AIDE MEMOIRE Solomon Islands: Pacific Islands Regional Oceanscape Program – Second Phase for Economic Resilience (SB PROPER) Technical Mission 17-28 June 2024 I. INTRODUCTION 1. This aide memoire reports on the findings and recommendations of the technical mission conducted between 17-28 June 2024 for the Solomon Islands: Pacific Islands Regional Oceanscape Program (PROP) – Second Phase for Economic Resilience (SB PROPER, or “the Project”). 2. The mission objectives were to: (i) assess implementation performance since the March 2024 implementation support mission, and progress against the action plan agreed during that mission to improve the project ratings, particularly in regard to financial management and procurement, and advancement of infrastructure activities; (ii) provide support to address project implementation issues and strengthen capacity to manage and deliver the project; (iii) perform a detailed review of the results framework and monitoring and evaluation outcomes; (iv) review fiduciary performance, and environmental and social risk management performance; and (v) conduct a site visit to the Noro Monitoring, Control and Surveillance (MCS) Centre to assess the progress of infrastructure activities. The mission did not visit the community-based resource management sites proposed in the mission announcement letter due to logistical constraints. 3. The mission met with the management and staff of the Ministry of Fisheries and Marine Resources (MFMR) in Honiara and Noro. The list of officials met during the mission and the mission agenda are presented in annexes 1 and 2, respectively. The mission findings were discussed at a wrap-up meeting chaired by Dr. Christian Ramofafia, Permanent Secretary (PS), MFMR, on June 28, 2024. 4. The mission thanks the management and staff of MFMR for their support for the successful completion of the mission. II. KEY ISSUES, PROJECT STATUS AND RATINGS 5. Key Issues and Implementation Status. While there is continuation and stability in MFMR management, there continues to be considerable staff turnover as reported in previous missions due to the loss of staff due to retirement, placement in training opportunities, and other staff movement. This is impacting project implementation across components. 6. Construction of the Noro MCS Centre has significantly advanced and is expected to be completed by October 2024. There has been slow progress for the second large infrastructure investment, the Auki Fisheries Office in the Malaita Province, the procurement for the design and supervision contract has advanced to the evaluation stage of Expressions of Interest (EOIs). A memorandum of understanding (MOU) between the Malaita Provincial Government (MPG) and MFMR on the land transfer, building ownership, operations and maintenance for the Auki Fisheries Office has been signed in April 2024. Confirmation from the Ministry of Lands, Housing and Survey on the need for a land survey and the land title transfer is pending and needs to be clarified as soon as possible. Due to rapidly increasing prices for construction, it is anticipated that there may be insufficient Project budget for construction of the MFMR Headquarter (HQ) Office extension, however this will only be confirmed following the detailed design and cost estimates for Auki Fisheries Office. MFMR confirmed priority for the constructions in Noro and Auki infrastructures and agreement to potentially limit Project investments to the design of the MFMR HQ extension with construction to be deferred to future financing. This would allow MFMR to develop a more comprehensive vision for long-term HQ Office needs informed by the institutional review of MFMR’s organizational structure and functions. Acceleration of the overdue institutional review of MFMR is needed to determine and justify the total floor footprint needed and 1 inform the design of the MFMR HQ Office extension. 7. Development of community fisheries management plans, project-supported livelihoods and development activities (alternative revenue streams) and ePort activities are advancing well and exceeding the targets for the associated indicators. 8. Financial Status. As of June 2024, the disbursement rate is at 20.9%, commitment rate at an estimated 29.6%, and expenditure rate at an estimated 18.7% (cf. Table 1). Advancing the design and construction of Auki Fisheries Office is critical to advancing commitments. Delays in submission of withdrawal applications due to a lack of availability of signatories have been addressed, however added signatories still need to be formalized with the commercial bank. Table 1. Key project dates and financial information (as of 27 August 2024)a Board Approval 25 May 2022 Effectiveness 8 July 2022 Project Closing 20 July 2027 Credit / Grant IDA Credit 71050-SB IDA Grant E030-SB Total Total Amount XDR 3,700,000.00 XDR 6,200,000.00 XDR 9,900,000.00 SBD41,356,184.74 SBD69,299,552.80 SBD110,655,737.54 Disbursed Amount XDR 1,187,984.83 XDR1,090,461.18 XDR 2,278,446.01 32.1% 23.0% 17.6% Commitmentsb SBD17,202,955.80 SBD15,557,818.26 SBD32,760,774.06 41.6% 22.5% 29.6% Expendituresb SBD10,537,508.20 SBD10,203,382.56 SBD20,740,890.76 25.5% 14.7% 18.7% Outstanding SBD6,665,447.60 SBD5,354,435.70 SBD12,019,883.30 commitmentsb 16.1% 7.7% 10.9% a Actual values are underlined, the other values are estimates. b Values as communicated by PMU in June 2024. 