MINUTES OF THE 2 ND PMC MEETING

REGIONAL PROJECT FOR PROMOTION OF STRATEGIES TO REDUCE UNINTENTIONAL PRODUCTION OF POPS IN THE RED SEA AND GULF OF ADEN COASTAL ZONE MINUTES OF THE 2 ND PMC MEETING AQABA KINGDOM OF JORDAN November 1-2, 2009 0/17

1. Introduction The first meeting of the Project Management Committee (PMC) was held in Jeddah 21 st and 22 nd March 2009 at PERSGA Headquarters. The second PMC meeting was held in Aqaba Jordan on November 1 st and 2 nd 2009. Agenda of the 2 nd PMC meeting is attached as annex I. The list of participants is attached as annex II. The meeting was divided in three sessions (i) opening session that included dignitaries from Jordan, invited public and the PMC member (ii) public open session that included invited public and the PMC members and (iii) closed session that included the PMC members only. 1 st November 2009. Opening Remarks ASEZA, PERSGA and UNIDO The workshop was inaugurated by his Excellency the Chief Commissioner of Aqaba Special Economic Zone Authority, Engineer Husni Abu Ghaida and his Excellency PERSGA Secretary General Prof. Ziad Abu Ghararah. H.E the Cheif Commissioner was represented by the Commissioner for Environment Dr. Salim Al Moghrabi and. Dr. Al Moghrabi indicated the importance of environment related activities in Aqaba and provided his support to the objectives of the project. He focussed on the new developments in Aqaba and the benefits that can be gained from the project in enhancing tourism while still attracting investment in the industrial sectors Prof. Abu Ghararah expressed PERSGA support to the project and reassured the participants on PERSGA commitment in achieving its objectives. Stressing the importance of the project to the region and highlighting the commitment and support of the partner countries to the project during the preparation phase, He urged the national coordinators to carry on with the same spirit and exhibit highest levels of commitment to the project and speed up the implementation to avoid any undue delays. Technical presentations The first presentation was given by Dr. Fejes UNDIO expert on the project concept, objectives, components and management structure. It was given during the opening session in order to introduce the project to the dignitaries and the public that attended the opening session. The Stockholm Convention was briefly touched and its unintentionally released POPs related obligations were summarized. UNIDO's role in POPs related projects were presented as well. Participants had questions concerning the inclusion of pentachlorobenze in the analytical component of the project and concerning the status of accessing additional financial resources. Upon having resources available, all Annex C POPs will be included in the analytical component. Samples will be taken close vicinity of the demonstration sites. PERSGA and UNIDO are working towards additional financial support for assisting BAT/BEP implementation of the industries. Negotiations will continue with the Islamic Development Bank for providing assistance. The second presentation was given by Dr. Mohammed Badran on the achievements of the project. He briefly summarized the activities of PERSGA, specifically concerning the collection and evaluation of national monitoring data and their compilation into regional reports. He mentioned PERSGA current collaboration with IMO on ballast water monitoring and strategy. Read Sea and Gulf of Aden ecosystem management with international agencies. He continued with the progress of PERSGA activities on the current project. These include: Terms of references (ToR) have been developed and an MoU signed between UNIDO and PERSGA for the project management, Project Coordination Unit was established at PERSGA. This includes Dr. Badran himself and two other technical staff Website was modified to accommodate POPs activities. Financial system was developed as per UNIDO requirements, ToRs were developed for the national project coordinators and signed with them and PERSGA Focal Points, Tender was published for analytical laboratories to measure PCDD/Fs and train national specialist for sampling; National experts for inventory development have been contracted and they are developing the inventories, 1/17

