38th session of the FAFICS Council Vienna, 7-10 July 2009

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1 FEDERATION OF ASSOCIATIONS OF FORMER INTERNATIONAL CIVIL SERVANTS FÉDÉRATION DES ASSOCIATIONS DES ANCIENS FONCTIONNAIRES INTERNATIONAUX FEDERACION DE ASOCIACIONES DE EX-FUNCIONARIOS INTERNACIONALES 38th session of the FAFICS Council Vienna, 7-0 July 2009 Council 38/2009/D.6 Provisional Agenda item no. 6 Greater Attendance of Associations at FAFICS Council Sessions Introduction In approving the Federation s accounts for the year 2007, the 37 th session of the FAFICS Council had recognized that funding the travel costs and subsistence allowance of representatives from the Southern hemisphere would far exceed the resources of the Federation. That notwithstanding, in order to assess the magnitude of the costs involved, the incoming Treasurer and Secretary would prepare a table showing the cost of funding the travel and per diem of one representative per delegation coming from small associations. (Extract of the session report, article 05). The Treasurer and Secretary advised that their workloads of managing a Secretariat and Treasury for a constantly growing Federation would not permit them to devote the time necessary to complete such a major study. The President solicited the assistance of AFPNU-Mexico, whose representative at the 37 th session, President Johannes Wortel, had raised this matter. We are grateful to AFPNU-Mexico for having accepted this major outsourcing project and are pleased to submit the attached report for the Council s attention. Contents Subject Page The Study 2-5 Annex Tables and 2 of 5 6 Table 3 of 5 7 Table 4 and 5 of 5 8 Annex 2 Table of 5 9 Table 2 of 5 0 Table 3 of 5 Table 4 of 5 2 Table 5 of 5 3

2 TRAVEL OF AFICS REPRESENTATIVES TO ANNUAL FAFICS COUNCIL MEETINGS A Study prepared by AFPNU-Mexico For many years FAFICS has convened annual seven day sessions of representatives from Associations of Former International Civil Servants (AFICS), hereinafter referred to as Member Associations. These meetings are scheduled immediately prior to annual meetings of the UN Joint Staff Pension Board at the same venues of the FAFICS meetings. The participants in these FAFICS meetings constitute the FAFICS Council, which deals with issues of common interest of all UNJSPF pensioners. As at 3 December 2008, there were 42 Member Associations with a total of 6,686 */ active members worldwide. The FAFICS Council also deals with non-pension related issues such as after service medical insurance, life insurance and long term care for incapacitated UN pensioners and their beneficiaries. Participants in FAFICS Council meetings are usually the presidents or vice presidents of national Member Associations or other members designated by the respective executive committees. Travels to FAFICS Council meetings are usually to venues at major UN headquarters duty stations in locations such as New York, Geneva, Rome and Vienna, where large concentrations of pensioned UN staff reside of many UN Offices, Programs and Agencies. Representatives and alternate representatives of FAFICS are also participating in annual meetings of the UNJSP Board where they voice opinions on behalf of UN retirees. At the last FAFICS Council Meeting in Rome it was noted that UN pensioners in some of the major UN duty stations and pensioners residing in many other countries were not represented. It appears that in many countries Member Associations with small memberships do not attend the Council meetings for economical reasons. Some representatives of Member Associations in the Rome sessions paid for their own travels, either in full or partially, since the high travel and daily subsistence allowance (DSA) costs were too heavy financial burdens for the limited budgets of many Associations. The recorded memberships of the 42 FAFICS Member Associations consist of 28 small Member Associations with memberships of 50 and less - with a total of,856 members, and 4 larger Member Associations with more than 50 members and a total membership of 4,830 former UN staff and beneficiaries. For the 38 th session of the FAFICS Council in Vienna from 4 - July 2009, the cost of one week travel of a representative from the 28 small Member Associations would exceed considerably the cost incurred by potential FAFICS Council participants from the 4 large Member Associations whose memberships reside at, or close to, large UN duty stations. The attached tables marked Annex, contain calculations of average travel and DSA costs for representatives of 3 Member Associations grouped into five regions as follows: Europe, North America ( Canada and the USA), Asia the Pacific Oceania and the Middle East, Latin America and Africa. No reliable travel cost quotations could be obtained for travel from other locations where Member Associations are located. Comparative estimates were made for one week attendances of FAFICS meetings in Vienna and London during July All travel was calculated on the basis of lowest quoted economy air fares and DSA levels for Vienna and London, which are US$ 297 and US$ 302, respectively. To determine whether air fare costs could be lowered significantly by scheduling FAFICS meetings in non-peak travel seasons, calculations were also included for travel in the months of May and October. As can be noted, the differences in the average costs as compared to those for the July 2009 FAFICS sessions, are small except for some itineraries in Asia, the Pacific, Latin America and the USA and Canada. Examples: (a) The average total travel cost per person from within Europe to Vienna is US$2,32, comprising of $242 for airfare and $2,079 for DSA (7 days at $297); (b) from USA and Canada these costs are estimated at: US$3,523 - comprising of $,444 for the airfare and $ 2,079 for DSA; (c) from Asia, Pacific/Oceania and Middle East US$3,496 - $,47 for airfare and $ 2,079 for DSA; */ FAFICS membership numbers are constantly growing; on January 2009 it had become 7,095 active members worldwide. 2

