REPORT BY THE DIRECTOR-GENERAL, IN COOPERATION WITH THE HEADQUARTERS COMMITTEE, ON MANAGING THE UNESCO COMPLEX SUMMARY

Transcription

1 Executive Board 184 EX/28 Hundred and eighty-fourth session PARIS, 5 March 2010 Original: English/French Item 28 of the provisional agenda REPORT BY THE DIRECTOR-GENERAL, IN COOPERATION WITH THE HEADQUARTERS COMMITTEE, ON MANAGING THE UNESCO COMPLEX SUMMARY This document was prepared pursuant to previous Executive Board decisions on the matter and contains the report by the Director-General, in cooperation with the Headquarters Committee, on managing the UNESCO complex. The Headquarters Committee examined, modified and approved this document at its 173rd session (25 February 2010). The financial and administrative implications of the reported activities fall within the parameters of the current C/5 document. Action expected of the Executive Board: decision in paragraph 41.

2 184 EX/28 INTRODUCTION 1. This document presents the main activities regarding the management of UNESCO Headquarters, within the framework of the budget approved by the General Conference. 2. Pursuant to 170 EX/Decision 7.7 of the Executive Board, the Director-General hereby submits a summary of expenditure for the final phase of the Belmont Plan renovation work, as well as a strategy to launch the capital master plan for UNESCO Headquarters in pursuance of 181 EX/Decision 41. She also submits a forecast plan of maintenance, conservation and security/safety activities, followed by a summary of Permanent Delegations rental arrears. RENOVATION OF HEADQUARTERS 3. Following the renovation work under the Belmont Plan s second phase, all of the Headquarters staff has moved back into their renovated offices on the Fontenoy site as scheduled in the target timetable submitted at the 34th session of the General Conference (34 C/5). 4. In addition to improving working conditions, this renovation phase of the Fontenoy site has already enabled the optimization of water distribution and the reduction of energy consumption within the Organization s environmental policy. The technical maintenance workshops now use a centralized computerized equipment management system, for the remote monitoring and control of technical installations. 5. The completion of work under the Belmont Plan on the Fontenoy site was celebrated by the Directors-General (incoming and outgoing) at a ceremony to inaugurate the renovated premises of this site on 25 September 2009, in the presence of the President of the General Conference, the Chairperson of the Executive Board and the Chairperson of the Headquarters Committee. 6. To close the administrative and financial aspects of the operation, the companies concerned have submitted their final accounts. These files are scheduled to be closed during the first quarter of 2010, with the exception of the contract for the architectural and engineering team, for which UNESCO, based on the contractual obligations, is contesting the amounts requested by the company. 7. The final stages of this operation took into account the recommendations of the External Auditor contained in document 181 EX/42 and were audited in compliance with the decision by the Executive Board at the same session (181 EX/Decision 42). 8. As at each spring session, the Executive Board is apprised of the latest contract awards and the summary of annual expenditure (see Annexes I and II hereto). During July and August 2009, after the occupiers had moved back into their final offices, the temporary building in which they were relocated as provided for under the Belmont Plan, was sold to the GCC company, which dismantled and then removed it. 9. Subsequently, the green spaces in the piazza were restored by the ISS property services company. In a very short period of time, and with special funding, green roll-on lawn was laid. 10. These contracts were processed in compliance with the administrative procedures contained in UNESCO s Manual. For this purpose, the Steering Committee held a final meeting on 9 October 2009 and expressed its satisfaction at having attained the technical objectives within the framework of the budget allotted and the schedule established.

