RESTRICTED GENERAL AGREEMENT ON L/2064 TARIFFS AND TRADE 27 September 963 Limited Distribution REPORT OF THE COMMITTEE ON BUDGET, FINANCE AND ADMINISTRATION. In accordance with its terms of reference, the Committee considered the Executive Secretary's Financial Report on the 962 Accounts and the Report of the External Auditor thereon (document L/2045) and the Budget Estimates for the Financial Year 964 (document L/2033). In addition to the documents mentioned, the Committee examined the budgetary position as at 3 August 963 on the basis of out-turn figures prepared by the secretariat The Committee also considered, in the first instance, the Report of the Working Group on Printing Costs and Related Matters and the financial aspects 'thereof. 2. The Committee was advised that in accordance with the Resolution approved by the CONTRACTINIG PARTIES on 5 November 962, the Executive Secretary will submit the report on the status of budgetary expenditure over the first nine months of 963 to the twenty-first session as an information paper. I. Report on the 902 Accounts and Report of the External Auditor thereon 3. The Committee examined the Report on the 962 Accounts and the Report of the Exterral Audi-tor thereon. The Committee noted with satisfaction that income from investments had continued to increase during the year and that the sale of publications had yielded a somewhat higher return. As regards contributions receivable from contracting parties at 3 December 962, the Committee was informed that some contributions shown as outstanding in the Report had meanwhile been received or were about to be received. The Committee noted with concern, nevertheless, that the prompt payment of contributions on the part of some contracting parties still left much to be desired and, therefore, reiterated its proposal of last year, namely that the Council should recommend to the CONTRACTING PARTIES that governments which are in arrears be urged promptly to pay outstanding contributions HI. Estimates of expenditure for964 4. The Committee examined the budget estimates for 964 on the basis of the Note by the Executive Secretary (document L/2033) and further information provided by th Executive Secretary and his representatives.
L/2064 Page 2 5. In examining the introductory note by the Executive Secretary contained in document L/2033, the Committee observed that the Executive Secretary intended to make arrangements for a thorough review of all grades and to make appropriate recommendations in the 965 budget. The Committee supported this proposal, Which was further elaborated by the-executive Secretary in a statement before the Committee. Whilst realizing that the structure of the secretariat cannot remain static and may well be subject to fundamental change in the years ahead, the Committee recommended that, particularly in the interests of equity sound management, the review be carried out as soon as possible, the exact timing to be left to the judgement of the Executive Secretary in the light of developments. 6. The Committee also had a preliminary discussion on the question of the establishment of liaison offices in areas of the world distant from Geneva, and in particular in Latin America. The Committee agreed that much wider and more intensive dissemination of information about the GATT was essential in many areas of the world. However, views expressed in discussion showed that Committee members felt that there might be various ways in which this objective could be pursued, e.g. through liaison offices, travel of senior officials from headquarters, use of existing United Nations facilities, national committees, correpondents, etc. etc. Some members also took the view that the question of maintaining liaison with member governments in various regions needed to be considered separately from that of the wider dissemination of information. As, moreover, many aspects of the matter fell outside the province of the Committee, the Committee recommended that the Council consider setting up an ad hoc working group to examine all the various aspects of the question. The Committee further recommended that such a study should be undertaken at an early date. 7. In examining Part I of the estimates, the Committee was informed that, on the basis of experience during 962 and 963, the credit provided in Section 2 - Meetings of the Council and other meetings - might well prove inadequate, particularly if the CONTRACTING PARTIES should decide to schedule different meetings simultaneously.. On.the assumption that the CONTRACTING PARTIES will decide.at.their twenty-first session on a programme of meetings for 964 of similar magnitude to that for 963 and subject to their final decision on such a programmer, the Committee proposed that the Council recommend to the CONTRACTING PARTIES to increase the item by $0,000.-, the amount to be deducted from Part II, Section 4 (see paragraph 0). The Committee expressed the view that, in the interests of good management and economy, the secretariat should do everything possible to avoid different meetings being held simultaneously. Avoidance of such overlap would also facilitate representation on the part of delegations. It was appreciated, however, that, in such matters, the secretariat was, to a very large extent, in the hands of the Council and the CONTRACTING PARTIES, who decided on the work to be done and on its timing. In this connexion the Committee was of the opinion that it would be desirable for meetings of committees, working groups, etc. to be co-ordinated, wherever