3 (d) from Latin America: US$3,697 - $,68 for airfare and $2,079 for DSA, and (e) from Africa: US$4,8 - $2,02 for airfare and $2,079 for DSA. The cost differences for travellers from Asia, the Pacific/Oceania and the Middle East as compared to their colleagues from within Europe is 50% more, from the USA and Canada 52%, from Latin America 59% and from Africa 80%. Total estimated cost for attendance from 4 July 2009 of one representative from each of the 3 Member Associations listed in the country groupings is as follows in terms of US dollars: Europe US & Canada Asia, Pacific, Oceania and Middle East Latin America Africa Sub totals % To Vienna Airfare,694 2,888 2,753 7,798 4,204 39, DSA 4,553 4,58 8,7 22,869 4,58 64, TOTAL 6,247 7,046 3,464 40,667 8,362 03,786 To London Airfare,862,750,556 5,906 3,756 34, DSA 4,798 4,228 9,026 23,254 4,228 65, TOTAL 6,660 5,978 30,582 39,60 7,984 00,364 To achieve increased attendance of representatives from the smaller Member Associations to the annual FAFICS sessions, AFPNU-Mexico requested in the 37 th FAFICS meetings to include the subject of travel costs on the Agenda of the 38 th FAFICS meetings. The present paper is submitted to the Council to find a more equitable solution than under the present system where representatives of small and less affluent Member Associations cannot finance attendances to FAFICS meetings from their limited budgets. Travel costs differ in accordance with the venues of FAFICS meetings. But unless different dates and venues are considered for future periods of sessions, it is assumed that these annual meetings will continue to be scheduled at or near major UN headquarters duty stations and premises, and back-to-back with annual meetings of the UNJSPF Committee. The FAFICS Council would be more representative of the UN retirees with the attendance of representatives from more of the existing Member Associations. This would also discontinue the present situation in which FAFICS has had - and would have to continue, to depend on the participation and attendance of only a limited number of Member Associations to bear the responsibility of dealing with matters which affect the global UN retiree community. This matter is now included in the agenda of the 38th FAFICS Council, and it is recommended that the Council agrees to establish reasonable subsidies of travel costs for representatives of small Member Associations to FAFICS Council meetings. Such subsidies could be financed from the annual FAFICS resources - which may have to be increased, and could be limited to maximum percentages of costs or fixed amounts to be determined by the Council. Travel subsistence allowance and suggestions for cost reductions United Nations DSA rates are established at New York headquarters as a result of periodic surveys at all UN duty stations and locations in countries to which UN staff will undertake official travel. The DSA rates consist of the following three components: lodging (50%), meals (30%) and miscellaneous expenses (20%). These rates are applicable to good commercial lodging in business type hotels where UN travellers have secure and adequate facilities to work and meet with local counterparts and where basic meals, communications and service facilities are available. Alternative No. Ways and means were explored to reduce the United Nations DSA rates to be applied for travel to FAFICS meetings, without loosing out of sight the purpose of travel subsistence allowances and taking into account the often long travel hours caused by aircraft routings and other factors. The fact that no business class is used should also be considered for the provision of adequate lodging to recover from long flights and the crossing of time zones. 3

