Preparatory Commission for the PC-XIV/HC/2 Organisation for the Prohibition 23 July 1996 of Chemical Weapons Original: ENGLISHFourteenth Session
(22 - 26 July 1996)
REPORT OF THE
COMMITTEE ON RELATIONS WITH THE HOST COUNTRY
FOR THE PERIOD 15 MARCH - 23 JULY 1996
1. Introduction
1.1 The Committee on Relations with the Host Country (the Committee) met on 23 July 1996. The three meetings provisionally included in the schedule of meetings for the current intersessional period (Part III of the Annex to PC-XIII/18) were not deemed necessary. Two meetings of the "Friends of the Chair" were, however, held on 14 May and 9 July 1996.
1.2 Ambassador Sallehuddin Bin Abdullah presided over the meetings of the "Friends" and the one meeting of the Committee.
2. Issues related to the OPCW building
2.1 The Committee welcomed the oral report of the Executive Secretary on the progress being made by Peace Building Catsheuvel B.V. on the realisation of the OPCW building following the ceremony held on 9 May 1996, formally marking the start of construction, at which the Secretary General of the Netherlands Ministry of Foreign Affairs - Mr. D.J. van den Berg - represented the Minister. The Committee noted that, whilst the construction programme was currently two weeks behind schedule (PC- XIV/HC/1), it was anticipated that this time would be made good by October 1996. The completion date of the building remained January 1998.
2.2 The Committee also welcomed the oral report of the Executive Secretary on the work undertaken by the Building Steering Group, which held six meetings during the current intersessional period. The Committee noted that the costs of the building had remained within budget and that the contingency sum initially envisaged to meet any necessary changes to the Programme of Requirements (PC-VI/A/4) had remained in place. The Committee expressed the wish that it continue to be regularly updated on the funding of the building.
2.3 The Committee was briefed by the Executive Secretary on the arrangements with the internal design team (Paagman/Kallmann, McKinnell and Wood) for the submission of a proposal and budget for the internal lay-out and furnishing of the OPCW building. The Committee learnt that the internal design team had recently met with the Secretariat, and that the initial discussions indicated that, through a mix of single and open-plan offices, the Programme of Requirements (PC-VI/A/4) could be met and accommodation provided for 494 staff members. The Committee requested that it continue to be provided with regular updates on the work of the internal design team.
2.4 The Committee noted that the (Preliminary) Tenancy Agreement (PC-XIV/6) and the Development and Realisation Agreement (PC-XIV/7) had been issued in the official languages of the Commission, in accordance with subparagraph 2.6 of PC-XIII/HC/8.
2.5 The Committee recalled that, at its meeting in March (see paragraph 3 of PC- XIII/HC/8), it had been agreed that, subject to certain provisos being met, the formal letter of objection lodged with the Municipality of the Hague concerning the development of an amphitheatre at the Netherlands Congress Centre (NCC) could be withdrawn. The Committee noted that in the oral report of the Executive Secretary it was stated that, following receipt of the building permit and related environmental permits for the amphitheatre, and as satisfaction had been obtained that the interests of the OPCW were protected, the letter of objection had been formally withdrawn. The Committee noted that the amphitheatre had been commissioned for the first time over the period 12 - 14 July, for the North Sea Jazz Festival, and that the authorities of the NCC had ensured that no access was obtained to the grounds of the OPCW.
3. OPCW Laboratory and Equipment Store
The Committee recalled that work on the refurbishment of the facility at Heulweg 28- 30, Rijswijk, for the provision of the OPCW Laboratory and Equipment Store had been scheduled for completion by the middle of 1996 (paragraph 4 of PC-XIII/HC/8). The Committee thus welcomed the Secretariat's report that the fit-up of the facility was essentially complete, and that all that remained was the finalisation of the last stages of the work, which would be completed by 26 July, and the commissioning of the facility. It also welcomed the report that the Secretariat would occupy the Equipment Store on 25 July and the OPCW Laboratory in the first week in August. The Committee thanked the Secretariat for the regular updates that it had received on the progress of work. The Committee welcomed the invitation of the Secretariat to visit the facility during the next intersessional period. Concerning the data link between the OPCW Laboratory and the Secretariat, the Committee requested the Secretariat to provide the technical characteristics of the equipment, particularly as they affect security aspects, and detailed costs associated with installing this data link.