9. Status of previously agreed actions. Agreed actions from the previous aide-mémoire are listed below. Several previously agreed actions have not yet been completed and require close oversight from MFMR management to prevent further delay. 10. March 2024 and October 2023 missions (combined) # Action Entity Due date 1. Prepare updated annual workplan and budget, including MFMR with Completed prioritized proposals for changes to activities and budget, and PMU guidance submit to WB. 2. Submit a timetable HQ Office extension work for WB review. PMU 15 May 2024 (due date obsolete – timetable not due until institutional review completed to inform the scale of the office extension) 3. Procurement PMU with MFMR’s Review overdue procurement activities and submit TORs and Partially completed. technical teams other relevant documents to the WB for review. 2 4. MFMR HQ Office (i) Provide the TORs for the architect and engineer for the (i) PMU (i) Completed scoping study for the MFMR HQ extension to WB. (ii) WB Energy (ii) One month after (ii) Provide a simplified preliminary study with energy saving Specialist receipt of the scoping measures and solar production. study (on hold until HQ Office concept design available) 5. Transmit the final EM Policy to WB. MFMR 30 June 2024 (delayed) 6. Update the procurement plan for the acquisition of EM MFMR 30 June 2024 systems and submit the specifications to WB. (delayed) 7. Submit draft TOR for the potential establishment of a fisheries MFMR 30 May 2024 (delayed authority for WB review. – pending cabinet review) 8 Share TOR for a consultant to assist with the institutional MFMR 19 April 2024 review with WB for review. (delayed) 9. Update MFMR Corporate Plan based on internal review MFMR 31 May 2024 process and share with WB. (delayed) 10. Auki Fisheries Office (i) (i) 30 April 2024 (ongoing – applicable (i) Complete the land survey. (i) (i) MFMR fees being paid) (ii) of (ii) MFMR (ii) Contract firm for design and supervision of construction (ii) 20 May 2024 Auki Fisheries Office. (iii) MFMR, WB (procurement process (iii) Provide the preliminary draft for the solar power system Energy has advanced to RFP) for the Auki Fisheries office. Specialist (iii) 30 June 2024 (delayed) / one month after initial design completed 11. M&E. Develop reporting and data collection protocols and M&E Adviser 15 May 2024 templates as per Results Framework and include these in the (delayed) POM. 12. FM (i) Submit the audit for period ending 31 December 2022 PMU (i) Completed immediately as it was due on 30 June 2023. (iv) Completed (ii) Prepare the financial statements for year ended 31 (v) 30 June 2024 December 2023 and submit them to the Office of the Auditor (delayed) General (OAG) for the audit to commence. (vi) Completed (iii) Submit the audited financial statements for year ending on 31 December 2023. (vi) Submit the revised budget for year ended 31 December 2024. 3 13. E&S (i) Conduct training for contractor on how to implement the PMU E&S (i) Completed Contractor Environmental and Social Management Plan Officer (CESMP) and provide hands on training to the contractor’s E&S officer on implementation and monitoring of the CESMP. (ii) Completed (ii) Recruit the CLO (iii) Completed (iii) Confirm signature of CoCs to WB 11. Key Ratings. The progress towards achievement of the PDO and implementation progress both remain moderately satisfactory. Most results framework targets have been met or exceeded, except for those that are dependent on construction of the Noro MCS centre and finalization of the review of the MFMR organizational structure and function. Construction of the Noro MCS centre has significantly advanced with the core structure assembled and a shipment containing materials for the roof delivered during the mission. Completion of the roof will allow pending interior works to advance. For the Auki Fisheries Office, an MOU between the MPG and MFMR has been signed on the land transfer, building ownership, operations and maintenance, and the design firm evaluation was conducted during the mission. Activities such as community fisheries management plans, fish aggregating device (FAD) deployment, alternative livelihood activities, review of license fees, electronic monitoring (EM) policy are progressing well. Works for the preparation of the Provincial ordinances, the inshore database and the upgrading of the ePort have started. Critical milestones to allow for improved project ratings are: the timely completion of the Noro MCS centre in October 2024, progress with design of the Auki Fisheries Office, commencement of the institutional review of MFMR, the completion of the update of MFMR’s Corporate Plan, and continued progress with ongoing inshore and offshore fisheries activities. III. PROGRESS AGAINST COMPONENTS Component 1: Strengthening Regional Collaboration and National Capacity for Oceanic Fisheries Subcomponent 1.1 Consolidating Oceanic Fisheries Management 12. Noro MCS Centre. Construction is well-advanced with the core structure assembled and a shipment containing materials for the roof arriving in Noro during the mission. Due to limited storage at Noro, containers with building material have been sent in sequence with further containers to be received. Gender- based violence (GBV), sexual exploitation and abuse and sexual harassment (SEA/SH) prevention and response training were completed by the contractors. Recruitment of a Community Liaison Officer to perform the regular onsite supervision and monitoring of the CESMP implementation is nearing completion. Contract variations have been approved by MFMR for the inclusion of goods tax and import duties and interior and exterior design changes. Additional contract variations are required for solar installation, information and communications technology (ICT) cabling and high-level infill and are under negotiation. 