4 As a first alternative we could decrease the miscellaneous component of DSA from 20% to 5 % for travel to FAFICS meetings from all Member Associations. Where itineraries would involve intercontinental travel, i.e. between the countries of the five groups in Annex, we would propose that the Council agree, in principle, to subsidize DSA costs for one representative from each Member Association with up to 50 members, at the above mentioned decreased ad-hoc DSA rate and for one-half of the required attendance period. For example, for a 7 days attendance to the FAFICS meetings in Vienna, this would amount to 3.5 days at US$ 252 per day, or US$ 884 for one person in each Member Association. For a similar attendance to a FAFICS meeting in London the reduced ad-hoc DSA rate would amount to US$ 257 per day, or US$899 for 3.5 days. Payment of the remaining 3.5 day portions of the DSA would continue to be the responsibility of the respective Member Associations. Assuming that all eligible Member Associations listed in the country groups in Annex would despatch one representative, the amounts of subsidies for the meetings in Vienna and London would amount to US$ 5,92 and US$ 6,82, respectively. In accordance with this proposal, the total cost for the Member Associations for travel to Vienna and London would be US$ 78,202 and US$ 74,355, respectively. This would amount to a decrease of 25 and 26 % as compared to the estimates of US$ 03,786 and US$00,364 mentioned above. However, it would also rely upon the above mentioned DSA subsidy payments from FAFICS resources. The decreased costs to the Member Associations and the proposed FAFICS subsidies to 8 eligible small Member Associations are reflected in Annex 2. Alternative No. 2 We also explored a suggestion to use stipend rates for United Nations fellowship holders established in some UN duty stations to provide Fellows with austere lodging and meals for periods up to 4 or 5 months. The suggestion included an augmentation of US$ 50 of the daily stipends which would result in ad-hoc stipend rates of US$ 207 versus the US$297 full DSA rate for Vienna, and US$ 55 versus the US$302 full DSA rate for London. However, the concept of stipend payments differs considerably from that of DSA rates and often includes time consuming searches for adequate housing and sharing of facilities, for which there is no time when FAFICS meetings are convened. Alternative No. 3 A third solution was suggested to make use of unoccupied hospices and other low cost facilities. Such facilities are not included in DSA surveys and might not satisfy the minimum lodging standards of the United Nations and/or the travellers to FAFICS meetings. Such facilities might not be available for all FAFICS participants on the same dates, and therefore, in our opinion, this alternative should not be established as a norm for lodging of travellers to FAFICS meetings. Recommendation for AFICS/FAFICS travel subsistence allowance It is recommended that the proposal in Alternative No., above, be approved for all official AFICS or FAFICS travel with a view to reduce all cost, but particularly to annual FAFICS meetings for representatives of small Member Associations in distant continents. Airfare standards and costs, and suggestions for cost reductions As far as we are aware, airfares for participants to FAFICS meetings have always been the most economical and direct flights obtainable, and subject to availability of the financial resources of the Member Associations concerned. With the emergence of low cost airlines it has become increasingly possible for Member Associations to attend FAFICS meetings at reasonable costs, particularly within Europe and through Internet bookings. Intercontinental travel remains expensive but when arranged well in advance can be less costly after comparisons are made of alternative routings and airlines via Internet. Many travel service companies on the Internet provide quotations for flights alone, but also quote package proposals for flights and hotel lodgings, often at very considerable cost savings to travellers. It is recommended to make maximum use of combined air transportation/ lodging possibilities for FAFICS travellers, which, apart from lower costs, ensure timely and documented hotel reservations. Arrangements of this type will reduce travel expenditures and samples of flights only and package proposals, which include ed quotations for hotels in many destinations, will be circulated at the Vienna meetings when this matter will be discussed. 4

5 Recommendation for purchase of airline tickets and lodging It is recommended that maximum use be made of services offered by the travel service industry, which includes comparisons of quotations via the Internet for air travel as well as for airfares combined with hotel lodgings, often at substantive savings When future FAFICS resources for subsidies of travel to meetings remain inadequate to provide complementary resources to small Member Associations, the Council might wish to consider providing financial assistance to such associations on a rotation basis to avoid a lack of interest to contribute to the work of the Federation and to have more AFICSs to join the Federation. Jw2/6 5

