EG Chairs and ITAs

Eighteenth Meeting

Helsinki, Finland

September 25, 2014

Reference / EG Chairs and ITAs 18
Title / Minutes of the meeting
Submitted by / HIV/AIDS&AI EG ITA
Annexes / Annex 1 List of participants

1. Welcome and opening of the meeting

The Meeting wasopened and chaired by Mr. Thomas Ifland, the NDPHS CSR Chair Country representative. He thanked the Finnish Ministry of Social Affairs and Health for hosting the meeting and NCD EG ITA and HIV/AIDS&AI EG ITA for organising it.

The meeting waswelcomed by Mr. Olli Kuukasjärvi,Finnish Ministry of Social Affairs and Health. Mr. Kuukasjärvi pointed out the importance of this year due to the planning process for the new strategy. It is a demanding process and needs to be taken carefully to make the new strategy a functioning one.

2.Choosing of Rapporteur of the meeting

HIV/AIDS&AI EG ITA agreed to be the Rapporteur of the meeting with the help of the NDPHS Secretariat.

3. Adoption of the agenda

The Meeting adopted the Provisional agenda (submitted as document EG Chairs and ITAs 18/3/1).

4. Information by the NDPHS Chair Country and the NDPHS Secretariat

The Chair Country and the Secretariatinformed about the past and forthcoming meetings and financial issues of direct relevance to the Expert and Task Groups:

  • Baltic Sea Parliamentary conference was organized in August and hosted by Poland. The resolution of the conference endorsed continuous support for NDPHS.
  • Finland is continuously committed to the Partnership – the MoSH has promised to keep also HIV/AIDS&AI ExpertGroup in addition to OSH Group.
  • Shawnna Robert has left from the Secretariat, Wiebke Seemann has started her 5-month internship at the NDPHS Secretariat on 1 September 2014 and a recruitment process for the Senior Adviser position at the NDPHS Secretariat is ongoing.
  • Baltic Sea Region Program Conference will be organized in Warsaw on 26-27 November. This will be a launching conference for the new period of financing. All groups considering applying for the funding from the Baltic Sea Region Program 2014-2020 are encouraged to take part in the event.
  • The launching events of the Central Baltic Program 2014-2020 will be held in all capitals of the Programme area during October –November 2014.
  • Swedish Institute (SI) offers seed money for project planning with continuously open call. A meeting between a SI representative and the Secretariat is planned for the end of October, thus EGs are encouraged to contact Marek Maciejowski in case they plan to apply from this funding. The OSH TG Chair expressed a disappointment regarding the cooperation with the SI thus far.
  • The Swedish ESF Council has agreed with the Swedish Institute (SI) to coordinate the applications for seed money from the SI with upcoming calls for proposals for ESF, since the ESF calls have been delayed. Project promoters can apply for seed money (50000 euro for 1 year), and then, if approved, prepare for a larger ESF project late 2015/early 2016. This instrument could be relevant e.g. for the HIV/AIDS&AI and especially the PPHS EGs (there is a keen interest from the ESF in the INTEGBALT project).
  • Maria-Pia de Palo has left the NCM Secretariat, and the new contact person is Mr.Søren Stokholm Thomsen.In discussions with him it came out that NCM may be a co-financier or even a project partner if there are common interests identified. NCD EG has experience of small financing from NCM.
  • Norway has once again opened a call for proposals through NDPHS pipeline with dead-line in the beginning of October.

5. New approaches for future collaboration within NDPHS

The CSR 22 meeting requested the Strategy Working Group to develop new approaches for future collaboration within the NDPHS, in order to maximize the benefits and added value of cooperation within the network. The Strategy Working Group agreed that this request should be addressed, in particular, by expanding the cooperation with other regional networks and that the request should not be addressed as a separate goal in the Strategy, but should be taken into account when developing the targets and indicators.Chair Country representative briefly presented the document (EG Chairs and ITAs 18/5/Info 1).

The proposed new approaches include:

  1. Identifying existing networking structures and ascertaining co-operation potential
  2. Incorporation of cross-sectional topics in the work of individual working groups
  3. Creation of study visit opportunities
  4. Exchange of best practices
  5. Identification of multipliers
  6. Improvement of communication within and between the working groups
  7. Cost comparison and funding.

It is recommended that the Expert Groups would include these approaches into their Action plans.

The representative of the Co-Chair country noted that especially approaches no 2 and 6 are interesting for Estonia.

NCD EG Chair expressed his opinion that it is easy to agree with these recommendations. The problem in the NCD EG is that one third of partner countries are not represented. Sometimes a nominated expert does not even know about his/her nomination.

Olli Kuukasjärvi commented that NDPHS as an organization is relatively “young” and needs advertising within partner Ministries. It is easier to get experts nominated, if the organization is prioritized.

It was unanimously agreed that study visits would be very useful. As they need financing, one idea could be an exchange program initiated by CSR members.

HIV/AIDS&AI EG Chair commented that the recommendations about new approaches are strategically important. It is very important to have contacts between Expert Groups. This came very clear last week when he on invitation attended the meeting of the PPHS EG. Maybe there should be some mechanism developed for this kind of exchange?

