1. The Association of Southeast Asian Nations (ASEAN) and the Commonwealth of Australia, acting through the Australian Agency for International Development (AusAID) agree to enter into a Memorandum of Understanding (MOU) for the joint ASEAN-Australia’s initiative to support the implementation of “Immediate Action Plan (IAP) Field Training Exercise for Prevention and Control of Land and Forest Fire and Haze in West Kalimantan, FY 1999/ 2000”.
   
   

2. The following are the objectives being sought under this initiative:

a. To prevent and monitor any fires from getting out of control during the dry season of 1999 / 2000 in West Kalimantan province, particularly during the very dry condition and when most land preparation suspected as the main causes of fires is expected;

b. To develop a Fire Suppression Mobilisation Plan (FSMP) for West Kalimantan province based on existing conditions of all districts in the province, and to identify and/or establish infrastructure needed to implement the FSMP in all districts in the province; and

c. To design a package of sustainability measures to meet the requirement for smooth, effective and efficient implementation of the FSMP.

3. The terms of reference detailing ways and means to achieve the above objectives are provided in the attached Terms of Reference (TORs), which appears as ANNEX 1.

4. The Chairman of ASOEN Haze Technical Task Force (HTTF) is the overall coordinating ASEAN Body for this Project. BAPEDAL is designated as the National Coordinator for the implementation of the monitoring, prevention and mitigation components. The ASEAN Secretariat’s Regional Haze Action Plan-Coordination and Support Unit (RHAP-CSU) is designated as the Regional Co-ordinator to provide support to the Chairman of ASOEN-HTTF for Project Co-ordination (see Implementation Arrangement).

5. The Project will be undertaken by the following parties:

• BAPEDAL: to implement Monitoring and Prevention components (outputs for Objective 1)
  
  

• Ministry of Forestry and Estate Crops (MoFEC): to develop Mitigation component (FSMP) (outputs for Objective 2)
  
  

• RHAP-CSU to review and assess the project implementation and develop sustainability measures (outputs for Objective 3)

6. BAPEDAL and MoFEC will work together with other relevant agencies in Indonesia, particularly Ministry of Home Affairs and BAKORNAS PB to agree on a designated Local-level Co-ordinator to provide support for co-ordination among the local government agencies and communities.
   
   

7. The RHAP-CSU will work with BAPEDAL and MoFEC to develop guidelines for implementation of the activities. With the assistance of International and Regional Consultants, the RHAP-CSU will monitor and undertake assessment on the implementation of activities. The Consultants will also assess and develop sustainability measures, and provide technical advice on the implementation of the whole activities.
   
   

8. Detailed management and implementation arrangements for the Project are described in the TORs.

9. Some preparatory activities will be carried out while preparation for the signing of the MOU and disbursement of funds are being undertaken. These preparatory activities are described in the TORs.
   
   

10. Implementation of the activities will start after the funds are disbursed. The whole activities are scheduled to be implemented within one year starting February 2000. Detailed schedule of activities is described in the TORs.

11. Upon signing of this MOU, an amount of US$173,000 will be made available by the Commonwealth of Australia to ASEAN through the ASEAN Secretariat. The funds will be deposited to the following bank account specially opened by the ASEAN Secretariat for the purpose :

Name : Australia’s Contributions for ASOEN-HTTF Projects
A/C No. : 174.253.64.464 USD
Bank : ABN AMRO Bank, Jakarta Branch
JI. Ir. H. Juanda No. 23-24
Jakarta, INDONESIA

12. To access these funds, BAPEDAL and MOFEC will submit a written application to the ASEAN Secretariat. The request for disbursement shall be accompanied by details for transfer (bank account name, bank account number, bank name, and bank address). The ASEAN Secretariat will disburse the funds in stages according to the implementation schedule and upon request of the implementing agency:

a. BAPEDAL US$ 36,000 In stages,according to

b. Ministry of the implementation Forestry and US$ 61,000 schedule Estate Crops

c. RHAP-CSU US$ 60,000

13. Access to the funds allocated for implementing activities of Objective 3 (US$ 60,000) will be initiated in writing by the RHAP-CSU with the knowledge of the Secretary-General of ASEAN and Chairman of ASOEN-HTTF. Contingency amount of US$16,000 will be managed by the ASEAN Secretariat and released only if necessary and upon the approval of the Secretary-General of ASEAN.
    