6 ANNEX of 5 Europe From Members To 6 23 May 24 3 May 4 July 0 7 Oct Vienna Amsterdam 7 London Vienna Athens 62 London Vienna Geneva 3525 London Vienna 972 Vienna London Vienna London 80 London Vienna Moscow 5 London Vienna Paris 550 London Vienna Rome 2200 London Average cost To Vienna Average cost to London DSA Vienna (7 days) 2,079 2,079 2,079 DSA London (7 days) 2,4 2,4 2,4 Total airfare and DSA (average) 2,325 2,387 2,32 2,380 2,303 2,359 USA &Canada ANNEX 2 of 5 From Members To 6 23 May 4 July 0 7 Oct Vienna 79, New York 336 London Vienna 72, Ottawa 440 London Average cost to Vienna 720, Average cost to London DSA Vienna (7 days) 2,079 2,079 2,079 DSA London (7 days) 2,4 2,4 2,4 Total airfare and DSA 2,799 2,755 3,523 2,989 2,84 2,798 6

7 ANNEX 3 of 5 Asia, Pacific/Oceania and Middle East From Members To 6 23 May 4 July 0 7 Oct Vienna,448,766,58 Auckland 58 London,40,563,288 Vienna 692, Beirut 54 London Vienna,036,89,036 Colombo 52 London Vienna,47,45,438 Islamabad 52 London,368, Vienna,427,427,47 Jakarta 83 London 962,280,3 Vienna New Delhi 344 London Vienna 2,78 2,907 2,98 Rangoon 32 London 2,408 3,049 3,049 Vienna,560,648,002 Sydney 56 London,570,949,482 Vienna Tel Aviv 53 London Average cost to Vienna,206,47,227 Average cost to London,33,284,64 DSA Vienna (7 days) 2,079 2,079 2,079 DSA London (7 days) 2,4 2,4 2,4 Total airfare and DSA 3,285 3,247 3,496 3,398 3,306 3,278 7

8 ANNEX 4 of 5 Latin America From Members To 6 23 May 4 July 0 7 Oct Vienna,405,459,395 Asunción, Paraguay 55 London 898, Vienna,23,459,202 Bogotá, Colombia 90 London 952, Vienna,4,666,498 Buenos Aires, Argentina 44 London,28, Vienna 2,02 2,707 2,577 La Paz, Bolivia 68 London 2,470,84 84 Vienna,37,490,285 Lima, Perú 50 London,236, Vienna,9, Mexico, México 6 London 823, Vienna,478,736,368 Montevideo, Uruguay 08 London,228, Vienna,357,76,328 Quito, Ecuador 60 London,9,34 34 Vienna,059,275,27 Río de Janiero, Brazil 02 London,03, Vienna,60, San José, Costa Rica 45 London 2,29, Vienna,262,535,33 Santiago, Chile 520 London,29, Average cost to Vienna,33,68,373 Average cost to London,323,446,445 DSA Vienna (7 days) 2,079 2,079 2,079 DSA London (7 days) 2,4 2,4 24 Total airfare and DSA (average) 3,40 3,437 3,697 3,560 3,452 3,559 Africa ANNEX 5 of 5 From Members To 6 23 May 4 July 0 7 Oct Vienna 2,499 2,499 2,499 Addis Ababa 327 London 2,762, Vienna,704,704,704 Cairo 65 London,9, Average Cost to Vienna 2,02 2,02 2,02 Average Cost to London 2,337, DSA Vienna (7 days) 2,079 2,079 2,079 DSA London (7 days) 2,4 2,4 24 Total airfare and DSA 4,8 4,45 4,8 3,992 4,

9 Europe ANNEX 2 of 5 From Members To 4 July Vienna 223 Amsterdam 7 London 28 Vienna 395 Athens 62 London 376 Vienna 80 Geneva 3525 London 66 Vienna 972 Vienna London 234 Vienna 55 London 80 London Vienna 297 Moscow 5 London 389 Vienna 235 Paris 550 London 26 Vienna 20 Rome 2200 London Average cost To Vienna 242 Average cost to London 266 DSA Vienna (7 days)*,767 DSA London (7 days)*,797 Total airfare and DSA (average) 2,009 2,063 Notes All AFICSs are in continental Europe. No subsidies are applicable. * Ad Hoc DSA for Vienna US$ 252 * Ad Hoc DSA for London US$ 257 Total US Dollar cost for one representative of seven AFICSs is: To Vienna Airfare 7 x 242 =,694 DSA 7 x,767 = 2,369 Total 4,063 To London Airfare 7 x 266 =,862 DSA 7 x,797 = 2,579 Total 4,44 9

