HIGHLIGHTS FROM MINUTES OF PhAction 2000 AGM

1. The annual meeting on 4-6 June agreed definitive PhAction institutional statements as follows

Vision
Establishing a dynamic and integrated post-harvest sector makes a major contribution to livelihoods, food security and sustainable development.

Mission
- To achieve recognition of the importance of the post-harvest sector in developing economies and to increase the resources allocated to it.

- To act as a platform for more effective and co-ordinate efforts in post-harvest interventions.

Slogan
1. Linking farmers to markets' (this can be changed from time to time).

2. A PhAction strategy was elaborated together with a series of actions to be taken by the membership. Initial efforts are directed towards the preparation of materials for the next International Centers' Week, to be held in Washington in October 2000.

Materials to be prepared include

a PhAction brochure,
a PhAction PowerPoint display
a PhAction position paper on 'linking farmers to markets', and
a concept note for a Global Inter-institutional Post-harvest Project.

3. PhAction will participate in and contribute towards a post-harvest conference to be hosted by FAO in Rome in late 2001/early 2002. The PhAction Chairperson will sit on the organising committee.

4. The Japan International Research Centre for Agricultural Sciences (JIRCAS) is now a member of PhAction and there are plans for JIRCAS to host the 2002 annual meeting.

5. Dr Ellen Hanak Freud (CIRAD) was elected PhAction Chairperson for 2000/2001.

6. A PhAction seminar was held on 7 June to consider 'Linking Farmers to Markets'. The seminar proceeding will be published in due course.

LIST OF ABBREVIATIONS USED IN THE TEXT

ACIAR Australian Centre for International Agricultural Research

ASEAN Association of South East Asian Nations

CGIAR Consultative Group on International Agricultural Research

CIAT International Centre for Agriculture in the Tropics

CIRAD Centre for International Co-operation on Agricultural Research for Development (France)

CSIRO Commonwealth Scientific and Industrial Research Organisation (Australia)

CTA Technical Centre for Agricultural and Rural Co-operation

FAO Food and Agriculture Organisation (UN)

GASGA Group for Assistance on Systems relating to grain After-harvest

GTZ Deutsche Gesellschaft für Technische Zusammenbeit (Germany)

ICW International Centres' Week

IFPRI International Food Policy Research Institute

IITA International Institute of Tropical Agriculture

IRRI International Rice Research Institute

JIRCAS Japan International Research Centre for Agricultural Sciences

NRI Natural Resources Institute (UK)

TAC Technical Advisory Committee (CGIAR)

CONTENTS

1. Highlights of the meeting ii

2. List of abbreviations iii

3. PhAction 2000 - summary of action points v

4. Account of PhAction annual meeting 1
Old business
Final status of action points from the previous year 1
New business
Development of PhAction institutional statements and strategy 4
Agreed activities for the coming year 6

5. Appendices

1. Agenda for PhAction annual meeting

2. Draft proposal of an FAO post-harvest conference

3. ACIAR Postharvest technology program

4. Institutional highlights CIAT

5. Institutional highlights CIRAD

6. Institutional highlights FAO

7. Institutional highlights GTZ

8. Institutional highlights IFPRI

9. Institutional highlights IITA

10. Institutional highlights IRRI

11. Institutional highlights JIRCAS

12. Institutional highlights NRI

PhACTION 2000 - SUMMARY OF ACTION POINTS

The action points below are presented only as a summary checklist. They can be found in more detail, using the same paragraph numbering, under 'Agreed activities for the coming year' (page 5-8)

Promotional activities

1. PhAction joint project
It was agreed that CIAT should take the lead in establishing the feasibility of a Global Inter-institutional Post-harvest Project focussing on poverty alleviation, linking farmers to markets and efficiency and quality assurance. It is intended that a concept note for the project would be ready for either the next ICW or the mid-term meeting in May 2001. (CIAT, all members)

2. International Centers' Week
Depending on the outcome of CIAT's inquiries into the inter-institutional project, it was agreed that PhAction would participate in this year's ICW (Oct. 2000). The project concept note could be presented at a specially convened donor-support meeting. CIAT would advise members on arrangements for the meeting, keeping them informed for any special themes that CGIAR might have decided upon. (CIAT)

3. PhAction advocacy brochure
A general advocacy brochure, in A5 glossy format, will be prepared to present PhAction's vision and mission. ACIAR/IITA will circulate a draft to members in time for the final version to be ready for ICW. Camera-ready copy is to be prepared by ACIAR and can be printed by GTZ provided everything is completed by the end of September 2000. (ACIAR, IITA, GTZ, all members)

4. PhAction highlight topics leaflets
PhAction highlight topics will be prepared as individual sheets. A PhAction folder will be prepared to hold these sheets. FAO agreed to produce the sheets from ACIAR camera-ready copy. All members are expected to suggest suitable topics to the editors. (All members)

5. PhAction PowerPoint presentation
NRI will prepare a promotional PowerPoint to include material from the advocacy brochure that will be modified from time to time to mention highlight topics, advertise PhAction events, meetings etc. (NRI)