L/2064 Page 3 possible, in such a way that delegates attending these meetings should not be compelled to travel more frequently than necessary, at considerable expense to their governments. The Committee felt that the Council might wish to underline the--need for economy -in- this respect. It expressed the opinion that the resources available-for meetings--might -be -utilized -to the best-advantage if full use were made of the time allotted for them. 8. The Committee noted that the financial provision for the Trade Negotiations Conference ($6,000) appeared to be large, particularly when compared with the cost of the last Tariff Conference ($47,074.64). The Committee was informed that, in view of the different character of the forthcoming trade negotiations, the Ekecutive Secretary considered it essential to have appropriate meeting facilities available for plenaries and other meetings on a continuous basis. As it was, for obvious reasons, impossible to obtain a guarantee from the United Nations that such facilities would be available to the CONTRACTING PARTIES whenever necessary at the Palais des Nations, the Executive Secretary had beenobliged to make alternative arrangements. 'A provisional agreement had been concluded with the Geneva authorities for the rental of the Batiment Electoral.whilst this solution might be comparatively costly, it would, at least, guarantee that the forthcoming conference, which was of the highest importance to the CONTRACTING PARTIES, would be held- under the best possible conditions and that work would not be impeded at any stage through lack of meeting facilities. In order to reduce the cost to the budget, it was the secretariat's intention to hold in the same building such other GATT meetings as could be conveniently- accommodated there. Secondly, the offices in the Bftiment' Electoral would be sub-let to delegations as far as possible. If, for reasons which could not be foreseen at this time, the conference should be either delayed or prolonged, the Committee recommended that any additional cost should be financed from savings on other items, and, where this should not prove possible, be met by a withdrawal from the Working Capital Fund subject to reimbursement in accordance with the standard procedure laid down by the CONTRACTING PARTIES. 9. In examining the Manning Table for 964, the Committee noted the Executive Secretary' s proposals for sixteen new posts and agreed that such reinforcements were justified by the increased secretariat workload foreseen for 964. The Committee also noted the Executive Secretary s statement that not all these posts would be filled on a permanent basis pending the outcome of the review mentioned in paragraph 5. As regards the upgrading proposed for various professional posts; the Committee recognizede that, as always,. the decision in such matters must rest with the Executive Secretar.However. in one case, amely the possible upgrading of the post of the Chief of the Language Division, most members were of the opinion that, in view of the very senior grade which was proposed, and also in view of possible anomalies, the Executive Secretary might wish to defer action in this matter until after the review referred to above. In this connexion the Committee also felt that, in further considering the possible upgrading -of -this- -post-; the -Executive -Secretary -might -wish to take into account tie--grading -of -other--posts- with-comparable -responsibili-ties both inside and outside the secretariat.
L/2064 Page 4 0. During the examination of Part II, Section 4, Printing, various members of the Committee expressed the view that it was unlikely that the cost of printing the protocols of the 964 Trade Conference would, in fact, need to be charged to the 964 budget. The Committee therefore recommended the reduction of Part II, Section 4, from $50,000 to $40,000.. The Committee proposed that the Council recommend that the CONTRACTING PARTTES approve the estimates of expenditure for 964 amounting to $.47.000. III.income budget estimates for 964 2. The Committee Proposed that the Council recommend to the CONTRACTING PARTIES that the budget for 964 be financed as follows: (a) Contributions assessed on contracting parties $,320,000 (b) Miscellaneous income 42,000 (c) Transfer from the Surplus Account 55,000 $,47,000 IV. Scale of contributions 3. The Committee was advised that the information referred to in Annex D of document L/2033 concerning the trade figures for Belgium, Luxembirg.and Cameroon was still awaited and also that additional contributions were to be assessed on Dahomey and Cyprus. A revised scale of contributions will be submitted to the Council as an addendum to this Report. V. Disposal of surplus 4. The Committee noted that, after transfer to the 964 income budget of the amount of $55,000, the Surplus Account would still show a surplus of $24,392.09. The Committee was informed of the proposal by the Executive Secretary to earmark from this balance the amount of 823,500 for the payment to the Canton of Geneva of the fifth annuity, thus providing for earlier reimbursement of the loan of Sw.frs.l,000,000 generously granted free of interest by the Canton of Geneva to the CONTRACTING PARTIES to finance the construction of the present annex. The Committee supported this proposal. 5. The Committee proposed that the Council recommend to the CONTRACTING PARTIES that they approve a further payment in l963 to the Canton of Geneva in the amount of $23,500 to be charged to the Surplus Account. 6. If the Council and CONTRACTING PARTIES were to agree to this proposal the Surplus Account would show a final balance of $892.09. 7. The Committee proposed that the Council recommend to the CONTRACTING PARTIES that this amount be left or. the Surplus Account for further disposal.
