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I ITEM 3 REPORT FROM THE SECRETARIAT 3.1 Office staffing and administration 3.1.1 Management Since April Ist, the affairs of the Secretariat have been managed on behalf of the member companies by Mr G.C. Hargrove, as part of his consultancy work for ICOSI and by Mr R.M. Corner, representing the Chairing company. This is being carried out on a visiting basis_ and in close liaison with Mr J.M. Hartogh and Mr R.W. Murray of the Chairing company and regular contact has been maintained with rep- resentatives of all the companies. 3.1.2 Office Manager/Administration Until her departure at the end of August, Mrs J. Shakespeare, as Office Manager, looked after all aspects of the day to day admin- istration and accounting, working closely since the start of ICOSI __ with specialist book-keeper Mrs L. Vissers van Beever. Under an arrangement we have made, Mrs Vissers' company is now looking after our day to day accounting and local administrative needs on a part- time basis in the Secretariat. Thus this important and specialised part of the Office Manager's function is covered, for the time being, professionally "from within the family" and we do not have to go outside to employ someone with whom we are not familiar nor become involved in Belgian employment contracts. This arrangement is work- ing well. 3.1.3 Library and Information services As requested by a number of companies, Ms M. Waddington was not replaced when she left at the end of May. The structure and staffing of this important section of the Secretariat's activities will now depend on the proposals that will be made by the consultancy Cresap, McCormick and Paget who are currently carrying out the Information __ Service project. A situation report on these projects, prepared on behalf of the Secretariat by T.C.H: King is included under ITEM 3.4. Mr King will also be making a presentation at the Bermuda meeting.

2 ITEM 3 REPORT FROM THE SECRETARIAT (cont) 3.1.4 Secretarial/Administration As all the member companies were informed at the time, Ms C. Massa left to take up another job at the end of June. It was agreed that in the "interim" period until a new Secretary General had been app- ointed, we should avoid, for contractual and security reasons, hiring new Secretarial staff from outside. Rather we should seek to cover our needs through secondment from the member companies. A particular problem was posed with the impending departure of Mrs J. Shakespeare at the end of August, at which point there would be no full-time ICOSI staff in the Secretariat. With the agreement of BAT, Mr R.L.O. Ely kindly offered to allow his secretary Ms Julie Watling to come from London to the Secretariat on a secondment. Ms Watling arrived in June in order to take over from Ms Massa prior to her departure. She also worked closely with Mrs Shakespeare and took over her responsibilities at the end of August. Ms Watling is therefore looking after the day to day secretarial and administrative requirements of the Secretariat and is playing a vital part in the interim management arrangements. Mr R.L.O. Ely has said_ that BAT will allow Ms Watling to continue on secondment until the end of the year subject, of course, to her being willing to do so. _ Ms Ursula Kaiser from the Chairing company in Lausanne was in the Secretariat for two weeks while Ms Watling was on holiday. And at the time of preparation of this report, efforts are being made to find a second person who could work with Ms Watling, also on the basis of secondment from one of the member companies. 3.1.5 The future The management, staffing and administration of the Secretariat should be able to continue on the basis of these arrangements until the end of the year, by which time it is hoped that a new Secretary General will have been appointed, the location of the Secretariat settled, and the interim situation brought to an end. 3.1.6 Security Survey A survey of the office premises and procedures was carried out on behalf of the Secretariat by Mr F.J. Cassidy of the Group Security Department of BAT Industries, London. This underlined the importance of three main areas: a) Security of document handling, distribution and storage b) Security of premises (any proposed new locations must be professionally examined from this point of view before selection) c) Vetting of proposed new staff before they are engaged

3 ITEM 3 REPORT FROM THE SECRETARIAT (cont) 3.2 Secretariat activities and developments 3.2.2 Secretariat Progress Reports Member companies have been kept informed of the principal activities_ and developments by means of regular Secretariat Progress Reports _ that have been produced and distributed on a monthly basis. Starting in May, these now give the situation under the headings of Admin- _ istration, Working Parties, Activities and Informational Mailings. Owing to limited resources it has been necessary to establish priorities and tackle essential tasks first.Two of these are commented on below. 3:2:3 Informational mailings A regular series of mailin s of items of interest or im ortance ave been sent out by post or telex from the Secretariat to a newly drawn up distribution list covering all NMA's, member company rep- resentatives and Working Party Chairmen. These have been listed in each Progress Report and have been a means of keeping the name and presence of ICOSI alive in the eyes of the NMA's. 3.2.4 Requests for response information Reauests from NM I nn Pennnse nformation or material continue to be received albPit somewha>• epnrzri~~ ThPse are handled by reference to the sources most appropriate to each enquiry. 3.3 Second Accounts Reconciliation (July I - December 31 1979) The attached letter from Arthur Andersen dated August 18 gives full details of the amounts disbursed by each of the member companies during this period which totals $ I44'667.74. The amounts receivable or payable by each company has been calculated and Exhibit II proposes how settlements should be made. © '+G