6. PhAction positions papers
PhAction position papers will be prepared on topics of special interest. GTZ will draft a paper on 'Linking Farmers to Markets' and submit it to the editors in time for it to be available at the ICW. (GTZ, ACIAR, IITA)

7. FAO Conference
PhAction will participate in a post-harvest conference, to be held at FAO in late 2001/early 2002. The PhAction Chairperson will sit on the organising committee and solicit specific support from members as required. (CIRAD)

Institutional matters

8. Permanent Secretariat
PhAction needs a full-time Secretariat. This could be based with any of the members. One possibility would be to have it in a developing country using local staffing, provided that one of the PhAction members was based in the same place. Administrative and staff costs of such an arrangement would probably not exceed US$10K/annum. All members to suggest possibilities to the Chairperson (all members)

9. Fund raising to support PhAction
GTZ will co-ordinate action to seek suitable sources of funding for PhAction, although it would be the responsibility of all members to explore possibilities of financial support. IFPRI will provide a list of foundations/donors who might be interested in making contribution (GTZ, IFPRI, all members)

10. Constitution
The Newsletter editors will prepare a draft constitution and circulate it to members for comment before the next meeting. (ACIAR, IITA, all members)

11. Thanks to CTA
Dr Ferris and Mr Robbins will convey the thanks of PhAction members to CTA for previous support for joint publications with GASGA and express the hope that such support will continue for PhAction. (IITA)

12. Diary of Events/Travel Plans
FAO will create on INPhO a diary of events and list of members travel plans. Members should send details (FAO, all members)

13. Publications
The CIRAD leaflet on the promotion of drought resistant crops has apparently not been submitted to CTA for publication nor to ACIAR/NRI for translation into English and appraisal. CIRAD to advise NRI and ACIAR of current position. (CIRAD)

17. Next meeting
The next meeting will be in Rome. FAO is to suggest suitable dates in due course. (FAO)

ACCOUNT OF PhAction ANNUAL MEETING

Present

Dr R. Bakker IRRI
Mr A. Bell GTZ (Joint Secretariat)
Dr R. Best CIAT
Ms C. Bothe FAO (INPhO)
Dr S. Ferris IITA and Newsletter Editor
Mr J. van Graver ACIAR (Newsletter Editor)
Dr C. Henckes GTZ (Chairman)
Dr E. Hanak Freud CIRAD
Dr R.J. Hodges NRI and Joint Secretariat
Dr G. Johnson ACIAR
Mr F. Mazaud FAO
Dr A. Noguchi JIRCAS
Mr P. Robbins IITA (Consultant)
Ms E. Samman IFPRI
Dr M. Satin FAO

This was the first meeting for which JIRCAS was officially present as a member of PhAction. Dr Akinori Noguchi, who had attended some earlier meetings, was welcomed as the JIRCAS representative. Mr Phillipe Trappe was present as an observer from IFAD. This was the last meeting for which Mr Albert Bell would be present on behalf of GTZ before taking up a long-term post in Malawi. The Chairman thanked him for many years of dedicated service.

The Agenda for the meeting is presented in Appendix 1. The meeting itself was facilitated by Ulrike Breitschuh. Members were grateful for her very considerable contribution to the success of the meeting.

OLD BUSINESS

FINAL STATUS OF PhAction ACTION POINTS FROM 1999-2000

Activities to establish PhAction

1. PhAction Press Release
Shaun Ferris will e-mail a draft press statement to all members by Tuesday 29 June. All members should respond by Friday 2 July and the final version will be issued by Tuesday 6 July. The Press Release with the Vision Statement (see below) should be disseminated as soon as possible by members on their web sites, to their collaborators and associates and to any other suitable outlets. (IITA, all members)

Status: Press statement agreed by membership and released.

2. Vision Statement
Dr Haines will circulate the draft Vision Statement presented at the inaugural meeting for further elaboration by members. The Vision Statement will be quoted in the Press Release.
(NRI, all members)

Status: The suggested vision statement is

'Members of PhAction are convinced that efficient post-harvest systems contribute significantly to sustainable development and safe food supply in rural and urban areas'.

3. Mission Statement
In due course a mission statement will be formulated that matches the chosen Vision Statement. Dr Haines agreed to prepare a draft and circulate it by e-mail for comment/elaboration. (NRI, all members)

Status: Not dealt with, to be addressed at 2000 meeting.

4. Development of a strategy for PhAction
Dr Henckes will initiate the development of a strategy for PhAction taking into account the expected output of GASGA agreed upon during the ZOPP procedure at Chatham in 1994. The strategy will be elaborated by e-mail conferencing and confirmed at the annual meeting to be held in Eschborn. (GTZ)

Status: Strategy document circulated to all members by the Chairman but to date little feedback from membership, to be addressed at 2000 meeting.

5. PhAction Logo
Dr Haines will distribute electronic copies of the chosen PhAction logo with the 'h' appearing shadowed and in yellowish harvest-green. (NRI)

Status: Logo distributed.