L/2064 Page 5 VI. Auditing of the 963 accounts 8. The Committee noted that the Executive Secretary intends to make the necessary arrangements with the external auditor for the final auditing of the 963 accounts, for an interim auditing of the 964 accounts and for submission to the CONTRACTING PARTIES of the auditor's report for 963 in accordance with the Decision taken by the CONTRACTING PARTIES in 95. VII. Other matters (a) Deviation from United Nations Staff Rules (document L/2056) 9. The Committee noted the contents of this document, which was submitted for information. (b) Assessment of additional contributions to the 963 budget and advances to the Working Capital Fund (document L/205) 20. The Committee examined the proposals made in this document concerning contributions and advances to the Working Capital Fund to be assessed on newly acceding contracting parties. and Droposed that the Council recommend their acceptance to the CONTRACTING PARTIES. (c) Absence on military service (document L/2055) 2. The Committee discussed extensively the proposal contained in this document on which opinions were divided. Some members recommended acceptance of the proposals, for which a strong case could be made out on grounds of fairness and equity. Other members felt that a deviation from the practice followed by the United Nations and all other specialized agencies, with the exception off the ILO, was undesirable in principle, and that the matter should be referred to the appropriate inter-agency bodies for further study. A suggestion that the Executive Secretary's recommendation be accepted pending the elaboration of a common rule Por all organizations applying the common system did not receive unanimous support. In the circumstances, the Committee felt that the Council might wish to give further consideration to this matter. (d) Report of the Working Group on Printing Costs and Related Matters (document Spec(63)225) 22. As directed by the Council, the Committee examined, in the first instance, the Report of the Working Group on Printing Costs and Related Matters, which was introduced by the Group's Chairman. Members of the Committee congratulated the Working Group on its Report and endorsed the recommendations contained therein, none of -which had financial implications for the 964 budget, and proposed that the Council recommend the adoption of the Report by the CONTRACTING PARTIES. The Report is annexed to the Report of the Committee.
L/2064 Page 6 23. Prior to its consideration of the Report of the Working Group on Printing Costs and Related Matters,.members of the Committee: had the opportunity of visiting the Reproduction and Distribution Services of the United Nations. The Committee wishes to record its.appreciation to the Director of these Services for arranging this visit, which provided most useful background information for the Cormittee's consideration on the Report of the Working Group. Points for decision: Paragraph 3 It. 5. - f,... 6 it 7 it 8 " 0 "r *I " 7 " 20 " 22
L/2C64 Page 7 DRAFT RESOLUTING ON THE EXPEIDITURE OF THE CONTRACTING PARTIES IN 964 AND THE,WAYS AND MEAANS TO MEET SUCH EEXPEDITURE The CONTRACTING PARTIES HAVING COMSIDERED the estimates of expenditure of the CONTRACTING PARTIES for 964 as set fcrth in schedules annexed to this Resclution, RESOLVE that:. The Executive Secretary is authorizei to repay promptly ICITC for the services rendered during the year 964, provided that such repayment does not exceed a total of US$,47,000. 2. The repayment referred to in paragraph shall be financed as follows: (a) by contributions from contracting parties in the amount of US$,320,000; (b) by rascellaneous income estimated at US$42,000; (c) by a transfer from the Surplus Account in the amount of US$55, 000. 3. The Executive Secretary shall report to the CONTRACTINGPARTIES at the twenty-second session on the status of budgetary expenditure over the first nine months of 964. 4. The contributions of the contracting parties shall be assessed in accordance with the scale of contributions whichwill be distributed later as Addendunm to this document. Contributions from contracting parties are considered as due and -payable in full as from.january 964.
0/2064- Page 8 ka-:-.:m. A. REVISED ESTINATESOF EXPENDITURE FOR. THE FINANCIA` `EA` `96` SUMMARY.art I: meetings Amount in US dollars Section. Sessions of the CONTRACTING PARTIES 24,700 2 Meetings of the Council and other meetings 32,250 3 Trade Negotiations Conference 6,000 Total Part I: 7,950 Part II: Secretariat Section Salaries and wages and official travel 887,000 2 Common staff costs 2,600 3 Common services 23,700 4 Printing. 40,000 5 Hospitality,500 6 Permanent equipment,750 Total Part II:,275,550 Part III: Building Section Annuity to Canton of Geneva 23,500 G-rand total:,47,000
ANNEX B L/2064 Page 9 REVISED ESTIMATES OF EXPENDITURE FOR THE FINANCIAL YEAR 964 DETAILED SCHEULES Part I: Meetings Amount in.us dollars Section - Sessions of the CONTRACTING PARTIES (a) Resumption of the twenty-first session (b) (i) Temporary assistance (including overtime) (ii) Travel and subsistence of temporary staff (iii) (iv) Rental of meeting rooms and additional office.space Other services Twenty-second session (i) Temporary assistance (including overtime) (ii) Travel and subsistence of temporary staff (iii) Rental of meeting rooms and additional office space (iv) Section 2. - Other services Total Sectin : Meetings of the Council and other meetings (i) Temporary assistance (including overtime) (ii) Travel and subsistence of temporary staff (iii) Rental of meeting rooms and additional office space (iv) Other services Total Section 2: Section 3 - Trade Negotiations Conference (i) Temporary assistance (including overtime) (ii) Travel subsistence of temporary staff (iii) Rental of meetings rooms and additional office space (iv) Other services Total Section 3: Total Part I: 8,ooo,000,500 20' 0,700. I0,500,000 2,200-300 4,000 24,700 22,400,00 8,450 23,000 800 36,000,200.-30 32,250 7,950...