3 184 EX/28 page 2 CAPITAL MASTER PLAN FOR UNESCO HEADQUARTERS 11. For the current biennium, pursuant to 35 C/Resolution 96, a capital master plan (CMP) for the renovation and/or conservation of the totality of Headquarters buildings and premises will be submitted to Member States at the next session of the General Conference. 12. This master plan aims to propose solutions, in the form of technical and financial analyses, for the renovation of the buildings and facilities at Headquarters that were not renovated within the framework of the completed plan, taking into account developments in town planning, technical and safety norms. It will also incorporate a notion of the conservation and maintenance cost for both sites, the most recent health and fire safety norms, as well as the new environmental guidelines and safety-related recommendations. 13. Although budget constraints prevented the renovation of the entire Fontenoy site (the Belmont Plan mainly targeted the modernization of offices and facade repairs, not including conference rooms and gardens for the same reasons) and the inclusion in the renovation of the Miollis-Bonvin site, UNESCO, nevertheless ensured that fire safety improvement work and conservation work were carried out on all the buildings on the site. 14. However, this safety and conservation work did not include: the general restoration of the buildings; the adaptation of working conditions of Permanent Delegations, NGOs and Secretariat staff on the Miollis-Bonvin site; the enhancement of this complex (to preserve the institution s capital and, needless to say, counter the poor image this lack of maintenance conveys). These measures should be considered in the CMP. 15. Based on the current state of occupancy of premises in relation to the functions of the buildings, the CMP should assess the premises and propose a conservation or even renovation plan (conference rooms, equipment in the basement, gardens etc. See Annex III recapping the current functions) for the buildings of UNESCO Headquarters. 16. In 2002, Mr Joseph Belmont was entrusted with analysing the condition of the Miollis-Bonvin site, establishing a diagnosis on the measures to be taken and proposing a work programme. As with the Fontenoy site, this programme aimed at renovating offices and did not include outdoor areas, conference rooms and other common spaces. These elements should be updated and completed. 17. Alongside an in-house team charged with, among other things, analysing requirements and ways of optimizing them, it will be necessary to have experts responsible for examining conceivable town planning and technical solutions and their costs, and experts exploring the possible funding methods. 18. Behind the temptation to combine these different types of expertise within the framework of a partnership with real-estate developers or developer-builder groups, lies the risk of conflicts of interest which might arise, whereas the study should explore, without exclusivity, all the possibilities offered by the regulations of the host country and UNESCO s own procedures. 19. This is why, at this exploratory stage, a solution must be found by associating independent skills that will have to analyse the contributions of these companies and request their intervention, under the authority of the in-house team.

4 184 EX/28 page The presence, in the team responsible for the study, of a representative of the host State and/or a representative of the city of Paris, could enable any opportunities and constraints to be pointed out, and relevant solutions to be proposed, before any official positions are taken on the renovation of this site. CONSERVATION OF THE SITE AND MAINTENANCE 21. Within the framework of the forecast plan for maintenance and conservation work on Headquarters scheduled for this biennium ( ), the most significant projects are as follows: renovation work to bring the official apartment up to standard; construction of a security post at the main entrance on the Fontenoy site; urgent work to bring the main computer room on the Fontenoy site into compliance; continuation of fire safety improvement work of building VI, classified as a high-rise building (IGH); statutory repairs of all lifts on both sites; execution of priority work in all non-renovated areas according to health and safety criteria. 22. In addition, a call for tenders from cleaning companies has been issued, and a quality control procedure will be introduced. 23. At the end of the biennium, it would be appropriate to assess the strategy to reduce the building s operation costs through preventive rather than curative maintenance, with a constant workforce, to define the human and financial requirements for effective conservation of Headquarters, independent of events. SECURITY/SAFETY 24. In terms of security, the last biennium was marked by a security audit of the Headquarters complex by the Préfecture de Police and Interpol. UNESCO security managers took part in these operations and the conclusions drawn, under the auspices of the task force which met during 2009, presided over by the Deputy Director-General. 25. This group s work resulted in the drafting of document 182 EX/44, Report by the Director- General on a medium-term security plan for UNESCO Headquarters submitted to the Executive Board and the General Conference. This plan includes, following an explanation of the security doctrine and the different principles on which the plan was based, the description of the measures to be taken promptly to reinforce security at Headquarters as well as the corresponding cost estimates. 26. These measures comprise, in particular, the acquisition and installation of detection and verification equipment, upgrading of fire safety, increase of personnel (having considered, then discarded, in most alternatives, the use of subcontracting), and training and improvement of the quality of recruitment. 27. Having examined this document, the Executive Board adopted 182 EX/Decision 44, by which it:

5 184 EX/28 page 4 noted the already budgeted initial measures for the biennium ($1.05 million); acknowledged the other measures proposed in the preliminary medium-term plan; invited the Director-General to submit to it at its 184th session, a revised medium-term security plan including proposals for funding the continuation of the preliminary plan; recommended to the General Conference that it authorize the Director-General to transfer $1.71 million of any funds that may be available before 31 December 2009 from the 34 C/5 financial period to the Special Security Account with a view to the construction of a forward security post at the main Fontenoy entrance. 28. By means of 35 C/Resolution 97, the General Conference authorized the Director-General to transfer $1.71 million to the Special Account for Strengthening the Security of UNESCO Premises Worldwide, from funds that might become available at the closure of the accounts for the 34 C/5 financial period, for the construction of a forward security post at the main Fontenoy entrance. 29. The construction of this security post was indeed emphasized, in particular during the different debates, as a pressing and urgent decision required for securing the Organization s main building. The Headquarters Division is currently conducting the preliminary studies for this construction, which will result in a call for tenders from architects once the drafting of the special specifications has been completed. According to the initial schedule, construction will be completed by the 36th session of the General Conference. So far however, funding is available only for the initial phase of the project ($460,000). The start of construction might be postponed, if sufficient funding is not identified. 30. The medium-term security plan submitted at the 182nd session of the Executive Board is being revised, in particular because of actions recommended that are already being implemented (replacement of badges, entry rights for retired staff etc.) as well as new operations that have already begun (hiring of three additional security agents, improvement of video surveillance) on the regular budget. 31. It should be noted that entry rights for retired staff were debated intensely with representative organizations and modifications were finally made to the initial project. In addition, permanent accreditation of certain journalists is currently envisaged. 32. Nevertheless, the principles governing the drafting of the security plan have not changed: VISIBILITY, EFFECTIVENESS, COHERENCE, EXPLANATION in action and for the security rationale: DISSUADE, DETECT, DIAGNOSE, WARN, INTERVENE. The results of the different security audits will also be taken into account continually. 33. Therefore, the revised security plan will contain only technical modifications with, in particular: an update of the cost assessments of installations not scheduled for the biennium, depending on the appearance of new products on the market; the differentiation of certain chapters on services not limited to safety (enhancement of the Miro room, IIEP, update of fire safety, etc.); consideration of any risk development. 34. By its 182 EX/Decision 44, the Executive Board recalled that security is a core function of the Organization, and that UNESCO must comply with the norms in force in this domain and invited the Director-General to submit proposals for financing the continuation of the preliminary mediumterm security plan.