6. PhAction Newsletter
The initial issue of PhAction News will contain a history of GASGA and if possible it should be available for distribution at the ICW at Washington in October 1999. The IITA and ACIAR editors should communicate on the development of editorial policy and make arrangements for reader feedback to inform this process. A final decision will need to be made on the cheapest option for printing and GTZ should proceed to amalgamate the Post-harvest Systems and GASGA Newsletter mailing lists. In order to encourage submission of copy the editors will issue regular reminders to members. The Newsletter should also carry a suitable version of a paper by Prof. Van de Ohe that was not submitted in time to appear in Seminar Proceedings No. 10. (IITA, ACIAR, GTZ)

Status: First issue of PhAction News released and editorial policy circulated to membership. ISSN registered in Paris.

7. PhAction publicity leaflet
The Newsletter Editors will consider the preparation and production of a PhAction publicity leaflet that, if possible, should be ready for distribution at the ICW in October 1999. (IITA, ACIAR)

Status: Not produced, this will be possible when PhAction strategy more fully developed.

8. WWW homepages
INPhO, ACIAR and GTZ will establish a PhAction page on their web sites, which will include the press release with the Vision Statement, and hot links to the web sites of PhAction members. (FAO, ACIAR, GTZ)

Status: INPhO and GTZ have both established PhAction pages. FAO has circulated a suggestion to all members to hot link their web sites to the PhAction page in INPhO. The links are now
ACIAR http://www.aciar.gov.au/projects/postharvest/phaction.htm.
FAO http://www.fao.org/inpho/index-e.htm (click Connections)
GTZ http://www.gtz.de/post_harvest/english/index.html

9. Membership issues
Carolin Bothe will initiate an e-mail conference to elaborate a draft membership policy. (FAO)

Status: Some suggestions for membership policy circulated by Carolin Bothe. It was concluded that the membership should remain as it is and the issue discussed in detail at the 2000 meeting.

10. International Centres' Week
Dr Best will find out what the cost would be of having a stand at the next ICW and for the hire of a PC to display a PowerPoint presentation on PhAction. He should inquire of IDRC whether they wish to contribute to the stand. This information should be passed to the Chairman for co-ordinated action. To assist in the preparation of the PowerPoint presentation, members should send appropriate promotional material (texts, photos etc) to the NRI Secretariat. This should be done as soon as possible but not later than the middle of August 1999. Dr Goletti and Dr Best should, if available, man the stand. (IFPRI, CIAT, NRI, all members)

Status: A stand was arranged for Centre's Week that displayed publicity material and a PowerPoint presentation of members' biotechnology capability.

GASGA/PhAction Publications and post-harvest initiatives

11. GASGA Seminar No. 10 and 11
A corrected copy of proceedings No. 10 will be circulated by ACIAR. All authors of Seminar No. 11 must have submitted their papers to ACIAR before 31 July. Any papers received after this date will only be accepted after negotiation about the costs incurred. (ACIAR, all authors contributing to Seminar 11)

Status: GASGA seminar proceedings No. 10 has been published and distributed, the camera ready copy of No. 11 has been passed to GTZ. It was decided to include the PhAction press released at the front of No. 11.

12. GASGA/CTA information leaflets
CIRAD to send an electronic copy of its drought resistant crops leaflet to ACIAR for the preparation of a draft English translation. ACIAR will forward the draft to NRI and any other organisations that could give useful feedback. (CIRAD, ACIAR)

Status: The status of this item was not clarified.

13. Guidelines on food aid
CIRAD to recirculate the English language version of the Guidelines to NRI and ACIAR. NRI and ACIAR to look into the possibility of preparing tailored versions of the Guidelines to meet the needs of the individual food aid donors of their countries. NRI to provide feedback to CIRAD on the Guidelines. (CIRAD, ACIAR, NRI)

Status: Copy received by NRI but doubts expressed by NRI and ACIAR over correction submitted to earlier versions. Issue remains unresolved as CIRAD unable to fund further work on manual.

Other PhAction Institutional Matters

14. Post-harvest convention
FAO will pursue the development of a post-harvest convention to be held in Rome in the autumn of 2001. (FAO)

Status: Draft plan issued to membership for discussion at 2000 meeting.

15. PhAction Annual Meeting
GTZ to confirm proposals for the next meeting to be held in Germany at Eschborn during the second week of June 2000 and the theme for the seminar 'Linking farmers/producers with local and international markets'. (GTZ)

Status: Proposals forwarded to all members for a seminar on 7 June 2000.

NEW BUSINESS

Development of PhAction institutional statements and strategy
Following the inaugural PhAction meeting in 1999, further attention was paid to drafting and agreeing institutional statements and strategy which would form the basis to publicity materials and the promotional activities.

Vision statement
The Vision statement elaborated since the previous meeting had the following wording -

Members of PhAction are convinced that efficient post-harvest systems contribute significantly to sustainable development and safe food supply in rural and urban areas.'