    

14. BAPEDAL and MoFEC will make sure that an adequate portion of the funding be reserved for the designated Local-level Co-ordinator to support the implementation of activities at the provincial and district levels. Expenditures should be made in accordance with the approved Budget (please see the TORs). Any changes should be reported in the financial report (please see Reporting, article 16).
    
    

15. Attached is the “Additional Reporting Requirements for Projects Funded Under the Funds Held in Trust at the ASEAN Secretariat”, which should be followed as disbursement and reporting procedures (ANNEX 2).

16. BAPEDAL and MoFEC, in consultation with the relevant local government agencies, will submit to the National Coordinator an individual report describing the achievement of project objectives (Objective 1 by BAPEDAL, Objective 2 by MoFEC). All relevant papers and documents (including evidence that the activities have been implemented) should be attached to the report. The report should also include a financial statement, which will detail all project expenditures and report the unexpended balance. This financial statement should be certified before it is submitted to the National Co-ordinator.
    
    

17. BAPEDAL as the National Co-ordinator will consolidate the above reports and submit the consolidated report to the Chairman of ASOEN-HTTF through the ASEAN Secretariat.
    
    

18. The Consultants will assist the ASEAN Secretariat to review the reports identified above to make evaluation of the project implementation. This evaluation would be included as part of the Consultants’ reports (Output of Objective 3).
    
    

19. The ASEAN Secretariat will assist the Chairman of ASOEN-HTTF to consolidate all of the above reports into a final report to be submitted to the Haze Technical Task Force and the Commonwealth of Australia through AusAID within one month upon receipt of all individual reports.
    
    

20. The ASEAN Secretariat will be responsible for ensuring that reporting is accurate, for passing records to AusAID with an endorsement they are accurate and ASEAN is satisfied that the funds have been spent in accordance with the agreed budget. Any unexpended balance should be returned to AusAID.

Suthad Setboonsarng Date : 28 / 1 / 2000
Deputy Secretary-General of ASEAN

Aca Sugandhy Date : 28 / 1 / 2000
Chairman ASOEN Haze Technical Task Force

Titon Mitra Date : 28 / 1 / 2000
Counsellor, Development Co-operation
Australian Embassy, Jakarta

1. Major transboundary haze episode of 1997/1998 has given invaluable experience the affected countries in the ASEAN region may learn to avoid recurrence of similar events in the future. The Regional Haze Action Plan (RHAP) lays the foundation for strategies and activities aimed at prevention, monitoring and mitigation measures.
   
   

2. The 6th ASEAN Ministerial Meeting on Haze (AMMH) held in Bandar Seri Begawan, Brunei Darussalam on 16 April 1999 requested the ASOEN Haze Technical Task Force (HTTF) to take immediate actions to address fire-risky situation arising especially in central Sumatra. An Immediate Action Plan (IAP) was then proposed to and endorsed by the 7th AMMH held in Putrajaya, Malaysia on July 6,1999. The IAP is implemented in both provinces of South Sumatra and Riau with funding support from UNEP and ADB.
   
   

3. The 13th HTTF Meeting, which was held on 5 July 1999, agreed that similar initiative should also be developed for Kalimantan provinces, and that the Fire Suppression Mobilisation Plan developed by the RETA could also be used as the prototype for developing the IAP in Kalimantan. The 7th AMMH adopted the recommendation of the 13th HTTF and agreed that the IAP for fire-prone provinces in Kalimantan be developed and implemented as soon as possible.
   
   

4. This proposal of Immediate Action Plan (IAP) aims mainly at promoting the capacity of the province of West Kalimantan for preventing and controlling their forest and land fires and in turn preventing transboundary haze pollution. Implementation of the IAP will take into account the results and experience of the similar activities that have been done in Sumatra as well as those done by projects on forest fire in the region. The mobilisation plan development, for instance, will be based on the mobilisation plan outline and prototypes prepared by the teams working in South Sumatra and Riau.