Country presentations Egypt: Dr. Mohammed Ismail Ibrahim from the Egyptian Environmental Affairs Agency indicated the following: The NIP inventory on PCDD/Fs was reviewed, Stakeholders were identified (Governorates: Suez, Red Sea,) Preliminary results of the PCDD/Fs releases, The Egyptian achievement is as follows : National expert is selected for PCDD/Fs inventory development, Laboratory was nominated for tender of sampling and training course, The inventory of Annex C POPs of the NIP is being reviewed and sources of releases of dioxins and furans (Annex C POPs) within the coastal zone are being identified using the standardized toolkit for identification and quantification of dioxin and furan releases. The sources of the data required (ministries, authorities, governorates, organizations, etc.) have been identified, Stakeholders that should be contacted in the survey have also been identified. Preparing the questionnaire for different sources categories in Arabic language. Studying industrial database and other activities which can be considered as sources of dioxin and furan according to the standardized toolkit, The questionnaires were sent to the stakeholders, Concerned authorities were also provided with the applicable questionnaires (ministries, authorities, governorates, organizations, etc.), Field visits have been undertaken at the respective governorates (Red Sea, Suez governorates) also the Suez regional branch of EEAA which is responsible for Suez governorate and South Sinai governorate was visited, Data was collected from the ministry of health and from governorates about medical wastes and the number of medical waste incinerators. Yemen Mr. Salem Ba Qhezel from the Environmental Protection Agency indicated the following: Yemen has long coastal line ( about 2500km) There are nine governorates along the coastal line (Hajah, Hudaida,Taiz,Lahj,Aden,Abyan,Shabwa, Hadramout and Almahra) The big industrial coastal governorates Hudaida, Taiz, Hadramout and Aden Yemen has appointed -national coordinator -national consultant -sampling technicians -national steering committee, which consists of : * environmental protection Authority * ministry of industry *ministry of highway( Environmental health Directorate) * ministry of local administrations ( solid waste project) *ministry of labour and social affairs ( Occupational Health and Safety Department ) *ministry of transportation ( marine affairs authority) *industry Society (NGO) Yemen has started the inventory development in some governorates. The national inventory should be completed in the few coming weeks, and the final report should be submitted in the end of November or in the mid of December, 2009. Jordan Mr. Raid Damra from the Aqaba Special Economic Zone Authority explained that the following progress has been made since the last PMC meeting: Nominating and signing the contract of the national expert Identifying all probable sources for Dioxins and Furans in Aqaba Preparing the questionnaires 20% of the data have been gathered 2/17

Establishing the national steering committee : Ministry of Environment Ministry of Trade and Industry Aqaba International Laboratory Jordan Phosphate Mines Company Aqaba Thermal Power Station Royal Marine Conservation Society of Jordan Nominating 3 persons for sampling Sudan Ms. Rehab Abdul Mageed from the Higher Council for Environmnt indicated the following: The first PMC meeting was attended by Mr. Ali Mohammad Ali. When the TORs for National Coordinators have been prepared it appeared that Mr. Ali cannot be selected as a National Coordinator because he is not an employee of the ministry. So he has been replaced with Ms. Rehab Abdul Mageed. During the short term Ms. Abd al Mageed served as the National Coordinator significant progress towards identification of the National Consultant for preparing the POPS inventory has been achieved. She is also working on identifying the two specialists to receive the sampling training and she joined the Second PMC Meeting in Aqaba Jordan during the period November 1 st 2 nd 2009. Saudi Arabia Mr. Solieman el Ziben from the Presidency of Meteorology and Environmental Protection indicated that since the last PMC meeting the National Project Team in the Presidency has been identified and the inventory is in preparation. Also efforts are being made to speed up the signing of the Stockholm Convention PMC closed session The closed session started in the afternoon with the discussion of the project related technical and managerial experiences in order to improve the working environment and enhance the speed of the implementation. PROJECT MANAGEMENT RELATED ISSUES Dr. Badran opened the session recapping on the topics to be discussed and providing a brief introduction to the work environment and coordination procedure between the different parties. He then asked for comments and remarks from the PMC members. Dr. Mohammad El Sehamy from Egypt raised a number of concerns and questions that include: Signed project document Egypt has asked for a signed project document to be sent to the participant countries. PERSGA will re-send the material sent originally to the countries to inform them about the project and try to locate a signed project document and make it available. Taking into consideration that in the GEF proposals the endorsement letters or letters of co-financing commitments from the countries can sometimes replace the signatures on the project document. Financial procedures The PMC reviewed the budget of the project and had questions concerning certain budget lines, particularly output No 2. The PMC recommended that this line be reviewed. PERSGA will approach UNIDO with that. Dr. Mohammad El Sehamy requested that the regional coordinator Dr. Mohammad Badran should submit a financial report to the PMC meeting. Dr. Badran pointed out that PERSGA is accountable to UNIDO and it is not a part of the mandate of the PMC to review the financial reports submitted by PERSGA to UNIDO. It has been agreed that the responsibilities of the PMC will be included in the minutes of the meeting as they have been presented in the project document. Training needs Dr. Badran reminded the PMC members that it is the responsibility of every national coordinator to identify the required training for his / her country, This should then be submitted to the PMC, for appropriate decisions and recommendations to be taken. The requests should come in the form of proposals that contain the main area of the training, the reason and justification for the training, the number of people to be 3/17