This was considered to lack 'vision', to be too generic and have nothing unique to PhAction. After much deliberation the following statement was agreed as the definitive PhAction Vision statement

Establishing a dynamic and integrated post-harvest sector makes a major contribution to livelihoods, food security and sustainable development.'

Mission statement

At and subsequent to the meeting the group elaborated the following statement

To achieve recognition of the importance of the post-harvest sector in developing economies and increase the resources allocated to it.

To act as a platform for more effective and co-ordinate efforts in post-harvest interventions.

Slogan
'Linking farmers to markets' (this can be changed as an when other significant themes become a focus for PhAction).

Strategy

Purpose Promotion of post-harvest sector

Outputs - Promotion of post-harvest sector research
Promotion of post-harvest sector within development

Activities - input at ICW
contribution to FAO conference
production of promotional material
development of post-harvest project proposals
seeking core funding for Secretariat

Agreed activities for the coming year

Promotional activities

1. PhAction joint project
It was agreed that CIAT should take the lead in establishing the feasibility for a Global Inter-institutional Post-harvest Project. This would focus on poverty alleviation, linking farmers to markets and efficiency and quality assurance. It is intended that a concept note will be ready either for the next ICW in October 2000 or the mid-term meeting in May 2001.

2. International Centers' Week
Depending on the outcome of CIAT's enquiries into the feasibility of elaborating the Global Inter-institutional Post-harvest Project, it was agreed that PhAction would participate in ICW this year. In addition to a concept note for the PhAction project, which could be presented at a specially arranged donor meeting, a number of other items would need to be prepared in advance. These include an appropriate PhAction advocacy leaflet, a position paper on 'linking farmers to markets' and a promotional PowerPoint display. CIAT will co-ordinate inputs and advise members on arrangements for the meeting, keeping them informed for any special themes that CGIAR might have decided upon.

3. PhAction advocacy brochure
It was agreed that a general brochure should be prepared that could be used for PhAction advocacy. It would present PhAction's vision and mission and emphasise the belief that investments in post-harvest development will provide greater returns for income generation than investment in production. If possible a supportive statement from a prominent person in international agricultural development will be included, e.g. Director general of FAO, IITA etc. Format will be A5 glossy and a draft circulated by ACIAR/IITA to members in time so that the final version can be ready for ICW. Camera-ready copy is to be prepared by ACIAR and printing can be undertaken by GTZ provided the job is completed by the end of September 2000 document is not more than 5-10 pages and no more than 3000 copies are required.

4. PhAction highlight topics leaflets
In due course, individual sheets will be prepared that highlight subjects believed by PhAction to require special attention. The sheets will have a common format (editor will advise authors on this). A PhAction folder will be prepared to hold these sheets. FAO agreed to produce the sheets from ACIAR camera-ready copy. All members are expected to suggest suitable topics to the editors.

5. PhAction PowerPoint presentation
NRI agreed to prepare a PowerPoint presentation to promote PhAction. This will include the material from the advocacy brochure and will be modified from time to time to include mention of highlight topics, advertising for PhAction events, meetings etc.

6. PhAction positions papers
It was agreed that PhAction would need to prepare position papers on topics of special interest. These could be developed from the conclusions of PhAction seminars. The position papers would probably require professional editing so that they can be targeted at specific audiences. GTZ agreed that it would prepare a draft position paper from 'Linking Farmers to Markets' and submit it to the editors in time for it to be available at the ICW.

7. FAO Conference
A proposal for a post-harvest conference to be held at FAO, in late 2001/early 2002, was presented to the group by Dr Satin (see Appendix 2). He noted that the dates were subject to change in view of a number of factors not least the need to avoid a clash with ICW. All members agreed that they would be happy to participate and would make contributions appropriate to their own subject interests. It was agreed that the PhAction Chairperson would sit on the organising committee and would solicit specific support from members as and when required.

Institutional matters

8. Permanent Secretariat
It was agreed that for PhAction to fulfil its stated aims, a full-time permanent Secretariat is required. The Secretariat could be based with any of the members. One possibility is that one of the members based in a developing country might be able to offer this opportunity to a local person. In this case the administrative and staff costs of supporting such an arrangement would probably not exceed US$10K/annum. All members are to suggest possibilities for the Secretariat to the Chairperson.

9. Fund raising to support PhAction
It is clear that PhAction needs financial support for its activities,
in particular to
fund a permanent Secretariat,
support the participation of developing country partners, and
finance joint projects.

GTZ agreed to co-ordinate action to seek suitable sources of funding although it would be the responsibility of all members to explore possibilities of financial support. IFPRI suggested that it would be able to provide a list of foundations/donors who might be interested in making contribution.

10. Constitution
In view of the fact that PhAction would now be seeking funding for a permanent full-time Secretariat it was concluded that it could not retain its informal nature and would be need a constitution. It was agreed that the Newsletter editors would prepare a draft constitution and circulate it to members for comment before the next meeting. One important issue within the constitution would be the levy of a membership fee. This might be set at about US$2000/annum. In view of the fact that such a fee might cause difficulties for some members the option of contributions in kind would be considered.