6 184 EX/28 page In the above context the Director-General considers that core functions of the Organization have to be provided for through the regular budget of UNESCO. 36. Despite the fact that the figures have yet to be finalized based on the above-mentioned changes, the order of magnitude of the sums will remain the same; the sources of funding for equipment for the next two biennia amount to $7.84 million i.e. $3.92 million per biennium if the investment is distributed over the 36 C/5 and 37 C/5 periods. 37. Moreover, the execution of the plan will necessarily involve, as from the 36 C/5 period, an increase in staff numbers (15 security agents, 6 firefighters). Additional staff-related expenditure per biennium totals $2,569,000 ( standard costs). 38. Bearing in mind the urgent nature of the proposed security arrangements and the fact that the Organization, having developed a comprehensive approach on security matters since 2003, has never succeeded in bringing about the necessary funding (182 EX/44, paras. 1-10), in compliance with Articles 3.8 and 3.9 of the Financial Regulations, the Director-General intends to submit to the Executive Board at its 185th session supplementary estimates for financing the totality of the medium-term security plan for Headquarters. The acceptance of this proposal would enable the Organization to reduce the relevant delays and to accomplish the bulk of the necessary works and reinforce safety/security staffing in In more pragmatic terms in relation to Headquarters users, while awaiting the inevitable changes at Fontenoy due to the construction of the new entrance, measures are to be envisaged with regard to the management of entry rights; since it is difficult to separate the different volumes of users physically, it would be appropriate to implement virtual zoning. This means that the security agents must be able to know at all times whether individuals have an objective reason for being where they are. The only way to conduct this verification is for all persons on the Organization s premises to continuously and visibly wear their badge which indicates their personnel status. To apply this measure, the security service requires everyone s support. RENTAL OF OFFICE SPACE TO PERMANENT DELEGATIONS 40. A list of rental arrears is attached in Annex IV. The Director-General, in cooperation with the Headquarters Committee, will continue to apply the measures to collect rental arrears. ACTION EXPECTED OF THE BOARD 41. The Executive Board may wish to adopt the following decision: The Executive Board, 1. Recalling 34 C/Resolution 85, 35 C/Resolution 96 and 179 EX/Decision 34, 181 EX/Decision 41 and 182 EX/Decision 44, 2. Having examined document 184 EX/28 and Add. 3. Notes the end of the work under Phase 2 of the Belmont Plan and welcomes the achievement of the technical objectives of the programme within the framework of the budget allocated and the schedule established; 4. Also notes the strategy proposed to launch the capital master plan for the conservation of UNESCO s buildings, in compliance with the current occupancy requirements of the premises and functions;

7 184 EX/28 page 6 5. Requests the Director-General to implement all of the measures necessary to form a team of experts providing technical solutions and involving representatives of the host State to define possible town planning and financial options, in particular for the Miollis- Bonvin site; 6. Takes note of the draft biennial maintenance and conservation programme; 7. Invites Member States with office rental arrears to honour their obligations; 1 8. Further takes note of the revised medium-term security plan and invites the Director- General to pursue her efforts aimed at reinforcing security arrangements at Headquarters; 9. Expresses its concern over the additional delays in constructing the forward security post at the Fontenoy entrance; 10. Also takes note of the intention of the Director-General to present to the Board at its 185th session supplementary estimates for financing the totality of the medium-term security plan. 1 The Headquarters Committee considered that the Executive Board would have wished to take a decision on these matters, taking into consideration document 184 EX/28 Add.

