -he first secretariat meeting was held on April 6th. Since the secretariat were new to this project UNDP reps and MOYS reps joined this first meeting for briefing and to go through the quarter work plan. The initiative to give out small grant was first discussed mainly on the eligibility of youth groups, selection process and nature of projects. However, the focus and interest then was mainly on “Strengthening Youth Participation in the Transition to Democracy”. Following the briefings the secretariat then had their formal seating (See appendix for meeting minutes) The Second secretariat meeting was on August 3 rd and the third was on

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September 12. The NEC meeting was convened was convened in February 22 and the second one scheduled to be convened in December was cancelled at the eleventh hour by the NYCF President due to some misunderstanding and disagreement with the Executives. Meeting now been rescheduled to Quarter 1 in 2014.

Activity Result 1.2: Grant Funding to NYCF and DYC approved and disbursed Kindly note that in 2013/14 Work Plans, a new Activity Result 1.1 was added: “NYCF Structure established and operationalized and this AR became Activity Result 1.2 Grant Funding to NYCF and DYC approved and disbursed - the change was necessary because as we discovered the true nature of the organization at the initiation phase it became clear that more work would need to be done to strengthen the structure.

Small Grant Funding was part of the Q3 Work Plan activities and was deferred to Q4 since lack of preparation in terms of designing of Grant application forms, designing and printing of grant brochures, advertisement, and radio announcement and other Grant related information dissemination strategies to wider youth communities to apply for Grant funding for their respective club initiatives. Project Manager when came on board in late July, started off with this mammoth task and by the end of the quarter Grant information were completed and distribution extended to Q4 as was resolved by GSC

The initial amount allotted for the Small Grant Project was $75k designated for 15youth organization as Grant Beneficiaries. However, the change was endorsed by UNDP through Navin Bhan to increase the amount to $110k to cater for the 23 youth organization qualified for the Grant Funding after the Grant Selection Committee conducted their assessment and examination at their meeting at the GW Meeting Room, UNDP, Kadavu House. At the end of 2013, from the 23 youth groups which are recipients of the Grant Funding, 20 groups (87%) have their funds disbursed with only 3 groups (13%) left due to the timelines of their respective project is earmarked for implementation in 2014 and this is a significant achievement by the Project Team who sacrificed a lot during the festive season to complete the disbursement process.

Activity Result 1.3: MOYS and NYCF activities aligned to ensure complementarity and avoid duplication This activity became AR 1.3 due to approved changed by the PRG at one of their meeting in the earlier stage of the implementation period as they saw it necessary as they came to the reality of the context and recommended for the insertion of a new project activity pertaining to NYCF structure. This is an area that the PT followed closely during the year to avoid duplication of programmes and the promotion of complimenting programmes activities. Some of MOYS activities were funded from the SYPTD project fund such as, DEAIP, NYB, ACP, NYD, Eastern Conference etc. and the pre-requisite for funding is the complementarity of their activities to NYCF scheduled activities. MOYS have expressed gratitude on number of occasions to SYPTD Project for the financial assistance rendered to the Ministry which have made positive impacts in various areas of youth development, capacity building and empowerment.

Activity Result 1.4: Resource mobilization and coordination with other youth initiatives funded through other stakeholders Activity funded from outside sources was the PYFFI strategic planning workshop that was held in Nadi and apart from that all other project were funded through SYPTD.

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Activity Result 1.5: Communication Strategy Developed for Youth InitiativesA new website “http//www.nationalyouthcouncil.org.fj” had already been designed and was scheduled for official launching during the NEC but was not carried out due to the eleventh hour cancelation of the NEC meeting. A communication plan was discussed with Vodafone representative Mr. Paul Kunou. This communication plan was to have members register to receive updates from NYCF. NYCF is to administrate messages send to members so they can get instant updates whenever send by NYCF office in a press of a button. Upon receiving a message 10 cents will be deducted in which at the end of each month a percentage of the total deduction is returned to NYCF as revenue. More effort will be invested in 2014 towards this activity due to its importance to NYCF operation as it will enhance communication as it is embarking into a new era of autonomous operation. Radio Talk Back shows. Newspaper advertisement and word of mouth marketing were few other strategies employed as vehicles to disseminate youth related information

Output 2: Strengthened capacity of youth and youth leaders in leadership and decision-making at local and national levels

Activity Result 2.1: Appropriate Leadership and Engagement Strategies developed and training delivered to target audiencesThis activity result is a work in progress and will continue in 2014. As for 2013 the SYPTD Project funded the Pacific Youth and Sports Conference in Noumea from the 1st – 8th of December. Other training and workshops were conducted during the year like Seeds of Success (SOS) Training held at various centres and divisions funded by the project like Vugalei Tikina Youth, Taveuni Youth Council, Serua Youth Council to name a few. Activity reports had been submitted to MOYS and NYCF and expressions of gratitude were received from groups funded that made them possible to create an impact at their respective district and divisions.

Activity Result 2.2: Linkages with emerging youth identified and enhanced Two main events that were carried out on this category were the DEIA Program and the National Youth Band where both received funding of $20k and $25k respectively for their activities. These two activities targeted emerging youth in secondary schools and also the youth coming out of the school system who had placing in the National Youth Band for empowerment and skills training in music. NYB had always been faced with difficulty in securing fund to procure new instruments to replace the obsolete set they are still using for approximately two decades. Now that NYB is fully equipped, it would greatly enhanced emerging youth development and capacitation endeavour of the SYPTD project.

Activity Result 2.3: Enabling environment fostered for youth to have increased access to Policy and Decision Makers at National and Subnational levels

The SYPTD project contributed towards the Eastern Youth Conference 13 th – 14th August on the theme: “Building a Better World Partnering with Youth”. Support was also rendered to NYCF and affiliates like YAFI and PYFFI in interacting with Government and Private sectors through the project. More effort would be invested towards informative election education and awareness training on the importance of the general election to youth in Fiji.

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Output 3: Project is effectively managed, monitored and evaluated

Activity Result 3.1: Office set up completed and functioning properlyOffice set-up had been on-going from Q1 – Q4 on the procurement of appropriate office and project equipment’s from furniture’s, stationaries, computers (lap-tops), LCD Projectors, sound systems etc. NYCF office is indebted to MOYS for the provision of an office space at the VP Complex where all administrative works are carried out. Staffing was also an area completed in 2013 that saw the recruitment of the General Secretary – Emily Erasito in Q1, Consultant and Project Manager was appointed in June and July respectively. The office has now in full operation but will continue to improve as we move along.

Activity Result 3.2: M&E system established and implementedUNDP is the responsible party for this particular activity but there was no establishment and implementation effort made in 2013 since UNDP has not came up with an internal M&E system until end of period. However, discussion on the issue had resolved that UNDP would ensure that this activity to be carried out in 2014. As per Project document (P6) under Manage the Project Effectively UNDP was to set-up an M&E system as well as a final evaluation mechanism to ensure that project activities are properly monitored and outputs accomplished.

Activity Result 3.3: Project Board Meetings convened to oversee project activitiesProject Board still has not been appointed for the period as per requirement of the Project Document but however; according to the agreement the Project Reference Group can also perform the task of the Project Board but both did not exist right to year-end. Resolved by the Work Plan committee to be undertaken in 2014 period.

Activity Result 3.4: Mid-term Review and final evaluations conducted and results shared

Mid-Term review was scheduled to be undertaken by an independent consultant however; up to year-end this activity was yet to be attained to the non-recruitment of the consultant. It has been confirmed that this activity is to be performed in the new project period (2014) with UNDP as the responsible party.

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5 SYPTD Project 2013 Financial Disbursement and Acquittals ReportTOTAL SYPTD FUNDING RECEIVED FOR 2013 FISCAL YEAR $357,270

Less Expenditure – (Disbursement to Project Activities as per 2013 Annual Work Plan.