13. The mission expressed concerns about the performance of the design and construction supervision firm following a site visit in Noro. A meeting was held between MFMR, the firm and WB to seek resolution on key concerns around design issues, supervision quality, delayed delivery of materials and excessive requests for contract variations and extensions that do not adhere to good business practice in terms of timeliness. 14. Actions: Completed post mission: (i) PMU Procurement Advisor and Infrastructure Specialist to complete review of issues leading to delays in Noro MCS centre construction and to present a way forward for acceleration for completion of construction. (ii) MFMR to conclude contract variations. (iii) MFMR to request the supervision firm to share a Gantt chart/timeline for completion of construction. 15. Auki fisheries office. Evaluation of EOIs for the design and supervision of construction of the MFMR 4 office in Auki is currently underway with five EOIs received. The procurement process has since advanced to request for proposals (RFP). After the mission, it was confirmed that Malaita Provincial Government is the land titleholder, and a land survey is required. Environment and social (E&S) risk screening is complete and draft report has been reviewed by the WB E&S team. 16. Actions: (i) MFMR to confirm land transfer of the site by September 30, 2024, (ii) MFMR to complete contracting of the design and supervision firm by September 30, 2024 (iii) MFMR to request the design firm to provide a Gantt chart/ timeline with key milestones for construction of Auki fisheries office (Completed). 17. MFMR HQ Office extension. A design brief for the MFMR HQ Office is currently under development. However, MFMR may need to pause design until the institutional assessment for MFMR has progressed or until long-term staffing projections and required floor footage have been determined and justified. A solar energy consultant has visited Honiara and requires information on current energy consumption from MFMR to complete an assessment of solar capacity needs of the current building. Extrapolation for proposed extensions is only possible once the design has been completed. 18. Action: MFMR to: (i) discuss the pausing of the design brief with relevant consultants (completed post mission), (ii) to share electricity consumption information for the current Honiara building with the solar consultant by September 30, 2024, and (iii) to discuss long-term staffing projections and required floor footage – ideally informed by progress with the MFMR institutional assessment - by September 30, 2024. 19. ePort Initiative. A contract for Phase 2 of the ePort development has been signed and the developer has begun work. Phase 2 includes additional modules and upgrade of the ePort system (known as “maintenance”) and integration with MFMR and regional systems. Development of a transshipment module is already complete. System support staff will be hired and trained after the developer has completed the upgrade and integration. Completion of ePort upgrades is expected to take nine months. Application of ePort will eventually be expanded to Honiara port. MFMR staff received technical programming training for GITHUB software enabling them to store and manage source code for ePort. 20. Strengthening of MCS officer capacity. Consultation with the Solomon Islands Port Authority (SIPA) and the Solomon Islands Maritime Authority (SIMA) on a MoU on plastic pollution and with SIMA on a MoU related to the National Plan of Action addressing illegal, unreported and unregulated (IUU) activity is in progress with a workshop to take place in August/September 2024. Procurement of ICT and safety gear for all MCS officers is complete. Uniforms for compliance, electronic reporting/monitoring and statistics will be delivered to MFMR shortly. 21. The first of two licensing inspection standards refresher trainings are complete with the second planned for later this year. 22. A validation workshop for draft offshore standard operating procedures (SOPs) is complete with a further and final workshop to be conducted in August/September 2024. 23. Review of license conditions legislation. A comprehensive review of fees for fisheries licenses is complete and options for fee increase will be submitted to MFMR executive for review and subsequently Office of the Attorney General for approval. The next step is to submit the offshore operations forms for approval by the MFMR review and gazetting. 24. EM Policy, Strategy and Cost Recovery. EM Cost Recovery consultations will take place after the launch of the EM Policy. The EM Policy is awaiting final approval by MFMR executive. An MFMR management decision is pending on whether to include EM information management system in ePort or to keep it separate. 25. Action: MFMR to share the draft EM cost-recovery model with the WB by September 30, 2024 for information. 26. EM back-up data storage. After the mission, negotiations with the selected provider were completed and work is expected to commence in August 2024. 