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MINUTES OF MEETING

MCA NAMIBIA BOARD ORDINARY MEETING

MCA-NB/M EETING 4 OF zOtO I 15.04.10

DATE: 15 April 2010

TIME: 7:30h00 - 11h00

VENUE: F0rstenhof Hotel, Windhoek Namibia

ABBREVIATIONS

AG Attorney General

CEO Chief Executive Officer

CIF Compact lmplementation Funding

DRFN Desert Research Foundation of Namibia

DG Director General

ETSIP Education and Training Sector lmprovement Programme

FENATA Federation of Namibian Tourism Associations

GRN Government of the Republic of Namibia

GNT MCA GRN Senior Government Officials Negotiating Team

MAWF Ministry of Agriculture, Water and Forestry

MCA-N Millennium Challenge Account Namibia

MCA-NB MCA Namibia Board

MCC Millennium Challenge Corporation

MoF Ministry of Finance

MoHSS Ministry of Health & Social Services

MRLGHRD Ministry of Regional & Local Government, Housing & Rural Development

MoE Ministry of Education

MET Ministry of Environment & Tourism

MLR Ministry of Lands & Resettlement

MTI Ministry of Trade & lndustry

MWT Ministry of Works & Transport

M&E Monitoring and Evaluation

NCCI Namibia Chamber of Commerce & lndustry

NPC National Planning Commission

PS Permanent Secretary

PSM Performance Management System

PRESENT

MCA Mandated Government Board Members

Mr. Tom Alweendo - Director General, NPC and Chairman of the MCA-NB

Hon. John Mutorwa - Minister, MAWF

Hon. Calle Schlettwein - Deputy Minister, MoF

Hon. Pricilla Beukes - Deputy Minister, RLGHRD

Hon. Tweya Tjekero - Deputy Minister, MTI

Mr. George Simataa - Permanent Secretary, MWT

MCA Other Board Members

Mr. Justin Ellis - Education Expert

Ms. lnge Zaamwani-Kamwi- CEO, Namdeb

Mr. Sem Shikongo - Director: Tourism, MET

Dr, Mary Seely - Associate, DRFN

Ms. Jackie Asheeke - CEO, FENATA

Mr. Alpheus Muheua - Deputy Director: lndustrial Relations, PSM

Non-Voting Board Member

Mr. Oliver Pierson - MCC Deputy Resident Country Director

MCA Namibia Staff

Ms. Penny Akwenye - MCA-N CEO

Drs. Eline van der Linden - Dep CEO: Programme lmplementation, MCA-N

Mr. Sikongo Haihambo - Dep CEO: Operations, MCA-N

Ms. Leezhel van Wyk - MCA-N Legal Advisor

Dr. Helmke Sartorius von Bach - MCA-N Director: Agriculture

Dr. Fanuel Demas - MCA-N Director: Tourism

Ms. Tuli Nghiyoonanye - MCA-N Director: Education

Mr. Alick Kawerama - MCA-N Director: Finance and Administration

Mr. Nick Hibbert - Director lnfrastructure

Mr. Johann Botha - MCA-N Director: Procurement

Ms. Rosa Hamukuaja-Thobias - MCA-N Manager: Public Outreach

Ms. Hilya Shikongo- MCA-N Manager: Procurement

Mr. Paul Amoomo - MCA-N Manager: Human Resources

ABSENT WITH APOLOGIES

Hon. Saara Kuugongelwa-Amadhila - Minister, MoF.

Hon. Jerry Ekandjo - Minister, MRLGHRD (Represented by Hon. Pricilla Beukes, Deputy Minister)

Hon. Dr. Hage Geingob - Minister, MTI (Represented by Mr. Tweya Tjekero, Deputy Minister)

Mr. Charles Kabajani- ETSIP Programme Manager

2 & MCA-NB Minutes of Meeting 15 04 10

Hon. Alpheus! Naruseb - Minister, MLR

Ms. Maggy Nghatanga - Director: Primary Health Care, MoHSS

SUBJECT MATTER RESPONSIBLE

PERSON

L CONSTITUTION OF THE MEETING

L.t Quorum and Confirmation of Notice

Due notice has been observed. The meeting was duly constituted in terms of

the By-Laws, requiring the presence of at least 4 mandated Government

Board Members and at least 5 other Board Members.