Month Company Particulars Amount

March Fane Vakaruru advance for NYC meeting 22 - 23/3 1,167.75

Cathay Hotel accommodation for winner 2,394.00

Venina Niumataiwalu NYC meeting 21 - 23/3 3,466.60

Fiji Airways Vili Nayacatabu air fare 289.17

Venina Niumataiwalu advance for NYC meeting 6/4 1,992.00

Emily Erasito salary and arrears salary 1,615.38

Deens Joinery furniture for unit – NYCF Office 2,739.13

Office Product 2 PCs for unit – NYCF Office 5,838.12

Ricoh Business photocopier for unit – NYCF Office 1,820.00

Carpenters Hardware filling cabinets powerboard – NYCF Office 885.65

Telecom Fiji Multi printer with toners for unit – NYCF Office 675.65

NYC account Grant – NYCF AGM 20,000.00

JV 51_MISPSTING ADJSTMNT R/CNTR 1,950.00

April Paula Navunisaravi consultant fees 1,800.00

Litia Cakau refund of funds for refreshments mtg 16/7 29.26

Fiji Sun advertisement for NYC 598.67

Venina Niumataiwalu advance for NYC meeting 16/7 1,085.60

Emily Erasito salary charges 4,038.46

May Avila Nabainivalu Youth Conference advance 5,307.21

Philip Hereniko MSCC meeting 21/8 105.00

Youth Conference charges 2,450.00

Youth Conference charges 710.30

Patterson Brothers sea passage for Yth conference 2,966.98

June Venina Niumataiwalu refund NYC secretariat 114.52

Janty Kanvan papers stationeries for yth conference 81.68

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Suva Bookshop stationeries for yth conference 146.97

SCA tp for yth conference 37.29

Salesi Koroi advance IYD north 1,600.00

Emily Erasito salary charges 1,615.38

Emily Erasito salary charges 807.69

Sept Salesi Koroi refund of funds 15.88

Salesi Koroi salary charges 638.61

Paula Navunisaravi Consultant’ 1st Installment 3,600.00



Quality Print brochures for unit – Small Grant Brochure 286.95

PENCIL-DOZ 1.80

October

Suva Bookshop CORRECTION FLUID 2.40

Suva Bookshop PAPER CLIPS 50MM-BOX – NYCF Stationary 1.60

Suva Bookshop Stationery – NYCF Stationary 268.32

various AP9731/ AP9956 - wages 356.00

ADJUSTMENT JV 52_ADV CLRNCE-EE_NYC DIV CONSLTN18-22 1,158.00

ADJUSTMENT JV 53_ADJSTMNT MSPSTNG NYC FUNDS 5,146.14

ADJUSTMENT JV 58_ADV CLRNCE-MW_NYC/IYDWST 18/9 1,447.00

AP0602 REFUND_IYD CELE_NORTGH 15.88

AP1624 18/09/13 - UNESTABLISHED 638.61

PAULA NAVUNISARAVI 2ND INSTAL_CONT FEE – Consultant’s 2nd Installment 3,600.00

PS YOUTH & SPORTS 25/09/13 - UNESTABLISHED 528.06


October

SOFTWARE CRAFTERS FIJI DESIGNING OF WEBSITE: NYCF Website 6,353.75


QUALITY PRINT LIMITED A4 BROCHURE PRINTED 286.95

Emily Erasito JV 01_SALARY ADJUSTMNT-EE_PAY 20/13 807.69

Emily Erasito JV 05_ADJSTMNT MSPSTNG_MAY JV'S 1,615.38

JV 10_ADJSTMNT PO201-228/3135 9.78

Emily Erasito JV 29_CLRNCE SAL EMILY E_PAY 21/2013 807.69

FIJI ELECTR PAYMENT OF ACCOUNT 1,075.97

Emily Erasito/acc advance JV 34_ADV CLRNCE-EE_NYC WST TRP_17-18/10 162.30

Emily Erasito JV 36_ADV CLRNCE_EE_SCRTRT MTG 12/10 – NYCF Secretariat 1,452.50

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Salesi Koroi/ Acc advance JV 41_ADV CLRNCE_SK_NYC REGISTRTN 15/10 201.30

JV 49_SALARY EE PAY 22/2013 807.69

JV 52_ADJUSTMENT OF MISPOSTING 45.43

EXTREME STATIONERY stationery 169.16

SOUTH PACIFIC BUSINESS SYSTEM TONER 1,769.00

various 23/10/13 - UNESTABLI 292.78

TOTAL (FIJI)LIMITED Payment OF ACCOUNT -fuel 2,920.93

ALLOW W/E_+2/10/13 15.86

THE PEARL SOUTH PACIFIC – MOYS ACP 12,981.00

various ALLOW W/E_2/10/13 80.00

TANOA PLAZA CONFERENCE DAY PACKAGE @ $53PP 1,843.48

ANZ AIR FARE_NOUMEA_SPORTS 6,275.86

Jedis Stationery stationery 51.00

salesi Koroi reimbursement - Procurements 164.35


EMILY AKATA ERASITO refund 22.87

W/E_ALLOW_23/10/13 46.89

ALLOW W/E_23/10/13 27.83

DragonMusic Shop YAMAHA KEYBOARD PSR- S950 for NYB: 5,400.00

Nov EMILY AKATA ERASITO REFUND_NYC CONSULT 46.87

TRINETRA MARKETING PROMOTIONAL MATERIALS 5,300.00

09/10/13 - UNESTABLISHED 1,355.78

JV 05_ADV CLRNCE_ SK_NRTH INDTN_6-11/11 – Grant Induction Training: North 2,642.50

JV 09_SAL CLRNCE _EE_PAY 23/2013 807.69

JV 13_NYC INDUCTN _C/E DIV_6-9/11 – Grant Induction Training: Central 3,450.00

FEA PAYMENT OF A/C 1,113.50

JV 14_ADV CLRNCE _EE_NYC INDTN WST_6-9/11 – Grant Induction Training: West 2,690.65

JV 15_ADV CLRNCE_EE_CNSLTNTS JV 15_ADV CLRNCE_EE_CNSLTNTS VSTN-25/10- Consultant Travel 1,000.00

JV 37_ADJSTMN T IRO_EE_PAY 24/13 807.69

EMILY AKATA ERASITO reimbursement 60.00

THE PEARL SOUTH PACIFIC MEALS&ACCOMMODATION WRKSHP 20- (ACP Workshop) 12,981.00

BANK OF THE SOUTH PACIFIC allowance 122.00

BULILEKA CENTRAL JOINERY CUBICLES 1,950.00

OFFICE 2000+ LIMITED cartridge 225

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FEA 1875.59

Dec PS YOUTH & SPORTS wages 197.95

FIJI SUN advert 573.00

BANK OF THE SOUTH PACIFIC Allowance 96.00

JV 16_SALARY CLRNCE EE PAY 25/2013 807.69

JV 18_ADV CLRNCE _EE_V/FEES NOUMEA TRP 727.95

JV 24_ADJSTMNT MISPSTNG DEAP/NYC 1,200.00

JV 31_ADV CLRNCE_ DD_UNDP GRNT SERUA – Serua Provincial Youth Council: Kusitino 5,000.00

JV 32_ADJSTMNT MISPSTNG NYC/UNFPA 5,548.52

VODAFONE PAYMENT OF ACCOUNT 1,655.79

JV 36_ADV CLRNCE _AR_SOS TRNG VUGLEI 9/12 – Vugalei Tikina Youth Council 3,510.00

JV 40_ADV CLRNCE_ SK_NEC MTG 16/12 3,665.25

JV 50_SALARY CHARGERS_ EE_PAY 26/13 807.69

JV 55_ADV CLRNCE_ VN_ACP WKSHP_19/12 716.00

JV 56_ADV CLRNCE_ VN_ND Y/CONCL NYC GRNT – Grant Recipient: Nadi Youth CLub 5,000.00

JV 57_ADV CLRNCE_ VW_NYC GRNT NTKWQ LTK – Natokawaqa Youth Club 4,280.00

V 58_ADV CLRNCE_ JSK_NYC GRNT NRTH YTHS – Grant Recipient 3,986.03

JV 59_ADV CLRNCE _PN_NYC GRNT ASPIRE NTWK – Grant Recipient 5,000.00

JV60 - 69 - GRANTS GRANTS RECEPIENTS – Pending Grant Funds transferred to NYC Acc 38,622.00

JV 66_ADV CLRNCE_ NB_NYC GRNT MAPNG C/E – Consultant Mapping Exercise 600.00

SHIU KUMAR SAVUSAVU sme 2850.00

SALESI KOROI REFUND_TRAVEL EXP – PYC – Noumea (4 Participant’s Travel Insurance ) 448.00

various 24/12/13 - UNESTABLISHED 480.78

TOWN HOUSE APARTMENT HOTEL NYC C/IN 12/12-15/12 – Accommodation for delegate 3,120.00

RB PATEL SME BUA – Day Breakers Youth Club 2,838.89

VINOD PATEL GRANTS RECEPIENT – Natacileka Youth Club 4,957.91

B.L.NAIDU & SONS CHICKEN MEALS-UNDP F - Rotuma 1,470.00

EMILY AKATA ERASITO REIMBRSMENT OF AIR TICKET-NORTH – Grant Induction Training 286.55

BANK OF THE SOUTH PACIFIC ALLOWANCE 78.24

JANTY KANVAN LIMITED P/COPY PAPER – Office Stationary 42.61

MINISTRY OF AGRICULTURE DAY OLD CHICKS - Rotuma 300.00

CARPENTERS HARDWARE NYC GRANT MATERIALS – Grant Recipient 2,508.20

31/12/13 – UNESTABLISHED 776.18

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DELTA TIMBER SUPPLIES NYC GRANT MATERIALS – Navuso Youth CLub 3,028.45

