United Nations Educational, Scientific and Cultural Organization Executive Board

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1 ex United Nations Educational, Scientific and Cultural Organization Executive Board Hundred and fifty-seventh Session 157 EX/27, Part I PARIS, 29 September 1999 Original: French Item 8.8 of the provisional agenda REPORT BY THE DIRECTOR-GENERAL, IN COOPERATION WITH THE HEADQUARTERS COMMITTEE, ON THE PROGRESS OF WORK UNDER THE RENOVATION PLAN PART I SUMMARY Document 157 EX/27 is divided into two parts: Part I describes the work carried out under the Renovation Plan for in accordance with 29 C/Resolution 83 and 156 EX/Decision 8.7. Part I also reports on the use made of the additional resources that have been mobilized for upkeep, conservation and renovation work: funds collected for the fiftieth anniversary of the Organization; allocations from the Headquarters Utilization Fund (HQF). Decision required: paragraph 19.

2 157 EX/27, Part I A. RENOVATION PLAN ( ) COSTING $3.7 MILLION 1. In 156 EX/Decision 8.7, the Executive Board invites the Director-General, in consultation with the Headquarters Committee, to continue to report to it at each of its ordinary sessions on the progress of the work provided for in the Renovation Plan and of any other work that might accompany it. 2. The summary table presented in Annex 1 lists the work carried out (or in progress at the time of the preparation of this document) during the biennium with exactly the same headings as those given by the Director-General in his report to the General Conference at its 29th session on the implementation of the Renovation Plan (29 C/47). 3. This table shows the new distribution of the funds available at the time of the 156th session of the Executive Board; this new distribution was set out in document 156 EX/34 and the Executive Board took note of it (156 EX/Decision 8.7, para. 5). 4. The table shows that nearly all the funds available for the biennium have already been committed, and also that the expenditures incurred for the category Plumbing, waterproofing, outside flooring were much greater than originally estimated: as a result of leakage into meeting rooms X and XI during the 155th session of the Executive Board, in October 1998, the Secretariat had to revise the budget headings to ensure that the waterproofing of the Piazza was given priority over other expenditures. As a result, some work had to be postponed until a later date, notably the new electrical installations in Building IV. 5. The remaining balance ($240,000) will be used, before the end of the biennium, to complete work under way and deal with the unexpected problems which are always encountered in construction projects, being inherent in the very nature of the work. 6. Upon completion of the work in progress listed in Annex 1 of this document, the bulk of the programme of work under the Renovation Plan adopted by the General Conference at its 27th session in 1993 will be finished. The Renovation Plan itself, scheduled to be implemented over a period of three biennia ( ), thus comes to an end as well. 7. With the benefit of hindsight, it must be admitted that the Renovation Plan was never equal to the challenges posed. The funds allocated proved to be far from adequate, even to implement work described as necessary and urgent. New needs, unforeseen when the Plan was drawn up, have been added to the scheduled work, some of which has thus had to be postponed indefinitely. 8. UNESCO is therefore duty-bound to review its strategy for dealing with all the problems that have accumulated in the management of its buildings, and Mr Joseph Belmont s report, in which these problems are addressed in a wider perspective and taking foreseeable needs for the next century into account, must be considered in that light. Document 30 C/40 Managing the UNESCO complex, Part II, in which the conclusions and proposals of Mr Belmont s progress report are submitted to the General Conference, constitutes Part II of this document. Reference should also be made to the report itself Progress report on the restoration and improvement of UNESCO Headquarters in Paris (May 1999) drafted by Mr Belmont with the assistance of Mr Jean Chapelon and to information document 30 C/INF.10 (Restoration and improvement of UNESCO Headquarters - summary of the progress report by Mr J. Belmont).

3 157 EX/27, Part I - page 2 9. The conclusions of Mr Belmont s mission will be thoroughly discussed by the General Conference. Document 30 C/40 is submitted to the Executive Board for examination in Part II of this document in order to enable the Executive Board to formulate its own recommendations to the General Conference. B. MOBILIZATION OF ADDITIONAL RESOURCES 10. At its 29th session, with regard to Headquarters questions and in particular to the upkeep and renovation of Headquarters buildings, the General Conference invited the Director-General to explore all possible ways of raising further funds for upkeep, conservation and renovation (29 C/Resolution 83, subpara. 4). Fund-raising campaign on the occasion of the fiftieth anniversary of UNESCO 11. On the occasion of the fiftieth anniversary of UNESCO, a fund-raising campaign to finance the Renovation Plan for Headquarters Buildings was launched on the initiative of the Headquarters Committee. Although the campaign ended for practical purposes nearly two years ago, the funds collected have remained untouched to date pending a decision on their utilization. 12. The amount collected in cash, with in addition the interest earned since the beginning of the campaign, is approximately US $630,000. Mr Belmont was asked for suggestions as to how this amount might be used, with the proviso that it would be more appropriate to allocate it to a clearly identifiable operation, preferably involving the space in front of the Picasso mural, across from the large conference room. After inspecting the site on 17 June 1999 with an ad hoc working group established by the Headquarters Committee, Mr Belmont suggested that the sum should be used to renovate the interior or exterior of the Conference Building as a whole (Building II). On 18 June 1999, at its 132nd session, the Headquarters Committee recommended that the Director-General give priority to the renovation of the interior of the Conference Building. 13. The work will include: replacement of the cork flooring with flooring identical to the original; replacement of the acoustic-panel wall covering; cleaning of the exposed concrete and stone walls and pilotis (on-site demonstrations were presented for the ad hoc working group of the Headquarters Committee); replacement of the ceiling lighting fixtures; introduction of an effective signposting system; creation and installation of appropriate furnishings (reception counter, tables, armchairs, chairs, showcase windows, movable display panels). Lastly, a management committee will be set up, with the participation of the Headquarters Committee, to ensure transparency in the selection of firms and the international character of those selected.