10 ANNEX 2 2 of 5 USA and Canada From Members To 4 July Vienna,547 New York 336 London 789 Vienna,34 Ottawa 440 London Average cost to Vienna,444 2 Average cost to London 875 DSA Vienna (7 days) *,767 DSA London (7 days) *,797 Total airfare and DSA (average) 3,2 2,672 Notes: As both AFICSs have more than 50 members, no subsidy applies. * Ad Hoc DSA for Vienna US$ 252 * Ad Hoc DSA for London US$ 257 Total US Dollar cost for one representative of two AFICSs is: To Vienna Airfare 2 x,444= 2,888 DSA 2x,767 = 3,534 Total 6,422 To London Airfare 2 x 875 =,750 DSA 2 x,797 = 3,594 Total 5,344 0

11 ANNEX 2 3 of 5 Asia, Pacific/Oceania and Middle East From Members To 4 July Vienna,766 Auckland 58 London,563 Vienna,099 Beirut 54 London 703 Vienna,89 Colombo 52 London 930 Vienna,45 Islamabad 52 London,028 Vienna,427 Jakarta 83 London,280 Vienna 88 New Delhi 344 London 55 Vienna 2,907 Rangoon 32 London 3,049 Vienna,648 Sydney 56 London,949 Vienna 42 Tel Aviv 53 London Average cost to Vienna,47 Average cost to London,284 DSA Vienna (7 days) *,767 DSA London (7 days) *,797 Total airfare and DSA (average) 3,84 3,08 Notes: Seven AFICSs with less than 50 are eligible for subsidies. AFICS New Delhi and Sydney are not eligible. * Ad Hoc DSA for Vienna US$ 252 * Ad Hoc DSA for London US$ 257 Total US Dollar cost for one representative of nine AFICSs is: To Vienna: Airfare 9 x,47 = 2,753 DSA 9 x,767 = 5,903 Minus 7 Subsidies: 7 x 884= 6,88 Total 22,468 To London: Airfare 9 x,284 =,556 DSA 9 x,797 = 6,73 Minus 7 subsidies: 7 x 899 = 6,293 Total 2,436

12 ANNEX 2 4 of 5 Latin America From Members To 4 July Vienna,459 Asunción, Paraguay 55 London,569 Vienna,459 Bogotá, Colombia 90 London,336 Vienna,666 Buenos Aires, Argentina 44 London,690 Vienna 2,707 La Paz, Bolivia 68 London,84 Vienna,490 Lima, Perú 50 London,466 Vienna,346 Mexico, México 6 London,099 Vienna,736 Montevideo, Uruguay 08 London,678 Vienna,76 Quito, Ecuador 60 London,34 Vienna,275 Río de Janiero, Brazil 02 London,299 Vienna,404 San José, Costa Rica 45 London,269 Vienna,535 Santiago, Chile 520 London, Average cost to Vienna,68 Average cost to London,446 DSA Vienna (7 days) *,767 DSA London (7 days) *,797 Total airfare and DSA (average) 3,385 3,243 Notes Ten AFICSs with less than 50 are eligible for subsidies. AFICS Santiago is not eligible. * Ad Hoc DSA for Vienna US$ 252 * Ad Hoc DSA for London US$ 257 Total US Dollar cost for one representative of ten AFICSs is: To Vienna Airfare x,68= 7,798 DSA x,767 = 9,437 Minus 0 Subsidies: 0 x 884= 8,840 Total 28,395 To London Airfare x,446 = 5,906 DSA x,797 = 9,767 Minus 0 subsidies: 0 x 899 = 8,990 Total 26,683 2

13 Africa ANNEX 2 5 of 5 From Members To 4 July Vienna 2,499 Addis Ababa 327 London,845 Vienna,704 Cairo 65 London, Average Cost to Vienna 2,02 Average Cost to London,878 DSA Vienna (7 days) *,767 DSA London (7 days) *,797 Total airfare and DSA (average) 3,869 3,675 Notes: AFICS Cairo is eligible for subsidy. * Ad Hoc DSA for Vienna US$ 252 * Ad Hoc DSA for London US$ 257 Total US Dollar cost for one representative of two Asics is: To Vienna Airfare 2 x 2,02 = 4,204 DSA 2 x,767 = 3,534 Minus Subsidy: x 884= 884 Total 6,854 To London 2 x,878 = 3,756 Airfare 2 x,797 = 3,594 Minus subsidy: x 899 = 899 Total 6,45 3

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