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regional committee

PAN

AMERICAN

WORLD

b))

HEALTH

HEALTH

ORGANIZATION

ORGANIZATION

XVI Meeting XVII Meeting

Washington, D. C. September-October 1965

Provisional Agenda Item 31 CD16/9 (Eng.) 22 June 1965

ORIGINAL: SPANISH

PROCEDURE FOR THE PRESENTATION OF REPORTS TO THE DIRECTING COUNCIL

At the XV Meeting of the Directing Council it was agreed to in-clude in the agenda of the 52nd Meeting of the Executive Committee a

topic concerning the joint examination of the Annual Report of the Director, the Proposed Program and Budget, the Financial Report of the Director and Report of the External Auditor.

The purpose of this examination was to permit a comparison of what was planned in the Program and Budget with what was accomplished in the

corresponding year.

The 52nd Meeting of the Executive Committee analyzed this topic on the basis of a document presented by the Director (which is included as an annex) in which the nature and purpose of each of the above-mentioned doc-ument is explained.

After studying the document in question, the Representatives of Brazil, Panama, and Venezuela expressed their satisfaction with the presentation of

the information on activities carried out in connection with the plans in the Program and Budget, and also manifested their pleasure with the progress made by the Bureau in this sphere, and stated the need to continue the procedure of presenting the Budget by program, and evaluating the results of each program, which was begun by the Bureau several years ago..

The Director called attention to the fact that the evaluation of programs was progressing steadily; that could be observed in the description of projects in the last chapter of his Annual Reports, which each year

provided more detailed information on the accomplishment of the goals established in the programs, expressed in terms of coverage of population with regard to the various activities of the health services.

Although it is certain that much still remains to be done, it is nonetheless evident that the process is advancing in a highly satisfactory manner and that an ever larger number of data expressed in objective terms are being received.

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CD16/9 (Eng.) Page 2

It is a source of satisfaction to inform this Directing-Council that the Bureau is taking the corresponding steps to utilize.modern com-puter techniques to channel the data that. is being received and to express it in a manner that will be useful not only to provide information on what has been accomplished, but to serve as a working tool for studying the results and financial needs and for planning the future development of the programs. The Director hopes that the information obtained from the programs in 1965 may be treated in this way in order to begi'na-new era in the evalua-tion of programs on which the Organizaevalua-tion cooperates with the Governments, and that it may also permit a retrospective study of past achievements, the experience on the basis of which future undertakings are planned.

After-analyzing this topic, the -Eecutive Committee unanimously approved the following Resolution XVII which the Director has the 'hnor to

submit to'the consideration of the Directing Council.

"THE EXECUTIVE COMMITTEE,

Having carefully considered the report of the Director on the main administrative documents that'are presented to the Directing

Council: (Document CE52/15);. and.

Bearing in mind that in recent years the work of the Bureau' has been described in detail in the documents mentioned,

RESOLVES:

1. To take note of the report of the Director in the procedure · for. the presentation of reports to the Directing Council (Document CE52/15).

.: -i " " 2. To. transmit the above-mentioned- report to the XVI Meeting

of the Directing Council. for' adoption.

* . .- 3. To recommend to the Diiector the continuation of the process initiated in rec¢'nt years of providing the Governing'Bodies with the kind of do~:umentation which will facilitate increasingly the evaluation of ..program .development."

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executive committee of working party of

the directing council the regional committee

.

'C`eF

PAN AMERICAN

WORLD

HEALTH

HEALTH

ORGANIZATION

ORGANIZATION

52nd Meetings . Washington, D. C.

April 1965

Provisional Agenda Item 18 CE52/15 (Eng.)

26 March 1965 ORIGINAL: SPANISH

PROCEDURE OR THE PRESENTATIONOF REPORTS TO THE DIRECTING COUNCIL

At the 51st Meeting of the Executive Committee the Director of the Pan American Sanitary Bureau offered to include'in the agenda of the pre-sent meeting an item on the simultaneous examination of the Annual Report of the Director, the Proposed Pr.ogram and Budget, the Report of the External Auditor, the Financial Report of the Director, and the Report on the Collection of Quota Contributions. This offer was in response to a suggestion made

to the XV Meeting of the Directing Council.

The purpose of this examination was to compare what was planned in the budget with what was actually done since the amount of quotas actually

collected is usually less than that.foreseen in the budget and prevents the

complete implementation of the.Program and'Budget. This was the central idea of the Representative of Peru who .pointed out that there is a part of the Program which is not carried out as indicated in the corresponding document.

The Representative of t:he United States of America stated that the Directing Council could not carry out an accurate audit. He suggested that the Executive Committee should assist the Director in preparing a Report that would satisfy both the Directing Council and the Representative of Peru and stressed the desirability of examining the Financial Report of the Director before the Budget itself.