8 184 EX/28 Annex I ANNEX I SUMMARY OF FINAL EXPENDITURE FOR PHASE 2 OF THE BELMONT PLAN ( ) BELMONT PLAN PHASE 2 Services RENOVATION OF UNESCO HEADQUARTERS PLACE FONTENOY Final expenditure ( tax excluded) tax excluded Operation supervisor (COTEBA, MB&CO) 1,229,800 Consultant architect (JL ROUBERT) 301,600 Health and safety protection (IPCS) 117,450 Technical control (VERITAS) 112,400 Architectural and engineering team/consulting firm (engineers/architects) (T3E/BETOM) 4,362,941 Preliminary work (waterproofing of the piazza, construction of temporary offices, technical preparations) 9,401,990 Work contracted out to firms (including price revisions, work in the basement, print shop and various technical premises) (COLAS, GCC, ECAL, BAILLE, L ART ET LE BOIS, COSREM, RCA, OLIVAR, SCHINDLER, CBIF, DERICHEBOURG, TTI/CLEMENCON, SNEF, SCE, JACKY LADUNE) 61,431,740 Office removal (DEMECO/MARTIN, EUROFLASH) 2,022,663 Assistance/consultants/miscellaneous (temporary assistance, supernumeraries, etc.) 894,395 Additional resources (34 C/Res.9) and181 EX/Decision 41 4,500,000 TOTAL EXPENDITURE FOR ,374,979*

9 184 EX/28 Annex II ANNEX II INVITATIONS TO TENDER AND SUCCESSFUL BIDS BELMONT PLAN PHASE 2 WORK LOT: SALE OF TEMPORARY OFFICES FIRMS CONSULTED BID TENDERED SUCCESSFUL BID INT* GCC SNEFF COFICIEL PAMS X X X X X The invitation to tender was issued as an OIC (Open International Competition), but no bid was received. LOT: RESTORATION OF FIRMS CONSULTED THE PIAZZA S GREEN SPACES HENRY JARDIN STEM SAUBAPARC VERTE ENTREPRISE AMBTP SOMADIFE ISS BID TENDERED X X X X SUCCESSFUL BID INT* X The invitation to tender was issued as an OIC (Open International Competition), but no bid was received.

10 184 EX/28 Annex III ANNEX III TABLE OF FUNCTIONS/ACTIVITIES OF HEADQUARTERS BUILDINGS AND EXPECTATIONS OF THE CAPITAL MASTER PLAN FONTENOY SITE Building Function/activity General condition CMP Goal I Site access Place Fontenoy To be built Conservation plan Suffren entrance Built in 2005 Conservation plan I Secretariat (offices) Renovated in Conservation plan I (public) Library Renovated in 2006 Conservation plan Restaurant and cafeteria Renovated in 2008 Conservation plan Reception area Renovated in 2008 Conservation plan Exhibition area (Ségur hall) Renovated in 2008 Conservation plan Cinema (Ségur basement) Print shop (basement) Partly renovated following relocation in Conservation plan/to be renovated Photography lab (basement) Various repairs Conservation plan II (public) Conference rooms I, II, III, IV, V, XII Hall of Ceremonies Exhibition areas (Miró/pas perdu) Rooms VI, VII, VIII Air conditioning units renovated in 2004, rooms Rooms to be enhanced and brought into conformity Studios, sound library Commissary Prospect before renovating

11 184 EX/28 Annex III page 2 Building Function/activity General condition CMP Goal II bis (public) Conference room IX Partly renovated Conference Bar Deteriorated Conference offices III Secretariat, press room (offices) Renovated in 2008 Conservation plan World Heritage Centre Renovated in 2008 Conservation plan IV Secretariat (offices) Renovated in 2009 Conservation plan Conference room Xbis Renovated in 2009 Conservation plan Conference rooms X, IX Air conditioning and electrical installations dilapidated Delegates lounge Renovated in 2009 Conservation plan Computer room 2010 work plan Conservation plan Car park Renovated in 2005 Conservation plan Technical infrastructure Maintenance workshops, technical production (water, electricity) Partly renovated under the Belmont Plan Remainder to be renovated (outside of the Belmont Plan) Reserves Maintenance workshops, technical production (water, electricity) Partly renovated under the Belmont Plan (outside of the Belmont Plan)

12 184 EX/28 Annex III page 3 ANNEX III (continued) TABLE OF FUNCTIONS/ACTIVITIES OF HEADQUARTERS BUILDINGS AND EXPECTATIONS OF THE CAPITAL MASTER PLAN Miollis-Bonvin Site MIOLLIS-BONVIN SITE Site access Miollis entrance Built in 2003 Conservation plan V Bonvin entrance Built in 2005 Conservation plan Permanent Delegations (offices) Conference room XVI Lounge of the Delegates Circle Deteriorated Bank, infirmary Deteriorated Miollis Bar Deteriorated Sports room Various offices (STU) Car park Deteriorated VI Secretariat (offices) /security updated VII Conference rooms XIII, XIV, XVI Crèche Cafeteria/Kitchen Commissary Car park Secretariat, ISAU (offices) Deteriorated /see solutions envisaged by HRM To be renovated/enhancement solutions to be envisaged Training centre Deteriorated VI bis NGOs (offices) Deteriorated

