Meeting+3+(December+17,+2010)

MINUTES OF CPWF MONTHLY MEETING


 * Date**: Dec 17, 2010
 * Venue**: Info Center
 * Time**: 8:30am-12:00am
 * Participants**: all available N2-5 project members in and out of Addis, Communication supporters (from KMIS)

**Agenda:**
1) Individual project updates and follow-up actions planned to compensate delays (by project leaders) 2) Common vision on rainwater management, including common understanding of research (e.g. action research) 3) Update on inception reports, way forward 4) Follow-up from previous monthly meetings (launching, MoUs..) 5) AOBs (deciding on training date for Wiki and Yammer)

The meeting started with the introduction the Chair person gave. WebEx connection was used to communicate with team members in India, USA, and Naiobi. Agenda items were raised and addressed one by one.

**1. Project Updates**
Nile 1 (Dr. Tilahun Amede):
 * Project report is produced
 * Working paper will soon come out
 * Publication for a Journal of Ethiopian Agricultural Association was submitted but still pending as a point of resistance is mentioned from the editor stating that the submitted paper is lack data component and is too narrative


 * Nile 3 (Dr. An Notenbaert):**
 * MoUs are being processed and signed
 * Data integration and accessibility is soon to be finalized
 * A new staff, Dr. Catherine Pfeiffer, is now on board


 * Nile 4 (Dr. Kindie Getnet)**
 * the group is working on identifying dominant approaches to be used on data net for the baseline data
 * Institutional policy is also composed in this team
 * Reservation is reflected to lead the livelihood component as assigned team members have doubts on the existing experience to do the element in such larger irrigation scales

Discussion was held on this particular point. Dr. Ranjitha Puskur of N4 discussed with Nancy Jhonson, who is hoped to provide support. Livelihood is mentioned as a component in all the projects. Therefore Dr. Kathryn Snyder of N2 will lead a team composing Jemimah, Tilahun Charlotte, Nancy and Ranjitha to work together. Kathryn reported that N2 has already had field trips to all sites, distributed questions for the community and is waiting for feedbacks. More is prepared on livestock which will soon come out.


 * Nile 5 (Dr. Tilahun Amede)**
 * In Monitoring and Evaluation specific criteria to evaluate each project, performance inidcators/tools are being worked on
 * Dr. Seife Ayele is dealing with characterizing factors
 * Internal and external communication tools like wiki, yammer and also the website (draft) are being used
 * Umbrella MoU with partners is on progress; the ones with ARARI, OARI, Holeta Research Center and Wollega University are signed while two more with Ambo and Bahir Dar Universities will come soon. One is still hanging.

Further discussion was made on this issue. Ambiguities regarding the different MoUs individual projects are going to enter into and that of the umbrella one was raised by partners and projects. Therefore to clear the confusion and also help the researchers on the ground have a precise understanding as to how and with whom they are working, it was suggested that a paragraph should be added to explain how the general structure works. The paragraph shall include details of operations like transport payment etc that should go common to all projects. Responsibility is given to Tilahun to draft the paragraph including focal persons for each project. In addition he is to share the overall MoU format.

**2. Common Vision**
Tilahun gave a brief presnetation on general issues. Detailed discussion on various points were made. The challenge of integrating the projects' vision and work with the reality was one point of discussion. As mentioned one crucial way of procedure could be to find issues, demanded from community, with which projects will then identify their niches. The problems identified shall be taken to be researched on and create opportunities. The options shall be known to the life styles of the community with clear incentives/benefits and compatible with their culture too. It was noted that NBDC is a different type of project that is more adaptive to the demands it gets but doesn't fix itself to a particular point. Many agreed that priority should be given to the communities' demand and identification of problems. Focus was given to participatory approach and integration complementation. As the project progresses, mechanisms of creating continuous involvement from the community and also feedback on what is happening must be thought of.
 * Issue of Integration**