L.2 The Secretary to the MCA-NB

Ms. Van Wyk, MCA-N Legal Advisor, served as Secretary to the MCA-NB.

1.3 Adoption of the Agenda

The Agenda was adopted without any additions.

2 DECLARATION ON CONFLICT OF INTERESTS

2.1 Declaration on Conflict of lnterest

No new declarations were made.

2.2 Declaration on conflict of interest by those present on any item on the

Agenda.

Ms. Penny Akwenye (CEO), and Dr. Mary Seely (MCA-N Director), declared an

institutional conflict of interest with MCA-N/Motion t5/zOtO, as fully

declared in the minutes of the previous MCA-NB. The Board noted this

declaration and agreed that they will be excused when the item is discussed.

3. NOTING OF ROUND ROBIN RESOLUTIONS SINCE THE MCA-NB HEID ON 11

MARCH 2O1O

1. MCA NB/RES s/2010

As of 16 Februarv 201-0, in terms of the powers vested in them in terms of

Section 3.11(b)(iv), the MCA-NB, approved the following motion by written

consent, in lieu of a formal meeting that the MCA Namibia Board provide

their approval to the award of the standard MCA-N Agreement for the Data

Quality Review Consultancy to Oxford Policy Management at a total cost of

usi 449,772 (circa NS 3,375,000).

2. MCA NB/RES 6/2010

As of 11 March 2010, in terms of the powers vested in them in terms of

Section 3.11(b)(iv), the MCA-NB, herewith resolves to approve the following

motion by written consent, in lieu of a formal meeting that the MCA Namibia

Board provides their approval to appoint Ms Kandiwapa Shejavali as Director:

Monitoring & Evaluation at the Millennium Challenge Account Namibia (MCA-

RES s/2010

RES 6/20L0

3 * MCA-NB Minutes of Meeting 15 04 L0

N) I

I3. McA NB/REsTlzoLo I

I

As of 11 March 2010, in terms of the powers vested in them in terms of I

Section 3.11(b)(iv), the MCA-NB, approved the following motion by written l----,-consent, in lieu of a formal meeting: That the MCA Namibia Board provides

I RES 7/2010

their approval not to renew the Crown Agents Contract after it's expiry on :O I

rune 2010. I

4. MCA NB/RES 8/2010 I

I

As of 11 March 2010, in terms of the powers vested in them in terms of I

section 3.11(b)(iv), the MCA-NB, approved the following motion by written I

nes a/zoro

consent, in lieu of a formal meeting: That the MCA Namibia Board nrovides I

their approval the amendments as proposed I

s. McA NB/MofloN e/2010 |

I

As of 11 March 2010, in terms of the powers vested in them in terms of I

Section 3.11(b)(iv), the MCA-NB, approved the following motion by written I

neS S/ZOfO

consent, in lieu of a formal meeting: That the MCA Namibia Board Rrovides I

their approval to award the standard MCA-N Agreement for Goods I

Procurements to Rex Quip (Pty) Ltd for the Supply and DeliverV of Road I

Maintenance Equipment to the Game capturing Unit of the Ministrv of I

Environment and Tourism at the total cost of NAD9,427,560. I

I

6. McA NB/MoiloN 10/2010 I

As of 11 March 2010, in terms of the powers vested in them in terms of I

Section 3.11(b)(iv), the MCA-NB, approved the following motion by written I ^--.^consent, in lieu of a formal meeting: That the MCA Namibia Board provides