4. Interim accommodation
4.1 The Committee recalled the decision of the Commission (PC-XIII/18, subparagraph 9.6) which delegated to the Committee the authority to expend funds during Phase II from Part II of the Budget for the rental and maintenance of premises for use as interim accommodation, and noted that, as the 65th instrument of ratification had yet to be deposited, no funds had been expended on interim accommodation during this intersessional period.
4.2 The Committee received the report of the Secretariat on the discussions between the Executive Secretary and Nieboer Gemako, held during the first week of July, with regard to Laan van Meerdervoort 70 (subparagraph 5.1 of PC-XIII/HC/8). The Committee noted that the landlord had decided to proceed with the removal from the building of the existing partition walls and that plans had been made to provide the working areas of the building with a face-lift (e.g. painting, re-carpeting, and new ceiling tiles). This work would commence in late August with a view to the premises being let in the period November/December 1996. The Committee was advised that this decision of the landlord had been taken for financial reasons and that, while this decision did not preclude the rental of the building by the Secretariat, the Committee recognised that the likely cost of refitting the building to meet the needs of the enlarged Secretariat would be greater than previously envisaged.
4.3 The Committee received a report of the Secretariat (Annex 1 to this Report) in which it was identified that, in December 1996, approximately 6000 m[[twosuperior]] of office space would become available in the Aegon Building (Churchillplein 1). The Aegon insurance company will vacate this building in December 1996, when the International Tribunal for the Prosecution of Persons Responsible for Serious Violations of International Humanitarian Law Committed in the Territory of the Former Yugoslavia (ICTY) will assume responsibility for the premises. The Committee noted that the report (Annex 1 to this Report) raised following a visit of the Secretariat to the premises indicated that the office space which would become available in the Aegon Building in December 1996 had much to commend it, and agreed that the Secretariat should now undertake, as a top priority, a detailed assessment of the building's suitability for interim accommodation, and should prepare a detailed budget for its possible occupation for reporting to the Committee at a meeting early in the next intersessional period.
4.4 The Committee also received from the Secretariat a summary (Annex 2 to this Report) of other available accommodation within one kilometer of Laan van Meerdervoort 51. The Committee noted that, should it be decided to proceed with the Aegon Building as interim accommodation, it may be necessary, as a short-term measure, to find additional office space for temporary use by the enlarged Secretariat, pending the availability of that building. The Committee called for this need to be identified and costed in the report called for in subparagraph 4.3 above.
4.5 The Committee concluded that, as the number of ratifications approaches that is required for the trigger point, the highest priority should be afforded during the next intersessional period to arriving at a decision on interim accommodation.
5. Arrangements for the First Session of the Conference of the States Parties
The Committee welcomed the briefing by the Secretariat on the arrangements now proposed for the preparations for the First Session of the Conference of the States Parties (CSP). The Committee agreed that, notwithstanding the intention to establish a new Committee of the Whole to address issues pertaining to the CSP, the Host Country Committee would still be called upon to address specific functional requirements with respect to the facilities. The Committee also agreed that this task should be afforded a high priority in the next intersessional period.
6. Implementation of the Headquarters Agreement of the Commission
6.1 The Committee received the report of the Secretariat on its regular meetings with the Ministry of Foreign Affairs of the Host Country, held to ensure the smooth implementation of the Commission's Headquarters Agreement. The Committee welcomed the news of the good cooperation being afforded by the Host Country on the matter of visas, and noted the fact that discussions are continuing with the Netherlands authorities on issues ranging from the purchase of tax-free cars to income tax payable outside the Netherlands.
6.2 The Committee was briefed on the introduction of new car-parking restrictions enforced by the Municipality in the environs of the Secretariat building at Laan van Meerdervoort 51. The Committee welcomed the agreement of the OPCW Foundation to meet the cost of 25 parking permits obtained to permit free parking in the area of the Secretariat by visiting delegations and staff members.
