EXCO Letter March 2005

From SI Exco News

11 March 2005 - To all National Secretaries
This letter outlines the form and scale of the next GA and solicits your role, both in that event and in strengthening Servas.   It is a long letter.  If your time is limited, please read the first four pages now.  (A version in Spanish will follow.)

Nothing in this letter is better than the collective advice of the GA.  Please give us yours.
As the term of elected officials ends with each GA, the undersigned are now announcing their resignations, effective January 24, 2006.  We will continue in a caretaker role until that time.  We are also alerting the Nominations Committee now to prepare for new elections to be held in January 2006.  Some of us may offer to stand for nominations for re-election. 

Your inputs as National Secretary and as a member of the GA will determine the final form and content of the GA.  Your personal involvement and advance preparation are critical.  Please indicate which agenda items you wish to develop for the GA (see below), and how you wish to serve as a volunteer.  Please consult with your national group.  Your reply would be particularly helpful if received by March  31, 2005.  If you need more time, please let us know.

Honora Clemens (SI General Secretary) has announced her decision to work with an “EGA Alternative Committee” against holding the next General Assembly in January, 2006. 

Please -- any who wish to communicate with Honora on that subject should do so directly.  EXCO will maintain respectful and cordial relations with Honora and with all National Secretaries regardless whether or not they are in favour of the convening of a GA.

EXCO has been receiving abundant “fan mail”.  In particular, we have received a lot of speculative opinion, private legalistic advice, various contradictory readings of statutes, laws, and Servas traditions, and so on -- but no authoritative legal advice from any source.  Unless we receive compelling legal advice from National Secretaries or other members of the GA, we do not welcome further spam mail.  What Servas needs, is your constructive involvement.

We are asking you to reply to this letter, addressed to <A HREF="mailto:GA@servas.org">GA2006@servas.org</A>   Such replies will be routed to members of EXCO working to support GA2006, i.e. President, Treasurer, Host List Coordinator and Peace Secretary. But only letters signed by the President will represent EXCO decisions. 

We are announcing today that the President of EXCO with the concurrence of majority of EXCO has named Gary Sealey (SI Peace Secretary) as Interim Conference Programme Chair.  His first task will be to link those of you who wish to be active in developing the Conference Programme in a Programme Committee.  He will work with you on improving and implementing the following GA Programme Plan and he will prepare to work with a Programme Secretariat in developing a GA Conference Package.  Please, in your reply, indicate what you can do, to assist in this Plan and in the Committee.

GA Programme Plan: Between now and January 2006, the Programme Coordinator, will work with others in EXCO and with NS and the German Host to:

1)      Monitor the Quorum for the GA.  (President, on-going)
2)      Develop GA programme in consultation with NS’s.  (Your reply to this letter).
3)      Set financial limits, and liaise with the venue manager. (Treasurer)
4)      Set out a GA project plan with Critical Path and costs.
5)      Finalize criteria and level of travel subsidies, if any, to be fair to all and affordable to Servas International             
6)      Facilitate GA agenda committees and update agenda.
7)      Work with Venue Host to provide for daily operations, including moderators, secretariat, etc.
8)      Ensure legal and convenient recording of votes, etc.
9)      Set up recommended action plan for implementation of decisions.
10)     Organize votes for election of new SI committees, including EXCO
11)     Encourage a global dialogue and outreach on the priority agenda items.

A list of suggested two items: Priority Items and a Notional Agenda for the GA follow. 
You are asked to review and improve these two items.  Please indicate a few items which bear your highest priority.  Feel free to add or subtract.  Indicate where you, personally, or another Servas host/traveler can assist. 

EXCO will prepare a second draft based on your input.  A final version of the Agenda will be forwarded to members of the GA in June. 

It is recognized that SI needs some longer term work on its architecture, e.g. on the future form of Servas (particularly for regions of poverty) and on its democratic structure; continue to review and project incomes from sources alternative to the existing arrangement for  stamp fees, etc.; activate outreach and cost-savings, etc., and improve the use of languages, including temperate language, in SI.  Although the forthcoming GA must limit its brief agenda to compelling priorities, space will be arranged for some side-talk and networking on these subjects, to prepare for action if possible before the GA, between GA’s, and at the following GA.

Again, your active offer of volunteering is welcome to assist in developing each item on the notional agenda.  It falls to all members which asked Exco to convene such a GA, and also to all those members who want to lay out a good, sound path for Servas to secure progress on priority items.

For instance, members of the GA are welcome to work independently, or with a team, to assist in drafting a) a motion, (e.g. revisions to the Statutes) supported by b) a background discussion paper.  EXCO will display all such contributions on <A HREF="http://www.servasforum.org">www.servasforum.org</A> so that they can be discussed, understood, and possibly improved. 