5 27. Observers. The new observer training recommended in the evaluation of the Observer Career Development Program is to start in September 2024. MFMR noted the evaluation also recommended improvements to the observer training room. Inclusion of these improvement to the training room requires approval from the MFMR executive. 28. Creation of a Fisheries Authority. MFMR requested a sample TOR for development of a Fisheries Authority, which were provided by the WB earlier. The proposal for a future independent fisheries authority is currently being socialized with the new Cabinet for further directives on how to proceed. Component 2: Strengthening Regional Collaboration and National Capacity for Coastal Fisheries Subcomponent 2.1 Strengthening Policy and Institutions 29. Institutional Review and Corporate Plan. The draft TOR for the MFMR institutional review is under review by the MFMR executive and subject to meeting expectations will be shared with WB soon. A first internal review of the Corporate Plan was conducted in November 2023. The report on the first workshop is being refined following PS feedback. A second workshop is planned in August/September 2024 to ensure alignment with policy direction from the new Government, including increased focus on fisheries development for economic growth and livelihoods. Solomons is the highest exporter of seaweed in the Pacific and MFMR wishes to expand seaweed, sea cucumber and other inshore fisheries industries, and review and strengthen fisheries centres in all provinces. 30. Provincial Fisheries Ordinances. A legal consultant has been hired to support development of the policy basis of the new provincial ordinances for Temotu, Rennell and Bellona, and Isabel Provinces. Consultations were completed in Temotu Province in early June 2024, with consultations in Rennell and Bellona taking place at the end of June and in Isabel Province in August/September 2024. The MFMR policy team reported safety concerns following a boating incident during their recent trip to Temotu Province. Proposed actions to ensure adherence to safety protocols are outlined in the E&S section (para 42) below. 31. Aquaculture Policy Paper. Evaluation of an aquaculture policy consultant is complete and the contract to be signed shortly. MFMR clarified that the Aquaculture Policy Paper is the same as a white paper for an Aquaculture Bill. 32. Action: Contract signing with aquaculture consultant to be concluded by September 30, 2024 . Subcomponent 2.2 Strengthening Coastal Fisheries Management 33. Community-Based Resource Management (CBRM). Since the last mission, a further two community fisheries management plans (CFMPs) were adopted to a total of eight, while others were well advanced. Marine managed area (MMA) boundary demarcation and baseline resource assessments focused on fish and invertebrate stock abundance, size, distribution and habitat health are planned for Makira Province in August/September 2024. Training on livelihood diversification has been conducted in three communities with support of Ministry of Agriculture staff. 34. Inshore Fisheries Database. A cross-sectional technical working group has been established and works in collaboration with the Pacific Community (SPC). TOR for further progression of a consolidated inshore fisheries database is being prepared building on ongoing data consolidation into a relational database (Access). The inshore fisheries database is expected to be concluded by mid-2025. 35. Fisheries Statistical System. A draft statistical framework based on national census and Household Income and Expenditure (HIES) data was discussed with MFMR for improving the small-scale fisheries statistics system. Further work is planned to finalize the statistical sampling framework and to identify the relevant data collection and analytical tools that should be included. 36. Action: WB fisheries statistician to organize a virtual meeting with MFMR to assess gaps and needs in existing information management system by August 31, 2024. 6 Subcomponent 2.3 Developing and Diversifying Local Value Chains 37. FAD Program. FADs have been constructed and deployed at three sites in Choiseul Province since the last mission and practical training on FAD rigging, FAD fishing methods and sea safety delivered to communities. FADs will be deployed in Makira Province in August/September 2024. A FAD database is being developed by MFMR to keep track of where FADs are being deployed and monitor their usage and impact. An Offshore FAD management strategy has been drafted and a workshop to finalize it is planned for August/September 2024. MFMR noted there are around 215 FADs across Solomon Islands, including privately deployed FADs. 38. Marketing proposal. MFMR proposed a new activity to improve the supply chain of fish product to Honiara. It may include a review of the current marketing strategy, improvement of transportation and storage sites, and training in post-harvest techniques such as smoking and salting. It may implement findings of a review on how to upgrade the supply chain of finfish. 39. Action: MFMR to share costed fish marketing proposal for WB review by September 30, 2024. Component 3: Project Management 40. PMU Staffing. The PMU now has a full staffing complement. The new Project Coordinator has taken on increased leadership, while continuing to be supported by a short-term Project Advisor (the previous Project Coordinator). The Noro Community Liaison Officer contract was signed after the mission. 