L/2064 Page 0 Part II: Secretariat Amount inus dollars Section - Salaries and Wages and Official Travel () Established posts 855,000 (ii) Temporary assistance (including overtime) 0,000 (iii) Consultants 2,000 (iv) Travel: (a) Travel on official business 25,000 (b) Technical assistance travel 5,000 Section 2 - Common Staff Costs Total Section : 887,000 (i) Installation grants 7,250 (ii) Travel and removal expenses of staff and their dependents 2,000 (iii) Separation payments 5,000 (iv) Contributions to Fund the UN Joint Staff Pension l04,50 (v) Repatriation grants and service benefits 5,000 (vi) Travel on home leave 8,900 (vii) Family allowances, education grants and related travel: (a) Family allowances 44,500 (b) Education grants and related travel 5,000 (viii) Joint services 4,300 (ix) Other common staff costs 5,500 Total Section 2: 2,600 Carried forward,098,600
L/2064 Page Brought forward Section 3 - Common Services (i) Cables and international telephone communications (ii) Freight and cartage (iii) Books and information material (iv) Rental and maintenance of premises and equipment: (a) Rent (b) Electricity Water supply (c) (d) Heating (e) Telephone (rental and internal calls in Switzerland) (W) Insurance premiums (g) Cleaning materials (h) Maintenance expenditure (i) Casual labour Ci) Maintenance of service cars (v) Postal services (vi) Stationery and office supplies (vii) Reproduction and distribution of documents (viii) External audit (ix) Other services and miscellaneous expenditure Total Section 3: Section 4 - Printing Section 5 - Hospitality Section 6 - Permanent Equipment ``tal Part II: Amount in 2,000 500 3,000 4,700 2,000 300 2,200 2,500,200 300 4,500 2,000 800 0,000 9,000 65,000,500 2,200 US dollars,098,600 23,700 40,000,500,750,275,550 Part III: Building Section - Annuity to Canton of Geneva 23,500 Grand Total:,47,000
- - L/2064 I. Introduction APPENDIX Report of the Working Group on Printing Costs and Related Matters. In accordance with its terms of reference (L/975), the Working Group examined the usefulness to the CONTRACTING PARTIES of publications and documents currently issued by the secretariat. Particular attention was paid to the length of documents and quantities of documents and publications distributed. The Working Group also examined the procedure to be followed by the secretariat in regard to the duplication processes used (i.e. printing, offset, roneo), and other related questions. 2. The secretariat received twenty-nine written replies from contracting parties to the questionnaire contained in document L/806. The comments in these replies were used as a basis for discussion by the Working Group. Three working papers produced by the secretariat for the guidance of the Group are annexed to this report. II. Usefulness to the CONTRACTING PARTIES of GATT publications and documents 5. To facilitate discussion, the Chairman proposed that the publications listed in the printing programme be divided into essential working documents (BISD; Status of Multilateral Protocols; International Trade; Legal Instruments; Trade Intelligence Papers; BISD - Vol. IV revised text of GATT; Certifications of Rectifications and Modifications; Special Brochures; Reprinting of BISD out of stock, etc.), and into publications serving information purposes, such as Activities of GATT; GATT - What it is; etc., aiming at the dissemination of material about GATT's activities and objectives. 4. After examination of the list of essential working documents the Working Group reached the conclusion that all GATT publications currently printed under this heading were definitely useful and essential to the CONTRIACTING PARTIES. As suggested by various governments in their replies to the questionnaire, the Working Group decided to recommend that the publication of the Status of Multilateral Protocols be printed annually instead of bi-annually. As regards ministerial speeches, reports of such bodies as the Group and Sub-Group on Tropical Products, etc., it was agreed that no fixed rule should be laid down and that the secretariat should decide in each case whether in general publication would be desirable, and in particular whether the demand would justify printing.
L/2064-2- 5. As regards the documents of an information character, the Group was of the opinion that GATT is still comparatively unknown in many parts of the world and that the spreading of information about its activities and objectives is a matter of primary importance. In this connexion the Working Group recommends that contracting parties should themselves ensure-the widest possible distribution of such material within their own territories. For this purpose it would be necessary to make larger quantities of such publications available and in some cases the presentation should be improved. III. Length of GATT documents. publications. etc. 6. Observations made by the 962 Committee on Budget, Finance and Administration with regard to the length of GATT documents, the possibility of including a summary at the beginning of documents and the duplication of material both within GATT and with other international organizations, were considered by the Working Group which, after having heard explanations given by the representative of the Executive Secretary, agreed that present arrangements were satisfactory and that where duplication existed it could not be avoided. IV. Distribution of GATT publications and documents 7. During discussion of the question of distribution of printed publications and, roneoed documents, the Working, Group. considered in particular the limitation of free distribution of printed publications. The Working Group was of the opinion that free distribution of some publications, especially of the more costly ones, should be reduced, particularly with a view to achieving increased income from the sale of such publications. This should apply in the first instance to private individuals; institutions, non-contracting parties, etc. now receiving free publications, although it was agreed that the secretariat should be permitted to use its own discretion in carrying out this aim. The Working Group also recommended that the secretariat should request contracting parties to indicate the minimum.number of copies of printed publications which they would wish to receive in future in the hope that a reduction in the number requested would result. Based on these indications the secretariat would establish new maxima for free distribution, and any additional publications which governments might wish to obtain would have to be purchased. 8. As regards the distribution of roneoed documents, it was agreed that the secretariat should check regularly with contracting parties as to changes in numbers required and should verify addresses of recipients in order to avoid wastage. 9. The Working Group was informed-that at present documents and publications were distributed through the United Nations distribution service against payment of standard fees, which in 962 amowuted to $9,87 (see Annex A of Working Paper No. 2). Considering the importance of the amount, the Working Group recommends that when considering tl- plans for a new building the secretariat should at the same time undertake a study of the feasibility of setting up its own distribution service, thereby reducing expenditure and improving the speed of the distribution of documents.