trained and the estimated cost of the training. The decisions will be taken in the following PMC meeting. It is also the responsibility of the national coordinators to identify their country needs of equipment within the allocated budget and directions specified in the project document. International consultancy Finances on international consultancy will be partly used for requesting laboratory services for analysis of the samples collected in the region. Regional Project Coordinator was tasked to approach UNIDO in this regard. Communication request Dr. Mohammed El Sehamy requested that the regional coordinator would correspond with the national coordinators directly before sending any official letters concerning the project from PERSGA Secretary General to the PERSGA Focal Point. Contracts of National experts National experts have so far been directly contracted by PERSGA on recommendation of the national coordinators. Alternative way would be to subcontract the NPCs by PERSGA (notifying the PERSGA focal points) and then the NPCs will sub-contract the national consultants. This way of channelling the resources was suggested by the regional coordinator to be used if it is accepted by the higher management of the NPCs (PERSGA Focal Points). NPCs will enquire the direct contracting procedure and provide feedback to Dr. Badran. Project document terminology Dr. Mohammed El Sehamy indicated that the title of output 2 Institutional and human resources capacity established is too broad and should be revised. UNIDO and PERSGA to discuss and agree on a better terminology that fits to the activities of output 2. EVALUATION OF LABORATORY TENDERS Dr. Badran forwarded to the PMC the documents received in response to the announcement of the laboratory tenders. These were two tenders; one from Egypt and one from Germany and a letter of interest sent by Ben Hayyan Aqaba International Laboratories. The PMC agreed to study the three documents and the tenders were opened. After careful review of the documents the following were concluded: 1. Training of sampling specialists The German option was a training for 5 days, exclusively on sampling. The costs for the training was 19850 USD for ten people, excluding travel an d accommodation costs. The Egyptian laboratory offered to provide a training program for 6 days that included all aspects of PCDD/Fs sampling and analysis. Their price offer was 12000 USD for ten persons. Both laboratories seemed to be equally appropriate for undertaking the training. The PMC decided that the Egyptian offer will be approved with the following modifications: The programme should have one day on introduction on the Stockholm Convention and the objectives of the project as well as general introduction to Dioxins and furans and PCBs, overview of the analytical methods and overview of the sampling. Then 3 days should be spent exclusively on sample taking procedures; both theoretical and practical, so that the participants get good understanding and skills in sampling from the following matrices (soil and solid, sediment, ambient air, process air, water, liquid and biological samples). The last day should be spent touching on safety aspects of storage and shipment of samples, treatment of samples: Clean-up and enrichment, HRGC/HRMS analysis and working out of the results. 2. Analysis of PCDD/Fs Concerning the analysis of PCDD/Fs the German offer was 450USD/sample if the samples number is below 100 samples. For 100 samples and above the price becomes 420 USD/sample. The Egyptian offer was 1000USD/ sample if the samples number is below 100 samples. For 100 samples and above the price becomes 800 USD/sample. Both offers were excluding taxes and shipment. 4/17

