TNAG-2115-FCO40-3018-16th-meeting-of-the-Sino-British-Joint-Liaison-Group--London-1990 — Page 37

CODE

18-77

pa

да ви зно

1 HKC031 20

Reference

75

- 8 OCT 1990

Mr

sainty

JLG XVI: ADMINISTRATIVE ARRANGEMENTS

1.

Well done! Your pre-planning paid off admirably and I think we can be pleased with the admin side of the meeting.

2.

I am recording for future reference a few suggestions which might make life easier for us next year (if we are both still here!). They are in no way a criticism of your work this year.

They are aimed at problems which arose because of lack of resources in the office or unexpected demands.

3. (a) Rooms: it was clearly wise to over-order ie to secure 3 rooms for the entire week. These were generally well used for expert meetings or drafting meetings of our delegation. It was also useful for Mr Galsworthy to have a room of his own. We cannot rely on the Assistant being on leave during the next JLG (I hope) so thought will need to be given to this next year. Supplies of paper and pencils in conferences rooms are inadequate: let's supply our own.

(b) Canteen: given the abysmal service we received, it would be best to over-order on coffees and lunches in order to avoid the battle to get extra coffee. I would suggest coffee at 9.30 and 11.00 and tea at 3.00 every day. Also, where possible, let us get hold of the resources (flasks and crockery) at the beginning of the day so that we have some flexibility (and reliability: the canteen frequently forgot to provide things).

(၁)

Cars:

government pool cars are like gold dust. Cabs are the only option unless we go through the rigmarole of ordering a limousine through the AUS budget. Where possible (rarely), we should predict the real need for a car (ie for protocol reasons such as Mr Galsworthy's visit to take Guo in a car to lunch) and book ahead with the pool.

(d) Paper: it was helpful to have trays for each delegate. Let's do so again. On the whole, arrangements for telegrams, speaking notes etc to be distributed went well.

(e) Registry: they performed excellently. I think they found helpful your minutes and our briefing meeting on Friday. There is of course no problem with members of registry (and the Secretaries) sitting in on the JLG meetings as they did this year if they find it interesting.

(f) Note-taking: we clearly need one person who can sort out our admin problems as they arise. It is therefore important that one additional note-taker comes from Hong Kong/Peking each time.

P A Major (Ms)

28 September 1990

JL4AAH