The objectives of the Immediate Action Plan (IAP) are as follows:

1. To prevent and monitor any fires from getting out of control during the dry season of 1999/2000 in West Kalimantan province, particularly during the very dry condition and when most land preparation suspected as the main causes of fires is expected;
   
   

2. To develop a Fire Suppression Mobilisation Plan (FSMP) for West Kalimantan province based on existing conditions of all districts in the province, and to identify and / or establish infrastructure needed to implement the FSMP in all districts in the province; and
   
   

3. To design a package of sustainability measures to meet the requirement for smooth, effective and efficient implemen-tation of the FSMP.

The following outputs are expected to be achieved towards the end of the project:

1. Extension materials and messages pertaining to forest and land fire prevention and control distributed and broadcasted to local community particularly in the three most fireprone districts (Sintang, Ketapang, Kapuas Hulu);
   
   

2. Report of training-the-trainers for extension motivators from local forestry and estate crops department, Mawil Hansip (civil defence headquarters), Babinsa (village advisor), and NGOs especially from the three priority districts;
   
   

3. Guidelines on enforcement of laws and regulations pertaining to forest fire and haze to be disseminated for law enforcement officers;
   
   

4. Intensified application of Early Warning System in the three priority districts through local newspapers and radios;
   
   

5. Strengthened Early Detection System in the three priority districts through provision of communication facilities; and
   
   

6. Promoted air quality monitoring through provision of PSI monitoring facilities.

1. Draft Fire Suppression Mobilisation Plan (FSMP) for the province;
   
   

2. Established inventorying and tracking system for all districts in the province through provision of computerised database and manual T-cards;
   
   

3. Reports of the Dry Exercise (Tactical Exercise Without Troops) and Wet Exercise (Full Scale Drill) in all districts in the province; and
   
   

4. Interagency agreements / endorsed FSMP by the respective institutions at provincial and district levels.

1. Report containing the analysis of existing situation and condition pertaining to fire suppression resources, constraints and contributing factors of the development and implementation of the mobilisation plan, and recommendations to be considered for smooth implementation of the mobilisation plan.
   
   

2. Draft proposals describing activities and actions to be taken in order to meet requirements needed to implement the mobilisation plan properly. The activities may include recruitment and training of personnel, provision of equipment and other supporting resources, and institutional networks / frameworks that will inter-link FSMP at community, sub-district, district, provincial, national, sub-regional and regional levels.

Objective 1 will be achieved through the Prevention and Monitoring Components that consist of the following activities:

1. Intensify on-going activities of strengthening the public awareness and education programmes in the province particularly in the three priority districts.

1. Distribute extension materials pertaining to forest and land fire; and
   
   

2. Broadcast messages pertaining to forest and land fire prevention and control through local mass media.

2. Conduct training of extension motivators from local forestry and estate crops department, Mawil Hansip (civil defence headquarters), Babinsa (village advisor), and NGOs in the province especially the three priority districts (Sintang, Ketapang, Kapuas Hulu) to enhance the implementation of public awareness extension programme.
   

3. Formulate guidelines for enforcement of laws and regulations pertaining to forest fire and haze.
   
   

4. Strengthen Early Warning System through local mass media to broadcast fire risk level over time.
   
   

5. Strengthen Early Detection System by activation of command post at all levels.
   
   

6. Promote air quality monitoring through:

1. Provision of PSI monitoring equipment in Pontianak City (provincial capital) and selected districts.

2. Intensified “blue sky” campaign.

Objective 2 will be achieved by conducting every step of FSMP development as a complete exercise in the three priority districts, namely Sintang, Ketapang and Kapuas Hulu (first stage). Results of the exercise will then be used in developing a comprehensive FSMP of the remaining districts of the province (second stage). The activities are as follows:

1. Collect and analyse data on fire control resources, including organisations, personnel, equipment and other information related to land and forest fire and haze management in all districts of the province.
   
   

2. Prepare first draft of Fire Suppression Mobilisation Plan (FSMP) following the outline that has been previously prepared by the RETA.
   
   

3. Establish inventorying and tracking system for the districts.
   
   

4. Acquire interagency agreements/ endorsement of FSMP by the respective institutions at provincial and district level.
   
   

5. Conduct Dry Exercise (Tactical Exercise Without Troops) at provincial level and the district level followed by Wet Exercise (Full Scale Drill) at the districts with the participation of the agencies and personnel identified above (b) under the overall guidance and supervision of the National Fire Management Experts.
   
