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Report on the review of ACG structure

Report on the review of ACG structure. The Exchange of Information Task Force October 7-9, 2009 The 13th ACG General Meeting in Hanoi. Study background. Discussion at ACG12 in Singapore Senior management meeting

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Report on the review of ACG structure

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  1. Report on the review ofACG structure The Exchange of Information Task Force October 7-9, 2009 The 13th ACG General Meeting in Hanoi

  2. Study background • Discussion at ACG12 in Singapore • Senior management meeting • Senior management identified the need to review the ACG structure for active role of ACG. • General Meeting • For the further discussion, the task of “the review of the ACG structure” was assigned to the Exchange of Information Task Force.

  3. Approaches for the review • Exchange of Information T/F discussion • exchanged overall views and agreed on setting up Small Group for in-depth discussion. • Small Group discussion and survey • Members • CDP(SGX), JASDEC, KSD, NSDL, SD&C • Activities • Study on the organization structures of CSD groups in other region and exchange of opinions on a suitable structure of ACG • Survey in the form of questionnaire to the T/F members on the following points: • review the current structure and its effectiveness, • evaluate the tentative plan for new organization structures. • Study report at ACG13 • Exchange of Information Task Force repot the study results to ACG13 general meeting.

  4. Questionnaire results

  5. Brief summary • 15 members out of 23 Exchange of Information Task Force members answered the questionnaire. • Outcomes • Many members agreed the need to strengthen the ACG function for the future. • For such purpose, all members recognize the need for establishment of an additional internal body (e.g. advisory committee/executive committee) in ACG.

  6. Evaluation on the current ACG’s activity and structure

  7. Purposes of ACG • Almost all respondents consider the current purposes of ACG are adequate. • Some members suggest that ACG should develop best practices in the region or should have the authority to address and gain consensus across industry wide initiatives. *1: fully-achieved 2: well-achieved 3: modestly-achieved 4: hardly-achieved 5: not achieved

  8. Current bodies and activities of ACG • General Meeting • Expected roles and commitments: • Supreme decision making body • Place to promote the mutual cooperation • Channel between members and other international groups • Functions to be strengthened: • Well-planned agenda and meeting contents • Regular follow-up and update of tasks, activities and projects of ACG • Effective and prompt support from the secretariat and an executive committee

  9. Current bodies and activities of ACG • Chairman • Expected roles and commitments: • Moderator of the General Meetings and other member meetings • Leader to encourage members’ participation • Governor of the Secretariat’s activities • Functions to be strengthened: • Frequent communication with ACG members • Greater focus of the roles and responsibilities • Leading an executive committee/secretariat which supports Chairman’s activity

  10. Current bodies and activities of ACG • Secretariat • Expected roles and commitments: • Support Chairman to coordinate communication between ACG members, activities and tasks of ACG • Administrative support for ACG events • Functions to be strengthened: • Management and coordination of internal/external activities • Authority to garner support and opinions from members • Frequent communication with ACG members • Adequate resources shall be allocated (full-time secretariat /standing committee)

  11. Current bodies and activities of ACG • Task Forces • Expected roles and commitments: • Place for information exchange, research and discussions on specific services and issues • Support cross-training seminar • Functions to be strengthened: • Selection of appropriate themes and topics • More frequent communication among Task Force members • Interaction between Task Forces

  12. Current bodies and activities of ACG • Coordination among ACG internal bodies • Almost all respondents consider: • ACG bodies (the General Meeting, a Chairman, the Secretariat, and Task Forces) work in close cooperation with each other, but not perfectly yet, • the coordination and cooperation among each ACG body should be improved and strengthened.