6.3 The Committee expressed the wish to continue to receive reports from the Secretariat on discussions with the relevant authorities in the Netherlands on matters pertaining to the Headquarters Agreement, the Host Country Bid and the implementation of paragraphs 6, 7, 9 and 11 of Annex 3 of the Paris Resolution.
6.4 The Committee requested the Secretariat to explore with the OPCW Foundation means of improving accommodation provided for plenary and other meetings of the Commission.
7. Proposed plan of activities for meetings under the purview of the Committee for the period August - December 1996
7.1 The Committee approved the plan of activities of meetings under the purview of the Committee as contained in the "Draft Plan of Activities of the Expert Groups and Task Forces under Working Groups A and B and of the Committee on Relations with the Host Country, as well as the Draft Schedule of Meetings for the Period August - December 1996" (Attachment to PC-XIV/CRP.3), and referred the plan of activities to the Commission for approval.
7.2 The Committee recognised that, given the possible need to identify and make arrangements for interim accommodation and the First Session of the Conference of the States Parties, it may be necessary for additional meetings of the Committee to be called as required during the intersessional period.
Annex 1
THE AEGON BUILDING (CHURCHILLPLEIN 1)
POTENTIAL FOR USE AS INTERIM ACCOMMODATION FOR THE SECRETARIAT
FIRST IMPRESSIONS
1. Introduction
1.1 During the current intersessional period (March - July 1996), the Secretariat was informed by the ICTY that when, in late 1996, the Aegon insurance company vacated the building, the ICTY would become its sole tenant, and that office space would accordingly be available for other tenants, preferably international organisations, commencing in January 1997.
1.2 Representatives of the Secretariat, accompanied by officers of the ICTY, viewed the office space that would become available, and sought an outline of the associated costs. A further visit to the premises was made on 16 July 1996 by a representative group from the Secretariat in order to provide the basis for this first impression report. Included in this group were the Deputy Executive Secretary, representatives of each Division, the Security Officer, and the Head of the Information Systems Branch.
2. Available facilities and associated costs
2.1 General facilities available
Cost per m[[twosuperior]]/space Cost per annum
Office space 6,368 m[[twosuperior]] Dfl. 208.70 Dfl. 1,329,000
Other space 1,449 m[[twosuperior]] Dfl. 72.25 Dfl. 104,690
Parking spaces up to 150 Dfl. 1,750.00 Dfl. 262,500
(each)
____________
Dfl. 1,696,190
2.2 It should be noted that, during the visit on 16 July 1996, representatives of the ICTY expressed the view that, whilst they were still waiting for a decision on funding, it was planned for the ICTY to expand into some of the space identified in subparagraph 2.1 above and that, for the Secretariat's planning purposes, between 5,500 and 6,000 m[[twosuperior]] (and not 6,368 m[[twosuperior]]) of office space should be available.
2.3 Catering
In addition to the general facilities listed in subparagraph 2.1 above, it was indicated that the Secretariat would be granted the shared use of the restaurant facility in the building. The costs associated with the shared use of the restaurant were not discussed during the meeting, as the ICTY is presently giving thought to the future form of catering contract to be entered into.
2.4 Utilities
In addition to the costs identified in subparagraph 2.1 above, the following estimated costs have been identified:
supplies, services and utilities - Dfl. 388,035;
responsibility for general maintenance of the building would rest with the ICTY, and the costs quoted reflect a pro-rated share of the costs, estimated at Dfl. 49.64 per m[[twosuperior]];
municipal charges covering costs of sewerage, etc.- Dfl. NYK (not yet known);
heating, ventilation and air-conditioning costs would be provided during the hours of 07:00 - 20:00. Outside of those hours, additional costs would be levied at a rate of Dfl. 50 per hour; and
office cleaning, waste disposal etc. - Dfl. NYK.
3. Availability of building
Further to subparagraph 1.1 of this Annex, during the visit to the building on 16 July 1996 it was confirmed that the building would not be available before January 1997.
4. First impressions of the Aegon Building by members of the Secretariat
4.1 General
The accommodation - much laid out in a large open-plan arrangement - is fully air-conditioned, of good quality, with high ceilings, and would provide a comfortable and effective working environment. A need was identified for some partitioning to provide more private offices.