41. Project Progress Reports. Activity reporting from technical divisions has improved significantly, however consolidation of reporting from divisions into a consistent single Project progress report still needs to be improved. 42. MFMR Executive/PMU. The mission encouraged MFMR executive to continue regular monthly meetings with the PMU, PMU to prepare agendas for these meetings with standing agenda items on critical activities, MFMR executive to consider delegating approval of smaller value expenditures to the Project Coordinator, PMU and MFMR executive to agree on a conducive protocol for review and approval of travel and workshop requests by MFMR staff. 43. Action: PMU to share minutes of monthly meetings with the WB for information. Minutes to focus on capturing decisions and action items. 44. Communications. MFMR is encouraged to provide more visibility on project progress and achievements. MFMR clarified that frequent press releases are circulated via the Solomon Islands Government network and interviews broadcast on the Solomon Islands Broadcasting Corporation (SIBC) radio network. 45. Social Protection and Fisheries Management. MFMR has confirmed agreement to the public disclosure of a WB-supported national case study on social protection and fisheries management. 46. Financial Management (FM). The FM performance remains moderately unsatisfactory. There has been an improvement in the submission of the Interim Financial Reports (IFRs), with the IFRs for quarters ending December 31, 2023 and March 31, 2024 submitted on time and accepted, and the Designated Account is active; however, the FY2022 audit is one year overdue. After the mission, the audit report for FY2022 was submitted to the Bank via Client Connection. Regarding the audit for FY2023, the project financial statements have been prepared and submitted to the Office of the Auditor General (OAG) who advised to re-submit using OAG’s template. It is estimated that FY2023 will also be delayed, and the mission recommended to the MFMR to closely monitor the progress of the audits with the audit firm and the OAG to ensure submission to the Bank soon. 47. Procurement. The procurement performance is rated moderately unsatisfactory. During the mission, a procurement meeting was held to discuss the procurement plan and review both ongoing and pending activities. The procurement plan currently includes 24 activities. For 18 of these, the procurement process has not yet started. The PMU was advised to expedite the procurement process for these activities. 7 Additionally, there are 9 activities marked with past due dates, indicating they are behind schedule. These can be identified in STEP with red flags. The project team was advised to consider bundling activities where possible to keep the transactional costs low. Furthermore, it was recommended to prioritize the procurement of key activities, such as the recruitment of the design and supervision firm (SB-MFMR-377164-CS-CQS), followed by the construction of the MFMR Headquarter Office Extension (C1 - CW – 001). 48. E&S Risk Management. The E&S risk management performance is rated as Satisfactory. The overall E&S risk rating is also maintained at substantial at this stage. After the E&S Officer was recruited in May 2023, it was observed that the project has initiated good records of required E&S implementation documents and has conducted training on environmental and social standards (ESS), the grievance redress mechanism (GRM), the stakeholder engagement plan (SEP), GBV, and the labor management plan (LMP). E&S progress reports are regularly submitted. The draft progress report for October 2023 to March 2024 was submitted to WB on March 26, 2024, which was reviewed and sent back to the PMU with comments. WB E&S expects that these comments can be reflected in the next progress report, which should ensure good E&S coverage on all the project component activities. 49. Noro MCS Centre. The CESMP was updated reflecting site-specific requirements such as waste management, sedimentation and erosion control, hazardous materials management, materials sourcing risks, occupational health and safety (OHS) risks. The revised CESMP was approved and cleared by the Bank in early March 2024. The document was disclosed on MFMR website at the end of March 2024 as well as the Bank’s external website. On 22 May, PMU conducted a CESMP training in Noro for the contractor workers (Reeves and TCS) Noro fisheries officers also joined. The mission learned that the office skeletal structure has been erected with observation of good implementation of the CESMP. There has been no non-compliance issue observed. The contractor has assigned their site engineer as their dedicated E&S and health and safety focal person. Noro based CLO candidates were interviewed in May with the preferred candidate to sign contract shortly. The CLO engagement will be intermittent with 30 days input between June to October 2024. The CLO will perform regular onsite supervision and monitoring of CESMP implementation and other tasks required by PMU. The PMU E&S officer will also conduct ad-hoc onsite supervision during construction period as needed. 