11. Thanks to CTA
Dr Ferris and Mr Robbins mentioned that immediately after the meeting they would be visiting CTA to talk about collaborative work with IITA. They were asked to convey the thanks of PhAction members for previous CTA support for joint publications with GASGA and express the hope that such support will continue for PhAction.

12. Diary of Events/Travel Plans
A diary of events and access to members travel plans would be very helpful. FAO agreed that all members should submit appropriate information to them and this would be posted on INPhO.

13. Publications
In the two previous years CIRAD has pursued the publication by CTA of their leaflet on the promotion of drought resistant crops. It is not clear what stage this has reached although it has not yet been circulated to members for comment.

14. Future PhAction seminars
Dr Johnson raised the problem that considerable effort had to be expended to obtain written contributions from presenters at PhAction seminars. It was agreed that in future it would be the responsibility of seminar organisers to collect these and forward them to ACIAR for editing and the preparation of camera-ready copy.

15. Membership
The new draft constitution (see para 10 above) will have to refer to the PhAction policy on membership. It was concluded that this issue would be dealt with in detail at the next meeting and would address how PhAction would go about creating opportunities for greater developing country participation

16. Chairperson
Dr Henckes indicted that he did not wish to stand for re-election to the Chair. Nominations were requested and Dr Hanak Freud agreed to stand. Dr Hanak Freud was elected to the post unopposed.

17. Next meeting
It was agreed that the next meeting should be in Rome. FAO should suggest suitable dates in due course.

Appendix 1

AGENDA FOR PhAction ANNUAL MEETING
GTZ, Eschborn, June 2000

Sunday 4 June (Hotel Concorde)

19.30 Informal meeting to discuss progress on previous year's action points.

Monday 5 June (GTZ HQ)

08.30 - 10.00 Opening and presentation of participants, expectations
10.00 - 10.30 Tea and coffee
10.30 - 12.30 Taking a look at where we are: PhA vision
12.30 - 13.30 Lunch break
13.30 - 14.00 Tea and coffee in the lounge
14.00 - 15.30 Identifying success factors
Defining realistic outputs
15.30 - 16.00 Tea and coffee
16.00 - 17.30 Defining activities of co-operation within PhA
How was the day? What should be different tomorrow?

Tuesday 6 June (GTZ HQ)

08.30 - 10.00 Planning actions to be taken with regard to activities
10.00 - 10.30 Tea and coffee
10.30 - 12.30 Preparation of FAO conference
12.30 - 13.30 Lunch break
13.30 - 14.00 Tea and coffee in the lounge
14.00 - 15.30 Preparation of FAO conference contd
Preparation of next PhA meeting
15.30 - 16.00 Tea and coffee
16.00 - 17.30 Membership issues, chairperson
Final evaluation and conclusions?

HIGHLIGHTS OF PhAction 2001





HIGHLIGHTS OF PhAction 2002

1. A document detailing the 'Linking Farmers to Markets' initiative with its four theme areas was finalised.

2. The Linking Farmers to Markets initiative was successfully launched at a lunch time meeting at the CGIAR AGM in October 2001.

3. A concept note on Linking Farmers to Markets was submitted to the CGIAR Challenge Programme. The theme was not selected by the CGIAR for further development by the Concept Note will provide documentation for promotion of the initiative by PhAction.

4. The proponents for each of the four theme areas of Linking Farmers to Markets have report significant progress in each case.

5. It has been agreed that PhAction will seek membership of GFAR and offer Linking Farmers to Markets for adoption as a Global Partnership Programme and will endeavour to be represented at the first annual GFAR meeting planned for May 2003.

6. It has been agreed that PhAction will develop a matrix setting its own four theme areas under the Linking Farmers to Markets initiative against the five sets of research priorities established in the regional post harvest consultation exercises undertaken by GFAR/FAO under GIPhT. This will assist in the development of coherent research proposals. PhAction will also participate in the meeting of key regional representatives planned for October 2003.

7. It is expected that the next PhAction business meeting will be held in Rome in October 2003, to coincide with the GIPhT meeting of key regional representatives and the second meeting of GFAR.