The PMC decided that the German Laboratory wins the offer for analysis and a minimum of 100 samples will be sent to Germany for analysis. However because one of the targets of the project is to build capacity in the region and improve competency additional samples will be sent to the two laboratories that entred the tender from the region. Thus the PMC decided that upon approval of the minimum price (420 USD) of the offer both the Egyptian and the Jordanian laboratories may be provided with a minimum of 30 samples each to analyse. This will help in applying quality control/assurance and improve the laboratory capacity within the PERSGA region. 2 nd November 2009 Finalization of the work plan for the next 6 months Dr. Fejes presented the project work plan from November 2009 to March 2010. The objectives of the next six months of the implementation would be as follows: Activity/Output Start date End date Activity 2.4: Capacity building for stakeholders (especially training of 2 specialists/participating countries for PCDD/Fs sampling) 01-Nov-09 19-Mar-10 PERSGA adopt the socio-economic assessment tool for POPs 01-Nov-09 30-Jan-10 PERSGA develops the environmental survey tools 01-Nov-09 30-Jan-10 PERSGA and UNIDO seek co-financing sources for BAT/BEP implementation 01-Nov-09 19-Mar-10 PERSGA / UNIDO provides sampling kits for PCDD/Fs analysis 01-Nov-09 19-Mar-10 UNIDO /PERSGA arranges for office infrastructure to Yemen and Sudan and identify additional needs of these two LDC countries 01-Nov-09 30-Jan-10 PERSGA enhances publicity of the project 01-Jan-10 26-Feb-10 PERSGA starts contracting the experts who would develop the source specific action plans 01-Jan-10 30-Jan-10 Output 3.: Comprehensive baseline survey conducted 17-Sep-09 4-Mar-10 Activity 3.1: Development of the detailed inventory of UP-POPs 17-Sep-09 28-Jan-10 Activity 3.2: Development of environment and health related POPs inventory 17-Sep-09 28-Jan-10 Activity 3.3: Development of socio-economic inventory 17-Sep-09 28-Jan-10 Activity 3.4: Desk-validation of the inventories 28-Jan-10 11-Feb-10 Activity 3.5: Maintenance of technical data and information 11-Feb-10 4-Mar-10 Output 4.: Approved UP-POPs sources 1-Dec-09 18-Mar-10 Activity 4.1: Scientific evaluation of the inventory results 1-Dec-09 11-Mar-10 Activity 4.2: Development of criteria for the prioritisation of identified common sources Activity 4.3: Approval of UP-POPs sources for action plan development 11-Mar-10 1-Jan-10 18-Mar-10 18-Mar-10 The following objectives are planned to be achieved in the following 6 months: the training of two specialists per each participating country on dioxins and furans sampling, the development of the Annex C POPs release inventories for the coastal zones in each country, the identification of country specific demonstration sites for BAT/BEP implementation, Socio-economic and environmental survey tools are available, PCDD/Fs sampling kits are provided to the participating countries, the selection of one sector which is common in all participating countries for BAT/BEP implementation, the development of site and sector specific assessments (including environmental samples) for the selected demonstration locations including the assessment of the technologies, the environmental status, and the socio-economic circumstances. The development of site specific action plans for BAT/BEP implementation for all selected locations. 5/17

