ATPS National Chapters Regional Council & Secretariat Management Retreat

Hilton Hotel, Nairobi, Kenya 28 30 April 2011

Introduction: In 2007, the ATPS National Chapter Coordinators and the Secretariat staff held a series of facilitated participatory dialogues aimed at strengthening relationships amongst (and effectiveness in delivery of ATPS strategic objectives by) the two implementing arms of ATPS activities on the continent. The facilitated participatory sessions which in February 2007 were concluded by two separate SWOT analyses with the Secretariat Staff at Safari Park Hotel, Nairobi Kenya, 28 June 2007; and Birchwood Hotel, Johannesburg, South Africa, 27 November 2007; and an annual general meeting held in Johannesburg, South Africa on 27 November 2007. These SWOT analyses workshops facilitated by Dialogue Matters UK culminated in two SWOT analyses reports which identified, amongst other important issues: (i) the need to improve the communication between the ATPS Secretariat and the National Chapters; (ii) strengthen the National Chapters involvement in the implementation of ATPS programs and in decision making at the national levels; (iii) revitalization of the ATPS small grants programs, (iv) improve the visibility of the ATPS, etc. These recommendations were taken into account in the finalization of the ATPS Phase VI Strategic Plan, 2008 2012 which is now at its mid-term of implementation. Subsequent implementation planning meetings held with the National Chapter Coordinators, Secretariat staff and the ATPS Board in 2008/9 led to the streamlining of implementation activities of the Phase VI Strategic Plan. A number of institutional reforms and program activities have been implemented to address the recommendations and strategic objectives of the Phase VI Plan. Retreat Objectives: The retreat provides an opportunity for the National Chapter Coordinators, the ATPS Regional Council members, and the ATPS Secretariat management to:

1. Reflect on the progress made towards addressing the recommendations of the SWOT analyses and the implementation of the ATPS Phase VI Plan and identify areas for improvement for the implementation of the remaining half of the Phase VI Strategic Plan, 2011 - 2012; 2. Kick-start a forward looking strategic planning and priority setting for the Phase VII Plan, 2013 2018. 3. Streamline the implementation of the resolutions of the ATPS national chapters, the regional council, the Board and the AGM during the series of meetings held in 2010, 4. Participate with European and African stakeholders in a round table discussion on implementation planning for the African manifesto for STI launched in Cairo, November 2010. 5. Plan for the 2011 mid-term external evaluation of the ATPS Phase VI Strategic Plan implementation activities Expected Outcomes: The retreat is expected to be transparent and objective, to provide a shared vision and a shared responsibility for improving the international reputation, policy relevance, and impacts of the ATPS in Africa and beyond. It is expected to provide actionable recommendations on how the recommendations of the African Manifesto for STI can be implemented as well as how the ATPS can be strengthened to better achieve its strategic objectives.

DATE: Thursday, 28 April 2011 VENUE: Taifa Meeting Room, Hilton Nairobi, Kenya
TIME 10:00 10:05 am 10:05 10:15 am 10:15 10: 45 am 10:45 11:00 am AGENDA ITEMS Adoption of agenda (1) Minutes of Previous meetings in Cairo, 28 & 29 November 2011 (1.1) Matters Arising from the Minutes ACTIONS REQUIRED Adoption Minutes reviewed and adopted Actionable Recommendations RESPONSIBILITIES Chair: Dr. George Essegbey/Ms. Manal Samra Note Taker: - Ms. Caroline Thuku

(2) Update on Decisions of the 18th ATPS Board meeting held on 30 November Information only 2011, Cairo Egypt (3) Progress reports from the ATPS Secretariat/Program Coordinators : i) Agricultural Innovations Program Dr. Nicholas Ozor i) Update on progress made with regard to Grant Terms of Reference with iii) Intellectual Property Rights ProgramDonors Dr. Maurice Bolo ii) Climate Sense Program (Small Grants) - Ms. Wairimu Mwangi iv) Financial Management & Administration of grants issued to National Chapters Mr. Richard Muriuki v) AWFST/AWFST Climate Innovation Challenge Program grants issued Dr. Kevin Urama vi) Committed grants to National Chapters in 2011 (3.1) Matters Arising from the reports from the Secretariat & strategy for address gaps / challenges Actionable Resolutions on how to address gaps and improve performance ii) Key challenges identified iii) Actionable recommendations for improvement adopted

11:00 12:30 pm

(Each presentation to take 30 minutes including a 10 minute Q&A Session)

12:30 1:00 pm

All

1:00 2:00 pm 2:00 3:30 pm (5 minutes for each coordinator)

LUNCH BREAK (4) Challenges faced by the National Chapters in Coordinating Programs and realistic recommendations on what the Secretariat could do to improve the situation 1) Update on progress made with regard to the recommendations of the SWOT analyses report

Each National Chapter to Present

DATE: Thursday, 28 April 2011 VENUE: Taifa Meeting Room, Hilton Nairobi, Kenya
TIME AGENDA ITEMS ACTIONS REQUIRED 2) Key challenges identified 3) Actionable recommendations for improvement adopted 3:30 4:00 pm TEA/COFFEE/HEALTH BREAK Challenges faced by the National Chapters in Coordinating Programs and realistic recommendations on what the Secretariat could do to improve the situation (continued) (4.1) Matters arising from the presentations by the National Chapter Coordinators Actionable Recommendations Required RESPONSIBILITIES

4:00 4:30 pm

As above

Each National Chapter to Present

4:30 5:00 pm

Actionable resolutions adopted

All

DATE: Friday, 29 April 2011

TIME 7:30am 5:00 pm SETDEV Breakfast Roundtable with (Separate program Stakeholders & Final Outputs Workshop to be circulated for this activity) AGENDA ITEMS ACTIONS REQUIRED Presentation of key outputs, implementation strategies for the African Manifesto and the way forward RESPONSIBILITIES

ATPS & SETDEV Partners

DATE: Saturday, 30 April 2011

TIME AGENDA ITEMS (5) Strategy for Strengthening Regional Council / National Chapters/ATPS: i) Implementation of the 2010 Resolutions of the RC/NCs/AGM & the ATPS Board ii) Regularization of Membership iii) Institutionalization in National Councils for S&T ACTIONS REQUIRED RESPONSIBILITIES

9:00 10:00 am

Actionable resolutions adopted

All

DATE: Saturday, 30 April 2011

TIME AGENDA ITEMS iv) Finalization and Signing of the Memorandum of Agreement between ATPS & its National Chapters v) Chapter Expansion and Strengthening dormant /weak national chapters vi) Establishment of Regional Offices (6) Call for Concept notes for the African Scientific Revival Day Celebration in National Chapters (7) Theme and venue for the 2011 annual conference and workshops Expression of Interest from National Chapters invited TEA/COFFEE/HEALTH BREAK (8) ToR for ATPS Mid-Term Evaluation & Logistics for Evaluation (9) A.O.B Letter from Francophone chapters (Roch Mongbo) Update on the Lesotho chapter Update on the Tanzania Chapter (10) Team building Information only ATPS Secretariat ACTIONS REQUIRED RESPONSIBILITIES

10:00 10:15 am

Information only

ATPS Secretariat

10:15 10:30 am

Theme and venue agreed & conference committee agreed

All

10:30 10:45 am 10:45 11:00 am

11:00 11:30 am

ATPS Secretariat

11: 30 1:00 pm

TBC

All