Update 2 on the future of Sphere
October 2004

Background

As noted in the Update on the future of Sphere dated June 2004, Sphere Management Committee members decided in June that the Sphere Project should continue in a new form from 2005. They agreed that a new governance structure should be put in place - to be called the Sphere Board - and that core costs for a minimum of one staff member and an office should be met by contributions from Board members. Donor funding would be sought for key activities led by the Sphere office.

In September 2004 the Management Committee met again to finalise details of the above. This paper outlines the decisions taken, and the next steps planned.

Hosting the Sphere Project

The International Federation of Red Cross and Red Crescent Societies is willing to continue hosting the Sphere Project, which was the preference expressed by the Management Committee in June. The necessary legal steps to formalise this will now be taken. The current hosting agreement has been extended to 31 March 2005 to allow for the closure of the project in its current form. It is anticipated that the new agreement should take effect from 1 April 2005.

The new Sphere Board

In discussing the goal of the new Board, several principles were agreed. The new Board should:

• Have broad geographical representation
• Enable a sustainable core Sphere office through financial and in-kind contributions
• Be transparent and accountable in its operation
• Have a ‘multiplier effect’ through the broad constituencies of members
• Consider seriously the establishment of ‘advisory group/s’, which is a strong recommendation of the current Management Committee to the new Board, based on discussions at the meeting in June 2004.

To implement these principles, a Board structure is proposed which would incorporate members of the current Management Committee who wish to remain, and allow for up to 8 new members. There will be a maximum of 19 members on the new Board. It is anticipated that new members would represent a mix of NGOs whose head office is based in other parts of the world from the current MC member representatives (all based in Europe or North America), and those who would be able to make a financial as opposed to an in-kind contribution towards core costs for Sphere.

Two task groups were temporarily formed of current members of the Management Committee. One will oversee the finalisation of the terms of reference for the Board, and the other the selection of new members for the Board. Details of the outcomes of these task groups will be posted on the Sphere website as they become available. In particular there will be an application pack for organisations wishing to apply for membership.

The current Management Committee will continue to operate until 31 March 2005, in order to fulfil its obligations in relation to staff, donor reporting and audit for the current form of the project. It will also oversee the development of proposal/s to finance project activities envisaged for April 2005 onwards. The Management Committee will probably meet again in February 2005.

Sphere office

As indicated above, the ‘core’ of the Sphere Project Office will in future be funded by contributions from Board members. The ‘core’ will comprise the position of Sphere manager and an office at the International Federation. Support for other activities and the staff required to implement them will be sought from donors. A concept paper leading to a proposal for 2005-6 is currently being elaborated, based on the following points agreed by the Management Committee:

Outputs of a core Sphere office
• Active links with regional and national networks supporting the use of Sphere, and other key stakeholders including donors, academic institutions and other quality and accountability initiatives. This should contribute to a more comprehensive overview of the use of Sphere globally, and whether it is meeting its objectives.
• Active promotion of the effective use of Sphere
• Maintenance of the Sphere project website

Donor funded activities
• Training
• Interactive website
• Production of Sphere materials including translations

Sphere office staff

It has been agreed that the current Sphere manager will continue in her post, after 6 months’ maternity leave starting January in 2005. An advertisement for maternity leave cover will be advertised on the Sphere website and elsewhere from 11-22 October 2004.

The project officer position will be extended until 31 March 2005, to support the process of project closure and audit. Any other positions from 2005 onwards will depend on new donor funding if it is forthcoming.

How will Sphere be known?

It was agreed that Sphere will continue to be known as the ‘Sphere Project’, on the understanding that from 1 April 2005 the project will take a new form.

Sphere Project
October 2004