13 ANNEX IV Arrears of 2009 and prior years due by Permanent Delegations, Observers and NGOs as of 31 December 2009 DELEGATIONS, OBSERVERS and NGOs Area (m2) 2007 and prior years OFFICE RENTALS (EUR) TOTAL (1) PARKING RENTALS (EUR) 2008 and prior years 2009 TOTAL (2) Prior years TOTAL (1 +2) 2009 TOTAL Permanent Delegations, Observers and NGOs that no longer have an office or parking space Burundi 33,535 33,535-33,535 33,535 Cape Verde 28,639 28,639-28,639 28,639 Nicaragua 1,760 1,760 1,481 1,481 3,241 3,241 Sierra Leone 40,226 40, ,297 40,297 TOTAL (A) 104, ,161 1,552-1, , ,713 Permanent Delegations, Observers and NGOs that have an office or parking space DELEGATIONS, OBSERVERS and NGOs Area (m2) 2007 and prior years OFFICE RENTALS (EUR) TOTAL (1) PARKING RENTALS (EUR) 2008 and prior years 2009 TOTAL (2) Prior years TOTAL (1 +2) 2009 TOTAL Albania 28 4,971 4, ,384 5,384 ALECSO Angola 112 7,146 7, ,146 7,146 Brazil 224 8,182 8, ,182 8,182 Burkina Faso 42 13,262 15,055 28, ,625 14,062 15,881 29,943 Cambodia 28 2,486 2, ,486 2,486 Central African Republic ,905 6,507 7, , ,412 7, ,798 Comoros 21 50,191 6,507 7,386 64, ,697 7,386 64,084 Congo 77 15,684 15,684-1,445 1,445-17,129 17,129 Côte d'ivoire ,603 19,603-1,238 1,238-20,841 20,841 Cuba 49 3,551 3, ,551 3,551 Democratic Republic of the Congo 35 18,551 11,010 12,499 42, ,561 12,499 42,060 Djibouti 14 2,426 2, ,426 2,426 Dominican Republic 49 16,273 16, ,030 17,030 El Salvador 28 8,759 9,943 18, ,625 9,558 10,768 20,327 Gambia 14 4,830 4, ,656 5,656 Georgia 14 1,956 4,255 4,830 11,041 1, ,780 8,165 5,656 13,821 Guinea-Bissau 28 56,073 8,759 9,943 74,775 4, ,448 69,455 10,768 80,223 Honduras 28 4,379 9,943 14, ,651 2,523 5,251 11,594 16,845 Iraq 63 23,148 23, ,148 23,148 Libyan Arab Jamahiriya 84 31,523 31, ,302 3, ,825 34,892 Lithuania 42 7,528 7, ,528 7,528 Mauritania 35 12,499 12, ,325 13,325 Mauritius 42 5,018 5, ,294 5,294 Nepal Niger ,450 20,456 1,651 1, ,101 22,107 Palestine 84 32,316 27,769 31,523 91,608 3,084 1,651 4,735 63,169 33,174 96,342 Serbia 70 12,923 12, ,923 12,923 Somalia 14 2,067 4,255 4,830 11, ,322 4,830 11,152 Sri Lanka 42-7,528 7, ,528 7,528 Sudan 49 17,753 17, ,578 18,578 The former Yugoslav Republic of Macedonia 21 17,292 6,507 7,386 31, ,799 7,386 31,185 Togo 14 3,479 3, ,479 3,479 United Arab Emirates 84 3,693 3, ,693 3,693 United Republic of Tanzania 35 5,505 12,499 18, ,225 5,905 13,325 19,230 United States of America ,020 20, ,420 20,420 Uzbekistan 35 1,042 1, ,042 1,042 Vanuatu 35 10,700 11,010 12,499 34, ,711 12,499 34,210 World Fellowship of Buddhists Yemen 49-7,586 7, ,411 8,411 Zimbabwe 21 7,386 7, ,212 8,212 TOTAL (B) 290, , , ,043 12,600 21,862 34, , , ,505 TOTAL (A+B) 394, , , ,204 14,152 21,862 36, , , ,218