50. GRM. The project’s GRM is well established, with GRM drop boxes placed at the Honiara and Noro MFMR offices. Complaint forms and Grievance Mechanism contact details were provided to field officers and MFMR front desk next to drop boxes. Training has been conducted to MFMR officers (3 in Honiara, 1 in Noro) and contractors and community in Noro. Since last mission in March, no grievances were recorded. 51. Incidents and Environment-Social Incident Response Toolkit (ESIRT). The mission learned of two separate boat incidents that led to near miss fatality of four staff (in Temotu Province) and non-life- threatening injuries of one staff (in the Central Province). These 2 incidents occurred when Fisheries Officers travelled by boat on assignments required under the project. Those incidents occurred about two weeks before the mission but were not reported to the PMU until the mission. The details of the incidents are not yet fully known. The PMU E&S Officer is currently carrying out an investigation to fully understand the causes of the incidents. But it is known that in both cases, bad weather was involved. A further analysis of the situation will also be undertaken to come up with appropriate measures so that similar incidents are avoided in the future. Due to the seriousness of these incidents, WB requires an ESIRT form to be submitted. WB ES staff worked with the PMU ES to complete the ESIRT form. 52. Occupational Health and Safety (including safety at sea). The above incidents expose the urgency for the MFMR to be trained and equipped for sea safety and other OHS best practices. 53. Action: The PMU will: (i) investigate the root causes and contribution factors of the incidents; (ii) review the existing Health and Safety measures and conduct the gap analysis; (iii) develop required Health and Safety, and a sea safety procedures and policy for staffs working and travelling in remote locations and for the beneficiaries; (iv) develop a training plan for the item no (iii) and conduct trainings; and (v) monitor and report the listed actions. Timelines for the actions are described in the agreed actions table. 8 54. Stakeholder Engagement and Community Consultation: The PMU has been actively engaging with stakeholders, communities and MFMR regarding the project’s requirements and milestones. The mission also informed PMU to extend consultations to other project beneficiaries and be documented. 55. Code of conduct and training on SEA/SH and GBV. The contractor did not use the code of conduct form stipulated in the project’s LMP and ESMF. After the mission, the PMU confirmed that the correct form was subsequently signed. 56. PMU conducted GBV training for the contractor and other fisheries staff in Noro in May which include elements on SEA/SH. PMU will include the report of this training in the next progress report in September. This training was facilitated by an independent consultant. PMU is planning similar training for other project beneficiaries under FAD and CBRM Components and also fisheries officers in Honiara and Auki. IV. NEXT STEPS AND AGREED ACTIONS 57. Next steps. WB and MFMR agreed to hold an implementation support mission in October 2024. 58. Agreed Actions. The agreed actions are summarized in the following table: # Action Entity Due date 1. Noro MCS Centre: (i) PMU Procurement Advisor and Infrastructure Specialist MFMR Completed to complete review of issues leading to delays in Noro MCS centre construction and to present a way forward for acceleration for completion of construction by October Completed 2024. (ii) MFMR to conclude contract variations. Completed (iii) MFMR to request the supervision firm to share a Gantt chart/timeline for completion of construction. 2. Auki Fisheries Office: (i) MFMR to confirm land transfer of the site. MFMR September 30, 2024(ongoing - (ii) MFMR to complete contracting of the design and applicable fees supervision firm. being processed) (iii) MFMR to request the design firm to provide a Gantt chart/ timeline with key milestones for construction of Auki fisheries office. September 30, 2024 (procurement process has advanced to RFP) Completed 3. MFMR HQ Extension: (i) discuss the pausing of the design brief with relevant MFMR Completed consultant September 30, (ii) to share electricity consumption information for the 2024 current Honiara building with the solar consultant. September 30, (iii) to discuss long-term staffing projections and required 9 floor footage – ideally informed by progress with the 2024 MFMR institutional assessment. 4. MFMR to share the draft EM cost-recovery model with the MFMR September 30, WB for information. 2024 5. Contract signing with aquaculture policy consultant to be MFMR September 30, concluded. 2024 6. WB fisheries statistician to organize a virtual meeting with WB September 15, MFMR to assess gaps and needs in existing information 2024 management system. 7. Share costed fish marketing proposal with WB with review. MFMR September 30, 2024 8. PMU to share minutes of monthly meetings with the WB for MFMR Monthly information. Minutes to focus on capturing decisions and action items. 