VINOD PATEL PO25999-003438 231.20

BONDWELL COMPUTERS PO25999-003441 - 161.08

KASABIAS PO25999-003437 – Youth Based Community Club 85.90

MH HOMEMAKER TJ 35 KAWASAKI BRUSH – Youth Based Community Club 1,598.00

RC MANUBHAI & COMPANY NYC GRANT_YTH BASED COM ORG 247.00

SPORTS WORLD PO25999-003440 – Youth Based Community Club 331.90

DALTRON LAP-TOP COMPUTER FOR NYCF – Project Manager 1,499.00

DALTRON LCD PROJECTOR[2] – For Northern and Western Div Office 2,998.00

FRIENDLY NORTH INN PO25999-003302 – Grant Induction Training: CBM North 1,920.00


DAVUI PRINTING STRATEGIC PLAN 2014- Consultant Printing of SP 1,800.00

GMR MOHAMMAD & SONS (PTY) LTD

NYC GRANT_DAY BREAKERS YTH CLB 805.40

GMR MOHAMMAD & SONS (PTY) LTD

DR NB_VR 29880 - Day Breakers Youth Club 2.00

NATIONAL YOUTH COUNCIL BAL OF GRANT DISBURSMT – Pending Grant Funds to NYCF Acc 30,000.00

PAULA NAVUNISARAVI FINAL PAYT_CONTRACTOR – Consultant’s Final Installment 12,600.00

PO25999-003263 PO25999-003263/LAPTOP – 2 Lap-Tops for Northern/Western Div 2,598.00

SALESI KOROI 283673/ RE-IMBURSE – Official Travel /Expenses for Bua Youth Sports 288.00

PS YOUTH & SPORTS 11/12/13 - UNESTABLI 961.56

TANOA PLAZA HIRE VENUE_ Grant Induction Training – Central/Easter: Suva 817.50


SALESI KOROI REFUND_NYCF – Mobile Phone procurement 99.80

RAKIRAKI HARDWARE NYC GRANT_RA PROV YTH COUNCIL 3,647.51

SS MUSIC WORLD BRASS INSTRUMENTS 19,470.00

TOTAL 354,845.93

Misposting which has to be 2,424.07

regularized after virement/before

closing of 2013 accounts

15

6 Work Plan for 2014

The Annual Work Plan Committee began a series of meeting to discuss the 2014 Work Plan on December 19 th and more formal and informal discussion was called from time to time on need basis since 2014 is going to be final year for the SYPTD Project.

Annual Work Plan (2014)EXPECTED OUTPUTS and Target

And baseline, indicators including annual targets

PLANNED ACTIVITIES

List activity results and associated actions

TIMEFRAMERESPONSIBLE

PARTYPLANNED BUDGET

Funding Source

Budget Descripti

on

Amount in F$D

Amount in USD

MOYS - Ministry of Youth and Sports (MOYS) COSS - Country Office Support Service Agreement (COSS), DGTTF – Democratic Governance Thematic Trust Funds TRAC – UNDP Core Funds

OUTPUT 1: INSTITUTIONAL CAPACITY OF YOUTH ORGANIZATIONS AT NATIONAL AND SUB-NATIONAL LEVEL ENHANCED TO SUPPORT EFFECTIVE PARTICIPATION OF YOUNG PEOPLE IN THE DEMOCRATIC PROCESS

EUBaseline:- NYCF

structure is work in progress and reliant on Government for funding.

- District Youth Council (DYC) structures have not been implemented.

- Overall capacity of NYCF at

Targets:To improve the capacity of youth organizations and assist in their move towards autonomous status, the project will aim for the following:

2014:- Relevant

targets under NYCF and affiliates Strategic Plan accomplished.

- Registration of

Activity Result 1.1 NYCF Structure established and operationalized.

Actions:

NYCF Secretariat Meeting X X X X NYCF6,000.00

YAFI Strategic Plan Workshop (2days)in the West (Feb 10)

X NYCF15,000*

NYCF Constitution Workshop – All parties MOYS/NYCF/PYFFI/YAFI to attend and awareness workshop on Constitution.(Feb 16)

XNYCF

3,000.00

NEC Meeting(Feb17) XNYCF

16

EXPECTED OUTPUTS and Target


PLANNED ACTIVITIES



PARTYPLANNED BUDGET

Funding Source

Budget Descripti

on

Amount in F$D

Amount in USD

national and sub-national level is limited and does not effectively support youth organizations.

Performance Indicator

- NYCF implements and successfully achieves relevant targets stipulated under its Strategic Plan.

- District Youth Councils established and compliments existing Provincial Structures.

- Increase in number of youths registered

youths with NYCF and affiliates recorded.

- Resource mobilization and partnerships with other organizations that promote youth inclusion and participation established.

- NYCF and its affiliates start implementing youth programmes/initiatives independently.

12,000.00

YAFI and PYFFI AGMs – Meeting to be convened preceding the NYCF AGM. (march 1)

X NYCF2,000.00

NYCF AGM (Mar 2st) XNYCF 18,000.00

Total 41,000.00

Activity Result 1.2 Grant Funding to NYCF and DYC approved and disbursedActions:

MOA between MOYS and NYCF affiliates developed and Agreed

X X NYCFNon-

funded

Second Round of Grant Funding to NYCF released based on deliverables and achievement of targets stipulated in the MOA/Strategic Plan (15groups@5,000)

X X X MOYS 75,000.00

Grant Selection Committee Meeting X MOYS 500.00

Alternative Grant Funding System from MOYS to Grant Recipients. (Grant Agreement Template to be formulated)

X X XMOYS

NYCF

Non-funded

X NYCF 16,000.00

17



PLANNED ACTIVITIES



PARTYPLANNED BUDGET

Funding Source

Budget Descripti

on

Amount in F$D

Amount in USD

with DYCs- Youth

organizations engaging and participating in the democratic process leading up to 2014 elections.

Outcome IndicatorsOrganizations representing youth are sufficiently resourced and have sufficient capacity to promote youth related initiatives. This will be measured by:

# of youth organizations/DYCs established and # of youth affiliated to youth organizatio

Grant Induction Training to Grant Fund recipients

MOYS

Monitoring Chart – Master Calendar. Desk top monitoring X X X

NYCF Non-funded

Advertisement / Publication and Promotion of Grant Funding

X X X XNYCF

2,000.00

Official Invitation to MOYS/NYCF to open Grant Project X X

MOYS 1,000.00

Report s and Acquittals submitted on a timely basis

X X X XNYCF

Non- funded

Total 94,500.00

Activity Result 1.3 – MOYS and NYCF activities aligned to ensure complementarity and avoid duplication\Actions:Convene a 2014 Meeting Calendar between MOYS/NYCF

X X X X MOYS 800.00

Subsidise Annual Corporate Plan Workshop –MOYS/NYCF – 2days at Pearl (Nov)

X MOYS 10,000.00

18



PLANNED ACTIVITIES



PARTYPLANNED BUDGET

Funding Source

Budget Descripti

on

Amount in F$D

Amount in USD

ns covered under the NYCF umbrella.

% of operational budget funded through resources secured independently by NYCF;

% of targets met by NYCF from its first year workplan.

# of full time and part-time/volunteers secured for youth related initiatives in Fiji.

# of Youth Organizatio

Duke of Edinburgh International Award Program

X X MOYS 10,000.00

Registration of Youth Clubs continue XX X X NYCF

Non-funded

TOTAL 20,800.00

Activity Result 1.4: Resource mobilization and coordination with other youth initiatives funded through other stakeholders.

Actions:

Identify and set timelines of outreach meeting with other Youth stakeholders

X X NYCFNon-

funded

Develop a TOR and Recruit Consultant for Resource Mobilization Strategy

X UNDPNon-

funded

Develop a Resource Mobilization Strategy to be included in the Strategic Plan for NYCF.

X 2,000

TOTAL 2,000.00

Activity Result 1.5: Communication Strategy Developed for Youth InitiativesActions:Established and implement Communication Plan

X X X X NYCF Non-Funded

19



PLANNED ACTIVITIES



PARTYPLANNED BUDGET

Funding Source

Budget Descripti

on

Amount in F$D

Amount in USD

ns mobilized and actively engaging with members to facilitate democratic dialogue.

Sources- NYCF

Quarterly Reports, Project Progress and Activity Reports, MOYS reports, Media Articles

Printing and Distribution of NYCF materials X X X

NYCF2,000.00

Launching of NYCF Website X NYCF1,000.00

Website Training X NYCF 500.00

Radio Talk Back Show X X X X NYCF 100.00

NYCF Mail Box operationalized X 100.00

Total

3,700.00

Sub Total

20



PLANNED ACTIVITIES



PARTYPLANNED BUDGET

Funding Source

Budget Descripti

on

Amount in F$D

Amount in USD

OUTPUT 2: STRENGHTENED CAPACITY OF YOUTH AND YOUTH LEADERS IN LEADERSHIP AND DECISION MAKING AT THE LOCAL AND NATIONAL LEVELS

1aseline: (will be updated)- Significant

youth population (around 1/3 of Fiji’s population).