4 157 EX/27, Part I - page 3 Renovation of the Headquarters kitchens 14. After 40 years the Headquarters kitchens needed a complete overhaul to bring them into line with health regulations. Most of the resources needed for the renovation ($1 million) were drawn from the Headquarters Utilization Fund in the form of an advance which the UNESCO Restaurant Service has agreed to reimburse, over several years. 15. The renovation work began on 15 June 1999, after the spring session of the Executive Board, and should be completed in time for the 157th session of the Executive Board. Participation of the host country 16. The Director-General met Mr Lionel Jospin, the French Prime Minister, in May 1998 and discussed with him the difficulties the Organization was encountering in its efforts to conserve the original appearance and functioning of the Headquarters building on the Place de Fontenoy, which was constructed at the end of the 1950s. 17. France responded by announcing, at the 155th session of the Executive Board (October/November 1998), that it was offering the Organization a mission directed by Mr Joseph Belmont, architect, Inspecteur Général de la Construction, for the purpose of giving his opinion on work needed for the restoration and improvement of the Headquarters buildings. The mission headed by Mr Belmont dealt with the following areas: bringing Headquarters buildings into conformity with safety standards; the restoration of the buildings; study of the area surrounding Headquarters, both within and outside its perimeter; forecasting the long-term evolution of the Headquarters buildings. 18. Mr Belmont prepared a progress report which was sent by the French Prime Minister to the Director-General on 28 June Mr Belmont presented his progress report to the Finance and Administrative Commission at the 156th session of the Executive Board. Draft decision 19. In the light of the foregoing, the Executive Board may wish to adopt the following draft decision: The Executive Board, 1. Having examined document 157 EX/27 and document 30 C/40 which is to be submitted to the General Conference at its 30th session, 2. Takes note of the work carried out since the approval of the budgetary provisions by the General Conference at its 29th session; 3. Welcomes the allocation of the sum of US $630,000 collected by the Headquarters Committee in connection with UNESCO s fiftieth anniversary for the renovation of the Picasso hall (interior of the Conference Building), taking into account the suggestions made by Mr Joseph Belmont and approved by the Headquarters Committee;

5 157 EX/27, Part I - page 4 4. Expresses its deep appreciation to the Organization s host country for having placed at its disposal Mr Joseph Belmont, an expert of renown whose plan for the restoration and improvement of the buildings on the Fontenoy site makes an invaluable contribution to the necessary reorientation of UNESCO s policy for the management of its own property; 5. Recommends that the General Conference approve the measures proposed in the draft resolution contained in document 30 C/40.

6 157 EX/27, Part I Annex 1 ANNEX 1 Amount in $ Description of work Estimated Expended as of 15/09/99 Comments 1. Air-conditioning 1.1 Computer room 175, , Rooms VI, VII, VIII (including booths) and centralized technical control 125,000 Work postponed 1.3 Air extraction, Rooms X and XI (including booths and compliance with fire-safety standards + centralized technical control) and fresh air inlet Room X 140, , Replacement of 11 obsolescent and faulty airconditioning casings in use for more than 40 years First stage 300,000 Work postponed Other 1 Inverter computer room Canalization cold water 25,463 33,509 Subtotal 1: Air-conditioning 740, ,503 Ratio: 69% 2. Electricity and lifts 2.1 New electrical installations, Building I First stage - Computer room 500, , Work on electrical armature, Building I First stage 150,000 Work postponed 2.3 Connection to centralized technical control of all electrical installations in Building I Not scheduled New cabling, Rooms VI, VII, VIII 25,000 1,800 Work partially postponed 2.5 Renovation and standardization car park, IV 100, , Standardization of electrical network Building IV 2.7 Standardization of electrical substation, Building IV 190,000 Work postponed 175,000 Work postponed 2.8 Standardization, Building V 30,000 29,825 Other Engineering studies of installations Renovation installation 7th floor Spotlights Room I Piazza Building I 169,609 65,000 1,372 Subtotal 2: Electricity and lifts 1,170, ,396 Ratio: 50% 3. Plumbing, waterproofing, outside flooring 3.1 Drain, sewer basement, Buildings II and IIbis 55,000 56, Replacement municipal water booster, Building V 35,000 27, Systematic renovation of sanitary installations - basement Conference Building - Building I: ground floor, 6th floor - Building VI, disabled persons 40,000 58,762 61,874 11,091 1 The heading Other includes modifications set out in document 156 EX/34 and work which became urgent during the biennium and was accordingly not mentioned in document 29 C/47.