- 3 - -L/2064 V. Procedure to be followed in regard to duplication processes 0. The representative of the Executive Secretary informed the Working Group of the present procedure followed by the secretariat in choosing printing firms both inside and outside Switzerland (see also Working Paper No. 2). Some members of the Group thought that in order to reduce costs offset reproduction should be used as much as possible where at present the printing process is followed. On the other hand it might also be necessary, in order to achieve greater uniformity of presentation and in particular to reduce the size of lengthy publications, to use the offset process in certain cases where publications are at present published in roneo form. In this connexion the Working Group recommends that the secretariat be asked to study the possibility of stalling offset reproduction equipment when the Executive Secretary's proposals r the construction of a new GATT headquarters building are elaborated. The study should contain a cost comparison of printing and offset work done by private firms and of offset reproduction by the secretariat. Differences in the cost of postage due to reduced weight of documents currently roneoed should also be considered.. During general discussion several suggestions were made regarding the possible use of colour to differentiate between languages (English, French and Spanish) or subjects (trade negotiations, agriculture, etc). After consideration of various aspects the Working Group recommends that.the secretariat should be asked, as an -experiment, to issue all trade negotiations documents on blue-banded paper without using, for the moment, different colours for different languages.
L/2064-4- -a WORKING PAPER NO. Review of Printing Costs and Relat',ed Mat~ters History. The Budget Working Party which met in September 96 included the following paragraphs in its report to the Council (L/562): "8. During the perusal of the printing item (Part II, Section 4) the Working Party expressed concern about the steady the estimates over the last fewe years, a tendency which they had observed in other international organizations. Without proposing any deduction in the item, several members stated that they were not entirely convinced of the usefulness of some of the documents and publications printed by the secretariat. The representative of the Executive Secretary stated that the secretariat was fully conscious of the problem referred to, which was under constant review by the executive Secretary, who was anxious for contracting parties -to express their views as to the usefulness of the publications now printed by the secretariat. "9. The Working Partly therefore recommends that the Council review this matter with the object of providing the necessary guidance to the secretariat. 2. Subsequently, at its meeting of September/October 963, the Executive Secretary informed the Council of his intention to circulate before the next Council meeting a brief questionnaire listing GATT publications and asking contracting parties to express their views orn the usefulness of and the need to continue the individual publications so listed. 3. In September 962 the Committee on Budget, Finance and Administration was informed of the very few replies received from contracting parties and the following was reported to -the Council (L/842): "8t During the perusal of Part TI. Section 4 - Printing, the Committee,csed that the Execut.ive Secretary. has been unable to submit the report on the review. of printing costs because an insufficient number of replies riad as yet been received to -the enquiries contained in document L/806. The Committe- suggests that the Council may wish 'o request the Executive Secretary to drawon the attention of the CONTRACTING PARTIES once
- 5-5,/2064 more to the need for early replies to the enquiries contained in document L/806. The Committee further proposes that the Council Point an ad hoe working group with strictly defined terms of reference to examine the replies to document L/806 when received. The working group could also consider various other questions raised during the Committee's discussions of Section 3 (vii) - Reproduction and distribution of documents, of the estimates of expenditure for the financial year6 and. any other relevant matters referred to it by the Executive Secretary. The working group should report in the first instance to the Committee on Budget, Finance and Administration for examination of the financial aspects of its recommendations." 4. In February 965 the Working Group on Printing Costs and Related Matters was appointed (L/97 and -L/975) by the Council. 5. Reminders were sent in May 963 to contracting parties having not yet replied to the questionnaire. 6. To date the following: reactions have.been.received: Acknowledgements with comments: Australia Austria Belgium Ceylon Czechoslovakia Denmark Ghana Greece Haiti Israel Japan Malaya, Federation of Acknowledgements without Finland India Luxemburg comments: Netherlands, Kingdom of the New Zealand Nigeria, Federation of Portugal Rhodesia and Nyasaland, Federation of South Africa, Republic of Switzerland Tanganyika United Kingdom of Great Britain and Northern Ireland United States of America Uruguay Yugoslavia Pakistan Sweden
L/2064-6 - No replies: Argentina Indonesia *Brazi '''Italy Burma'' Nicaragua "Cambodia Norway "'Canada P' 'Peru 'Chile Poland "Cuba Sierra Leone Dominican Republic Spain France Tunisia Germany, Turkey Federal Republic of.7. Extracts from the letters offering comments are given below (countries listed in alphabetical order): 8. Australia - I.etter of 5 June 063 (original: English) "The majority of the publications listed in document L/806 are of a basic or technical character. It therefore appears undesirable that there should be any reduction in their number. "The decisions taken ait the recent GATT ministerial meeting will undoubtedly require an increase in the volume of documentation. This fact, taken together with the expansion of GATT membership, suggests that the cost of GATT printing programmes is more likely to increase rather than decrease in the immediate future. "In this event, however, every effort should be made to keep these probable increases to the minimum consistent with meeting the real needs of the CONTRACTING PARTIES' work programmes. "Document L/806 might be improved as a basis for discussion by the Working Group if it contained estimates of the number of each publication printed, the number which will be distributed free of charge and the probable income from sales." 9. Austria - letter of 2 July 963 original: English) "... to inform you that Austria accords a particular importance to the publications and printing- activities of the GATT. "When examining the publications of GATT more closely the Austrian authorities have, however, found -that a useful distinction would be made between publications which are absolutely necessary (e.g. BISD Protocols) and others, while being very valuable, have revealed to be of somewhat lesser importance. The Austrian authorities feel that a classification of all the publications of the GATT in either one of these two categories would be valuable contribution of the working party. Members of the Working Group stated the position of their governments at the meeting of the Working Group.
