Terms of Reference for the Sub-committees and ad hoc Groups of the CIPM June 2013 1
CIPM Sub-Committee for Strategy Terms of Reference Considering Recommendations 1 and 2 of the ad hoc Working Group, the CIPM Sub-Committee for Strategy will advise and support the CIPM by: 1. Developing a compact and clear statement of the Vision/Mission/Objectives (VMO) of the BIPM, reinterpreted for the 21st century (and based on the text reaffirmed by the ad hoc Working Group). 2. Developing a planning process including criteria for selecting and assessing projects for the BIPM work programme in order to: Review existing projects and coordination activities against the criteria; Review the proposed new work program against the criteria; The criteria should include (inter alia): 1. Is the BIPM uniquely placed to undertake the work? 2. Are they complementary to the activities of the NMIs? 3. Is it most cost effective for the work to be undertaken by the BIPM? 4. What are the risks associated with the work being done at the BIPM? 5. Does the BIPM have the necessary resources? 6. Does it have the support of NMIs from Member States? 7. If the work were not done by the BIPM, would it need to be done by an NMI? 3. Identifying and reporting on long-term challenges in metrology, both independently, based on input from the NMIs and based on the CC Strategic Plans mindful of maintaining complementarity with the RMOs. Prioritise potential future project areas most appropriate for the BIPM work programme based on the strategic plan. Review the current CC structure, considering (inter alia) Is it the most appropriate to meet long-term needs? Is there sufficient interaction/collaboration between existing CCs? Is there sufficient interaction with other International bodies? 4. Reviewing the operation of the CIPM-MRA and develop proposals for its future operation. 2
CIPM Sub-Committee on Finance Purpose of the Sub-Committee The purpose of the Sub-Committee on Finance is to provide the CIPM, and its stakeholders, with confidence in the long-term financial plan of the BIPM, reflecting good business practice and representing an important internal control. Remit and Terms of Reference The Sub-Committee on Finance is formally accountable to the CIPM, reporting to the CIPM on the adequacy and effectiveness of BIPM s long-term financial plan and the preparation of the Annual Financial Statements. The scope of the Sub-Committee is as follows: To support the effective development and periodic review of the long-term financial plan to ensure the sustainability of the BIPM. To advise on the most effective way to present and report the BIPM budget to stakeholders on an accrual accounting basis. To provide due diligence on the preparation of the annual Financial Statements for approval by the CIPM. To advise on the management processes to most effectively manage the BIPM s financial assets and investments. To review external audits of the BIPM s independent auditors in order to satisfy CIPM that the internal controls and systems of risk management and reporting are robust, defensible and proportionate. 3
CIPM Sub-Committee on the BIPM Pension and Provident Fund and Health Insurance (PF&HI) The CIPM Sub-Committee on the BIPM Pension and Provident Fund and Health Insurance will advise the CIPM within the following remits: BIPM Pension and Provident Fund to develop and propose a new, knowledgeable and representative form of governance and "Board of Management" for the BIPM Pension and Provident Fund, - with representatives from BIPM employees, BIPM pensioners, Member States and CIPM, and - taking into account that the final responsibility for the BIPM Pension and Provident Fund was entrusted to the CIPM by the 10th CGPM. to review and report to the CIPM on: - the financial and actuarial position of the BIPM Pension and Provident Fund; - the long term policy; - the retirement conditions; - the costs of the Fund and its coverage by the contributions from the BIPM employees and the BIPM dotation. to recommend revisions, where necessary, to the Pension Scheme and Pension Regulations and the Financial Regulations of the Pension and Provident Fund of the BIPM. to consider how the capital investments of the Fund are and should be managed, and how professional advisors should be used to advise on and to implement investment decisions concerning the Fund. BIPM Health Insurance to develop recommendations with respect to the BIPM Health Insurance scheme, including: - health care conditions at the BIPM; - the cover provided by the Health Insurance package; - the costs of the Health Insurance and the contributions paid by the BIPM employees, BIPM pensioners and the BIPM; - the cover provided by the BIPM Health Insurance scheme in relation to other general and national health insurance possibilities. to consider whether the current health insurance provider of the BIPM is the most suitable one and, if desirable, make proposals for further negotiations or changes. 4
CIPM ad hoc Working Group on CIPM Membership Background The process for selection of CIPM members must be made more transparent, for example: - What should the requirements for CIPM membership be going forward? - What individual and aggregate characteristics are needed for the CIPM to best address its tasks and fulfill its responsibilities? Terms of Reference To review the current criteria and process for selection of candidates for CIPM membership in light of Recommendations 13, 14, and 15 regarding CIPM Membership from the Ad hoc Working Group on the Role, Mission, Objectives, Long-term Strategy and Governance of the BIPM. - Recommendation 13 - CIPM Members be elected for a fixed-term of 4 years, renewable. Every two years half of the CIPM members will go up for re-election. - Recommendation 14 - The CIPM will review the list of criteria to be fulfilled by CIPM candidates. The full range of skills necessary to oversee the BIPM in the modern era will be taken into account. - Recommendation 15 - All CIPM candidates will be scrutinized against these criteria and the results of this with the names of the potential candidates will be provided to a CGPM Election WG. The CGPM WG to give recommendations to the CGPM. Privacy protection of candidates to be taken into account. - Recommendation 16 - On balance it is suggested that Consultative Committee Presidents not be drawn from the CIPM in order that the CIPM maintains a global and independent view. Propose new criteria and process for initial selection and retention (re-election) of CIPM Members. Criteria and process for the assembly of a collection of individual CIPM members who collectively enable the CIPM to carry out its duties effectively and efficiently. Transparent and effective process for vetting and electing individual members. Noting that a current key role for Members of the CIPM is to serve as Presidents of Consultative Committees, review the requirements, appointment process and term of appointment for Presidents of Consultative Committees. 5
CIPM ad hoc Working Group on Conditions of Employment (WG-CoE) The CIPM ad hoc Working Group on Conditions of Employment (WG-CoE) will advise the CIPM on the conditions of employment of the BIPM staff within the following remits: to develop recommendations regarding the employment package so as to ensure that the BIPM continues to be able to attract and retain highly qualified staff whose remuneration and related benefits are consistent with those of comparable organizations. to oversee a review of the BIPM remuneration package (basic salary, allowances and benefits), in comparison to those offered in various employment markets, namely: other international organisations based in France and other western European countries, such as the European Space Agency (ESA), WMO, WHO, the European Organisation for Nuclear Research (CERN) and the European Commission; some major national metrology institutes, including LNE. The ad hoc group will take account of (inter alia): - net salaries as well as comparative gross salaries, and should take into consideration their tax-free status as well as purchasing power parity and relevant cost of living indices. - the BIPM salary structures, including mechanisms for increments related to state of professional development and seniority. - all elements of the employment package, including: pension and health insurance benefits; relocation, housing and other allowances and benefits; scientific freedoms and opportunities for international impact and any elements of the BIPM Rules Regulations and Instructions considered relevant. 6