Alternate “team” positions and motions are welcome to be developed and forwarded to <A HREF="mailto:GA2006@servas.org">GA2006@servas.org</A> in advance, so that the Programme Committee can group like subjects for the Conference Package and for consideration at the GA.  All items submitted for the GA will be collected for the GA Conference package, including positions which hold a minority view.  However, if many minority motions are received, the Programme Committee will be asked to recommend an efficient approach to processing them at the GA.

It is very important that you and all members of the GA come prepared, informed, and ready to listen, consider and vote.

The job of EXCO is to serve the GA while managing the affairs of Servas International.  So, as caretakers we are offering this notional agenda only as an illustration.  You are welcome to contribute other items; you are also welcome to suggest a reduced number of items, in view of limited time. 

Your inputs on criteria for supported travel are also welcome (See Appendix I).  Our recommendation is that financial support be limited to what is required to ensure a good discussion, with some global balance.  We do not know when the next GA, after January 2006 will be requested, and want to ensure adequate resources for financing future operations of SI. 

Not everything can be done.  In the attachment to this note we have listed work identified to EXCO as needed to be undertaken, over time.  Of those items, following are a few suggested critical priorities for the GA to consider.

Suggested Agenda Priority items – please give us your views!
·       Revisions to SI Statutes
·       Establish Distant vote rules
·       Hold elections of SI Committees
·       Approve Financial Reports, and vote on authority for SI Bank Account access to SI Treasurer and SI President        
·       Reply to Audit 2001, 2002, 2003 and 2004
·       Report on Job Descriptions
·       Tabling mandatory reports of officers
·       Vote new Budget
        Set time and location of next GA.

We expect much of the work to be prepared and circulated in advance of the GA, or displayed on our website <A HREF="http://www.siexco.org/">www.siexco.org</A>  Participants at the GA would discuss that work, improve it, and vote on it. Decisions made at the GA would drive the work plans and direction for the next term, until the following GA.

Notional Agenda:
Thursday 19 January 2006

·       Registration
·       Educational sessions with new NS’s
·       Workshops on WHALE
·       Workshops on Servas Forum
·       Preparation for Global Outreach
·       Rest Day for Long-Haul travelers

Friday 20 January 2006

·       Tabling Agenda
·       Credentials
·       Welcome address and Keynoter
·       Review/Approve Minutes of 2004 GA in Spain
·       Review Agenda  and vote it
·       Tabling routine mandatory reports
·       Introduction of 3-4 Key items for overnight review, caucusing

Saturday 21 January 2006

·       Report by Treasurer, responding to Audit
        Report of Nominations Committee
        Plenary discussion on approaches
·       Workshops, review of key items
·       Plenary wrap-up of Day 2, tabling of motions

Sunday 22 January 2006

·       Plenary discussion on progress achieved, briefing of workshops
·       Morning and afternoon discussions
·       Plenary wrap-up of Day 3, voting on motions
.       Holding of Elections 

Monday 23 January 2006

·       Introduction of Routine reports
·       Presentation of studies, other items
·       Voting on Budget, signing authority for access by SI President, SI Treasurer to SI accounts
·       Celebration of achievements

Tuesday 24 January 2006

·       Wrap-up
·       Joint meetings of old, and newly-elected committees
·       Development of work plans and detailed project budgets
 

When we have your replies to this letter, most usefully by March 31 2005, we will review them to identify a Programme Committee.  The Programme Committee will initially work by email and by teleconference.  Please remember to specify your interests and availability in your reply.

Signed
Geoff Maltby            -  SI President
Omer Ozkan            -  SI Treasurer
Claudio Pacchiega   -  SI Host List Coordinator
Gary Sealey             -  SI Peace Secretary

Appendix 1 - Draft Criteria for supported travel   (This is a draft; your input is welcome.)

■      Only one NS or authorized representative of “active” countries, with the following exceptions:
■       Generally no travel support for countries within the area of the GA, unless there are exceptional circumstances, documented and applied for by June 30, 2005.  It is understood that small or new countries with few hosts may need help.

■       Limited rather than full funding for travel and costs of accommodation including venue
■       Generally no funding for member countries with fewer than 10 hosts.
■       Generally no funding for member countries with more than 100 travelers.
■       A special effort will be made to assist country representatives who are active in leading development and discussion of agenda items.

■       A special effort will be made to assist representatives from countries, consistent with the above criteria, who have held a recent general election.

■       Definition of “Active” -- Meets the deadlines identified in the Servas Handbook and Statutes on time, or in the case of a recently-elected NS, within a reasonable delay.  Such deadlines include: timely payment of Stamps Fees (January); and completion of Stamp Payment Form; timely submission of Host List Request Form (November); Timely re-Printing of Host List; and provision of the annual Activity Report (March).  Any extension of deadlines to be requested by March 31 2005.