PPHS EG Chair proposed that at least once a year there should be a joint meeting of EGs on substantial issues.This would demand some additional resources.

SWG Chair has discussed with the external consultant how to lobby NDPHS for countries with scarce resources for whichseveral international organisations are competing. One justification is that NDPHS is a smaller network which is more flexible. Consensus is easier to receive in this kind of collaboration which includes fewer countries. Thomas Ifland proposed to use the document “Added value of the Partnership” for advertising.

The Chair of the OSH TG pointed out how useful it is to work with other existing networks. OSH has continuous collaboration with the Baltic Sea Network. Contacts with other expert groups could be increased. There has been a common meeting of NCD and OSH groups. There could be common issues with other EGs, too.

Chair Country representative expressed his concern that NCD and ASA Expert Groups are lacking a joint drafting team. ASA EG Chair commented that he strongly disagreed in the description given by the Chair concerning the lack of collaboration. He noted that according to the decision of the CSR and the document “Revised plan for Development of an Action Plan accompanying the NDPHS Strategy 2014-2020 (original document CSR 23/6.5/1) the ASA EG had anticipated one or few drafting teams to be established. Zaza Tsereteli and Triinu Täht were nominated to represent ASA EG in joint working team(s). Unfortunately, the agreed process was not implemented, and each EG started to draft its own action plan. Hence the process was not organized in accordance of the agreement. In addition to nominate candidates for the joint working group he had also asked about the time schedule for the joint groups without getting any answer during the summer. He added that the representative from the ASA EG had participated in the meeting of the NCD drafting team, and representatives from the NCD and other EGs were invited to participate in the meeting of the ASA EG. ASA EG has common issues also with other EGs than NCD – e.g. alcohol and work is an actual problem and this could be discussed with OSH.

NCD EG Chair reminded the participants of the earlier times when SILHWA Expert Group was connecting several themes. It was not expensive, but demanded some extra organizing work. At the moment NCD EG has close collaboration with WHO.

6. Development of the NDPHS strategy until 2020 and its action plan

See the SWG’s proposed process and timetable of the Strategy development (documents submitted as EG Chairs and ITAs 18/6/Info 1, Info 2 and Info 3).

SWG Chair Marja Anttila informed on progress in the development of the new strategy until 2020. The SWG has had three meetings – in December 2013 and in March and June 2014.

On basis of the proposals by SWG, CSR 23 meeting in Berlin, 24-25 April 2014 made the following decisions:

  • Approved the NDPHS Vision 2020:

The NDPHS, as a highly valued and innovative regional network, significantly contributes to the improvement of peoples’ health and social well-being in the Northern Dimension area.

  • Approved the Overall objective of the NDPHS Strategy 2014-2020:

To promote sustainable development in the Northern Dimension area through improving human health and social wellbeing

  • Discussed and approved a revised list of Cross-cutting Objectives:

•Promote cross-sectorial action;

•Promote the inclusion of vulnerable groups;

•Promote health equity and social cohesion in all actions;

•Promote innovative approaches and technologies, such as eHealth

  • Asked the SWG to collect comments on the discussed and proposed Objectives of the Strategy and propose a revised list of objectives

The SWG third meeting was held in Riga, Latvia, on the 10th of June. The meeting agreed on a revised list of Objectives to be forwarded to CSR members for approval. In addition to this it

revised the plan how to collect inputs for the Action Plan/Implementation Plan to be connected to the Strategy; revised and approved the template for preparing the inputs for the Action Plan and revised and approved the Call for tender for the External Consultant to assist in the preparation of the Strategy.

After this CSR, through silent procedure, approved the above mentioned documents on 26 June. One more corss-cutting objective was added: Promote the ‘Health in All Policies’ approach. A Consultant (Dr Wiktor Szydarowski) was contracted to assist in strategy preparations.

The objectives were confirmed to be the following:

  1. Strengthen prevention and reduction of impacts of HIV, tuberculosis (TB) and associated infections among key populations at higherrisk, including prisoners.
  2. Support the implementation of regional and global strategies and/or action plans to contain antimicrobial resistance through intersectoral efforts.
  3. Strengthen prevention and reduce impact of non-communicable diseases (NCDs) through addressing lifestyle-related risk factors.
  1. Strengthen and promote multisectoral approaches to reduce social and health harms from substance abuse.
  2. Strengthen the integration and coordination of care and prevention throughout life course at primary care level, to adequately address health needs related to chronic conditions and demographic changes.
  3. Strengthen occupational health and safety and well-being at work through information and reporting systems, workplace activities and occupational health services.

The contents of the Strategy were agreed to be the following:

  • Preambles

•Introduction and General background

•Priority areas (from PAC 11)

•Working principles

•Linkages with relevant global/regional strategies and policy frameworks

•Monitoring and evaluation

  • NDPHS Strategy 2014-2020

•Vision 2020

•Overall Objective

•Cross-cutting objectives

•Objectives

  • Action Plan with Expected Results and Planned activities linked with the objectives and contributing also to the achievement of cross-cutting objectives.

