Source: http://ccmromania-gfatm.com/en/about-cnc-fg/rof/
Timestamp: 2019-04-21 01:06:02+00:00

Document:
The CCM has been set up 2002, following the structure of the National Multi-sectorial Commission on HIV/AIDS that invited entities from the governmental, non-govermental, academic, private sectors and international organisations to ensure the correlation between the GFATM financed programs and the national HIV/AIDS and TB programs.
c) to boost the governmental participation in the efforts to ensure the access to prevention, treatment and care services for HIV/AIDS and TB affected and at risk people.
Art. 2. The structure, attributions and regulations that govern the CCM activities are set considering the principles and guidelines of the GFATM, as well as the attributions and the legal responsibilities of its members.
Art. 3. The Primary Recipient(s) (PR) are entities with legal personality and legal status that receive and manage for the CCM the funds from GFATM accordingly to the grant agreement(s) (after being nominated by the CCM and the GFATM evaluation and confirmation). The PR’s representatives are members in the CCM.
Art. 4. The subrecipients (SR) are institutions and organisations with legal status in Romania that receive funds from the PR in order to implement the activities in the GFATM financed programs.
Art. 5. The Local Fund Agent of the GFATM (LFA) is the representative of GFATM in Romania and has a status of permanent guest to the CCM’s meetings.
Art. 6. The CCM is built as a partnership between the stakeholder institutions and organisations and the coordinating mechanisms for implementing the public policies and the country programs in HIV/AIDS and TB control and answers to the principles in the national strategies for the two areas.
Art. 7. The CCM promotes transparency and the efficient use of resources in implementing programs, as well as raising the sense of responsibility in its members and partners.
Art. 8. The CCM promotes the elimination of stigma and discrimination for vulnerable people or those living with HIV/AIDS or TB.
Individuals with relevant activity in the field (maximum 2 seats).
(2) The CCM CNC will try to include representatives from all the constituencies listed at 9 (1). The number of CCM members is not predefined, but it cannot exceed 35 members.
(3) Observing members may be individual experts or representatives of public or non-governmental institutions that wish to support CCM’s activity in particular aspects, without having the right to vote.
– an observing member may become a full member following a written request, approved by CCM by vote.
– legal entities: structure, number of members, beneficiaries, management, objectives and activities; – individuals: relevant activity in the respective field.
(6) The CCM members are listen in Appendix 1. Each member designates a main representative and an alternate. The CCM representatives are nominated by the management of the member institutions and organisations according to their own regulations. Individuals cannot delegate their member quality. Annually, the NGO representatives will present to the CCM Secretariat a document proving their delegate quality, signed by the organisation’s steering committee or General Assembly. The CCM promotes gender equality among CCM members. The CCM members are updated permanently in the CCM and GF database, and in Appendix 2 of the present Regulations. The CCM representatives may be revoked and replaced by the instances that designated them, according to the procedure of designation.
d) when the members of a constituency decide they want to be represented by another organisation in the CCM.
Art. 10. (1) The CCM has a permanent Secretariat that is designated by the CCM decision. The Secretariat must independent of the PR and SRs and answers to the whole CCM, and not individual members. The secretariat’s attributions are listed in chap. VIII. (2) In case a member does not attend three consecutive CCM meeting, the Secretariat will notify the CCM, which will analyse the situation.
m) revises on a annual basis the list of its members.
Art. 12. The CCM functions as a national consensus group to promote the partnership in a transparent developing and implementing of programs funded by the GFATM and to ensure the continuity of the interventions after the GFATM/other donors’ funding will cease.
Art. 13. (1) The CCM is chaired over by a Chair and a Vice-chair chosen by vote by the CCM members from the CCM members, with a mandate of 4 years.
(2) The Chair and the Vice-chair must represent different sectors (governmental and non-governmental).
(3) The Chair and Vice-chair cannot be representatives of the PR.
(1) All CCM members are equal in their rights to participate, express and involve themselves in the decision-making process.
(2) Observing members have the right to participate in debates, to be part of the working groups and of the oversight committees, to speak during the meetings and advance proposals regarding CCM’s procedure and activities, but they do not have the right to vote.
Art. 15. To fulfill its attributions, the CCM may put in place supervising, technical review and/or selection commissions and technical working groups for which it sets their mandate.
The Chair will approve any expenditure made by the Secretariat which exceeds 1,000 Euro.
To fulfil the attributions that are delegated by the Chair or that are agreed upon.
Art. 18. The representatives of the CCM members have the obligation to inform the organisations/institutions that designated them concerning the CCM activities and decisions. The non-governmental organisations have the obligation to insure transparency on their activity in the CCM within their constituencies, but also to the general public. The CCM representatives’ activity will be presented in the annual report of the organisations and it will be made public online at least once per year.
to fulfil any other tasks assigned by the CCM.
translates the CCM’s documents from Romanian to English whenever the case in order to document the CCM’s activity for the GFATM.