Commenting on the above-mentioned suggestions the Representative of Brazil and Venezuela pointed out that the review of the activities contained in the Report of the Director constituted the technical audit that was being proposed and that a change. in the order of the discussion, namely the examina-tion of the. Financial Report of the'Director before the Budget should be

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CE52/15 (Eng.) Page 2

The Director again wishes to express willingness to add to the above-mentioned documentation any analysis which the Executive Committee may deem necessary, but he considers it advisable to define the character and the raison d'$tre of each of the documents.,referred to above.

1. Annual Report of the Director." This Report is prepared pursuant to Article 9-C of the Constitution and is sent to the Governments at least 30 days prior to the meeting concerned.

Since 1959 this Report has contained an appendix'wi'th a project-hby.. project description of the work done during the year. In 1959, this Section contained 21 pages and in 1960, 46 pages. In 1961 it became Chapter 8 of the Report and was entitled "PAHO/WHO Project Activities!' (44 pages) but in 1962 its title was changed to "Project Activities" (58 pages).. In 1963, it was the seventh chapter of the Report- with 86 pages,- that isd not :quite

.4o..

per cent of the Report. This project by project description gives in respect of each project full information about the objective, probable duration, assistance provided, and work done.

In this way. the Bureau' has triedto ensure that th'e Report submitted to; the Directing ,Council will keep'it fully'infokrmed' of the activities of ' the.Organization and the results obtained in each of the programs in which it participates.

'-2. Proposed Program and Budget. -It is the responsibility of the Directing Council, pursuant to Article'9-D of the Constitution; to review and approve the:annual..Program and Budget of-'the Organization." The Executive

Committee considers and submits to the Council'- te'-Proposed'Program and '" Budget prepared.by the-,Director' of'the Bureau wi'th such -recomm'endations -as" it deems advisable, (Article' 14-C of the Constitution). It sfhould be borne in mind that this document is drawn up almost two years in advance.'.

The Director prepares the proposed annual Budget pursuant to

Regulation 3.1 of the Financial 'Regulations and sends it to the Governments 30 days prior to the meeting of the Directing Councii.. This trahsmittal is.'referred to in, the printed text that appears in the Official DIocument Series:, but, in fact, this document has already been considered by the preceding meeting of the Executive Committee so that at'least seven' members

already have a detail knowledge of it some four months before the meeting: of.-the Directing Council and all the Governments have an opportunity of acquainting. themselves .w ith by studying.'the Final Report of the Executive Committee and the pertinent documentation.

3.

3 Report of the External Auditor. Regulation 12.1 6f the Financial Regulations.lays it down that the Directing Council' should appoint external auditor (s). of international repute to audit the accbunts of the'0Organization.

In 1951.-the Directing Council appointed Mr. Uno. Brunskog who ,also serves asj

an external auditor 'to WHO (Resolution' XXVIII of the V Meeting of the

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CE52/15

(Eng.)

Page 3

The external auditor must abide by the provisions of the Financial Regulations and has to submit his report to the Executive Committee not later than 15 April following the end of the financial year concerned

(Regulation 12.9). This time limit is faithfully completed with and the Report of the External Auditor is distributed in due time.

4. Financial Report of the Director. This Report shows the annual statement of accounts of the Organization pursuant to the provisions of the

Financial Regulations (Regulation 11.1). It is printed together with the Report of the External Auditor in the same Official Document, to which it serves as a background.

In Official Document No. 29, which was submitted to the 37th Meeting of the Executive Committee (4-8 May 1959) the Report of the Director was given a new form so as to present separately the statement of accounts of the Organization, of INCAP, and of the Program of Technical Cooperation of the Organization of the American States. This new mode of presentation facilitated the work of the Executive Committee, which expressed its satisfaction with the improvement (Resolution II).

5. Report on the Collection of Contributions. This is an adminis-trative document which the Director submits to the Directing Council pursuant pursuant to Financial Regulation 5.7. It gives a clear and detailed account of the amounts collected and their use in paying arrears or the current quota.

This report is submitted to the Executive Committee and is brought up-to-date for submission to the Directing Council or the Conference. In both cases it is distributed in sufficient time to enable the Governments of the Organization to examine it.

To sum up, each of the documents referred to above has a specific purpose and is prepared in accordance with the constitutional and statutory regulations in force. Taken together, they make it possible for the Member Governments to make a detailed examination of the activities and results obtained by the Organization from the technical, administrative, and financial point of view.

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CE52/15 (Eng.) Page 4

other factors and situations of the Governments themselves, which are always to be respected by the Organization. In any event the financial factor, that is to say, the money available is not an essential and determining element.

The Director again wishes to express to the willingness to make such additional studies as the

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