4 ITEM 3 REPORT FROM THE SECRETARIAT (cont) 3.4 Information System Report from the Mayfly Project Group (SAWP) and the Secretariat on the ICOSI Information System Summary of rationale 3.4.1 The need for an information system was first identified by the Mayfly Project Group (SAWP) as a necessary prere- quisite for the long-term communications project for ICOSI. Subsequently, the Secretariat identified the need for an Information System for ICOSI, and approval was given by the special meeting of the Board of Directors of May 29th, 1980, to retain a consultant to design an appropriate sys- tem to meet both sets of requirements. Work done and results accomplished since EC meeting February 1980 3.4.2 As reported in the SAWP report for the Mayfly Project, Ogilvy Benson and Mather (London) was briefed to recommend a short list of suitable specialist consultants to analyse needs and design and install a suitable system to meet them. 3.4.3 Three consultants were selected, briefed in detail, and their initial proposals reviewed by the Mayfly Project Group and OBM. 3.4.4 Further proposals were called for from two of the consultants and on the basis of these the Project Group, in conjunction with the Secretariat, proposed to the Chairing Company that Cresap, McCormick and Paget be appointed. The Chairing Com- pany discharged the responsibility delegated to it by the Board of Directors by confirming this proposal and making appropriate funds available from the Secretariat budget. 3.4.5 CMP were appointed with effect from July lst, 1980 and a timetable, budget, and phasing of the study agreed. 3.4.6 SAWP were informed in July of the planned sequence of the study, including interviews with SAWP members, Secretariat, Board of Directors, key executives, selected NMA's and legal advisers.

5 Proposed activities and results for 1981 3.4.21 The work outlined in 3.4.20 above will be completed by March 1981, and final recommendations made at that time. 3.4.22 CMP would advise on the recruitment and training of ICOSI staff for the operation of the Information System. 3.4.23 Final recommendations would be reviewed by the Chairing Company for implementation. At that stage the Mayfly Project Group would consider their assignment to this project to have been completed. Budget summary 3.4.24 Actual expenditure Jan-June 1980 $ Fees to unsuccessful consultants 2,000 Estimated expenditure July-Dec 1980 CMP fee/expenses 100,000 Estimated expenditure 1981 CMP fee/expenses 25,000 Contingency reserve 10,000 Notes 1. Staffing, training and annual operating costs not allowed for in project budget, and it is assumed Secretariat budget will bear costs when known. 2. Equipment/installation budgets will be given at the BOD meeting. 3. The social costs/values project has funds unspent in budget for Information Retrieval, and we shall explore whether these can be transferred to this project.

6 3.4.7 NMA's were informed of the study by the Secretariat. 3.4.8 Interviews by CMP personnel have taken place with SAWP members, the Secretariat, Board of Director members, and key executives in member companies. 3.4.9 Interviews with officers of selected NMA's have now commenced. 3.4.10 CMP have made recommendations with regard to an interim information service including staffing levels. These are being put to the Chairing Company by the Secretariat. 3.4.11 CMP have also made recommendations as to the contents of an information base, and have supplied broad budget estimates for an information service. 3.4.12 Conclusions from the interviews and the recommendations outlined above were reviewed with SAWP on September 9th. r 3.4.13 A more detailed report will be made to the BOD at the Bermuda meeting. Work to be completed and results to be achieved before end 1980 3.4.14 Interviews with member company executives and selected NMA's will be completed, and identification of user requirements concluded. 3.4.15 Further analysis and documentation of ICOSI's informational role will take place. 3.4.16 Development of the conceptual system design will be undertaken. 3.4.17 An assessment of the feasibility of automated and manual methods will be made. 3.4.18 Development and presentation of final recommendations to be made end October/early November 1980. It is proposed that these be reviewed with the Chairing Company for agreement at this stage. 3.4.19 A presentation on the proposed ICOSI Information Service is planned for the NMA Workshop in November. 3.4.20 Work will start, after recommendations are agreed, on design- ing an information system in detail, on systems and proce- dures to collect, store, analyse, process, and report desired information, communications and security techniques, and on equipment and software specifications.