  13. Questions about the new ACG structure

  14. General Meeting General Meeting Meeting Host Executive Committee Chairman (Meeting Host) Chairman Executive Committee Secretary Secretariat (Meeting Host) Task Force Task Force ・・・ Task Force Task Force ・・・ New structure models of ACG Plan 1 Plan 2 Plan 3 General Meeting Chairman (Meeting Host) Secretariat (Meeting Host) Advisory Committee Task Force Task Force ・・・ • Basic structure of ACG unchanged • Meeting host will become Chairman and Secretariat to manage the ACG activities • The advisory committee will be newly established to support the Secretariat for overall ACG activities from a long-term perspective. • Executive committee will be newly established to manage the overall ACG activities from a long-term perspective. • Meeting host (= the Secretariat) will automatically become one of the Executive Committee members. • Executive committee will be newly established to manage the overall ACG activities from a long-term perspective. • The Chairman and the Secretary are appointed by the executive committee. • The meeting host only organizes ACG general meeting. The meeting chairperson will be elected from host organization.

  15. Plan 1 : Establish an advisory committee General Meeting • Supported by: 2 respondents • Reason: • Based on the current core structure of ACG • Being complementary to the development status of ACG • Available to enhance the level of consistency and continuity of ACG activities without having to amend the ACG Charter Chairman (Meeting Host) Secretariat (Meeting Host) Advisory Committee Task Force Task Force ・・・

  16. Plan 2 : Establish an executive committee (with a meeting host) General Meeting • Supported by: 10 respondents • Reason: • Better structure for flexible and prompt management and close corporation of ACG activities with a consistency and continuity • Leadership taken by an executive committee from diversified perspective. • Effective structure to share responsibilities and tasks • Active participation by a meeting host to facilitate the General Meeting management Chairman (Meeting Host) Executive Committee Secretariat (Meeting Host) Task Force Task Force ・・・

  17. Plan 2 (cont’d) • Additional comments and suggestions from members: • Additional advisory bodies can be established to provide advice to the executive committee on different topical issues. • An elected Chairman (elected by the general meeting) within the executive committee and the meeting host also taking executive committee role including Secretariat responsibilities • May be better if a meeting host does not double as the Secretariat and the Chairman to take a wider view of ACG members.

  18. General Meeting Meeting Host Executive Committee Chairman Secretary Task Force Task Force ・・・ Plan 3 : Establish an executive committee (without a meeting host) • Supported by: 3 respondents • Reason: • Sufficient powers to discharge its responsibilities effectively and to keep consistency of the activities • More advisable organization of the General Meeting with the strategic decisions • Reduction of the responsibility of the meeting host who should only focus on the logistic issues

  19. Other comments on the new structure models • In-depth feasibility study on each plan may be necessary • Need to consider how an executive committee can arrange the time to work on activities and tasks • May need to set the member fee to support the hosting member or committee members’ work

  20. A form of an advisory/executive committee *Other options: - Task Force conveners + the former secretariat + the secretariat to be - Member vote + Task Force conveners + Chairman - Starting with Task Force conveners and revert to an elected committee members later “Combination” is the selection process combined of: - Member vote (solely obtains 6 votes) - Conveners of T/F (solely obtains 2 votes) - Ex-secretariats (solely obtains no vote)

  21. A form of an advisory/executive committee (cont.)

  22. Further discussions– After ACG13 –

  23. Further discussion by all ACG members • All ACG members should join further discussions • It is important for all members of ACG to participate and make input in the discussion • Establishment of the Working Committee • For the in-depth discussion and practical work for finalizing the formal proposal plan of the new structure, Exchange of Information T/F suggests that the Working Committee be established by members’ vote. • Tasks of the Working Committee • Setting up of clear goal with concrete schedule • In-depth study on authority and responsibility of each ACG internal body • Necessity for introduction of membership fee • Amendment of the ACG Charter

  24. Roadmap after ACG13-Tentative plan suggested by the Exchange of Information Task Force • ~ The end of 2009 • For further discussions, the Working Committee will be established by members’ vote. • 1Q 2010 • The Working Committee members set the schedule and goal of the ACG structure review. • 2Q~3Q 2010 • Seeking ACG members’ opinions and comments, the Working Committee discuss the new structure plan and draft the ACG Charter if there is a need for amendment. • 3Q~4Q 2010 • Based on the Working Committees study, the new ACG structure plan and the amended ACG Charter shall be presented and put on the ballot at the ACG14.

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