14 Arrears of 2009 and prior years due by Permanent Delegations, Observers and NGOs as of 31 December 2009 Conference Rooms, Exhibitions, Cultural Events and Others DELEGATIONS, OBSERVERS and NGOs 2007 and prior years TOTAL (1) Prior years 2009 TOTAL Afghanistan Azerbaïjan Austria 3,641 3,641 3,641-3,641 Belgium Bolivia (Plurinational State of) 2,027 2,027-2,027 2,027 Bosnia and Herzegovina 2,336 2,336 2,336-2,336 Brazil Bulgaria Burundi 3,497 3,497 3,497-3,497 Cape Verde Central African Republic Chile Colombia Congo 2,855 2,855 2,855-2,855 Cyprus Democratic People's Republic of Korea Democratic Republic of the Congo Djibouti Ecuador 3, ,058 3, ,058 Finland Georgia 3,229 3,229-3,229 3,229 Greece Guinea-Bissau Holy See Hungary India Indonesia Iran, Islamic Republic of 6,275 6,275 6,275-6,275 Israel 4,421 4,421-4,421 4,421 Kenya 3,281 3,281-3,281 3,281 Lebanon 12,940 12,940-12,940 12,940 Libyan Arab Jamahiriya Mauritius Monaco Niger Palestine 3,106 3,106-3,106 3,106 Portugal Qatar Russian Federation Seychelles Sierra Leone Spain Sri Lanka 3,392 3,392-3,392 3,392 Sweden Switzerland Thaïland The former Yugoslav Republic of Macedonia Turkey 1,455 1,455-1,455 1,455 Ukraine United Arab Emirates United Kingdom Uzbekistan Vanuatu Venezuela Yemen 2,075 2,075-2,075 2,075 TOTAL (C) 24,813 1,193 44,632 70,638 26,006 44,632 70,638 TOTAL (A + B + C) 552, ,997 1,031,856 TOTAL FOR DELEGATIONS THAT NO LONGER HAVE AN OFFICE OR PARKING SPACE 109, ,654

15 Executive Board Hundred and eighty-fourth session 184 EX/28 Add. PARIS, 24 March 2010 Original: French Item 28 of the provisional agenda REPORT BY THE DIRECTOR-GENERAL, IN COOPERATION WITH THE HEADQUARTERS COMMITTEE, ON MANAGING THE UNESCO COMPLEX MEDIUM-TERM SECURITY PLAN FOR UNESCO HEADQUARTERS ADDENDUM SUMMARY In accordance with 182 EX/Decision 44, the Director-General submits to the Executive Board a revised medium-term security plan. 1. Having examined document 182 EX/44, the Executive Board adopted 182 EX/Decision 44, by which it: noted the already budgeted initial measures for the biennium ($1.05 million); took note of the other measures proposed in the preliminary medium-term security plan; invited the Director-General to submit to it at its 184th session a revised medium-term security plan including proposals for financing the continuation of the preliminary medium-term security plan. 2. In this same decision, the Executive Board recalled that security was a core function of the Organization, and that UNESCO must comply with the norms in force in that domain. Security should be seen as transcending notions of Administration and programme; it is a core element of the Organization s action whether at Headquarters or in the field. 3. Within this context, the Director-General considers that these core functions of the Organization have to be financed under the regular budget of UNESCO. 4. The General Conference, by means of 35 C/Resolution 97, authorized the Director-General to transfer $1.71 million to the Special Account for Strengthening the Security of UNESCO

16 184 EX/28 Add. page 2 Premises Worldwide from funds that might become available at the closure of the accounts for the 34 C/5 financial period for the construction of a forward security post at the main Fontenoy entrance. *** 5. The principles governing the drafting of the security plan have not changed: action should be VISIBLE, EFFECTIVE, CONSISTENT, EXPLAINED, and the logic of security to DETER, DETECT, IDENTIFY, WARN and INTERVENE. The results of the different security audits will also be taken into account systematically. 6. The elaboration of the security plan, in a difficult economic context, took into account measures already taken in relation to document 32 C/68, the updated level of threat and expert recommendations, and included reflection on the rational methods for strengthening safety and security instruments. 7. There is still much to be done, bearing in mind UNESCO s adherence to the principles of openness to the outside world, to match the joint recommendations of the United Nations Department of Safety and Security (DSS/UN) and the audits by French experts. 8. The level of risk is described in the Security Risk Assessment and updated in cooperation with the French authorities; the current document examines the background noise regarding risks faced by United Nations agencies, given that France still considers itself a potential target and is maintaining the institutional security alert level under the Vigipirate plan at red, and given that UNESCO is a highly symbolic target. 9. All the measures described below are considered as having priority. They have been carefully selected from among numerous expert recommendations because they need to be implemented as a matter of urgency. They are necessary to implement a reasonable security plan provided they are considered globally. 10. Despite the fact that the figures have yet to be finalized based on a certain number of changes, the order of magnitude of the costs remains the same in relation to document 182 EX/44. The amount of financing for facilities and work yet to be identified totals $7.84 million, to which is added recurrent expenditure on staffing ($2.57 million per biennium). 11. Bearing in mind the urgent nature of the proposed security arrangements and the fact that the Organization, which has developed a comprehensive approach on security matters since 2003, has never succeeded in gathering the necessary funding (182 EX/44, paras. 1-10), and in accordance with Articles 3.8 and 3.9 of the Financial Regulations, the Director-General intends to submit to the Executive Board at its 185th session supplementary estimates for financing the totality of the medium-term security plan for Headquarters. The acceptance of this proposal would enable the Organization to reduce delays and to accomplish the bulk of the necessary works and reinforce safety/security staffing in *** 12. It should be recalled that a potential attacker will be deterred if the price to pay is too high, the target too difficult to reach, or the risk of detection too great. The chief means of deterrence is therefore the visible nature of the defences embodied in security personnel and defence and/or protective equipment. 13. In the event of an attack of any kind, rapid detection of intrusion attempts is essential: the perimeter of the building must be completely covered by the current surveillance system along with additional measures. The current system presents several shortcomings, particularly with respect to recording capabilities.