- 7 - L/2064 "This suggestion should, however, by no means be understood as a proposal to limit necessarily the publications of the second..category. The distinctiori to be made would only facilitate concrete decisions eventually to be taken at a later stage in the framework of the general budget policy of the GATT." 0. Belgium -. letter of, January 963 original: French) "orders for documents have been considered from the aspect both of the interest of publication and- of the quantity requested. This was done having regard to the needs of all the departmental services to which they are distributed. "As regards the principle of -puibshing, the documents listed in L/806 can be considered as being of real usefulness. One may wonder, however, whether the trade intelligence paper mentioned in Item 7 of the list of publications does not duplicate that indicated in Item 4; if this is not thecase, and if these texts relate to. different aspects of international trade, could they not be combined in a single publication, the resulting total cost -of which would no doubt be lower than the sum of the present costs. "Furthermore.. the cost of the publications included under Items 8 and ll of the list of publicatior- (L/806) seems rather high.". Ceylon - letter of 26 June 96, (original: English) "I have examined the list of Dublications on which the allocation of $45,000 for 962 was spent I cannot think of' an documents in the list which can be safely dispensed with to cut down the Printing Vote. For us (I believe this is truefor all Readquarter officers in capitals, particularly far away from Geneva) who do not participate in the day-to-day work of the GATT as you do.. the only guide to what is happening in the GATT are the GATT publications. Actually, our problem is that ae do not get enough of these publications to keep ourselves abreast of. What is happening, except in the case of session documents, which I find are not 2-ted in the list on which the Printing Vote is spent It is a-matter of surprise to me that contracting parties are critical of a. comparatively small printing bill like $45,000 GATT work, particularly as it is evolving now, is revolutionary to ;most new countries end if -the GATT is tp attract new adherents and make Its work popular, pamphlets like the Act-ivities of the GATT must be made available,. greater volume. If any savings are to be made they should be sought by the use of cheaper paper rather than by cutting down existing publications."
L/2064-8 - 2. Czechoslovakia - letter of 6 June.963 (original: English) "... I wish to inform you that the documents and publications printed so far by the secretariat of the General Agreement on Tariffs and Trade, including those mentioned in document L/806, are in our view very useful and valuable. "The- expenditure incurred does not represent an essential part of the GATT budget, and we are not convinced that a limitation of this activity of the secretariat would serve any useful purpose and bring about a significant reduction of the budget expenditure. "In our view only a possible limitation of the number of publications distributed to contracting parties free of charge could be usefully considered." 3. Denmark - letter of 4 June 963 (original: English) "... the Danish authorities find that the publications of the GATT are in general very valuable to their work. it is therefore not possible to propose reductions in the current issuance of these publications implying savings of any significance. As regards the publication 'Status of Multilateral Protocols' it might be suggested, however, that it be issued only once a year instead of bi-annually.".4. Ghana - letter of 28 June 963 (orginall: English) "(a) It is considered that the publication entitled 'A Trade Intelligence Paper' makes interesting reading but tends to duplicate points already covered by the publication. 'International Trade'. Our generally shared feeling is that 'International Trade' is such a comprehensive publication that it does not and should not need a com-pendium. "(b) As regards the publication GATT - W.hat -it is', it seems to us that savings could be made if it is sold at an economic price to cover cost of publication. We are inclined to the view that it is a useful background document for students of international trade but feel somewhat dubious as to its usefulness to the contracting parties. "(c) Re publication 'Status of Multilateral Protocols', we are of the opinion that in the absence of any strong feelings from other contracting parties to the contrary, savings could be made if it is made an annual instead of a- semi-annual publication.