   

6. Refine the draft FSMP to become a comprehensive FSMP for the province.

Objective 3 will be achieved through consultant services working hand in hand with Indonesia’s fire management agencies at national, provincial and local levels to analyse the existing resources and formulate measures to sustain the implementation of the mobilisation plan.

1. The Chairman of ASOEN Haze Technical Task Force (HTTF) will be the overall coordinating ASEAN Body. It will monitor the whole implementation of activities and provide advices for the successful implementation of activities.
   
   

2. BAPEDAL will act as the National Co-ordinator for the implementation of the monitoring, prevention and mitigation components.
   
   

3. The ASEAN Secretariat’s RHAP-CSU will be the Regional Co-ordinator to provide support to the Chairman of ASOEN-HTTF, make sure the achievement of Project’s objectives and facilitate the implemen-tation of Project’s activities, and provide administrative support as required. It will also oversee whether the planned work is actually done and finished work actually achieves the objectives.
   
   

4. The implementers are organisational units who will actually do the planned work. The implementing agencies for the Project are as follows:

1. BAPEDAL will be responsible in the implementation of the Monitoring and Prevention components (to achieve Objective 1)
   
   

2. Ministry of Forestry and Estate Crops (MoFEC) will be responsible in the implementation of Mitigation component (FSMP) (to achieve Objective 2)
   
   

3. RHAP-CSU with the assistance from International and Regional Consultants will monitor and undertake assessment on the implementation of activities. They will also assess and develop sustainability measures (to achieve Objective 3), and provide technical advice on the implementation of the whole activities.

5. BAPEDAL and MoFEC will work together with other relevant agencies in Indonesia, particularly Ministry of Home Affairs and BAKORNAS PB to agree on a designated Local-level Co-ordinator to provide support for co-ordination among the local government agencies and communities.
   
   

6. BAPEDAL and MoFEC will come up with a detailed implementation plan and guidelines for implementation of the activities, and provide guidance to and co-ordinate activities at provincial and district levels.
   
   

7. At the end of implementation, BAPEDAL and MOFEC, in consultation with the relevant local government agencies, will submit to the National Co-ordinator an individual report describing the achievement of project objectives (Objective 1 by BAPEDAL, Objective 2 by MoFEC). All relevant papers and documents (including evidence that the activities have been implemented) should be attached to the report. The report should also include a financial statement, which will detail all project expenditures and report the unexpended balance. This financial statement should be certified before it is submitted to the National Co-ordinator.
   
   

8. BAPEDAL as the National Co-ordinator will consolidate the reports by BAPEDAL and MoFEC and submit the consolidated report to the Chairman of ASOEN-HTTF through the ASEAN Secretariat.
   
   

9. The Consultants will assist the RHAP-CSU to review the reports identified above to make evaluation of the project implementation. This evaluation would be included as part of the Consultants’ reports (Output of Objective 3).
   
   

10. The RHAP-CSU will assist the Chairman of ASOEN-HTTF in consolidating all of the above reports into a final report and presenting it to the Haze Technical Task Force and the Commonwealth of Australia (represented by AusAID). It will also be responsible for ensuring that reporting is accurate, for passing records to AusAID with an endorsement they are accurate and ASEAN is satisfied that the funds have been spent in accordance with the agreed budget.
    
    

11. The diagram of the above Arrangements appears as Appendix 1.

1. Circulation of the Project Proposal to relevant national and provincial agencies to seek informal comments and inputs
   
   

2. Convening of a working group meeting among the ASEAN Secretariat, Commonwealth of Australia and Indonesia’s relevant national agencies to discuss the draft MOU and other preparations for the Project
   
   

3. Signing of the MOU
   
   

4. National-level co-ordination, including obtaining support from the province Governor and district Bupati, familiarisation of the concept of FSMP to the province and districts, administrative preparation, etc.
   
   

5. Implementation of the activities

November to December 1999
December 1999
January 1999
December 1999 to January 2000
February to December 2000

Field Implementation

Implementation of the activities will start after the funds are disbursed. Funding disbursement will be done in stages according to the implementation schedule. The whole activities are scheduled to be implemented within one year starting February 2000. Detailed schedule of activities is described in Appendix 2.

APPENDIX 1

Management and Implementation
Arrangement