After the morning session field visits were organized to the Aqaba Industrial Complex and the Ben Hayyan Aqaba International Laboratories. The afternoon session concluded and refined the work plan for the next six months and the responsibilities of the stakeholders. The following issues were raised and agreed on: It would not be possible to have approved regional inventory before the end of February 2010 since in Sudan the national expert has not yet been contracted. The inventory can be prepared by the end of January the earliest. Before the inventories of the participating countries are completed the common source can not be selected. Therefore the decision on the common source can only be made after the review and approval of the regional inventory in February 2010. The next PMC meeting is planned in March 2010, where the decision will be taken on this regard. The PCU shall provide the National Coordinators with a draft ToR for development of national action plans to promote BAT and BEP developed and UP-POPs source specific assessment PERSGA shall develop and adopt their socio-economic assessment tools for its use for POPs. PERSGA will develop a tool for environmental assessment of ANNEX C POPs related exposure. Countries that have completed their inventories can select the country specific sources and can start the development of the site specific action plans. Third PMC Meeting The PMC members agreed that the next meeting of the PMC will take place in March in Suez Egypt. The draft agenda is as follows: Presentation of the regional PCDD/Fs inventory, Review of the progress of the current six months, Selection of one common PCDD/Fs source for BAT/BEP implementation, Development of a co-financing mechanism for BAT/BEP implementation. 2. Recommendations UNIDO to facilitate providing the office infrastructure to Sudan and Yemen, either directly or through PERSGA. The budget allocated for this item is 15 000 USD. In response to the request specifying the responsibilities of the PMC, the outline of forming the PMC as has been approved in the Project s Document is given below: 1. PMC Membership The PMC comprises of one representative of UNIDO, PERSGA and PERSGA Focal Points of the partner countries 2. PMC Mandate The PMC will hold regular meetings every six months throughout the project implementation period, Additional meetings can be held if necessary. The mandate and scope of work of the PMC are: oversee the project related work of the BAT and BEP regional strategy and the implementation teams review, comment on and approve the work plan review and evaluate submitted tenders, contracts and terms of references project activities will be implemented through instruments of subcontracts in accordance with the existing UNIDO and PERSGA procedures PMC members shall facilitate the implementation of the project activities in their respective organizations PMC members shall ensure that project activities are implemented effectively and in a timely manner PMC members shall facilitate the integration of project-inspired activities into existing programs and practices major changes in the project plans or programs will require the PMC approval before they may take effect 3. PMC Accountability The PMC is accountable towards the project partners and all concerned parties, such as tendering bodies and service providers. All decisions or recommendations of the committee, such as allocation of responsibilities budgets and timelines of activities shall be clearly communicated to the parties concerned 6/17

Annex I: Agenda of the workshop Promotion of Strategies to Reduce Unintentional Production of POPs in the Red Sea and Gulf of Aden (PERSGA) Coastal Zone Second Project Management Committee Meeting November 1 st 2 nd 2009, Aqaba Jordan November 1 st 2009: Open sessions with the National Project Committee Attending 10h00: Welcome and opening Address, ASEZA Address UNIDO Address PERSGA Group Photo 10h30: Introduction of the Project: UNIDO 11h00: Coffee break media / interviews 11h30: Regional Progress: PERSGA 12h00: Country Progress Reports: Egypt, Jordan, Sudan, Yemen, 13h00: Lunch Break. Closed Sessions: PMC Members and invited expert only 14h30: Outline of management and financial issues: PERSGA 15h00: Opening and Analyzing the Laboratory Tender Documents 15h30: Coffee Break 16h00: Discussion and decision concerning the Laboratory Tender 16h30: Close of the day. November 2 nd 2009: 09h30: Workplan for the next six months 10h30: Field visit to the identified or potential demonstration site(s) 13h00: Lunch Break. 14h30: Third PMC Meeting Topics and Place 15h00: Close of the Second PMC meeting 7/17