_ 9 _ L/2064 "(d) Document L/806 does not appear-to'have listed'all publications printed by the secretariat. In this connenion it is observed that the:publication 'Development in Commercial Policy' does not appear to have been listed '" 5. Greece - letter of 9 May 963 (original: French "I believe I can. state that the competent authorities in Athens have no remarks to make on the contents of document L/806 other than that they consider that no substantial change should be made to the practice followed hitherto by GATT in regard to documents for publication." V. Haiti - letter of-4 May 463 (original: French) "With reference to the list of GATI publications set forth in document L/806, none of the various items seems superfluous to us. We therefore approve the programme as presented." 7. Israel- - letter of 26 June 963 (original: English) "Taking into consideration.the widening scope of activities of GATT and thl ever-increasing importance of its programme of work; the printing programme, as outlined in that document cannot be considered as in any way exceeding the bare minimum required for the efficient administration of the General Agreement. *We have studied closely the list of publications and have not found a.single item which in our opinion could be dispensed with. On the contrary, in view of the inherent complexity of GATT, its increasing membership and the general intention of bringing additional countries into closer relationship With it, it would appear necessary to print more publications of a general nature on the provisions, functions and practices of GATT, which would contain information beyond that available at present.' 8. Japan - letter of 4 April 963 (original: English) "All the documents and tho publications printed by the secretariat are not only necessary for the carrying out of our -work, but also useful in making the activities of GATT known to the public at large. For these reasons, iwe consider that none. of. the items in the printing* programme is to be deleted. "As for the number of copies especially of the GATT documents, we wish to have at least the same number of copies as that presently distributed, in View of the' increased demand for them by the various ministries concerned."
L/2C64-0 - 9. Malaya, Federattion of - letter of 22 June 963 (original: English) in order to save cost, the publications mentioned under item B.8 and item C.2 of the Printing Prograrrnme should, in future, be distributed in cyclostyled form and not in the printed form as at present." 20. Netherlands letter of 5 June 963 (original: English) "According to my Government 's views the GATT publications mentioned in document L/806 have great value as reference and working documents. "For this reason the Netherlands Government would regret to see the suppression of one or more of the publications mentioned in the annex. "Since it stands to reason that your secretariat is looking for ways and means to save on the mounting costs of printing and forward.ng' I might - in response to your question to this effect - after the suggestion to economize by limiting the number of documentd sent of charge to contracting parties." 2. New Zealand - letter of 9 June 963 (original: English) "The publications contained in the Programme are considered to be generally useful for reference purposes and they constitute a useful source of information on the work of the GATT both for contracting parties and other interested bodies. It is felt however, that in view of the rising cost of printing, it may be worthwhile to reassess the value of continued publication of items 2, 5 and 7 in the Programme. As regards section C, and the question of special brochures, it 's considered that the question of printing these should be decided on the merits of each particular case and that the number produced should be kept as low as possible." 22_ Nigeria - letter of 7 June 963 (original: English) 2... to say that the initial comment of my Government on the above subject is that all the publications listed in document L/806 are useful and should continue to be published." 23. Portugal - letter of 8 June 963(original_ French) "I take this opportunity to draw your attention to the fact that, having regard particularly to new accessions, there seems to be an urgent need for reprinting Volumes I and I (Revised) of the Basic Instruments and Selected Documents, which have been out of print for a long time already."
..-Ili - L/2064 24 Rhodesia and Nyasaland, Fed. of - letter of 22 June 963 (original: English) it is this Government's view that the only two items on which small savings might be made are item No, 5 GATT - what it is (a popular information pamphlet)' and item No. 8 'Speeches by the Executive Secretary', "In respect of these items, it is suggested that a measure of saving might be achieved if, instead of being printed, they were duplicated." 25. South Africa, Republic of - letter of 27 June 963 (original: English) ".. that the South African authorities are appreciative of the praiseworthy degree of efficiency which characterizes the GATT secretariat's handling of matters relating to the issue of publications and the distribution of documents. In consequence, the suggestions for improvement which can be made are necessarily of limited scope. "Of the publications covered by the 962 budget and listed in document L/806, it is felt that the only item which could be considered for substantial reduction, if not deletion, is item No. 2 (Special Brochures). Bearing in mind that the brochure on the second and third reports of Committee II consists almost entirely of documents which have been distributed to contracting parties, and which have been published in 'Basic Instruments and Selected Documents', it might,. depending on the sales volume of this publication, be advisable not to issue similar publications in the future. The Studies of the Development Plans of India and Pakistan also appear to be publications of a type which could justifiably be omitted in future. On the other hand, the Report of Committee II on the Consultation with the European-Economiic.Cornmunity is regarded as- a brochure of considerable value, the publication of which is amply justified by the widespread interest in the EEC's agricultural policy. "The Reports of Committee II on consultations with individual contracting parties were published in their original roneoed form, with a printed cover. The value of such publications is limited by the fact that the original documents are, or should be, readily available to Government officials. It is realized: however, that the issue of such publications might be justified by sales to the Republic. "Finally, the Working Groul,. on the Review of Printing Costs and Related IMaters might consider it worthwhile investigating the possibility of reducing printing costs by having publications printed in countries other than Switzerland."