■       Member country has updated its Host List recently
■       Representatives are in compliance with the Financial Operating Procedures guidelines and have satisfied any outstanding observations of the Audit Report.

Appendix 2 - Outstanding Issues
Issues identified to EXCO, as requiring attention (a short list of many):

·       Servas Statutes: to complete good work already done, in framing the SI Statutes, including legal authorities for maintaining compliance with government regulation (e.g. privacy, financial management).

·       Job Descriptions: Approval of terms of reference (job descriptions) for specialized committees and teams
·       Elections: Completion of nominations and holding routine elections of Committees and of other officers
·       Finance: Approval of statutory authority for sound management of financial and other resources
·       Distant Vote: Approval of and formal establishment of a Distant Vote procedure partially developed in Thailand GA 2001 and at the Spain GA, 2004

·       Treasurer’s response to Audit: Approval of the report of the Treasurer and vote on proposed response to exceptions identified by the report of the Internal Audit 2001-2004

·       Servas Areas: Receipt of studies and recommendations on Servas Areas
·       Universal Standards and Local Charters: Review and approval of a universal set of Standards for Servas
·       Education: Approval and pilot testing of an educational programme for National Secretaries and apprentices
·       Future Form of Servas: Receipt of studies and recommendations on the future form of Servas
·       Strategic Planning, outreach and performance goals: Review and input to coherent planning for the next three years of SI; development of pilot projects for traveling exhibits, business cards, inexpensive welcoming pamphlets.

·       Other administrative studies: a specific work plan has been developed by EXCO boundaries of Servas Areas, establishment of appropriate language in Servas, recognition of outstanding achievements and also some continuing feelings of hurt among some in Servas.  This work will be advanced, as time and support permit.

 Appendix 3 - Substantive Item: SI Statutes update

1)      Adapt the decisions of 2001 GA Thailand on Distant Voting.  The minutes read “it is proposed that all National Secretaries be able to vote by e-mail or s-mail, on all proposals not handled at the conference.  They must use a due date”.  Note: this provision has to be re-worded and a specific mechanism established so as to conform to the Swiss Civil Code.

2)      Eliminate ambiguity and possible contradiction between the Swiss Civil Code and the Statutes of Servas with regard to the calling of a GA by one-fifth of the members (the Swiss Civil Code states such action is mandatory; the Statutes use the permissive tense, “may”.

3)      Provide for authority of EXCO, on the majority vote of the Appeals Committee or a newly constituted Complaints Committee, to ‘stand down’ an officer of SI for specified non-performance of their key duties or for failure to adhere to approved SI Financial Operating Procedures and to appoint a replacement officer to serve until the next GA (as recommended at the 2001 GA in Thailand).

4)      List and define ‘officer’ positions of Servas, and specify their functions as directors or committee convenors, etc.

5)      Incorporate into the Statutes the concept of team-building, so that officers are mandated to build and develop teams.

6)      As a basis for affiliation of national groups, establish general standards for the conduct of national groups; such to include regular voting of offices by members of such groups; duration of term of office; limit to numbers of terms; provision for complaints of travelers and hosts; access to SI Complaints Committee, procedures for affiliating and for de-affiliating.

7)            Finalize the financial procedures guidelines as a bylaw in the SI Statutes

8)            Add greater specificity to the standards of elections, including Distant Elections, and elections between GA’s.

9)            Define the periodicity of GA’s. 

10)         Other?

Appendix 4 - Additional Polling  Additional polling may be useful.  Although the Distant Vote concept has been questioned by several NS, we intend to hold a “practice simulation”, by mounting a Distance Poll, the results of which can be offered for input, confirmation or rejection at the next GA.

■       Time and locations of GA after 2006
■              Which countries to be represented by which Area Coordinators, if any
■              Information protection rules for host lists and related confidential material
■              Issues to be updated or discarded in SI Statutes
■              Should SI be an affiliation, a unified global organization, or both -- with country members and individual global membership

■     Which countries wish to have UN representatives or Peace Secretaries
■              Servas and ecotourism – should Servas travelers pay for some forms of hosting in rural or poor areas
■     Other? </FONT></FONT> </P> <P>Additional Note: Please look at the new software, Wikipedia.  Learn how to use it, or encourage someone on your team to learn it.  See <A HREF="http://www.servasforum.org">www.servasforum.org/forum</A>  With some help, we could set up a “blog” or a real web-based forum, but in meantime we must work efficiently, and within our capacities</P> <P STYLE="margin-bottom: 0cm">
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