9. Incidents and ESIRT MFMR - Investigate on the root causes and contribution September 30, factors of the two OHS incidents 2024 - Review the existing OHS measures and conduct the September 30, gap analysis; 2024 - Develop required OHS and a sea safety procedures and policy for staff working and travelling in September 30, remote locations and for the beneficiaries, and 2024 data collection of the currently available PPE at PMU level and provincial offices September 30, - Develop a training plan in these OHS procedures 2024 and conduct trainings - Monitor and report on the OHS training delivery. September 30, 2024 Annexes: Annex 1: List of Project stakeholders met Annex 2: Mission agenda Annex 3: Result Framework and Monitoring 10 Annex 1: List of Project stakeholders met Name Position Christain Ramofafia (Dr.) Permanent Secretary, MFMR Edward Honiwala Director of Fisheries, MFMR Patteson Lusi Deputy Secretary Corporate, MFMR Samantha Tuti PROPER Project Coordinator, MFMR (outgoing) Robert Meyen Dukavalaka PROPER Project Coordinator, MFMR Ananias Furi PROPER Project Accountant, MFMR Michael Maina PROPER Senior Procurement Officer, MFMR Sterry Bugoro PROPER, Assistant Procurement Officer, MFMR Jahreth A. Limari PROPER Environmental and Social Officer, MFMR Emma Bosevolomo PROPER Administrative and Financial Assistant, MFMR Sarah Cotgreave PROPER Procurement Specialist, MFMR John Fegan PROPER Infrastructure Specialist, MFMR David Aram Human Resources Manager, MFMR Jeffrey Konai Internal Auditor Selina Lipa Chief Licensing Officer, MFMR Priscilla Pitakaka Senior Fisheries Officer, CBRM, MFMR Jan Pitu Chief Fisheries Officer, Offshore Mgt, MFMR Peter Kenilorea Chief Fisheries Officer, CBRM, MFMR Kenneth Kuni Procurement Officer, MFMR Martha Nonone Monitoring and Evaluation Officer, MFMR Derrick Tagosia Chief Fisheries Officer, MFMR Valentine Telena Principal Fisheries Officer, MFMR Vincent Maesiki Financial Controller, MFMR Ben Buga Deputy Director, Provincial Fisheries Division, MFMR Aldrin Pezabule Fisheries Officer, Provincial Fisheries Division, MFMR Derrick Tagosia Electronic Monitoring Coordinator, MFMR Claudius Halumwane Principal Fisheries Officer, Statistics, MFMR Harald Vilia Observer Coordinator Fredrick Naphtalai President, Noro Town Council Russell Pitubangara Vice President, Noro Town Council Gavin Totu Town Clerk, Noro Town Council Derick Moli Suimae Senior Fisheries Officer, Compliance, Noro, MFMR 11 Charlyn Golu Senior Fisheries Officer, Noro, MFMR Anquine Naoiraru ePort Data Entry, Noro, MFMR Rebecca Erella ePort Data Entry, Noro, MFMR Iulah Nalakia ePort Data Entry, Noro, MFMR John Manu Senior Fisheries/Compliance Officer, MFMR Frank Presley Arathegu Senior Fisheries/Compliance Officer, MFMR Janet Saeni-Oeta Country Lead, WorldFish Valentine Telena Principal Fisheries Officer, Inshore Fisheries Division Management Section, MFMR Teyoung Mafutamao Inshore Fisheries Division, CBFM Section, MFMR Timothy Vuria Senior Fisheries Officer, Inshore Fisheries Division, CBFM Section, MFMR Grace Orirana Inshore Fisheries Division - Seconded staff CBFM, Worldfish/MFMR Selina Lipa Chief Fisheries Officer – Licensing, MFMR Muele Seefa Inshore Fisheries Division - Compliance Section, MFMR Claudius Ralph Halumwane MFMR - Inshore Fisheries Division - Research Section, MFMR Kofi Otumawu-Apreku Head of Department of Fisheries studies, SINU Samson Kanamoli Deputy Government Statistician, National Statistics Office (NSO) Guillermo Larrea General Manager, Soltuna Matt Morley Noro MCS Construction Manager, TCS Andrew Duncan Noro MCS Site Superintendent, Reeves Adamis Aspropotamitis (Aspros) Noro MCS Project and Design Manager, Reeves WORLD BANK PARTICIPANTS • Xavier Vincent (Lead Fisheries Specialist and Task Team Leader) • Nina Doetinchem (Senior Environmental Specialist and co-Task Team Leader) • Ursula Kaly (Coastal Fisheries Specialist, FAO) • Pablo Chavance (Fisheries Statistician) • Sophie Egden (Operations Consultant) • Marista Kapini (Social Development Specialist) • Khine Thwe Wynn (Environmental Specialist) • Janet Gamarra (Senior Financial Management Specialist) • Mohammad Amin Saskai (Senior Procurement Specialist) • Shanice Tong (Environmental Analyst) • Nika Asasi (Team Assistant) • Annie Phan (Team Assistant) 12 Annex 2: Mission Agenda* * Consultants Ursula Kaly and Pablo Chavance conducted separate meetings with SIG related to fisheries data and statistics. Time in Session Attendees Honiara Monday 17 June Solomon Islands PROPER Mission Kick Off MFMR team: Executive, PC; WB team 10:30 • Welcome remarks (DSC; WB TTLs) Objectives and agenda (WB) Progress against Action Plan – presentation by PMU (refer list in MoFT team: DMU previous Aide Memoire) FEDU, MNPDC • Auki Fisheries Office and MFMR Headquarters design team, MNPDC Rep; WB team • Noro MCS construction progress 11:30 • Institutional Review • Financial Management • Procurement • E&S 12:30 Lunch Offshore team (Component 1) MFMR team: DDO, CFO Progress against annual workplan and budget Mgmt., Observer Coordinator, 13:00 EM • Presentation on progress on activities by the MFMR team Workplan and budget for FY24 Coordinator; WB team Tuesday 18 June Provincial Fisheries team Provincial Fisheries team; WB 9:00 team • Progress update and workplan and budget for FY24 Policy and Planning team Policy and Planning team, WB 10:30 team • Progress update and workplan and budget for FY24 Corporate Services Division (CSD) Team CSD team; WB team 11:30 • Progress update & workplan and budget for FY24 12:30 Lunch Inshore team (Component 2) DDI, CFO Progress against annual workplan and budget Presentation on progress Research, CFO CBRM; DDA; 13:30 on activities by the MFMR team Workplan and budget for FY24 DDP; WB team Wednesday 19 June 13 10:00 Time for discussions WB team, PMU 14:25 WB team and Project Coordinator fly to Noro Thursday 