I RES 10/2010

their approval to awarding the standard MCA-N Contract for ConsultinS I

Services to Aurecon for the provision of consulting services for the I

Environmental and Social lmpact Assessment (ESIA) for the Construction of I

MET Staff Houses at the Ombika and Galton Gates of the ENP at the cost of I

NAD2,866,871. I

4. MOTIONS

4.t nltCn-Ne/nnOTtON 3lz1t} - APPROVAL OF ORGANISATIONAL KPA CHART

The cEo presented the Key Performance Areas (KPA's) for MCA-N as an

organisation for the period ending 30 September 2010' This presentation was

MCA-NB Minutes of Meeting 15 04 10 \"\

RES 3/2010

: i = : ;-'. l?fltSdlrOiror

accompanied by the cEoC pertotmance Contract linked to the or1

KPA Chart. The MCA-NB was informed that the matter was discussed in a

^Ll^I r+ tha

;::;'fi';i;; Meeting - the minutes or which were atso tabled at the

current Board Meeting'

MCA-NB/RES 3/2010 - Subject to the above' the MCA-NB approved the:

o MCA-NB Organisational Performance KPA CharU

o The Performance Contract for the CEO;

o The Performance Contract for the CEO to be used as template for

other MCA Namibia staff members'

RES 11l2010

Ms. Van WYk Presented the terms of

Committees established in Resolution

were inserted in MCA-NB Board Pack'

reference relating the MCA-NB Sub

MCA-NB/oM17 128.09.09/RES 3' as

MCA-NB/RES 11/2010

The MCA-NB resolved to approve the Terms of References for the MCA-NB

sub_committees for Agriculture, Education, Tourism, and Finance and

Procurement as Presented'

RES 13/2010

rracn--rrre/vtoTloNt3|aOLO

Drs. Van Der Linden motivated the approval of the MCA Namibia Monitoring

and Evaluation Plan' The MCA-NB discussed the Tourism Awareness

Measures in the M&E Plan and Management agreed to refine it'

MCA-NB/RES 13/2010

The MAC-NB approved the M&E Plan subiect to any changes that might

emanate from the above stated comment on the inclusion of tourism

awareness measures'

RES 1412110

vran-r't e/ M OTION L4 I 20LO

Mr. Botha motivated the Procurement Plan for the period 1 May' 2010 to 31-

October, 2010'

MCA-NB/RES t4l20toMCA Namibia Board approved the content of the Procurement Plan for the

period 1 May, 2010 to 31 October' 2010'

matter to the MCA-NB'

rvrcn-ll e/MOTlo N L5 | aOLO

Ms. Akwenye and Dr' Seely recused themselves as Mr' Botha introduced this

ffiffiffiinrtes of Meeting 15 04

MCA-NB/MOTTON 15/2010

The MCA-NB resolved:

(a) Management proceed with contract negotiations with the Natural

Resources Institute; and

(b) Based on the outcome of the contract negotiations, Management is

to make a further submission to the MCA Namibia Board with

recommendations on the final award of the contract, before

entering into a contract with the Natural Resources lnstitute.

RES 1sl2010

4.6 MCA-NB/MOTTON 16/2010 - CONFLICT OF INTEREST POLICY

Ms. Van Wyk presented the policy to the MCA-NB as a re-submission after it

was considered by the MCA-NB in September 2009 and referred back with

comments.

MCA-NB/MOTTON 16/2010

The MCA-NB approved the Conflict of lnterest Policy as revised.

RES 16/2010

5. STANDING ITEMS

5.1 CEO's Report

The Board noted the Report as presented by the CEO.

5.2 Quarterly Financial Reporting

The Board noted the Quarterly Financial Report as presented by Mr,

Kawerama.

5.3 Quarterly Risk Register

The Board noted the Risk Register.

5. ANY OTHER BUSINESS

None.

7. CLOSING OF THE MEETING

There being no other business, the Chairperson closed the meeting, thanking

all participants for their contributions.

8. DATE OF NEXT MEETING

28 May 2010

CONFIRMED BY THE CHAIRMAN

astpDATE

o { vcn-ru4 Minutes of Meeting 15 04 1"0