CLEAR Council Protocol

Submitted by jyuan@worldbank.org on Thu, 05/12/2016 - 10:59
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Overview

  • All Council members are invited
  • The meetings can be in-person or virtual with at least one meeting per year in-person
  • The Program Charter specifies the Terms of Reference for the Council
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CLEAR Council Protocol
Adopted April 24, 2015
Overview
 All Council members are invited
 The meetings can be in-person or virtual with at least one meeting per year in-person
 The Program Charter specifies the Terms of Reference for the Council
Council Membership (as specified in the Terms of Reference in the Charter)
 One representative assigned by each of the global funders to the MDTF at the World Bank that
contribute annually an average of US$300 thousand or more over a three year period (average
calculated backward, respectively from the fiscal year of a given Council meeting)
 One representative collectively representing the global funders contributing less than the requisite
amount; CLEAR CEO will nominate and invite the representative on the basis of all global funders’ noobjection
within reasonable time ahead of a Council meeting
 Center Directors or their delegates representing the Institutions that sign CLEAR grant
agreements/Trust Fund agreements/Agreements with the World Bank to host a CLEAR Center
 Two representatives from the Independent Evaluation Group (IEG) by virtue of IEG’s in-kind contribution
and as host of the Multi-Donor Trust Fund supporting CLEAR: the Chair of the Council and Program CEO,
and the Team Leader of the Global Hub.
Schedule of Meetings
 The Council meets twice a year for a “decision-meeting” to ensure critical decisions are made in a
timely manner and business processes function smoothly (as specified in the Charter)
 In addition, the Council meets twice a year for a “learning meeting” to stay engaged in and informed about
CLEAR’s work and progress and to inform decisions at the Decision meetings
 These meetings will be held in the margins of other CLEAR events, if possible and feasible
 The meetings can be hosted by Council member (“the Host”)
Process and Schedule for Preparing the Meeting Agenda and
Documenting Decisions
CEO or the Host circulates a draft meeting agenda seeking comments from all Council
members
Day 30
All Council members provide comments Day 30-Day 23
CLEAR CEO or the Host incorporates comments and shares updated agenda with the Council Day 21
CLEAR CEO or the Host circulates any background documentsrequired for Council meeting
(as per finalized agenda)
Day 14
All comments from Council members on background documentsreceived and actionstaken, as
requested by CEO or the Host
Day 7
Council Meeting – Decisions Taken (for the Decision Meetings) Day 0
CEO or the Host circulates minutes, including decisions and any follow up actions needed with
specific timelines and responsibilities, from the meeting for review by all Council members
Day 1
Council members send feedback on the minutes, if any Day 6
CEO or the Host incorporates comments and finalizes and sharesthe minutes Day 7
Global Hub files the minutesin C4D (or equivalent with access for all CLEAR members) Day 8
Decision Making Process during Meeting
 All decisions will be made through consensus (as specified it the Charter)
 If consensus is not achieved on one or more agenda items, the decision will be deferred to the
Executive Sub- Committee.
Meeting Principles
 Overall purpose is kept at the forefront. Council members will keep the overall common
objectives of the Program at the forefront in deliberating and making decisions.
 Agenda items are kept manageable. In orderto engage productively and keep the discussions
fruitful, the agenda items are kept at a manageable level (maximum of 3; the number will
depend on the complexity of the issue being discussed).
 Everyone is prepared: All Council members come prepared having read, and thought about, a
set of mutually agreed-upon documents prior to the meeting. While new points of discussion
may come up during the course of the meeting, advance preparation is useful, as it would
allow the Council to engage in a deliberate discussion. Background documents will be short, to
the point, and decision-oriented for the decision meetings.
 Everyone speaks and is engaged: Use of round robin - each member of the Council
will be given an opportunity to speak before anyone may speak a second time.
 Responsibility is well defined: Each action item at the end of meeting will have a DRI –
directly responsible individual.
 Decision making is the objective of the decision meeting: Council-level decisions will be
deferred to the Executive Sub-Committee only as the “last resort”.
 Transparency is maintained. The CEO and the Host will endeavor to keep the meetings
open to all CLEAR members as observers.
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