17 184 EX/28 Add. page 3 Financing (sources to be determined): $266, Similarly, the installation of an infrared protective barrier will allow effective nighttime surveillance of the building perimeter, which is protected by an easily scalable fence. Financing (sources to be determined): $1,620, The different entry points are hypothetically the weakest points at the two sites. It is essential that vehicle entry points at the sites are protected. The main Fontenoy entrance, situated on a public thoroughfare which a hostile vehicle could use to gather sufficient speed, must be protected with removable bollards that meet the strictest standards (7.5 t at 80 km/h). The top of the goods delivery ramp at 4 avenue de Saxe must be equipped with removable bollards capable of stopping a lorry. The 119, avenue de Suffren entrance, located right on a public thoroughfare, must also be reinforced, as the driveway is located beyond the gate. The same applies to the Miollis entrance, the entrance to the Bonvin garage and the Fontenoy garage entrance. Financing (sources to be determined): $369, The construction of a forward security post at the main Fontenoy entrance was emphasized, in particular during the different debates, as a pressing and urgent decision required for securing the Organization s main building. The Headquarters Division is currently conducting the preliminary studies for this construction, which will result in a call for tenders from architects once the drafting of the special specifications has been completed. So far however, funding is available only for the initial phase of the project ($460,000). Note: $90,000 under document 35 C/5 for preliminary studies, $370,000 from the Special Account (funds made available at the closure of the accounts for the 34 C/5 financial period from a total amount of $1.71 million authorized under 35 C/Resolution 97). Financing from sources to be determined: $1,340,000 Provisional schedule: if financing is identified quickly, the Fontenoy post could be operational in autumn If this is not the case, construction will have to commence at a later date. 17. This building, which will be the new main entrance, will welcome all categories of people coming to UNESCO and the safe processing of larger numbers of visitors, as requested by all partners. 18. The flow of people and goods inside the sites will be regulated. The aim is not to close UNESCO in on itself, but to rationalize the methods for granting right of access to the different areas as well as to regulate the times when such rights are valid. There could thus be an increase in the number of group visits in order to promote better knowledge of the Organization and its Headquarters, but in conditions which offer better convenience and security. Physical facilities need to be installed, such as various access control devices (badge readers) to secure and/or separate certain areas. Financing (sources to be determined): $500, In a similar vein, the creation of a specially protected area inside the Miro quadrilateral between Buildings I and II could be used to create a VIP reception room requiring special security features, as well as for the staging of exhibitions presenting highly valued objects that the present

18 184 EX/28 Add. page 4 layout does not allow. This would provide a combination of comfort and security for both the general public and VIPs. The creation of this zone would require the reinforcement of the walls, the replacement of the glass doors leading to the area of the canopy, additional cameras and motion and/or infrared detectors, like those used in major museums. This would also involve restrictions on the number of people visiting exhibitions in Building II alone. Financing (sources to be determined): $1,000, In regard to fire safety, prevention naturally depends on the quality of the equipment. The detection equipment, centrally managed alarm systems, management of emergency exits and the fire-stop valves of the different buildings all have to be upgraded and various alarm systems installed. Financing (sources to be determined): $2,000, Several other security measures are planned for clearly sensitive locations, including: Installation of basic security features at the International Institute for Educational Planning (IIEP): Security measures in the Director-General s office and residence, and in Room 5021 (crisis room): $300,000 $60,260 Securing the terrace of Building 1: $54,000 Securing the Fontenoy and Miollis security posts and installation of alarms: $157,900 Installation of a PA system at both sites: $160,000 Reinforcement of indoor video surveillance: $16,200 Total: Financing (sources to be determined): $748,360 In total, material and facilities needed on an absolutely urgent basis will cost: $7,844, Indispensable and urgent as upgrading equipment is, it would be pointless without the increase in staff required for compliance with the host country s regulations. Currently, the Organization is not capable of complying with these regulations, either in terms of staff presence or equipment/facilities. This despite the fact that if an incident occurs this regulation will apply, particularly for the purposes of establishing liability. 23. The operational capacity of the Safety, Security and Transport Section should be reinforced. At present, the staff available at any given time are barely sufficient to staff the security post, monitor the CCTV screens, monitor the main entrances and carry out the control procedures on non-accredited persons. Exhibitions, concerts, cocktails and other receptions take place on a more or less daily basis. Such events require additional staff and lead systematically to overtime work. This means that staff levels are below what should be the minimum. Proactive rounds and patrols that are carried out on the sites are not then as frequent as they should be. 24. Other tasks must be reinforced, for example: visual inspection of goods at the top of the 4 avenue de Saxe ramp and of delivered mail. Comparable steps should be taken at the Miollis/Bonvin site. Compliance with zoning requirements and time-slots will necessitate the hiring of more security personnel, as will the additional controls that will be needed and the use of video surveillance systems.