- 2007 national census shows significant increase in population centred around Ba and Naitasiri Provinces, decline in other provinces1

- Youth leadership and participation highlighted as means to engage youth2

Targets:Youth empowerment and leadership evolve over time and is an ongoing process. Thus in recognition of these realities and given the project is time bound, the following targets have been set:

2014:- Training

programmes reviewed and amendments made as necessary.

- Training programmes delivered to second lot of participants.

Activity Result 2.1: Appropriate Leadership and Engagement Strategies developed and training delivered to target audiences.Actions:

Global Leadership Development conference in Japan Jan 14 X

10,000

Finalize Capacity Building component of the Strategic Plan X

ConsultantNon-

funded

Capacity Building and Workshops.X X X

UNDP/MOYS

30,000

Youth Organized Sports Tournament – Workshops/Training conducted together-Central, Western & Eastern Division

X X X MOYS 30,000

MIS Program - Reaching the Unreached

X X X NYCF 10,000.00

1 Source: Fiji Bureau of Statistics2 UNICEF State of Pacific Youth Report 2011

21



PLANNED ACTIVITIES



PARTYPLANNED BUDGET

Funding Source

Budget Descripti

on

Amount in F$D

Amount in USD

Performance Indicators- Capacities of

youth and emerging youth enhanced at all levels so that they are better equipped to participate in formal decision making and demand accountability from their leaders, measured by:

o Number of youth participating in district and national level leadership training.

- MOYS and NYCF work plans monitored.

Total 70,000.00

Activity Result 2.2: Linkages with emerging youth identified and enhanced.Actions:Joint approach between MOYS/ MOE and UNDP for Civic Education targeting Youths both in and out of the School system

X X XMOYS

UNDP

Non-Funded

Printing of relevant Civic Education materials developed under in school project

X X 1,000.00

Meeting between MOYS/MOE/UNDP/NYCF to developed activities for 2014 with General Election as the core focus.

X X X UNDP 1,500.00

General Election Awareness Education, Training and Workshops X X NYCF 4,000.00

Total 6,500.00

Activity Result 2.3: Enabling environment fostered for youth to have increased access to Policy and Decision Makers at National and Sub National LevelsActions:National Youth Day Celebrations(Eastern Division Celebration) X MOYS 10,000.00

22



PLANNED ACTIVITIES



PARTYPLANNED BUDGET

Funding Source

Budget Descripti

on

Amount in F$D

Amount in USD

o Ratio of male and female trained

o Access provided to youth with disabilities and those in rural areas.

Outcome Indicators- Political

Responsiveness: # of youth registered in DYC/NYCF and for elections disaggregated by sex.

- Political Engagement: % of youth

Organise Youth Forum – as platforms for voicing Youth concerns. e.g. Vodafone Platform: Panel to advocate/debate/discuss formulate and foster Youth participation in Policy and Decision making.

X X NYCF 10,000.00

Mapping exercise – ConsultantX X NYCF 1,800

Total 21,800.00

23



PLANNED ACTIVITIES



PARTYPLANNED BUDGET

Funding Source

Budget Descripti

on

Amount in F$D

Amount in USD

standing as candidates in national and local elections

- % of national budget allocated for youth specific issues.

-Sources

- Project Progress and Activity Reports, Quarterly Newsletters and Websites..

Sub TotalOUTPUT 3: PROJECT IS EFFECTIVELY MANAGED, MONITORED AND EVALUATED

88Baseline:- MOYS provides

bulk of support to NYCF.

- NYCF established as voluntary organization and

Targets:With the aim of ensuring that the project achieves results, the following targets have been established for

Activity Result 3.1: Office set up completed and functioning properly.

Project Manager Salary – TOR/Salary Review for PM

X X X X MOYS 30,000.00

Consultant Salary X X X X UNDP 20,000.00

24



PLANNED ACTIVITIES



PARTYPLANNED BUDGET

Funding Source

Budget Descripti

on

Amount in F$D

Amount in USD

no full time staff or premises.

- MOYS and UNDP collaboration for the first time in a major initiative.

Performance Indicator- Project

Manager based with MOYS recruited to manage the project

- Office set up and equipment completed

- Monitoring and Evaluation system established and implemented.

- NYCF/DYC networks

the project duration:2014:Mid term review findings incorporated into 2014 workplan.Regular reporting conducted including reports to DGTTFFinal evaluation conducted.

General Secretary Salary X X X X MOYS 24,000.00

Volunteer Allowances – 1 Volunteer per Division x3 @ $70/week * 48weeks X X X X MOYS

10,080.00

Office Equipment and Stationaries X X X X MOYS 1,200.00

Office Equipment maintenanceX X X X

1,000.00

Reporting Lines EstablishedReporting lines between Project Manager, NYCF, MOYS clarified X X

MOYS

UNDP100.00

Management Meeting Attendance - PMX X X X PM 2,000.00

Total88,380.00

Activity Result 3.2: M&E system established and implemented\

M & E System established and implemented: UNDP to formulate a system specifically for the SYPTD Project.

X XUNDP

500.00

M&E and Resource Mobilization Strategies Training conducted by UNDP – MOYS/NYCF and stakeholders to attend.

X X UNDP 1,000.00

25



PLANNED ACTIVITIES



PARTYPLANNED BUDGET

Funding Source

Budget Descripti

on

Amount in F$D

Amount in USD

strengthened.Outcome Indicators:

- # of project progress reports prepared and submitted on timely basis.

- # of board meetings held and decisions implemented.

SourcesProgress, M&E, impact survey reports.

M&E Workshop Field Visitation-Project And Grant Monitoring & Evaluation

X X X X MOYS 10,000.00

Outcomes Documented and Results shared

X X X X MOYS Non-funded

Total 11,500.00

Activity Result 3.3: Project Board Meetings convened to oversee project activities.

Convene Project Board meeting as per project document(pg18)

X X UNDP 300.00

Board Papers prepared and submitted on timely basis

X X X X MOYS 500.00

Project Reference Group to discuss Project Issues as per project document(pg 17)

X X X X MOYS 8,000.00

Project Management Cost 4,000.00

Total 12,800.00

TOTAL (AWP)372,980

TOTAL (Budget)357,650

Budget Difference(15,330.00)

26



PLANNED ACTIVITIES



PARTYPLANNED BUDGET

Funding Source

Budget Descripti

on

Amount in F$D

Amount in USD

Activity Result 3.4: Mid-Term Review, and final evaluation conducted and results sharedReview TOR for an independent Consultant to conduct Mid-Term Evaluation

XUNDP

Conduct review/evaluation X XNYCF

Submit Findings and Recommendations for Project Board Review

X

Sub Total

TOTAL

7. Progress against Log-frame Matrix Indicators

Initiation Phase 27

NYCF Constitution Finalized and endorsed by stakeholders – Completed NYCF Strategic Plan: not completed only a draft Action Plan was produced by the NYCF Forum Registration of NYCF Completed - Pending Project Board Meeting Conducted – Pending

Implementation Phase 2013

Overall structure of NYCF and targets toward autonomy agreed with stakeholders – Work in Progress Strategic Plan endorsed and annual targets established – Work in Progress: awaiting NYCF AGM Criteria for grant funding to NYCF and its affiliates agreed with and clear - Completed Resource mobilization conducted and funding secured for youth related programs - Pending Through mapping of youth centric activities, training materials that address empowerment of youth and compliment other initiatives is developed –

Work in Progress 2 rounds of training of selected youth participant at divisional and national level is delivered with involvement of MOYS and other government

officials - Completed TOT targeting executives of Youth led organizations is delivered - Pending MOYS annual Corporate Plan and NYCF strategic plan clearly reflect youth empowerment and training programs as part of their short to medium term

planning - Completed Project Manager recruited and project office set up - Completed M&E Training conducted and database established – Pending : awaiting UNDP as responsible party Project Board meetings conducted on quarterly bases – Pending: due to non-appointment of Project Board Mid-term review conducted – Pending: UNDP to recruit a special consultant for the job in 2014 Project reports submitted on timely bases - Completed Annual Report to DGTTF submitted – Completed

SYPTD PROJECT GANTT CHART – PROGRESS AND COMPLETION

SYPTD Project 2013 Gantt Chart Project Schedule Progress and Completion01st JANUARY – 31ST DECEMBER 2014

SCHEDULED ACTIVITIES 5%

10%

15

20%

25%

30%

35%

40%

45%

50

55%

60

65%

70

75%

80

85%

90

95%

100%

%Total

Annual Evaluation

28

% % % % % %OUTPUT 1 INSTITUTIONAL CAPACITY OF YOUTH AT NATIONAL & SUB-NATIONAL LEVEL ENHANCED

Activity 1.1 NYCF structure established and operationalized. Registration of NYCF Completed 95 1.98NYCF Secretariat Meeting 50 1.04NYCF Engaged with other stakeholder in celebrating IYD 100 2.08 NEC Meeting + NYCF AGM (to be held back to back 60 1.25NYCF General Secretary position funded 100 2.08Consultant's engaged to review constitution and SP 100 2.08Travelling Expenses for Consultant 100 2.08Activity 1.2 Grant Funding to NYCF approved and disbursed