Identifying problems with the community or taking problems identified by the community were once again said to be important. The interaction with the community should be adminstered through innovation platforms that links all stakeholders. However emphasis was given that the initiative has to go beyond the platforms for it is too essential that a concrete evidence of work should be given to the community to witness the idea on the ground and its practicability. Institutional policies and higher level engagements shall support the smooth flow of what is intended with Government strategies and the like. Approaches are very important to ensure the sustainablity of the innovations for farmers may accept them for various reasons but may not own and effort to continue it through. NBDC is said to have a competitive advantage in this regard becuase it is able to understand issues at baseline, identifying major actors and also potential higher level interactions. Therefore more effort is now to connect and integrate these sections.
 * Innovation**

The integration among the five projects of NBDC was also point of discussion. A coordinated way of addressing each project's need/demand from the other must be in place. Sharing information and updates is also said to be important. Generally it was suggested that everyone has to precisely know own tasks first. Then identify the demands from others and interact. For this reason Tilahun is assigned to design and share a template to be filled by each project indicating what is done during the month, what is demanded from which project, and what is already done during the last month. In addition to this learning beyond basin level, from other basin level discussions, is also suggested.
 * NBDC Integration**

On the specific demand N4 raised during the meeting, Charlotte is assigned to form a team composing Jemimah, Mathew, Ranjita, Nancy and herself to discuss modelling and livelihood.

Cross cutting issues have also been identified. Leaders for each issue is assigned to coordinate activities. Leaders are also to brainstorm the general public on updates of these issues. Accordingly;
 * Livelihood will be led by Kathryn Snyder
 * Modelling will be led by Mathew and Birhanu
 * Innovation will be led by Kees Swans

**3. Inception Report**
It was reported that the Inception report on the Challenge Program is submitted two months ago that returned with positive feedbacks except on timing issue. The next upcoming report will be due in March. Note was made to include the following points.
 * Baselines of all project
 * Finalization of all MoUs
 * Release of all the money promised to partners
 * Report shall be on what is tangibly done but not on what is to do in future

Each PL is to share the first feedback and post the report on the wiki. In addition PLs should take this as an opportunity to strengthen their communication and team building that they should lead/follow the report writing to the possible extent.

**4. Follow up from Past Meetings**
Tilahun mentioned the following points and gave updates on the current status.
 * Branding NBDC: logo is modified in a way that satisfies both CPWF and NBDC's interest. New logo is one that is put up on the wiki.
 * N1 Update: similar to what is stated under project update
 * Capacity Building: still pending
 * Partnership and MoU: in progress as stated above
 * Wiki Training: few sessions has been held for members but more will come soon for new comers and refreshers as well. Note was made that email communication plus wiki posting will be made suggesting the date for the upcoming training program. Members are noted to respond.

**5. MSc Students**
Approaches on how to engage students has been discussed. The usual mechanism is said to request the nearby Universities or research institution to the research sites' area if they have a student with the desired qualification interested to work with the project. If this couldn't become successful then the opportunity will be open for the public. Therefore following this trend Dr. Alan Duncan is assigned to circulate the concept note that Dr. Amare H/Selassie has written and posted it on the wiki as well to the universities. Tilahun will provide contact name for the Universities.

In response to the request for more funds to support locals it was said that NBDC funding is very strict that it is unlikely to get more coming through. However the budget estimated is actually a bit higher than what is really needed that short term supports can be made with the leftovers.

It was indicated that IWMI has its own capacity building provision that the project can share if needed. ILRI similarly has some incentives like discounted housing. More strengthened work is said to be done with ILRI to bring consistency and quality to the procedure of selection.

Finally the following few points were raised regarding logistics issues:
 * It would be better to give few staffs training on WebEx to be able to administer the meeting
 * Test connection prior to meeting
 * Tracking time table for action points should be made
 * Outlook calendar be sent for meeting request to ensure everyone gets it
 * Bharat shall deal with ICRAF partners by phone conversation to sort out the lag from that side
 * Request is made to have a specific space for livelihood discussion on the wiki

The next meeting is tentatively scheduled to be by end of January. All small teams are hope to meet before that and bring some reports for that day. More communications will come regarding specific date.

Meeting adjourns at 11:30am.