19 184 EX/28 Add. page 5 It is therefore essential to recruit staff: Example of the safety unit, based on a 40-hour work week. Given that each staff member is asked to work 212 days / year (1,696 hours / year, staffing needs in the safety unit are as follows: 121,056 h: 1,696 h/f/year = 71 staff members. Currently, the unit s staff budget provides for 53 staff members, including four team leaders. This means that = 18 staff members are needed. Note: If the standards used in other European or United Nations security units (e.g. Geneva, Vienna, Nairobi) were applied, there would be a shortage of = 72 staff members. Note: Document 35 C/5 provides for three additional security staff posts. Financing (sources to be determined): 15 security staff and six firefighters (salary costs per biennium: $2,569,000) 25. In order to guarantee a high level of professionalism, a quality trademark and meaningful long-term investment, the recruitment protocols will be ambitious, while respecting normal procedures. The required profiles and skills for security staff will be determined in the light of the generic profiles established for United Nations security staff. 26. Considerable effort has been put into training: there is a need to improve the performance of the security and safety officers in their specialized fields. New areas have to be opened up, and further progress must be made in those that have already been developed, even though, for most individuals, access to training depends on increasing the number of personnel. An outsourcing policy should be set up for trainers, and should seek to recruit recognized competences in the fields of intervention techniques, immediate and close security work, stress management, and so on. Training sequences should be mandatory and the results taken into account, for possible promotion, in the annual performance appraisals. Training must, therefore, be seen as an indispensable ingredient in a professional career. 27. In accordance with 181 EX/Decision 18 of the Executive Board, the Organization has considered possible alternatives to the creation of new security posts, such as the outsourcing of security services. Circumstances permitting, the Organization will envisage the solution of outsourcing non-fundamental safety and security activities, in particular peripheral security, with a view to ensuring efficient budget management, keeping in mind however the United Nations General Assembly s position on this subject, the inherent inconveniences of this solution, as well as market and regulatory conditions in the host country. The switch to a new model of badge is an opportunity to conduct a review: members of permanent delegations constitute a highly fluctuating population and should take part in the ongoing tracking of all outdated accreditations. 28. While awaiting the inevitable changes at Fontenoy due to the construction of the new entrance, measures are to be envisaged with regard to the management of entry rights; since it is difficult to separate the different volumes of users physically, it would be appropriate to implement virtual zoning. This means that the security agents must be able to know at all times whether individuals have an objective reason for being where they are. The only way to conduct this verification is for all persons on the Organization s premises to continuously and visibly wear their badge, which indicates their personnel status. To apply this measure, the security service requires everyone s support. Generally, one of the fundamental objectives of the safety and security services is, therefore, to persuade the staff and delegation members to make their own contribution. This could be done through appropriate communication, but also through the day-today example of professionalism shown by the security officers.

20 184 EX/28 Add. page To conclude, it is important to point out the ways in which the Organization and its governing bodies could be held liable to victims (staff, delegation members, visitors or passers-by) for the consequences of a disaster that could have been avoided by implementing certain security measures. Filing lawsuits against solvent legal entities is increasingly common, particularly among victims of terrorist attacks, according to the Report on indemnifying victims of terrorism, a comparative study carried out for the European Committee on Legal Co-operation (CDCJ). Route 2: Lack of Security: An entirely different route to compensation may be open if the claimants can prove some lack of security which ultimately made the terrorist attack possible. Here, it is not the actual direct wrongdoer, but rather a person unrelated who may be confronted with claims for doing something wrong (or more often for not doing the right thing) (...). States tend to shield themselves against secondary claims based on failure in this field, if only by cutting off liability for acts within the responsibility of third parties who have assumed such duties from the state. More successful may be claims against private individuals or organizations that were in charge of providing security under the circumstances, such as airport security guards or the like. ( %20ECTIL%20Report.pdf) Printed on recycled paper