The accommodation includes a large archive (vault) in the core of the building, which is suitable for secure archive storage.
Car-parking facilities are good.
The building is close to the NCC, and is readily accessible by public transport.
4.2 Security
The Aegon Building is considered superior as a facility to house sensitive PTS/OPCW offices than either the existing headquarters building (Laan van Meerdervoort 51) or Laan van Meerdervoort 70.
Exterior facility security systems are in place which are better than those at Laan van Meerdervoort 51. No additional exterior security systems would have to be added.
The building has some interior facility security systems which would be usable and/or capable of expansion to meet PTS/OPCW needs. The associated costs are estimated to be considerably less than those required for fitting-up Laan van Meerdervoort 70.
Security staffing requirements would be less than at Laan van Meerdervoort 70.
4.3 Information Management System
The existing cabling in the building is presently planned to be upgraded by the ICTY in late 1996/early 1997. The proposed cabling will meet the requirements of the OPCW (it would be sound business practice to liaise with the ICTY to agree on cost-sharing for the cabling).
The ICTY plans to install a new digital telephone system by November 1996. Much of the existing cabling, while useful, may not fully meet the needs of the Secretariat. Any costs associated with improvements to/upgrading of the existing system would be borne by the OPCW (it would be of considerable benefit to coordinate any PTS/OPCW upgrade with that of the ICTY in an endeavour to save costs).
Adequate secure areas (computer rooms, secure printing room and secure storage archives etc.) exist or could be provided.
4.4 Disadvantages
Whilst not considered so disadvantageous that it would make the Aegon Building untenable as an option, the partial relocation of the Secretariat to the Aegon Building could result in the following problems:
an inability to provide direct wire communication links between the two buildings of the Secretariat;
potential disruption to the activities of the Secretariat housed in the building, should the threat of public disturbances/violence directed against the ICTY increase (to date, there have been no known significant activities of this kind at the ICTY);
a greater need for internal access controls to prevent intentional and/or inadvertent access to the PTS/OPCW areas than would be the case in a facility totally controlled by the PTS/OPCW; and
a need for some temporary increase in GS staff to meet the additional demands resulting from two separated buildings: e.g. handyman/janitor, drivers, and receptionists.
5. Summary
The Aegon Building is a high-quality building which, together with Laan van Meerdervoort 51, could satisfy an enlarged Secretariat's needs for interim accommodation. The many advantages afforded by the building would outweigh its disadvantages (subparagraph 4.4 of this Annex). The costs (paragraph 2 of this Annex) associated with the rental of the building are considered to provide good value to the OPCW, and are unlikely to be bettered on the open property market, given the period of tenancy being considered.
Annex 2
AVAILABLE OFFICE SPACE WITHIN 1KM OF
LAAN VAN MEERDERVOORT 51
(as at 5 July 1996)
BANKASTRAAT 149-151
1,520 Sq.M.
Dfl. 175 per Sq.M./per year
LAAN COPES VAN CATTENBURCH 48
1,700 Sq.M.
Dfl. 250 per Sq.M./per year
KONINGINNEGRACHT 10
8,000 Sq.M.
Dfl. 225 per Sq.M./per year
ALEXANDERSTRAAT 14
1,033 Sq.M.
Dfl. 295 per Sq.M./per year
SWEELINCKPLEIN 13-15
2,000 Sq.M.
Dfl. 195 per Sq.M./per year
PRESIDENT KENNEDYLAAN 19-21
4,650 Sq.M.
Dfl. 250 per Sq.M./per year
PRESIDENT KENNEDYLAAN 15-17
4,649 Sq.M.
Dfl. 300 per Sq.M./per year
ZEESTRAAT 86-90
2,672 Sq.M.
Dfl. 285 per Sq.M./per year
ANDRIES BICKERWEG 6
1,400 Sq.M.
Dfl. 260 per Sq.M./per year
JOHAN DE WITTLAAN 15
3,886 Sq.M.
Dfl. 320 per Sq.M./per year
(Arthur Anderson - opposite Omniversum) - details awaited.
- - - o - - -