LIST OF ABBREVIATIONS USED IN THE TEXT

ACIAR: Australian Centre for International Agricultural Research
ASEAN: Association of South East Asian Nations
CGIAR: Consultative Group on International Agricultural Research
CIAT: International Centre for Agriculture in the Tropics
CLAYUCA: Latin American and Caribbean Consortium to support Cassava Research and Development
CIP: International Potato Center
CIRAD: Centre for International Co-operation on Agricultural Research for Development (France)
CSIRO: Commonwealth Scientific and Industrial Research Organisation (Australia)
CTA: Technical Centre for Agricultural and Rural Co-operation
FAO: Food and Agriculture Organisation (UN)
GFAR: Global Forum on Agricultural Research
GIPhT: Global Initiative on Post-harvest Technology
GPP: Global Partnership Programme (of GFAR)
GTZ: Deutsche Gesellschaft für Technische Zusammenbeit (Germany)
ICFR: New Zealand Institute for Crop and Food Research
ICRISAT: International Centre for Research in the Semi-arid Tropics
IFPRI: International Food Policy Research Institute
IITA: International Institute of Tropical Agriculture
INPhO: Information Network on Post-harvest Operations (FAO)
IRRI: International Rice Research Institute
JIRCAS: Japanese International Research Centre for Agricultural Sciences
LFM: Linking Farmers to Markets (The PhAction initiative)
NRI: Natural Resources Institute (UK)
PHTC: Post Harvest Technology Center (Vietnam)
SEARCA SEAMEO: Regional Center for graduate Study and Research in Agriculture
UNUD: University of Udayana (Indonesia)

CONTENTS

1. Highlights of the meeting

2. List of abbreviations

3. Account of PhAction annual meeting

Matters arising from the previous minutes and progress against objectives
New business

4. Appendices
1. Agenda for PhAction annual meeting
2. Draft PhAction constitution
3. Letter to IFPRI
4. Linking Farmers to Markets final documentation
5. Montpellier Statement
6. Report on the launch of the PhAction initiative on 'Linking Farmers to Markets' at the CGIAR AGM and action for further implementation
7. Concept Note for a CGIAR Challenge Program: Linking Smallholder Farmers to Growth Markets within a Globalized Economic System

8. The Guide to Developing Agricultural Markets and Businesses
9. Theme 2 project proposal to BMZ - Attacking rural poverty through trade
10. Theme 4 project proposal to the EU - International workshop to establish equivalent food control systems

ACCOUNT OF PhAction ANNUAL MEETING

Present

PhAction members

Dr S. Ferris IITA and Newsletter Editor
Mr J. van Graver ACIAR (Newsletter Editor)
Dr T. Hayashi JIRCAS
Dr M. Hermann CIP
Dr R.J. Hodges NRI and Joint Secretariat
Dr G. Johnson ACIAR
Prof. G. Mrema FAO
Dr R.G. Poulter NRI (Chairman)

Others
Ms F. Ambrosini (GFAR), Dr Le Van To (PHTC, Vietnam), Dr M.S. Mahendra (UNUD, Indonesia), Dr N.M. Manalili (SEARCA, Philippines), Ms L. Nicolaides (NRI), Dr A. Noguchi (JIRCAS), Mr B. Ospina Patino (CLAYUCA), Dr F. Waliyar (ICRISAT)

1. Apologies for absence
Apologies were received from Dr R. Best (CIAT) and Dr J. Heyes (ICFR). Dr Best forwarded his own responses to PhAction agenda items and these were taken into account during the meeting.

2. Approval of minutes from the last meeting
The minutes of the previous annual meeting were passed as a true record.

MATTERS ARISING FROM PREVIOUS MINUTES AND PROGRESS AGAINST OBJECTIVES

3. Constitution
- membership and executive committee

a. Mr van Graver had only received informal comments of approval on the draft constitution (Appendix 2) so it was assumed that the membership had approved the constitution.

b. Dr Ferris reported that during the course of the year several organisations had expressed interest in joining PhAction, these included Michigan State University, CLAYUCA, ICRISAT and the Global Technical Network. The Chairman is awaiting formal applications for membership from these organisations.

Action - Members are encouraged to advice appropriate bodies to seek PhAction membership by formal application to the Chairman.

c. It is clear that PhAction will receive expressions of interest from organisations that may not necessarily be able to send representatives to all meetings and who may not necessarily be in a position to develop and pursue the business of PhAction. For these cases it may be appropriate for PhAction to offer 'associate membership'. Such members would be kept informed of PhAction activities, would be listed in PhAction documentation and invited to participate in symposia but would not expected to be involved in business meetings or to bring financial resources to PhAction.

Action - Members are to consider the pros and cons of associate membership and give feedback to Mr van Graver by the end of November. If necessary Mr van Graver will subsequently offer an appropriately revised Constitution for members' approval.

d. The Chairman sent a letter to IFPRI (Appendix 3) to encourage it to nominate a member of staff to participate in PhAction meetings. Feedback to date it is that IFPRI is still very interested in the PhAction initiative and is keeping a watching brief through Nicolas Minot.

4. Membership of New Zealand/Institute of Crop and Food Research
PhAction membership of the Institute of Crop and Food Research (New Zealand) was confirmed.

5. PhAction on WWW
A link was made from the INPhO home page to a PhAction page.

6. Way forward for the 'Linking Farmers to Markets' initiative

a. Following the meeting in Montpellier, NRI contracted Chris Wheatley to finalise the document on 'Linking Farmers to Markets'. This is given in Appendix 4.

b. The publicity communication from the Montpellier meeting 'Montpellier statement' was further edited by Mr van Graver. This is given in Appendix 5.

c. Members successfully organised a lunchtime meeting at the CGIAR AGM in October 2001 to launch the Linking Farmers to Markets initiative. The meeting was sponsored by ACIAR, GFAR and GTZ - members passed a vote of thanks for their support. A report on the meeting was prepared by Poulter, Best and Ferris (see Appendix 6). Over, 65 people were in attendance and there was enthusiastic support as well as some critical questioning which has given useful indicators for areas in which the initiative could be improved.