Grant Advert and Publication and dissemination of materials 100 2.08Grant Committee established and meeting convened 100 2.08Grant Finalization of recipients and disbursement 100 2.08Grant to be paid out to Youth Organizations - 100 2.08Weeklong Training of Grant Recipients - FJD16,000 100 2.08Monitoring of Grant Recipients- Project Team travel 50 1.04Activity 1.3 MOYS and NYCF activities alignedTimelines for meeting with MOYS established 100 2.08Regular monitoring and evaluation conducted 50 1.04Two Day AW Planning Exercise between MOYS/NYC 100 2.08Activity 1.4 Resource Mob & coord with other youth initiativeIdentify and set timeline for regular meeting with other SH 50 1.04Develop resource mobilization strategy (UNDP) 20 0.41NYCF secure funding from outside 0Printing of the Strategic Plan 95 1.98Mapping Exercise 100 2.08Sports and Skills Workshop 100 2.08Activity 1.5 Communication strategy developedDevelop communication plan 100 2.08Liaise with communication and media outlets 100 2.08Develop Website 100 2.08DEIA Program 100 2.08OUTPUT 2 STRENGHTENED CAPACITY OF YOUTH & LEADERS IN LEADERSHIP @ ALL LEVELSActivity 2.1: Appropriate Leadership & Engagement StrategiesMap out training activities on youth empowerments 70 1.46 Pacific Youth and Sports Conference in New Caledonia 100 2.08 Contribution to the Duke of Edinburgh Program 100 2.08Activity 2.2: Linkages with emerging youth identified .Civic Education Materials 0 0Printing of Civic Education materials 0 0

29

Utilization of materials 0 0Activity 2.3: Enabling Environment fostered for youthEastern Divisional Youth Conference 100 2.08Provide support to NYCF and affiliates in interaction with Govt 100 2.08Contribution to National Youth Band - FJD25,000 100 2.08Meeting with UNDP/MOE/MOYS - FJD500 100 2.08

OUTPUT 3 PROJECT IS EFFECTIVELY MANAGED, MONITORED AND EVALUATEDActivity 3.1: Office set up completed and functioning properly.Procurement of Office Equipment 100 2.08 Project Manager Salary 100 2.08Engagement of 3 NYCF volunteers based at the various Div 100 2.08Reporting lines established 50 1.04Reporting lines between PM and NYCF established 100 2.08Activity 3.2: M&E system established and implemented.Training on M&E system conducted 0 One Day Induction Training to be held 100 2.082014 AWP Discussions to be held in Dec 100 2.08Outcome Documented Monitoring Database established 50 1.04Activity 3.3: Project Board Meetings convenedAgree on schedule of Board meeting 100 2.08Board papers prepared and submitted on timely basis. 100 2.08Activity 3.4: Mid Term Review and Final EvaluationFinalize TOR for Consultant 0 0

2013 Completion 3740 78%

2014 Relevant targets under NYCF and affiliates Strategic Plan accomplished Registration of youth with NYCF and affiliates recorded Resource mobilization and partnerships with other organizations that promote youth inclusion and participation established

NYCF and its affiliates start implementing youth programmes/initiatives independently Training programs reviewed and amendments made as necessary Training programs delivered to second lot of participants MOYS and NYCF work plans monitored Midterm review findings incorporated into 2014 work plan Regular reporting conducted including to DGTTF Final Evaluation conducted

30

8. Lessons Learnt from 2013 and Recommendations for 2014

1. Small Grant Funding Disbursement Problem – One of the greatest challenges that were faced in the effort to complete the Scheduled Activity: Small Grant was the high level of bureaucracy in the MOYS system. On a given Project, time and money are two very decisive elements that need to be taken into considerations due to the great potentialities to jeopardize the whole Project. As for Time – all project activities have timelines for completion and Money is needed for activities to be performed. Any small degree of delay in the release of finance automatically affects the attainment of project goals on the given timelines. The Policy in place on requisition of fund in the MYOS system immensely contributed to the Grant Fund disbursement delay and hiccups hence it is recommended to the Project Board and MOYS Management to consider devising a separate policy specifically on Grant Funding disbursement. Suggestion is that for Grant Funding to be paid directly to recipients after an Agreement Form is signed between SYPTD Project Management and Project Fund Beneficiaries representative.

2. Closing Date of Purchase Order (PO) Issue – The Project Team were not made aware of the Government Policies on PO issuance closing date which was December, 6th. With delay in processing of Grant Fund Requests from Accounts existed, an added constrain to that was the PO issuance closure earlier in the month with three more weeks left to month end, the Project Team could have done so much had it closes on month end. However, this is something that Project Management need to work on in the future. Lack of information from Accounts Section (MOYS) to NYCF and Project Team had hugely affected the timely performance of the Project Activities.

3. Non-cooperative Attitude of NYCF President – The NYCF President had been absence from participation in almost all of the Project processes and activities since Q1 only occasionally indicate his existence by negatively criticizing the work been done by NYCF General Secretary and the Project Team. He has never appeared personally to NYCF Office for the whole duration. Suggest to Management to look into this in the new Project Year 2014 because it poses a great risk to the SYPTD Project sustainability and achievement of goals and objectives.

4. Lack of Coordination and Cooperation between NYCF, PYFFI and YAFI – There was evident of bad relationship existed between these parties that warranted an urgent and attention of the Project Management. It is indeed a challenge for the Project Team to bring NYCF Executives, PYFFI and YAFI to a common arena to discuss, deliberate, formulate and plan for youth development activities. Some people serving in the Executive for these 3 Youth Body lack the passion and drive for Youth development, they are individuals of selfish ambition and only serve at this level to boost their personal interests. It is also evident that some members elected into their respective offices without being a representative of any Youth Club

including the NYCF President. Appeal to Management to look into this issue as the coming year 2014 will be the last year for the Project. Recommendation is that in order for the Youth to move forward people elected to crucial office as such must be people who possessed commitment and drive to serve the interest of youth.

5. Non-Availability of the Project Document – Project Manager was not made aware of the Agreement signed between UNDP as Donor or principal supplier and MOYS as implementer since joining in late July 2013 to end of 2013. Upon several request to UNDP representative and MOYS authorities for the Project Document but were all futile. PM requested for convening of an Induction Workshop or even an Orientation Program for the Project Team to be clarified about the SYPTD Project Agreement, the plan and roles and responsibilities each has to play together with the lines of reporting etc. Unfortunately these were not done by UNDP/MOYS until October of Q4 which was almost at the end of the first year of the Project implementation. The signed SYPTD Project Agreement was just passed down to Project Manager by Mrs. Sainimili Nabou during the 2014 AWP

31

Committee meeting that was held at UNDP GW Meeting Room on December, 19 th 2013. The lack of information to Project Manager automatically affects the performance of the Project since this crucial document is the guiding principles and direction on how the Project Activities were to be performed. Any given Project has a lifecycle from kick-off period to closure period, and the same applies to SYPTD Project hence the very priority was for the Project Manager to sight and familiarized himself with the Project Plan contained in the Project Document prior to Project kick-off period and this was something absent from this SYPTD Project.

6. Changing of Key Project Staff – The Project Team was always left in suspense by the untimely changing of Project Focal Persons during the progression of the Project. The untimely transfer of Mr Seci Waqabaca had left the Project Team in confusion since he was the only person that we were reporting and sought information from in regard to the Project. We were not informed of Mr. Waqabaca’s departure until after few weeks later from unofficial sources. His replacement came in with very limited knowledge about the SYPTD Project and contributed to further constraint in the Project Office, but the team management to continue performing our required tasks. Also, the untimely departure of Mr. Navin Bhan on overseas assignment by UNDP had left us surprisingly as we were not officially informed of the transition only few days prior to the Annual Work Plan Workshop held on December, 19th we were then informed that Navin was to be temporarily replaced by Mrs. Ruci Yauvoli. Changing of Project Key People could be a contributing factor to behind schedule, average-performance and non-sustainability of the SYPTD Project.

7. Non-Appointment of Project Board – Since Project kick-off until now into the second year, the Project Board has yet to be appointed or any meeting convened. This is very crucial element of the Project as they are the very party that looks into project issues, look for alternative resolutions, make decisions and as well as ensuring the connectivity and reflectiveness of project activities to the Project Document. However, the Project Document stated something on the role of the Project Reference Group’ Role which appear similar to the role of the Project Board as the body responsible for ensuring the project activities adequately address all aspects of SYPTD Project outputs, targets and deliverables. Appeal to act on this in the New Year 2014, as it is going to be the last year for the Project.