7 ITEM 3 REPORT FROM THE SECRETARIAT (cont) 3.5 Former Secretary General's Progress Report of Feb 18 1980 "Action to be taken, approved in Scottsdale Sept 12 1979" The February 18 minutes record: "He invited questions on that report, but no major points were raised and the report was noted". We review here the 15 items.(A copy of the report is included in this section). Item I. Industry Affairs Standing Committee This arrangement was set up to assist a Secretary General who came from outside the industry. If we are now to have a Secretary General who knows the industry and we also have the new "Advisory Group", we would propose that this be allowed to lapse. 2. Monopolies The Feb I8 minutes ended on this item by saying: "It was agreed that the Secretary General should continue to visit specified monopolies to acquaint them cautiously with ICOSI's existence, but only with prior consent and advice of the relevant lead companies". It is presumed that this decision should be allowed to stand. 3. Discussions with Burrus, Tiedemanns and Gosset At the February 18 meeting this subject brought up the wider question of if, when and how the membership of ICOSI should be enlarged. The minutes state: "In the meantime, the Secretary General should inform Burrus, Gosset and Tiedemanns that, on account of the restructuring of ICOSI currently taking place, their proposed membership, while approved in principle, could not be considered until the next meeting of the Board of Directors. The Secretary General and the new Chairman should endeavour to keep these three companies' interest alive during the interim period". Gosset subsequently withdrew, and Julian Doyle wrote to Tiedemanns and Burrus as instructed. In April, the Secretariat wrote a follow up letter informing them of Julian Doyle's departure and saying that ICOSI would "come back to them in due course". It was discussed with the Chairing company whether a further letter should be sent, but it was decided to let things be for the moment until the question of enlarging the membership had been investigated and agreed.

8 ITEM 3 REPORT FROM THE SECRETARIAT (cont) 3.5 Former Secretary General's Progress Report (cont) Item 4. ICOSI to hold "awareness seminars" This should be left to the new Secretary General 5. Member companies to supply information and source materials they __ V1, hold on smoking issues - for a central data availability catalogue to be created and maintained This is now all part of the Information Service project under way with professional consultants. 6. The Secretariat to issue a regular Bulletin This should be a matter for the new Secretary General 7. Institute an analyst's program at the Secretariat Also now part of the Information Service project 8. A Third Party (International News Magazine) to publish an article This item should be allowed to drop 9. Commission a study on the situation in Scandinavia This was given to the Defence of Advertising Committee (DAC) to handle. It is discussed in their report under Item 7.3 of the Agenda. 10. Maintaining a confidential record of information received from smoking issues contacts being made with the Commission and the other EEC and European Parliament organs so that it may be made available to the Member Companies and the NMA's No progress appears to have been made on the compiling of this record of information.

9 ITEM 3 REPORT FROM THE SECRETARIAT (cont) 3.5 Former Secretary General's Progress Report (cont) Item II. Look into the question of allies Now part of the SAWP work program 12. Actions to be taken in the developing countries The Developing Countries Ad Hoc Group (DCG) is reporting under Item 7.4 of the Agenda 13. That the organization chart be approved This has been overtaken by events 14. Legal Counsel The Scottsdale decision as reproduced in the report reads: "That the establishment of a legal consultancy for the operation ~ of the Secretariat in accordance with Key Objective VI Strategy 6 be left in the hands of the Secretary General". It is proposed that this decision should be left unchanged. 15. Lease negotiations for the Brussels offices Now past history. Further negotiations will be required if the location of the Secretariat is changed.

10 ITEM 3 REPORT FROM THE SECRETARIAT (cont) 3.6 Revision to the ICOSI Charter Mr R. Whiting of Imperial produced a draft incorporating various revisions and this was circulated to the companies. However at the May 29 meeting it was agreed that the location of the Secretariat might be changed and it was subsequently pointed out that this would have a direct bearing on certain aspects of the drafting of the Charter. Member companies have been informed of this and have been told that when the siting nf the Secretariat haghP.an decided, a further version of the Charter will comments and final approva . 3.7 EIU Study Over 300 copies have been sold at the reduced price by the Economist Intelligence Unit and 15 at the full price. The Developing Countries Ad Hoc Group are preparing a plan aimed at achieving maximum distribution and use_of this Study. 3.8 5th World Conference on Smoking & Health, Winnipeg, Canada July 1983 Preliminary details have already been announced for the next World Conference after Stockholm. The Board of Directors is requested to approve the setting up of a full Task Force similar to that formed for Stockholm, and to convene no later than January Ist 1982. Mr J.M. Hartogh has offered to Chair this Task Force