7. Submission of a CGIAR Challenge Programme Concept Note
Members prepared and submitted a concept note, entitled 'Linking Smallholder Farmers to Growth Markets within a Globalized Economic System', to the CGIAR Challenge Programme (CP) (see Appendix 7). The concept note was not selected for inclusion. There was no formal feedback from the CGIAR although informally we were informed that there was some question about adopting this as a CP vs. maintaining it as it is. In particular, what additionality would be brought by re-shaping as it as a CP. Would there be enough non-traditional donor interest to sustain it or would it draw heavily from core CGIAR funds?

The CP document expresses the PhAction initiative clearly and could from the foundation to a good position paper for promoting the initiative with other organisations. ACIAR agreed to ask Ed Highley to give it professional editing.

Action - ACIAR to arrange for the CP document to be edited professionally.

8. FAO/GFAR Regional Postharvest Consultations
During the year FAO/GFAR held five regional consultations on the future needs of postharvest research under its Global Initiative on Post-harvest Technology (GIPhT). PhAction members participated in two of these. The next step in this process will be an expert consultation exercise using key regional representatives. In the meantime, the reports from each of the five regional consultations would be of value to PhAction in preparing its own initiatives. Prof. Mrema agreed to forward the reports within the next two weeks.

Action - Prof Mrema to forward the GIPhT regional consultation reports to the PhAction secretariat for distribution to members.

NEW BUSINESS

9. Progress report on each of the four theme areas of 'linking farmers to markets'

Theme area 1:
Identifying, assessing and developing market opportunities (reported by Shaun Ferris)

The theme area is pursuing the completion of the World Bank's Markets and Agribusiness Guide (Appendix 8) through one of the Bank's consultants Daniele Giovannucci. This would require the completion of about 30 position papers that would require about 6 months work. Ideally, PhAction should lobby WB to complete the work that it started. The Guide could be housed in the proposed PhAction pages on the INPhO website.

Theme 2:
Enhancing the competitiveness of rural agroenterprises through better integration of supply chains and delivery of effective business support services (reported by Rupert Best)

At the PhAction annual meeting last year in Montpellier, the proponents of Theme 2, which include GTZ, NRI, CIRAD, IITA, and CIAT, decided to put forward a concept note to BMZ for funding through its targeted funding facility for International Agricultural Research Centres. Traidcraft was invited and accepted to participate in the project proposal preparation. In September and October, the group worked by e-mail to develop the concept note that was presented by CIAT on behalf of PhAction in November.

In February 2002, we were informed by BMZ that the concept note had been accepted for full proposal development. Representatives of the participating institutions met in Eschborn, Germany, hosted by GTZ, on 22 and 23 April to discuss and prepare the outline of the proposal according to the BMZ guidelines. The proposal aims to generate and organize information resources for use by development organizations that will assist them in the establishment of effective and equitable linkages between the small-scale agrifood sector of developing countries (farmers, processors, traders etc) and emerging domestic and international agrifood markets, which have been segmented according to consumption trends. Although the work will focus its attention on E. Africa and S. Asia, the search for methods and tools developed by others for inclusion in the information resource base will be cast globally. There is a close correspondence between the developments reported in Theme 1 and what we hope to achieve in this project in terms of web tools. A summary of the proposal that was presented to BMZ is provided in Appendix 6. We expect to hear in October whether or not the proposal has been approved for financing. Should we be successful, the project would get under way during the first trimester of 2003.

Theme area 3:
Developing and disseminating post-harvest technology for rural industries (reported by Greg Johnson)
Through IRRI, a project is being developed to provide improved rice storage and handling technology for Cambodia/Loas with financial support from ADB. This project needs to be linked into the other three theme areas.

Theme area 4:
Ensuring production quality and safety for small rural agrienterprises: learning and projecting from experience (reported by Linda Nicolaides)
1) Two concept notes for accompanying measures have been submitted for FPV,EU funding one on Microbiological Risk Analysis - a tool for the developing world, which was rejected. The other was an 'International workshop to develop a strategy for policy makers and implementers in ACP countries to establish equivalent Food Control Systems' (Appendix 10), a decision on this is awaited.

More recently, a project concept note was submitted to Framework 6 for an integrated project: 'Increasing consumer confidence in food supply to the European Union from developing countries'.

2) DFID's Programme of Advisory Support Services (PASS) for rural livelihood is funding Phase 2 of a food safety project in Ghana with the Food and Drug Board. This project is a combination of institutional strengthening as well as supporting local agribusinesses to develop appropriate safety and quality management systems . PhAction member participation in the final workshop in September/October 2003 would be welcomed.