20 June Site visit to Noro MCS Soltuna visit Saturday 22 June Team flies back from Noro FFA PROPER mission Monday 24 – Tuesday 25 June Wednesday 26 June Financial Management MFMR team: DSC; PC; CFO; • IFR update Finance Officer; PROPER team; WB team 9:00 • Withdrawal Application Update • Audit Update • Other financial management issues Procurement MFMR team: DSC; PC; 10:30 • Procurement plan status – review of activities in STEP Procurement against progress Officer; ASPP; 12:30 Lunch Monitoring and Evaluation (M&E) MFMR team: DSC; PC; ASPM; 13:30 PMU to present update on: M&E • progress against the M&E framework Officer; ASPP Environment and Social Framework MFMR team: PS; DST; DSC; DF; E&S PMU to present on progress on: 15:30 Officer; PC; • SEA/SH action plan. PROPER team Thursday 27 June 9:00 Fisheries statistics MFMR Presentation from inshore database division 12:30 Lunch 15:00 Debriefing with Resident Representative WB Team Friday 28 June Mission Wrap Up MFMR team: MFMR • Review draft Aide Memoire/ activities (WB) Executive; PC; WB team 12:30 • Next steps/ agreed actions (WB) • Key upcoming dates/ timeline (WB) 14 Annex 3: Result Framework and Monitoring Project Development Objective Indicators RESULT_FRAME_TBL_PD O Indicator Name PBC Baseline Intermediate Targets End Target Jul 22-Dec 23 Jan-Dec 24 Jan-Dec 25 Jan-Dec 26 Jan-Jul 27 (Actual*) (Actual) Strengthened regional collaboration and national capacity for fisheries management and development Fisheries management informed by timely access to 0 0 (1) 0 (1) 1 2 3 data by national and regional stakeholders (Number) 60 (66) Minimum percentage of 70 (93) observer reports submitted 50 97 of 148 observer trips 80 90 100 via e-reporting (Percentage) from July 2022 to end of 128 out of 137 September 2023 Minimum number of bilateral agreements signed 0 (0) with neighboring countries One agreement awaits 0 0 (0) 1 1 2 to facilitate access to e- approval from Fiji monitoring data government (cumulative) (Number) Minimum percentage of licensed tuna fishing vessels reporting via VMS to the 0 0 (0) 0 (0) 50 75 90 Noro MCS Centre (Percentage) Strengthened capacity at community level for fisheries management and development Minimum number of new communities adopting climate- 0 0 (0) 1 (3+2) 2 3 5 informed Community Fisheries Management Plans 15 RESULT_FRAME_TBL_PD O Indicator Name PBC Baseline Intermediate Targets End Target Jul 22-Dec 23 Jan-Dec 24 Jan-Dec 25 Jan-Dec 26 Jan-Jul 27 (Actual*) (Actual) (cumulative). (Number) Community members 50 (90+64=154) participating in project- Some community members supported livelihoods and 0 0 (0) might have participated in 100 150 200 development activities different activities and (cumulative) (Number) accounted several times. Participants that are female 20 (24+37=61) 0 0 (0) 30 40 60 (cumulative) (Number) As above Intermediate Results Indicators by Components RESULT_FRAME_TBL_I O Indicator Name PBC Baseline Intermediate Targets End Target Jul 22-Dec 23 Jan-Dec 24 Jan-Dec 25 Jan-Dec 26 Jan-Dec 27 (Actual*) (Actual) Component 1: Strengthening Regional Collaboration and National Capacity for Oceanic Fisheries Fishing vessels inspections in 10 (120) the archipelagic waters or 0 (57) 0 62purse seiners/57 25 40 60 territorial sea each year To end of September 2023 (Number) longliners/1 cargo Observers trained according to the Observer Career 0 0 (0) 30 (0) 60 90 90 Development Program (cumulative) (Number) MCS officers benefitting from new and refresher training 0 0 (36) 25 (36+0) 40 50 50 (cumulative) (Number) 16 RESULT_FRAME_TBL_I O Indicator Name PBC Baseline Intermediate Targets End Target Jul 22-Dec 23 Jan-Dec 24 Jan-Dec 25 Jan-Dec 26 Jan-Dec 27 (Actual*) (Actual) Trained MCS officers that are female (cumulative) 0 0 (14) 12 (14) 15 18 18 (Number) Component 2: Strengthening Regional Collaboration and National Capacity for Coastal Fisheries Review of MFMR structure and No Yes (No) Yes (No) Yes Yes Yes functions completed (Yes/No) MFMR gender strategy elements incorporated in the review of the MFMR No Yes (No) Yes (No) Yes Yes Yes organizational structure and functions (Yes/No) Provincial officers benefitting from training (cumulative) 0 0 (20) 11 (45) 11 22 22 (Number) Trained provincial officers that are female (cumulative) 0 0 (7) 2 (18) 2 4 4 (Number) Provincial Fisheries Ordinances prepared and submitted for 1 (0) endorsement by Provincial 0 0 (0) Temotu consultation 2 2 3 Assemblies (cumulative) to start soon. (Number) Community-Based Resource Management (CBRM) Committees established for the 0 2 (7) 4 (10) 6 8 10 preparation and implementation of Community Fisheries Management Plans 17 RESULT_FRAME_TBL_I O Indicator Name PBC Baseline Intermediate Targets End Target Jul 22-Dec 23 Jan-Dec 24 Jan-Dec 25 Jan-Dec 26 Jan-Dec 27 (Actual*) (Actual) (cumulative). (Number) New CBRM Committees have at least 2 women 0 100 (100) 100 (100) 100 100 100 representatives (Percentage) Sex-disaggregated data is collected in new MFMR central No No (No) Yes (No) Yes Yes Yes inshore database (Yes/No) Component 3: Project Management. Time for registered project- related grievances to be 21 (6) addressed through the 0 21 (-) 2 grievances received 21 21 21 Grievance Redress Mechanisms and addressed. (average) (Days) * Period from project effectiveness (July 2022) to 31 December 2023 (considered as year 1 and 2 for other monitoring purposes), else period from 1 January to 31 December. 18