L/2064-2 - 26. Switzerland - letter of October 962 (original: French) "A. Annual publications."we do not know either the number of copies printed or the distribution made of the publication 'Activities'of GATT'. Since the printing costs are relatively high, we wonder whether a multi-copy edition would not suffice. "We consider that the 'Status of Multilateral Protocols'could be issued only once a year, "GATT - That it is' is included in the list of annual publications. Since it already exists in printed form, we wonder why it has to be reprinted each year. It seems to us that a single edition would suffice to meet requests over a period of several years. "B. Publications which usually appear in the annual printing Proprarnme "The 'Studies of sane aspects of international trade' are probably of interest to only a limited number of readers, and it therefore-seems to us that a multi-copy edition, with a cover similar to that used for the compilation of' ministerial speeches made at the November 96 meeting, should suff ice. "One may also wonder whether the distribution, which is.extremely helpful to us, of speeches made by you could not be in the form of multi-copy texts rather than printed pamphlets. "C, Distribution free of charge "As regards the distribution of printed publications free of charge, it.seems to us that this could be limited to a small number, for example, six copies per delegaticns additional copies being available at cost price. "Another solution would be for. distribution. to bo propotiona-te to their contributions." to the various delegations
- 3 - L/2064 27, Tanganyika - letter of 29 May 963 (original: English) "We feel that it may well be that the Working Group may draw conclusions not necessarily based on the replies received. It appears that the terms of reference of the Group cover a sufficiently wide.field, and in this connexion it would be interesting to know if the secretariat before it distributes the various publications and documents periodically investigates regarding the number of essential copies each contracting party would require. It might be necessary to base distribution of document to contracting parties on considerations having nothing to do with mere membership of the GATT." 26. United Kingdom - letter of 29 August 962 (original: English) "Items Al, A3,A5, B6, 09, 00, and 03 We have no comments on these items which refer to publications which we consider are essential. 'Item A2: Activities of GA"IT 9 2 This pamphlet is useful but not.indispensable, and it might be possible to effect a saving by publishing a limited number of copies for sale with the free distribution limited to one or two copies to each contracting party. "Item A4: International Tirade 96 This book contains interesting information but it is suggested that a saving on similar lines to those suggested for item A2 could be made. "Items 37 and B8 "Item C2 If sales of these two publications cover the cost of production, there seems no reason for discontinuing either. We consider, however, that neither should be published at a loss. This publication is useful but, as suggested for item A2 a more limited distribution would Probably be quite adequate."
L/2064-4 - 29. United States - letter of 26 July 962 (original: English) ". The publications listed serve the purposes of the CONTRACTING PARTIES to good advantage and should be continued. "2. The usefulness of the following publications would be enhanced through the addition of Spanish language versions: (a) Annual Report on International Trade (b) Trade Intelligence Paper (c) Speeches of the Executive Secretary "3. The latest Trade Intelligence Paper on file is No. 6 of. December 957. The provision of funds for this publication in the 963 budget may be questioned, unless there are reasonably firm plans to reactivate the Papers next year. The Department does not, however, question the worth of the Papers,..hich have been well received in the past, particularly No. 6 dealing with the Common Market." 30. Uruguay - letter of 6 July 962 (original: English) "With reference to. the contents of the final paragraph of document L/806, I would like to recall to your notice the debate held in the course of the nineteenth session concerning the Uruguayan suggestion that a new form and content should be given to the secretariat's bi-yearly report on developments in the field of commercial policy." a. Yugoslavia - letter of 24 June 963 (original: French) the responsible Yugoslav authorities greatly appreciate the documents published by the GATT secretariat which are very useful since they make it possible to follow the work of GATT and trends in international trade. This being the case, it is difficult, for them to state whether publication of any of the documents listed in document L/806 should cease. On the other hand, the Yugoslav authorities consider that GATT should add additional studies to the list, for example a comparative study of customs policies throughout the world, etc."
- 5 - L/2064 WORKING PAPER NO. 2 Current Procedure for Printing of Publications and Reproduction of Documents At present the following procedure is applied to the printing of publications and reproduction and distribution of documents.. As a rule, annual publications are typographed; offset impression is used for protocols, declarations or reprints of publications when a relatively small number of copies is required. For very few publications only roneo impression is used with typographed cover pages. 2. When a publication is ready for printing or offset three different printers are invited by the secretariat to send in tenders.. In consultation with the United Nations and other international organizations suitable firms both inside and outside Switzerland are approached. In making the choice the following elements are taken into consideration: cost, delivery tine, need for frequent consultations etc. As a rule printing paper is purchased on a joint basis withthe United Nations. 3. For cost comparison the following example may serve:,000 copies of Trade in Agricultural Products Country Consultations 500 pages Typography: $4,080. Offset $3,40- Roneo: $,576. 4. Working Paper No. 3 contains the following additional information on the 962 printing programme: Reproduction methods Languages (English, French, Spanish) Number of pages Number of copies printed Production cost (only printing, binding and paper) Sale price Copies sold as at 30 April 963 Copies exchanged against publications from other organizations Free distribution