Other projects in the area of Food Safety and Quality are in progress both at NRI and other PhAction member institutions, in collaboration with developing countries. A list of these will be prepared by the theme leaders and posted on the PhAction website.

3.) The NRI launch a new MSc programme in Food Safety in September 2001. Running alongside this MSc in a programme in Food Technology Management, a technical MBA, co-presented by NRI with the Van Hall Institute in the Netherlands.

10. New opportunities for pursuing PhAction objectives

a. It was considered that PhAction has two options fort he future. It could be a low-key facilitator for postharvest projects or it could develop 'bankable' proposals that lead to its members taking greater management responsibility. Whichever of these roles emerges, above all it has a crucial leadership role to ensure that postharvest development is pursued in a co-ordinated manner and its merits are not overlooked by the donor community.

b. Francesca Ambrosini indicated that PhAction should consider offering the Linking Farmers to Markets (LFM) initiative for adoption as a Global Partnership Project (GPP) by GFAR. GFAR sees PhAction as an independent group and LFM as an important issue although it would require PhAction to indicate a much wider range or partners than is currently listed under its CP concept note. In order to facilitate this, PhAction should approach GFAR and request membership of GFAR and the adoption of LFM as a GPP. To achieve the latter would almost certainly require a PhAction presence at the next GFAR meeting which will probably be held in Senegal in May 2003.

Action - Chairman to forward a copy of the revised CGIAR CP document (see 7. above) to GFAR with a request that PhAction should become a member of GFAR. The Chairman or other member should represent PhAction at the first GFAR meeting in 2003.

c. In order to consolidate the LFM initiative with GIPhT it would be useful to set the four theme areas of LFM against the regional research gaps that have been identified. The matrix so formed could be used as the basis for coherent research proposals. The matrix should be developed in advance of the final GIPhT meeting in Rome and elaborated by PhAction representation at the meeting.

Action - PhAction members to match regional research gaps (see 8 above) against the LFM theme areas to develop a matrix from which research proposals can be drawn, before June 2003.

d. The Asian Development Bank may offer some prospects for supporting the activities of PhAction. As the next CGIAR AGM is to be help in the Philippines, this provides a good opportunity for PhAction to visit the bank and discuss opportunities.

Action - The Chairman and Joe Rickman (IRRI) to visit ADB in Oct/Nov 2002

11. Possibilities for strengthening relationships with other organisations
PhAction needs to strengthen its relationship with other organisations especially those that are regionally based. A suitable strategy is also required for an approach to the World Bank to elicit interest in LFM and seek support for the further development of the Markets and Agribusiness Guide. The latter has been pursued in relation to Theme area 1 (see item 9.) Contact should be re-established with Mr A. Bagouti during the CGIAR AGM and over the next six months a suitable strategy developed that puts PhAction in a light that will evoke World Bank interest.

The next ASEAN postharvest meeting is to be held in Bali and it would be useful if this could be jointly badged with PhAction and possible linkages with SEARCA explored. Linda Nicolaides said she would explore the possibility of WHO becoming a corresponding (associate ?) member on issues relating to food safety.

12. The PhAction constitution revisited
It was concluded that the constitution did not require further attention at this stage. However, some members felt that it would be helpful to have an MoU between PhAction and the respective member organisations. It was agreed that those members favouring this could have an MoU if they so wished. Jan van Graver agreed to check with Rupert Best to see whether he had a suitable text to hand and to circulate such a text after editing it for use with PhAction.

Action - Jan van Graver to check with Rupert Best on the text for an MoU between PhAction and member institutions. An edited text will be circulated to members.

13. Report on Newsletter from the Editors
The editors reported that a better flow of information between the members and themselves is required. They proposed to

a. issue the Newsletter four times a year. The Newsletter would invariably be somewhat smaller but would have a higher profile by appearing more often

b. send out an automatic message at least six week in advance of the Newsletter to remind members of the need to submit copy

c. have an automatic connection to member institutions' press releases and lists of publications

d. take material from the GFAR web site.

Action - All members to ensure that the Newsletter editors are on the mailing list for all institutional publicity releases.

To raise the profile of PhAction is was agreed that it would be valuable to submit articles to appear on the Future Harvest web site.

The preparation of a paper based Newsletter is a considerable expense and likely to be more so if four issues are to appear annually. The possibility of issuing only an electronic version was considered. It was decided that in the next Newsletter, a survey would be made to discover how many clients would be adversely affected if the Newsletter was only to be available in an electronic form.
Action - Newsletter editors to ascertain the likely fall in readership if PhAction was to limit its Newsletter to an electronic version only. The case for adopting an all-electronic Newsletter should then be put to the Executive Committee.

14. Public awareness materials

a. IITA is in the process of developing the PhAction web site that will be accessed through INPhO. Shaun Ferris demonstrated the home page. A request was made for members to send IITA materials to be presented on the web. In particular, all members should send a listing of their current postharvest projects showing details of what of projects are about and where they are being undertaken. Members should also provide the URLs for connection to their own web pages, where possible this should be