8. Delay in the Fund Requisition Process – Yet again we reiterate our concern in the prolonged process present at the MOYS in terms of the release of funds to cover the cost components of Project Activities. We were always informed by the Accounts Department to always submit our request in advance to avoid delay and with us fulfilling that requirement still the delay problems continues. The delay in the funding system has resulted in the rescheduling of some activities and non-performance of other activities in the given period. Suggestion to Management for a separate funding system to be designed specifically for the SYPTD Project to facilitate and quicken up the Activity delivery process.

9. MOYS Accounts Department usage of SYPTD Project fund: Accounts usage of SYPTD project fund is an issue of great concern to the Project Team: as according to the annual financial SYPTD Fund Acquittals submitted it was evident that funds were used without appropriate approval and authorization from the from the Project Management in consultation with the office of the Project Manager. According to a critical analysis conducted by PM upon receipt of report an approximate sum of $24699.65 were used to fund non-SYPTD approved activities such FEA bill payment, Printing of MOYS marketing materials, Total Fuel Account payment and Un-established staff wages payment etc. Appeal to Project Management is this issue to be clarified to MOYS management that SYPTD Project fund is purposed to fund only the SYPTD Project activities in the AWP and QWPs and in any situation where fund is planned to be used for other activities should be done in consultation with PM with the final approval and authorization from Project Management provided it should not affect the performance of other SYPTD project activities.

32

10. Lack of preparation from the SYPTD Project Initiation Phase – As PM, looking back from the outset to the end of the first year one can easily conclude that it was not properly thought-out and planned from the initiation phase right to project kick-off period and has hugely affected the project performance for 2013. One of the clear evident to this, was the late appointment of Project Staff like the PM, GS and the Consultant. In fact these are the very people that was to be recruited in office during the initiation phase in order to get familiarized with the Project Intent and other important information that needed for them to understand from the pre-implementation period. All staff was recruited between to seven months after kick-off with the PM was the last recruited in late July 2013 and that has contributed to the behind schedule of the Project.

9. ConclusionThe year 2013 was indeed though challenging but a historical and milestone year for the SYPTD Project partners: Senior Supplier UNDP; Implementer MOYS; and Senior Beneficiary NYCF. Even with a 78% first period completion rate for a project that started-off with a slow and shaky progress from Q1 and Q2 respectively was indeed and achievement and success that needed to be commended by all stakeholders. In spite of the challenges and hurdles encountered the Project staff through team effort and assistance from the project representative from UNDP and the MOYS management enabled the SYPTD Project through NYCF to attained an extensive coverage country wide on youth related initiative towards democratization and autonomous operation. The SYPTD Small Grant funding program was an activity that received enormous response from youth communities throughout the country due to the extensive marketing and publicity effort by the project team where twenty three youth groups were assisted for the implementation of their respective projects. This has resulted in NYCF gaining recognition and maximum support from youth and other stakeholders. The SYPTD project has evidently made a tremendous impact on the lives of youth through NYCF and affiliates in PYFFI and YAFI as well as other networking organizations through capacity building and empowerment programs.

The SYPTD Project team wishes to express gratitude and acknowledgement to the following: the Senior Supplier – UNDP for the trust it has for MOYS to be assigned as the project implementer and as well as the funding provision that enabled the team to performed its activities; the PS/DYS/Staff of MOYS for the great support rendered to the project team; the NYCF Secretariat for their assistance especially the General Secretary for the tireless effort toward the effective management of the project activities; the NYCF Volunteers for their assistance; NYCF affiliates in PYFFI and YAFI and other stakeholders of the SYPTD Project. Let us continue to support the SYPTD project course as we rally together in full collaboration playing our continued role in 2014 as we anticipate attaining our collective goal towards a truly democratic Fiji and the autonomous operation of NYCF as an institution for advocacy on issues concerning youth.

10. Annexes

1. Call for Proposal for Small Grants

33

Strengthening Youth Participation in Transition to Democracy (SYPTD)

CALL FOR PROPOSALS – SYPTD SMALL GRANTS INITIATIVE

Background Strengthening Youth Participation in the Transition to Democracy is a UNDP funded Project through its Democratic Governance Thematic Trust Fund (DGTTF). The project is implemented by the Government of Fiji through the Ministry of Youth and Sports (MYS) and is closely linked with the National Youth Council of Fiji (NYCF) and its two Affiliates: the Provincial Youth Forum of the Fiji Islands (PYFFI) and the Youth Assembly of the Fiji Islands (YAFI). DGTTF overall aim is to provide UNDP country offices in accessing funding to support innovative approaches in democratic governance in politically sensitive environments and within the areas of inclusive participation.

Small Grants Initiative The rational for Grant Funding is that the young people in Fiji have varying capacities, however majority are not bound to take leadership roles or speak in front of their elders due to cultural and communal upbringing. To find their voice and contribute constructively, young people need to feel confident in their abilities and “empowered” in order to ensure that their views are heard by their elders and community leaders.

In addition, SYPTD awards small grants to youth organizations engaged in peace to implement peace-building initiatives. The small grants are open to youth organization formally registered with the Ministry of Youth and Sports or National Youth Council of Fiji, including its two affiliate organizations the PYFFI or YAFI to strengthen youth participation and engagement in transition to Democracy.The small grant initiative provides the following:

1. Funding of $5000.00 to implement strategic and catalytic peace activities 2. On-going support for the implementation of the initiative.3. Support from UNDP/MYS/NYCF in using media to profile activities.

Possible Focus Areasa. Strengthening democratic governanceb. Developing youth empowerment and leadership c. Enhancing youth participation in decision-making d. Promoting human rights and justicee. Building peace, unity and partnershipf. Enhancing positive image of young peopleg. Engaging young people in nation-buildingh. Promoting equality and non-discrimination, including gender equality

34

i. Promoting positive social and community values j. Enhancing effective youth representation in issues of national importance

Selection Criteria 1. Affiliates of Provincial Youth Forum of Fiji Islands (PYFFI) or Youth Assembly of Fiji Islands (YAFI) are eligible to apply and registered with the MYS.2. Must be a registered NGO or have a registered Parent Organization willing to accept fund on behalf of the group and be responsible for the acquittals.3. Viability of the project4. Strategic,5. Creativity and innovation 6. Application Form filled out and submitted correctly7. Impact on Peace consolidation 8. Promotes a positive youth image9. Do no harm (other people/environment etc.)10. Geographical Distribution

The following needs to be noted in regards to the application for the small grants: SYPTD small grants seek to support peace activities that build partnerships, wherever possible, especially between government and youth group entities. SYPTD grants are not designed to support full programs; the aim is to support strategic and catalytic initiatives within a broader program. However, grants can be used for a stand-alone or new initiative or to enhance programed activities. In addition to the above, proposals will be judged on their viability, creativity, contribution to national peace consolidation and potential impact.

Application FormatIf you are unable to obtain an application form, you can submit an application answering the following questions.1. Details of your organization/group Name of group/contact person What are the goals and objectives? Who are your members? Where are you located?2. What is the problem you are trying to address?3. Explain why your group should do this project above all others?4. What do you hope to achieve with this initiative?5. Who will benefit from this initiative? How?6. What is your strategy to achieving your proposed project?7. Who all will be involved? Explain individual roles and responsibilities of people involved.8. Time Line of activities9. Budget.

Timeline for Application12th August—Call for Applications announced 15 September - Deadline for submission of proposals19 Grant Committee finalizes selection 21 September — announcement of 10 successful proposals.

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22—27 September — Project Grant Training —successful Youth Group shall send 2 capable people for training.28th September —Award of Certificate and signing of MOU Project Starting DateSuccessful Youth Groups are expected to fully implement their respective Projects by February 2014To apply for the SYPTD Small Grant, application forms are available at the MYS/NYCF offices or email: [email protected] for a soft-copy and submit proposals by September 15, 2013 to:

Mr. Salesi Koroi Project Manager – MYS/NYCF Secretariat

Level 2, Nasoqo House3 Gordon Street, Suva, Fiji Islands

Tel.: 3305438 Fax: 3305438Email: [email protected]

APPLICATIONS DUE SEPTEMBER 15, 2013

2. Grant Application forms

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NATIONAL YOUTH COUNCIL OF FIJI

mailto:[email protected]

SMALL GRANT APPLICATION FORM

SECTION A: ORGANIZATION DETAIL

Name of Organization:______________________________________________________________________Contact Persons: 1. ________________________________________________________________________ Tel___________ Mobile____________ Email ____________________________________ 2. _______________________________________________________________________ Tel___________ Mobile____________ Email ____________________________________ Postal Address_____________________________________________________________ _______________________________________________________________________

SECTION B: DESCRIPTION OF ORGANIZATION (Vakamacala baleta nai Soqosoqo)

Vision ___________________________________________________________________________________Mission ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________What are the goals and objectives of the Organization?_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Where are you located? (place where the actual project to be undertaken) __________________________

__________________________________________________________________________________________________________________________________________________________________________________Who are your members? _____________________________________________________________________________________________________________________________________________________________

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SECTION C: SITUATIONAL ANALYSIS (Leqa e sotavi ka vu ni kena gadrevi me caka na sasaga oqo

SECTION D: MOTIVATION (Na vuna dou digitaka kina na sasaga oqo, mai vei ira tale eso na sasaga e tu.)