7 157 EX/27, Part I Annex 1 - page 2 Amount in $ Description of work Estimated Expended as of 15/09/ Maintenance of waterproofing, Piazza, Building IV - first stage - second stage - Calder area 220, , ,509 84,150 Comments 3.5 Maintenance of paving, Piazza, Building IV 25,000 8, Connection of heating to plumbers main centralized technical control, Fontenoy 140, ,434 Other Plumbing installations, 6th floor Waterproofing lower terrace, Building V Replacement cast iron drain 80,000 7,530 2,625 Subtotal 3: Plumbing, waterproofing, outside flooring 515,000 1,426,370 Ratio: 277% 4. Façades 4.1 Repair of reinforced concrete sunbreakers and sunscreens First stage Saxe façade Technical study 375,000 Work postponed 19, Systematic replacement of obsolescent Venetian blinds, all buildings (internal and external) and transfer of lowest point of external blinds guide cables to metal fasteners set in reinforced concrete sunbreakers, Buildings I and III 50,000 35,890 Work partially completed 4.3 Replacement of wooden glass-stops and plastic joints of window aprons of the external windows of Buildings I and III and repainting, after sanding, of external wooden frames 80,000 Work postponed 4.4 Manufacture and installation of seals on aluminium windows of Buildings I and III 100,000 Work postponed 4.5 Cleaning of façades on Fontenoy site Not scheduled Replacement of faulty window fastenings in Building VI 25,000 84,211 Other Technical studies 255,465 Subtotal 4: Façades 630, ,561 Ratio: 63% 5. Safety and security, health and hygiene 5.1 Locks: standardization and organizational chart on the three sites viz. Fontenoy, Miollis and Bonvin First stage 30,000 Work postponed 5.2 Servicing of door closers in corridors of Building I 30,000 Work postponed 5.3 Repair and fitting of non-slip nosing on the central staircase of the Fontenoy Building 60,000 Work postponed 5.4 Fire detection, fire alarm and sprinklers on Fontenoy site - standardization ERP (building open to the public) 90,000 70,645 Work on certain sites completed 5.5 Detection and systematic sprinklers, computer, periodicals and archives 35,000 30,052

8 157 EX/27, Part I Annex 1 - page 3 Amount in $ Description of work Estimated Expended as of 15/09/99 Comments 5.6 Standardization of fire protection, Building VI, including take-up of information on central monitor and application of SOCOTEC recommendations First stage 200, , Smoke extraction, stairwells, Building I - standardization 150,000 86,669 Work partially completed 5.8 Application of cartographic survey of floorings and ceilings in line with regulations on asbestos-based materials 50,000 Survey completed Other Compliance with security standards study Removal of fibrociment 6th and 7th floors (as part of renovation of the kitchens) Creation security equipment Renovation public sanitary installations 7th floor 12,300 67,360 15,000 50,000 Work in progress Subtotal 5: Safety and security, health and hygiene 645, ,447 Ratio: 78% Unexpected problems 50,000 Work in progress Grand total 3,700,000 3,460,000 Ratio: 94%

9 ex United Nations Educational, Scientific and Cultural Organization Executive Board Hundred and fifty-seventh Session 157 EX/27 Part I Add. PARIS, 29 September 1999 Original: French Item 8.8 of the provisional agenda REPORT BY THE DIRECTOR-GENERAL, IN COOPERATION WITH THE HEADQUARTERS COMMITTEE, ON THE PROGRESS OF WORK UNDER THE RENOVATION PLAN ADDENDUM SUMMARY In accordance with 29 C/Resolution 83 of the General Conference and 156 EX/Decision 8.7, in which the Executive Board invited the Director-General to continue, in conjunction with the Headquarters Committee, to report to it at each of its ordinary sessions on the state of progress of the work provided for in the Renovation Plan, and of any other work that might accompany it, the Director- General reports on the progress of work under the Renovation Plan for (157 EX/27, Part I). Having examined that document, the Headquarters Committee submits its own comments in the form of an addendum thereto.