Annex II. List of participants NO. ORGANIZATION NAME E-MAIL TEL 1. Secretary General / The Regional Organization for the Conservation Dr. Ziad Abo Ghararah of Environment of the Red Sea and Gulf of Aden 2. Environmental commissioner / Aqaba Special Economic Zone Dr. Salim Al Moghrabi smoghrabi@aseza.jo Authority 3. Aqaba Governorate / governor deputy Mohammad Attallah 4. The Regional Organization for the Conservation of Environment of Dr. mohammed Badran Mohammed.badran@persga.org the Red Sea and Gulf of Aden 5. United Nation Industrial Development Organization "UNIDO" Szabolcs Fejes PhD sfejes@mail.datanet.hu 6. * Ministry of Environment Eng. Ziad Haddad Nezar7haddad@yahoo.com +962788291143 7. * Ministry of Trade and Industry Eng. Sami Al Moghrabi almograbi@yahoo.com +962799054383 8. Port Corporation Mohammed Mahadin mohd_mahadin@yahoo.com +962777335980 9. Jordan Marine Authority Bilal Al Khalafat Jma_register@nic.net.jo +962799067424 10. Civil Defense / Aqaba Directorate Capt. M ohammed Abdelkarim Abunizar.162718@yahoo.com +962799044362 11. Aqaba Inelegance Directorate Fu'ad Al Katameen Fuadmq22377@yahoo.com +962776456500 12. Jordan Petroleum Refinery company Eng. Sabri Daqamseh +962799066513 13. * The Royal Marine Conservation Society Eng. Abdelwahhab Al Shiab a.shiab@orange.jo +962779349007 14. * Aqaba International Laboratories "Bin Hayyan" Eng. Jehad Al Swaear jswaear@aseza.jo +962777425256 15. Intercontinental Hotel Eng. Abdallah Radaideh Abd-radaideh@yahoo.com +962799033072 16. Jordan Tourism project Development Company Eng. Fadel Moh. ali fadli@talabay.jo +962796098855 17. Jordan Phosphate Mine Company / Aqaba Industrial Complex Eng. Mohammed Hjoj mkhjoj@yahoo.com +962795649060 18. Arab Fertilizer And Chemical industries Company "Kemapco" Eng. Ahmad Abo Safiah Ahmad.abosafiah@kemapco.com.jo +962797449577 19. Yemen / Environment Protection Authority Salim Ba Quhaizel sabaqu@y.net.ye +967777329607 20. Sudan /Higher Council for Environment and Nature Resources Rehab Osman Rehab499@hotmail.com +229918275618 21. Aqaba International Laboratories "Bin Hayyan" Qussay Yanes qyanes@aseza.jo +962779698478 22. Egypt / Egyptian Environmental Affairs Agency Dr. Mohammed Al Sehamy Elsehamy52@hotmail.com +20106502402 23. Movenbic Hotel Khalf Dana Khalaf.dana@moevenpick.com +962779900312 24. Movenbic Hotel Ala'a Madanat Alaa.madanat@moevenpick.com +962799998060 25. Ports Corporation / Prince Hamza Center for Hazardous Oil Eng. Mustafa Abu Aisheh Must58afa@yahoo.com +962786893161 combating 26. General Director of Aqaba International Laboratories "Bin Hayyan" Dr. Aiman Soleiman asoleiman@aseza.jo +96232090666 27. ASEZA /Environmental Directorate / Head of Env. Auditing & Eng. Bassam Al Saleem balsaleem@aseza.jo +96232091000 Inspection Division 28. ASEZA /Environmental Directorate / Env. Auditing & Inspection Eng. Mohammed Kabritee mkabritee@aseza.jo +96232091000 Division 29. ASEZA /Environmental Directorate / Head of Env. Impact Eng. Eman Al kouz ekouz@aseza.jo +96232091000

Assessment Division 30. ASEZA /Environmental Directorate / Monitoring and Studies Eng. Mais Sawalha msawalha@aseza.jo +96232091000 Division 31. ASEZA /Environmental Directorate / Head of Chemical And Health Moaiad Al Khatib mkhatib@aseza.jo +96232091000 Safety Division/ National Expert for the project 32. ASEZA /Environmental Directorate / Head of Chemical And Health Eng. Issam Al Falayleh ifalayleh@aseza.jo +96232091000 Safety Division 33. ASEZA /Environmental Directorate / Head of Chemical And Health Eng. Omar Abu Haniyeh oahaniyeh@aseza.jo +96232091000 Safety Division 34. ASEZA /Environmental Directorate / Water Resources Monitoring Eng. Bayan El Refaei brefaei@aseza.jo +96232091000 Division 35. ASEZA / Director of Investment Directorate Gamal Al Dabbas jdabbas@aseza.jo +96232091000 36. ASEZA/ Director of Health Control Directorate Issa Riyati iriyati@aseza.jo +96232091000 37. ASEZA / Director of Aqaba Marine Park Abdallah Awali abawali@aseza.jo +96232035801 38. ASEZA /Environmental Directorate / Env. Auditing & Inspection Raid Damra rdamra@aseza.jo +962799444872 Division / Project National Coordinator 39. Jordan Television Abdallah Al Shra'a

Annex III. Meeting photos