Art. 21. (1) The CCM has ordinary quarterly meetings and extraordinary meeting when requested by the Chair/Vice-chair or minimum a third of the CCM membership.
(2) The CCM’s meetings are statutory when there are present half plus one of its members.
(3) The decisions are endorsed by consensus or, alternately, by vote with the simple majority.
(4) In cases of tie, the vote of the person Chair over the meeting is decisive.
(5) Each member has one vote. (6) The vote cannot be delegated.
(1) At the request of the Chair or Vice-chair, the decisions may be taken by electronic voting (via email).
(2) The validity of the decisions voted by half plus one of the votes expressed depends on the CCM’s members answering in a proportion of half plus one.
(3) The result of the vote is centralized, communicate to the CCM’s members and archived by the secretariat.
(1) According to the agenda and the subjects to be discussed, the meetings may be attended also by other entities/persons than the CCM’s members when requested by the Chair, when proposed by the members or by these entities/persons themselves. The CCM encourages the participation of the representatives from the affected communities by making public the announcement for the meeting and its agenda on the CCM’s website with at least 7 days ahead.
(2) The invitations are sent by the secretariat.
(1) The agenda is approved by the CCM at the beginning of the meeting.
(2) At the Chair or members’ request, the agenda may be supplemented topics other than those in the draft of the agenda.
(1) In each meeting, the debates and measures decided are recorded (written down) by the secretariat.
(2) The minute is final after there have been incorporated all comments received from the CCM’s members in maximum 7 days.
(3) The final minutes are made public on the website.
(4) The decisions adopted in the CCM’s meeting are written down by the secretariat’s staff and signed by the Chair / Vice-chair.
(5) After being signed, they are sent to the CCM’s members and mad public on the website.
other useful information for debating the topics on the agenda and for adopting decisions.
Art. 27. The PR will ensure, through a webpage, the access of any CCM member to the documentation on implementing the grants: work plans, M&E plans, biannual reports for the LFA and GFATM, contracts with the SRs, reports on fulfilling the previous stipulations, SRs’ reports, PR’s and SRs’ auditing reports. The PR will respect all communication requisites with the CCM as stated in the grant agreement with the donor.
Art. 28. The decisions made by the CCM in the limits of its mandate are compulsory for the PR.
c) aspects referring to monitoring the PR or SRs; d) measures with a financial impact on the PR or SRs; e) the appointment of members in the technical assessment committees or working groups which are producing recommendations that can be the base for CCM decisions.
f) any other potential conflict of interests.
(2) Before the discussions referring to any CCM decision, the CCM members who are in CoI are obliged to declare it.
(3) the CCM can decide whether the member who announced his/her CoI can participate in the debate or only partially. The member in CoI cannot vote in decisions which relate to the CoI.
(4) in case members in CoI do not announce themselves the conflict, in line with paragraph 2, any CCM member is entitled to publicly inform the other members about the nature of the CoI or to signal it to the Secretariat.
(6) the CCM Secretariat will demand to all representatives in the CCM to declare their conflict of interests by signing a conflict of interests declaration. The representative will have to declare the personal or the organisation’s conflict of interests.
Art. 30. (1) When, after adopting a decision, any of the members sends a written note to the secretariat announcing a CoI not declared by the person involved, he secretariat will send a notice to all the CCM’s members in 3 days from receiving the information.
(2) The CoI verification will be made by a commission formed by a maximum of 3 members chosen at random in the next CCM meeting.
(3) The commission will verify the CoI in 30 days and will submit to the secretariat a formal document that will prove or disprove the CoI. In maximum 7 days after receiving it, the secretariat will disseminate the document to all of the CCM’s members.
(4) The person who wrote the note or the person mentioned in the note have the right to challenge the document proving or disproving the CoI in maximum 15 days from the dissemination of the document.
(5) This appeal will be settled by a new commission, formed by a maximum number of 5 CCM members, chosen randomly in the next CCM meeting, according to the procedure in (3).
(6) A document unchallenged in due time, as well as the document issued by the appeal commission are definitive.
(7) Based on the definitive documents, the Chair communicates to the organisation in question the withdrawal of the CCM membership.
g) communication with the PR calendar.
Art. 32. The CCM will approve the plan and the way in which it will be developed and implemented.
it informs the CCM Chair and/or the CCM members in case any emergency occurs.
the performance history as a PR (in case of re-nominating), etc.
that they were and are the object of financial auditing.
and that they have the capacity to implement this plan.
to give proof that they have proper management systems that will allow supervising the implementation of the activities and resources’ use by the SRs, facilitating at the same time the efficient and on time implementation (with the resources provided) of the activities agreed upon in the grant and sub-grant agreements.
SRs’ management system and the supervising of the grant activities implementation.
the list of targets and indicators (the performance framework): the consistency compared to the original proposal and the definition quality for the indicators, baselines, targets, target and indicator revision.

References: Art. 2

Art. 3

Art. 4

Art. 5

Art. 6

Art. 7

Art. 8

Art. 10

Art. 12

Art. 13

Art. 15

Art. 18

Art. 21

Art. 27

Art. 28

Art. 30

Art. 32