plm_4mar2014

=Tuesday 4 March 2014= =Venue: ILRI campus, Sokoni meeting room= =Minutes=

Agenda

1. Preparations for the 24-28 March Theme Planning Meeting 2. Preparations for the 9th PPMC Meeting 3. Carry Over 2013 allocation to Gender Mainstreaming 4. Status of 2013 Annual Report 5. Update on 2014 POWB and gender fund

Present Pat Rainey – Program support coordinator Diana Brandes – Capacity development Kathy Colverson – Theme leader, Gender, Impact and Learning Michael Blummel – Theme leader, Feeds and Forages (by SKYPE) Acho Okike – Theme leader, VCD (by SKYPE) Okeyo Mwai - Focal point, Animal Genetics Phil Toye - Theme leader, Animal Health An Notenbaert - Theme leader, Targeting Sustainable Interventions Alessandra Galie - Gender, Impact and Learning Tom Randolph - Program director Esther Ndung'u - Administrative assistant Evelyn Katingi - Communications

All to respond to the email requesting an attribution to be made to other CRPs for indicators. Pat informed the team that investment into a web-based database that can capture all the required program indicators is ongoing. Theme annual reports are still being reviewed and comments will be circulated by Tom and Pat. || Pat to share the list for theme leaders to insert missing records and links and verify their publications || __Funds allocation criteria response from Pat__ This information was also communicated by Tom in various emails. ||  || PPMC has agreed on the allocation of the funds, where (1) about 30-40% goes to each partner centre, (2) another percentage will be open to a competitive call to researchers for activities that they need funded that are consistent with log frame and foster cross centre collaboration. || Tom to send out accurate details on the funds and the percentages allocations || linkages proposal funding || A call has been circulated to all theme leaders/focal points and activity leaders to submit proposals for this. Some of the call's objectives include fostering partnership with American universities and filling in the potential gaps within the program's research. Details on the call is also available on the Livestock and Fish yammer group. Decision on selecting the winner will be transparent and shared with program members. || Proposals to be submitted by 31 March 2014 to Stuart and Esther. || VCD and Feeds Theme Leaders to nominate Activity Leaders per their 2014 logframes and send to Pat. || Transport: Individual transport itinerary needs to be confirmed and shared with Esther as soon as possible for the finer arrangements of transport to and from Naivasha. Night transport to Naivasha by road is not allowed. A pre-meeting for the Animal Health theme will be held on 11-12 March at ILRI,Nairobi since not all Animal Health team members will be able to attend the Naivasha meeting. Genetics team members from WorldFish will be on campus the Tuesday and Wednesday prior to going for the theme meeting in Naivasha for other meetings at the ILRI campus. Agenda will be shared Tuesday next week. || Pat/Esther to develop a bus schedule for the ground transport.
 * **Agenda** || **Discussion** || **Action Points** ||
 * 2013 Annual report || Final checks on the indicator data are ongoing and a verification of ISI publications has also been done.
 * 2013 carry over funds || Diana requested an explanation of how the carry-over funds allocations were made and what management structures were used in deciding funds allocation.
 * The management agreed that up-to 20% of carry over funds per theme would be acceptable
 * Any differences after the 20% was allocated into a common pool of carry over funds
 * A competitive call for the common pool funds was then sent out to all the themes
 * A gender mainstreaming pool was developed where additional carry over funds were put in and these funds are to be used by all themes to carry out gender work
 * Additional funding || Additional funding is expected to be received from the CO (+/- USD 3million)
 * USAID $107,800
 * Program communications || Concerns that not all of the information that is shared from the management unit trickles down to all the people working in the program. || Management unit to share information as widely as possible and theme leaders and focal points to ensure that they share widely within their themes.
 * 24-28 March Theme Planning Meetings || Attendance: All theme leaders to ensure that their team members/invitees have confirmed attendance.

Themes to carry out prior preparations before theme meeting.

Stuart/Peter/Pat/Tom to work on the draft agenda and circulate early next week. ||
 * 9th PPMC Meeting, 3-4 April, WorldFish, Penang || List of activities and action points that is required by those attending the meeting was sent by Pat, including;
 * Monitoring and evaluation brief that is to be presented by Keith Child
 * Case for a separate gender IDO, issue brief to be prepared by the gender team (Kathy/Alessandra)
 * Issue brief on the value chain coordinator's role including what needs to be done to empower the value chain coordinators to be prepared by Stuart || Pat to follow-up of the issue briefs that should be prepared.

IBs from Keith, Kathy/Alessandra and Stuart. ||