10 157 EX/27 Part I Add. COMMENTS BY THE HEADQUARTERS COMMITTEE ON THE DRAFT REPORT BY THE DIRECTOR-GENERAL ON THE PROGRESS OF WORK UNDER THE RENOVATION PLAN (157 EX/27) 1. At its 133rd session, held on 1 and 8 September 1999, the Headquarters Committee examined the Director-General s draft report to the Executive Board on the progress of work under the Renovation Plan for in accordance with 29 C/Resolution 83 of the General Conference and 156 EX/Decision 8.7. It has the following comments to make on that text. 2. The Headquarters Committee studied the summary table listing the work provided for in the Renovation Plan carried out as at 10 August In that connection, and with a view to facilitating comprehension and the monitoring of the progress of the renovation work, it expressed the hope that a column could be added to the table, entitled Comments, which would indicate for each heading the percentage of the work carried out and of work still to be carried out. 3. Regarding the same table, the Headquarters Committee noted that under the heading Safety and security, hygiene and health, the expenditure committed at 10 August 1999 stood at $494,100, although in the report by the Director-General to the Executive Board at its 156th session (156 EX/34), it had been evaluated at $613,380 as at 31 December 1998, a figure also mentioned in an information document distributed to the Headquarters Committee at its 131st session (UNESCO/131 HQ/INF.8 of 20 April 1999). 4. Regarding the plan to renovate the Japanese Garden (paragraphs 19 and 20 of document 157 EX/27), the Headquarters Committee, referring to UNESCO s contribution to the funding of the project ($60,000), to be taken from the Headquarters Utilization Fund, questioned whether the decision to use the Fund for that purpose was in accordance with the criteria for its use, which had for several months been the subject of discussions both in the Headquarters Committee and in its working group, and whether the rehabilitation of this area was a priority of the same order as some of the renovation work on Headquarters buildings that was considered to be essential and urgent. 5. The Headquarters Committee expressed its gratitude to the Government of Japan for having taken the initiative regarding the work to restore the Japanese Garden, welcomed its decision to cover a large proportion of the expenditure involved, and took into consideration the fact that the rehabilitation of the area was a high priority and was subject to a number of constraints, in particular seasonal ones. As to UNESCO s participation in the funding of the work to the value of $60,000, it was asked whether it would be an advance from the Headquarters Utilization Fund to be reimbursed at a later date. 6. The Headquarters Committee requested the deletion of the heading C. Recommendations by the Headquarters Committee since it had been decided to submit to the Executive Board an addendum to document 157 EX/ The Headquarters Committee also examined the draft decision to be submitted to the Executive Board for approval which was set out in paragraph 19 of document 157 EX/27, and proposed the following amendments:

11 157 EX/27 Part I Add. - page 2 (a) paragraphs 1, 2, 4 and 5 remain unchanged, (b) paragraph 3. Approves the allocation of the sum of US $630,000 collected in connection with UNESCO s fiftieth anniversary for the renovation of the interior of the Conference Building, following the suggestions made by Mr Joseph Belmont and supported by the Headquarters Committee. Amended, it would read as follows: 3. Welcomes the allocation of the sum of US $630,000 collected by the Headquarters Committee in connection with UNESCO s fiftieth anniversary for the renovation of the Picasso hall taking into account the suggestions made by Mr Joseph Belmont on the subject and approved by the Headquarters Committee. Paragraph 6 Invites the Director-General to submit to the Executive Board at its 159th session a plan of work for the restoration and improvement of Headquarters buildings for the biennium. Amended, it would read as follows: 6. Invites the Director-General, in cooperation with the Headquarters Committee, to submit to the Executive Board at its 159th session a plan of work for the restoration and improvement of Headquarters buildings for the biennium. 8. The Headquarters Committee took note of the stated willingness of the representatives of the Secretariat to incorporate in document 157 EX/27 all the recommendations made by the Committee s members during the discussions on this subject.

12 ex United Nations Educational, Scientific and Cultural Organization Executive Board Hundred and fifty-seventh Session 157 EX/27, Part II PARIS, 29 September 1999 Original: French Item 8.8 of the provisional agenda REPORT BY THE DIRECTOR-GENERAL, IN COOPERATION WITH THE HEADQUARTERS COMMITTEE, ON THE PROGRESS OF WORK UNDER THE RENOVATION PLAN PART II SUMMARY Part II of document 157 EX/27 contains Part II of document 30 C/40 Managing the UNESCO complex: Report by the Director-General and Report of the Headquarters Committee (item 9.7 of the provisional agenda of the General Conference ). This document, which presents the principal proposals in the progress report drawn up by Mr J. Belmont with a view to producing a new plan for the restoration and improvement of the UNESCO Headquarters buildings on the Fontenoy site, is also being submitted to the Executive Board to enable the Board to formulate any recommendations that it may wish to make to the General Conference in the form of an addendum to document 30 C/40.