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

SECTION E: STRATEGY (Na walewale cava dou na muria se vakayacora me rawati kina nomudou sasaga)

SECTION F: TIME LINE OF PROJECT (Gauna e namaki me qaravi oti kina na veigagaca ni sasaga)

SECTION G: PROJECT BUDGET (Navunavu vakai-Lavo baleta na sasaga oqo)Give details of the cost of Project? Attach supporting documents.

COST COMPONENTS# Particulars Cash Total

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$

3. Strategic Plan for NYCF

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NATIONAL YOUTH COUNCIL OF FIJI

ANNUAL ACTION PLAN 2012-2013 (DRAFT)

PRIORITY 1 EFFECTIVE GOVERNANCE AND SYSTEMS

KEY ACTIVITY 1 NYC LEGISLATIVE AND POLICY FRAMEWORK DRAFTINGPHASES IMPLEMENTATION

TIMEFRAMESTAKEHOLDERS RESPONSIBILITY/

COORDINATIONBUDGET ISSUES/RISKS

Establishment of steering committee

June 2012 PSCFCOSSSG’s officePoliceDYSPYCSocial WelfareNYAB alumniYAFIPYFFI

VeninaMereManasa

Ministerial paper October 2012

Cabinet endorsement March 2013

KEY ACTIVITY 2 STRENGTHENING NETWORKSPHASES IMPLEMENTATION


COORIDNATIONBUDGET ISSUES/RISKS

YAFI re-activation of founding member affiliates

September 2012 Uniformed groupsAlumnisFaithbased OrgsNGOs

YAFI

PYFFI strengthening representation and

As above Divisional offices DYSPYCs

PYFFI

capacityKEY ACTIVITY 3 LONG TERM STRATEGIC PLANNINGPHASES IMPLEMENTATION


COORINDATIONBUDGET ISSUES/RISKS

Scoping with affiliates/stakeholders

December 2012 PYCSPC

5 years strategic planning with PYC

January 2013

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4. Constitution of NYCF NYCF constitution is under review by the Consultant and will be presented to the Project Board once completed but attached herein is the currentl constitution passed in Lomanikoro, Rewa.

PREAMBLE

WE, THE MEMBERS OF THE NATIONAL YOUTH COUNCIL OF FIJI:

BELIEVING – That the purpose of the National Youth Council of Fiji Islands (NYCFI) is to promote youth development in Fiji.

WE DO HEREBY CONSTITUTE AND ESTABLISH –Ourselves, as the National Youth Council of Fiji Islands – (NYCFI), as an organization of co-operation and youth development among youth groups in Fiji within the framework of the wider Pacific Youth Council (PYC)

AND WE DO NOW ADOPT AND GIVE TO OURSELVES –That this Constitution which shall replace and supersede any former Constitution and amendments made up to this present day and shall come into force on the 7 day of the month of December 2012.

PART 1 – TITLE

THIS Constitution shall be called the Constitution of the National Youth Council of Fiji Islands (NYCFI) (hereinafter referred to as “THE CONSTITUTION”).

PART 2 – INTERPRETATIONIn this Constitution unless the context otherwise requires;

“ANNUAL GENERAL MEETING” means the Annual General Meeting of the National Youth Council of Fiji Islands and is also referred to in this constitution as the “AGM”.

“BANK ACCOUNTS” means the bank accounts operated by the National Executive Council (NEC) and its affiliates who are allowed to operate bank accounts. Each bank withdrawal must be authorized by at least two members of the Executive and recorded accordingly.

“DISTRICT YOUTH COUNCIL” (DYC) means the Council consisting of representatives of Youth Organizations in any district or locality. It must have a constitution governing the collective functions of the District Youth Council and its objectives must be similar to those outlined in this constitution.

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“DIVISIONAL COMMITTEE” means a committee that represents each of the 4 Divisions being North, Central, Eastern and Western. The Divisional Committee shall consist of PYFFI and YAFI Representatives. “MINISTER” means the minister in charge of the relevant ministry engaged in youth development in Fiji “MINISTRY” means the relevant ministry engaged in youth development in Fiji.“NATIONAL EXECUTIVE COMMITTEE” means the executive committee of the NYCF involved in its administrative and secretariat work.“NYCFI” means the National Youth Council of Fiji Islands.“NATIONAL YOUTH ORGANIZATIONS” means those organizations that operate at a national level.“PROVINCIAL YOUTH COUNCIL” means one that is duly constituted under the provisions of Fijian Affairs Administrative re-organization of 1987 and operating in the same boundary of a Province under the Fijian Administration.“PROVINCIAL YOUTH FORUM OF THE FIJI ISLANDS” also referred to as PYFFI and caters to those organizations that fulfill the requirements as stipulated in this constitution.“TRUSTEES” mean the persons appointed by the AGM whose primary function is to hold on trust all real properties of the NYCF.“YOUTH” means a person between the ages of 15 – 45 years old. “YOUTH ASSEMBLY OF THE FIJI ISLANDS” also referred to as YAFI and caters to those organizations that fulfill the requirements as stipulated in this constitution.

PART 3 – NAME

3.1 The name of this organization shall be the National Youth Council of Fiji Islands (hereinafter referred to as “NYCFI”). 3.2 Registered with the Government of Fiji as a “Charitable Organization”,

PART 4 – VISION, MISSION AND VALUES

4.1 The vision of the NYCFI is towards a valued and capable youth in a prosperous and sustainable Fiji.4.2 The mission of this organization is to promote, facilitate and assist in the development of youths in Fiji.4.3 The values of this organization through this constitution shall be:(a) Equality and Justice

(b) Good Governance (Transparency and Accountability)(c) Inclusiveness and Diversityd) Peace Building

PART 5 – GENERAL OBJECTIVES AND GUIDELINES

The general objectives of the NYCFI will be to:5.1 Act as a consultative and coordinating organization for its members5.2 Advocate and represent the overall needs, issues and concerns of youth to government and non-government authorities and relevant organizations.5.3 Assist in the sustainable development and implementation of youth activities nationwide.

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5.4 Network through partnerships and affiliations with national affiliates, regional and international organisations.5.5 The general objectives will be achieved according to the following guidelines whereby the NYCFI will:

5.5.1 Formulate policy and guidelines for consultation and implementation by YAFI, PYFFI and its member organizations.5.5.2 Assist youths in capacity building for the benefit of their organizations and the community in which they reside.5.5.3 Cooperate with Government and Non-Government Agencies for the promotion of youth development equally in Fiji.5.5.4 Promote the economic advancement of interested youth organizations in the resource mobilization functions.5.5.5 Monitor approved youth projects and where applicable to make arrangements for necessary funding through appropriate donor agencies

whenever possible.5.5.6 Act without limiting the autonomy of its member organizations.

PART 6 - MEMBERSHIP

MEMBERS6.1 Members of NYCFI will include both the PYFFI and YAFI.

ELIGIBILITY OF MEMBERSHIP TO NYCFI

6.2 Members of the NYCFI shall include:(a) Youth Assembly of the Fiji Islands (hereinafter referred to as “YAFI”)(b) Provincial Youth Forum of the Fiji Islands (hereinafter referred to as (“PYFFI”)

APPLICATION FOR MEMBERSHIP

6.3 Membership of YAFI or PYFFI is automatic membership of NYCFI. PART 7 – STRUCTURE OF NYCFI

7.1 The general structure of the NYCFI shall comprise of:

(a) A National Executive Committee(b) A Board of Trustees(c) Advisory Group (d) Youth Assembly of the Fiji Islands(e) Provincial Youth Forum of the Fiji Islands

NATIONAL EXECUTIVE COMMITTEE

7.2 The National Executive Committee (hereinafter referred to as “NEC”) will be responsible for the management and administration of the NYCFI.7.3 The NEC shall comprise of thirty (30) members who have been elected from the AGM of PYFFI and YAFI prior to the NYCF AGM.

7.3.1 Of these thirty (30) elected members, fifteen (15) are elected from the PYFFI AGM and fifteen (15) are elected from the YAFI AGM. 7.3.2 These thirty (30) elected members from PYFFI and YAFI will be endorsed at the NYCFI AGM to form the NEC.

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7.3.3 The President is to be elected by and at the National Youth Council of the Fiji Island’s Annual General Meeting. The elected NEC members will elect 5 to carry out the remaining task of the Secretariat as outlined below:

(a) President (b) Vice – President(c) Treasurer(d) General Secretary (e) Public Relations Officer(f) Project Officer

7.3.4 The twenty four (24) remaining members not elected to officer positions shall be referred to as General Executive members.7.3.5 The members of the NEC will serve a term of three (3) years

7.4 The NEC shall allow for at least two (2) ex-officio seats at all NEC meetings who will include one (1) Ministry government representative and one (1) Accounts Officer and both shall have no voting rights.

