The Fund Secretariat is responsible for ensuring that complete documentation pertaining to projects submitted for approval is provided to the Executive Committee. The Secretariat would engage itself in close consultations with the Implementing Agency, donor country, or Article 5 country submitting the project so as to ensure, to the extent possible, that the appropriate documentation and level of detail are provided, that technical reviews have been completed, where required, that incremental costs have been calculated and explained, and that cost-effectiveness has been determined.
(UNEP/OzL.Pro/ExCom/7/30 Annex III, para. 4).
Documentation for project proposals distributed to all Committee members should be limited to the executive project summary, the technical review and Implementing Agency's response, and the Fund Secretariat's comments although project proposal background material will be made available upon request.
(UNEP/OzL.Pro/ExCom/11/36, para. 156.3).
(Supporting document: UNEP/OzL.Pro/ExCom/11/34).
The Seventeenth Meeting of the Executive Committee decided:
(a) that, on a trial basis for the Eighteenth Meeting of the Executive Committee, the Secretariat should not circulate the full project documentation for projects and work programme amendments on which the Secretariat and the Implementing Agencies agree. Instead, members of the Executive Committee and observers should be sent, for each clearly approvable project, the Secretariat’s recommended approval and information adequate for a full understanding of the implications of the project, including, where relevant, justification for the use of HCFCs. Full project documentation could still be requested by Executive Committee members and observers for individual projects and full documentation should always be available for review at each Meeting of the Executive Committee;
(d) that the above system shall be evaluated after the trial period.
(UNEP/OzL.Pro/ExCom/17/60, Decision 17/18 para. 27a and d).