The consultant has recently prepared the first draft of the strategy and sent it to SWG. Comments from EGs will be collected by Arnoldas Jurgutis and Ali Arsalo immediately after this meeting. The next SWG meeting will take place on 17 October in Vilnius.

The timetable for preparation of Action Plan was planned to be:

  • 15 Aug – drafting teams have been established and start their work, assisted, as needed, by the Consultant
  • 10 Oct – Drafting teams and Secretariat deliver their draft inputs to the SWG
  • 17 Oct – Consultant and SWG present their comments on the draft inputs
  • 17-30 Oct – Consultant works with the drafting teams for possible revisions
  • 31 Oct – Consultant delivers a combined draft Action Plan to SWG

Anyhow, there were some delays in establishing drafting teams due to summer period. In practice EG/TG meetings during September drafted Action Plans.

The consultant has proposed to include brief text concerning lessons learned into the Background section. This could be done on basis of the four-year reports of the previous strategy period. Another proposal is to divide expected results into two categories: 1) the ones the Partnership can directly produce and 2) the ones the Partnership is indirectly contributing to.

Possibly a 5th meeting of the SWG will be organized in November to discuss the 3rd draft of the strategy.

SWG Chair asked whether the timeline is realistic or does it need revisions; is the template understandable and OK?Did we manage to develop drafting teams? Do they cover all objectives?

Marek Maciejowski thanked Marja Anttila for hard and diligent work. He also expressed his gratitude for Germany and Finland for financing the consultant. The Secretariat wishes to keep low profile in the strategy process compared to how the previous strategy was being developed. The Expert Groups should feel the ownership in the development of the Action Plan accompanying the NDPHS Strategy 2020. This is exactly what they were demanding when criticizing how the previous strategy was developed. Some concerns are connected with the fact that NCD EG is lacking a sponsor for the next period. This even more reinforcesthe necessity for a close collaboration between the NCD EG and the ASA EG in the development of a NCD-related input to the Action Plan .

The Chair Country wishes that the strategy process will be completed by the end of this year. As there is no time to establish new drafting teams, Expert Groups need to take a practical approach and to work with their own experts and inform others concerning common issues in their plans.

HIV/AIDS&AI EG Chair informed on the progress in planning process: at first a planning workshop was organized in Warsaw in May; then action plan was discussed at the EG meeting in Hamburg in August. Today’s meeting will be followed by a HIV-TB-AI drafting team meeting on Friday. The EG meeting raised up the question: what are our tasks? This confusion came from the fact that the draft expected results were modified by the Group in such form that it demanded a project approach. Not all members agree to be involved in project work, but prefer to offer policy advice and to exchange information and experiences between professionals.

OSH TG has taken a practical approach in preparing the Action plan. Health at Work strategy gives a starting point; the tasks come out from this document. It will be easier to look at contact points with other EGs after the groups have each prepared their plans.

Some confusion is caused by the fact that plans are being prepared with lacking information concerning financing of expert groups. From the other point of view, it has been planned that when the strategy will be ready, then CSR can decide on needed structures like expert groups and each country can choose their commitments. The mandate of the SWG will be fulfilled when the strategy will be ready, it will be up to CSR to continue from that point.

Tour-de-table

NCD Expert Group

Mikko Vienonen presented the draft inputs of NCD EG into the Action Plan. The objectives covered are the following:

Objective 3:Strengthen prevention and reduce impact of non-communicable diseases (NCDs) through addressing lifestyle-related risk factors.

Objective 4: Strengthen and promote multisectoral approaches to reduce social and health harms from substance abuse.

Objective 5:Strengthen the integration and coordination of care and prevention throughout life course at primary care level, to adequately address health needs related to chronic conditions and demographic changes.

Objective 6:Strengthen occupational health and safety and well-being at work through information and reporting systems, workplace activities and occupational health services

The expected results are very much reflecting WHO goals. They have been drafted to be such as:

  1. Reduced premature mortality from NCDs in the ND area by 25 %
  2. Halting or reduction of the prevalence of behavioral risk factor in question
  3. Specific expected results concerning overweight, obesity, diet, physical activity, alcohol consumption, harmful use of alcohol, tobacco use and PYLL-losses.

The planned activities for 2015–2017 would include:

  • Preparation and dissemination of annual NCD thematic report for NDPHS geographical area;
  • Preparation and dissemination of potential-years-of-life-lost (PYLL) -indicator analysis for NDPHS geographical area by using all 12 categories of NCD-related preventable premature (<70yrs) mortality data (for activity-period 2015-2017 the analysis will be based on vital statistics in years 2011 – 2013. after that the analysis will be made every 3 years based on data from 2014-2016 and 2017-2019;
  • Support the implementation of health in all policies at the local levelfor more effective prevention of non-communicable diseases;
  • Implementation of best practices for prevention of overweight and obesity among school-aged children;
  • Better noncommunicable disease outcomes: challenges and opportunities for health systems at the national level.

There are several cross-cutting issues with ASA EG, PPHS EG and also with OSH TG. This indicates that a “healthy lifestyles consortium” would be needed. “You must think outside your own box!”