7.5 The NEC shall permanently hold a one (1) seat for a Trustee representative.7.6 The NEC also reserves the right to invite Special Interest Representatives into meetings as well as members of the NYCF Advisory Board. Both Special

Interest Representatives and Advisory Board Members shall have no voting rights.

DUTIES OF THE NEC7.7 The duties of the National Executive Council shall include the following:

7.6.1 Have general powers to deal with daily matters of administration and management of the NYCFI.7.6.2 Meet four times in a year to discuss administrative matters and issues faced pertinent to YAFI and PYFFI. 7.6.3 NEC has the power to appoint sub-committees to handle pertinent issues faced by PYFFI and YAFI.7.6.4 Have a quorum consisting of two thirds members. The President shall chair the meeting and in his/her absence, any of the members may

preside upon request from General Secretary and agreement of NEC.7.6.5 Maintain an open line of communication and access to information to both YAFI and PYFFI.7.6.6 Update and maintain the register of NYCF members.7.6.7 Ensure that the General Secretary will attend and record minutes of all NEC meetings.7.6.8 Review financial records and accounts of the NYCF and make a report to the Committee once a month for discussion and action.7.6.9 Obtain the express endorsement of the Trustees to deal and make decisions on property and borrowings of the NYCFI.

BOARD OF TRUSTEES

7.8 The Trustees by this constitution shall be referred to as the “Trustees of the National Youth Council of Fiji islands”.7.9 There shall be three (3) Trustees of the NYCFI endorsed at the AGM to serve until the expiry of their term of three (3) years, resignation or removal.

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7.10 Of the three (3) trustees endorsed at the NYCFI AGM two (1) trustees shall be elected NYCFI AGM. 7.11 The three (3) Trustees endorsed by the NYCFI AGM shall serve a term of three (3) years only.7.12 The three (3) Trustees endorsed by the NYCFI AGM shall appoint from amongst themselves a voting participant to the NYCF AGM and the NEC.7.13 All property of the NYCFI shall be vested in the Trustees and shall be dealt with subject to the directions of the NYCF AGM and NEC in the best

interests of the NYCFI7.14 Trustees shall be removed if found to have engaged in a dishonest manner in their role for the NYCF.

(a) Prior to removal the NEC will request the trustee to address the NEC on the grounds of removal(b) The AGM shall have the final decision on the removal of any Trustee.

7.15 Trustees may resign by written notice to the NEC of two (2) weeks.7.16 In the case of resignation and removal of a NEC trustee the interim to be elected until the next AGM or a Special General Meeting endorses the new

trustee(s).ADVISORY BOARD

7.13 The NEC shall appoint three (3) members to form the advisory board of the NYCFI. The advisory board shall:(a) Have no voting rights at the AGM and NEC meetings.(b) Have no powers to make binding decisions on the NEC(c) Act only in an advisory role offering recommendations and advice to the NEC.

7.14 Members of the advisory board shall be appointed based on:(a) Neutrality(b) Seniority and experience in the non-governmental sector (c) Relevant experience to the work of NYCFI.

YOUTH ASSEMBLY OF THE FIJI SLANDS (YAFI)

7.15 Membership of YAFI to the National Youth Council of the Fiji Islands to be guided by the Constitution of the Youth Assembly of the Fiji Islands

PROVINCIAL YOUTH FORUM OF THE FIJI ISLANDS (PYFFI)

7.16 Membership of the Provincial Youth Council of the Fiji Islands (PYFFI) to the National Youth Council of the Fiji Islands (NYCFI) to be guided by the

Constitution of the (PYFFI)

PART 8 - ANNUAL GENERAL MEETING (AGM)

8.1 The Annual General Meeting (referred hereinafter as the “AGM”) shall be held once in a calendar year. 8.2 The AGM is the only forum where amendment(s) to this Constitution can be made.8.3 All constitutional amendment(s), policy, ruling, decisions and directions from the AGM shall be binding on all members of the NYCFI.

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8.4 The AGM shall be constituted of the following two (2) voting bodies:(a) Seventy five (75) Representative of PYFFI(b) seventy five (75) Representative of YAFI

8.5 The one hundred and fifty voting participants are elected by PYFFI and YAFI at their respective Annual General meeting.8.5.1 The General Secretary shall be notified by YAFI, PYFFI and the NYCF Board of Trustees no later than 3 weeks prior to the NYCF AGM of the

three (3) elected voting participants.8.5.2 The one hundred and fifty (150) elected voting participants shall be required to vote at the AGM and Special General Meetings

8.6 Additional participants of the AGM from affiliated organizations shall be credited with observer status only.8.7 The conduct and procedure for the AGM shall be in accordance with standing orders to be determined by the NEC. Such standing orders may be

amended by the AGM or at special meeting of the AGM.8.8 The President of the NEC shall be the Chairperson of the AGM. In his or her absence the AGM shall be chaired by the Vice President.8.9 An Agenda for the AGM shall be prepared by the General Secretary and distributed to all relevant groups prior to the AGM.8.10 Matters to be raised at the General Assembly must be tabled through written motions to the General Secretary no later than 3 weeks prior to the

AGM except by late motion to be decided by the NEC.8.11 The General Secretary shall prepare a report of the proceedings of the AGM and it shall be prepared and distributed to PYFFI, YAFFI, the NYCF Board

of Trustees and the NEC together with an annual report and an audited statement of the NYCF.QUORUM

8.12 At any AGM or special meeting of the AGM the quorum shall be two thirds of those who are entitled to vote.VOTING

8.13 Only the three representatives of PYFFI (1), YAFI (1) are entitled to vote.

8.14 The Chairperson may allocate neutral person(s) to collate votes with the approval of the NEC and in instances where there is an urgent vote, the AGM reserve the right of approval.

NOTICE OF AGM8.15 All relevant organizations shall be notified of the AGM at least thirty (30) days before the date of the AGM.

PART 9 - FINANCE9.1 The NEC must open an account in the name of the NYCFI, at a bank and cheques drawn from the account shall be signed by NEC members and the

Accounts Officer as the NEC may determine.9.2 The NEC shall have the power to expand funds to meet costs of the administration to promote the expansion of leadership and youth training,

assistance with local and international representation at events and such other purposes as the NEC may determine.9.3 The NEC shall have full power to invest or to borrow monies in such manner and for such purposes compatible with its objects as the NEC may

determine.9.4 The NYCF shall not be conducted for the profit of its members and no part of its income or assets shall accrue to the benefits of any officer or other

member.46

PART 10 – AFFILIATION10.1 The NYCFI is an affiliate to the Pacific Youth Council.

PART 11 – LIABILITY11.1 All members of the NYCF shall not be liable and are indemnified against all costs, losses, debt, damages or expenses incurred by the NYCF in the

carrying out of its duties and objectives.PART 12 – ACCOUNTS AND AUDIT

12.1 The financial year of the NYCF shall be from 1st January to 31st December in each year.12.2 The members at each AGM of the NYCFI shall appoint an Auditor for the next twelve (12) months. The Auditor shall audit the accounts of the NYCFI

as at the close of the financial year. The Auditor shall not be a member or ex-officio member of the NEC.12.3 A member may at any reasonable time inspect without charge, inspect the books, documents, records and securities of the NYCFI, but may not

remove them from the custody of the NEC.PART 13 – ASSETS

13.1 The NYCFI through its trustees shall have power to own property, if it is in the best interest of the NYCF and so determined by the NEC. The Property of the NYCFI shall be vested in the Trustee.

PART 14 – AMENDMENTS TO CONSTITUTIONS14.1 Any part of the Constitution may be repealed or amended or a new rule made, by a two-thirds majority voting at an AGM or special meeting of the

Assembly. Notice of such repeal amendment or addition to the constitution shall be given to NYCFI members not less than 30 days prior to the date of the AGM or a Special Meeting.

PART 15 – COMMON SEAL15.1 The Common Seal for the NYCFI shall be affixed on the directions of the National Executive Committee by the Secretary in the presence of any two

members of the General Assembly. Any such usage is to be recorded in the Minute Book.PART 16 – DISSOLUTION

16.1 In the event of the dissolution of the NYCFI, any property of the NYCF remaining after satisfying all debts and liabilities shall be distributed:(a) To another incorporated organization working for the benefit of youth development in Fiji or;(b) To the Pacific Youth Council or(c) For other educational, charitable or benevolent purposes; which shall be determined by resolution of members when authorizing the NEC to

prepare for the distribution of surplus property of the NYCF.

The AMENDMENT to this constitution was carried out in LOMANIKORO Village-REWA on the 7th day on the 12th month of the year 2012. The amendment was carried out and endorsed as a working and guiding documents with Principles of the National Youth Council of the Fiji Island’s by its members.

(NYCFI AGM-Constitution Sub-Committee).

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Documents

Acronyms - info.undp.org Web viewNewspaper advertisement and word of mouth marketing were few other strategies employed as vehicles to disseminate youth related information . ... Ricoh