Minutes of the Conference in Barcelona, Spain, July 2004 page 7

From SI Exco News

Ömer Özkan (Turkey) I think we don’t need a bookkeeper. I have knowledge on computers and programming. I do not need it.

Demelza Lewis (Malawi) Bookkeeper does the day to day things. It requires lots of time.

Penny Pattison (Canada) withdraws motion since the present treasurer doesn’t feel the need for a bookkeeper.

Jacqueline Spaak (France) says good-bye as she has to leave and another person is taking her place.

12.8 Committee & committee chair selection discussion

Mullai Pathy (Singapore) In Thailand, several independent committees were established and given the right to replace members who resigned. We must go back on what was decided in Thailand. Otherwise, it is totally illogical.

Alex Dali (Audit Com.) endorses Mullai. Says that the independent committees chose their own chair. If they don’t do that, they are no longer independent.

Roger Martin (President) It is the right of the GA to set up any committee and determine how they operate.

Penny Pattison (Canada) moved that the members of the DFC, audit & nominations be elected at GA and then, they chose their chair. Eva Meggeneder (Austria) Appointed or elected?

David Chai (Malaysia) These committees were elected in Thailand. GA should vote to continue or not these committees and members or committees.

Bibendra Pradhananga (Vice-President)– GA has the authority to do as it wishes.

Mullai Pathy (Singapore) All committees should have the same rules. ICT appointed a new chair. We have been sabotaged by those who don’t know the procedures.

Coffee break

12.9 Adopt a budget and decide upon fees

Elizabeth Sebestyen (Canada) presents the results of the workshop Budget 2005-2007. Other committee members are Alex Dali, Gyongyver Kudor, Jan Degrauwe.

SI is in a healthy financial position.

Version A of presented budget is a compromise among the 3 members.

Version B is Audit Committee´s version of the budget presented by Alex. Alex says that it cuts administration. Area Coordinators’ budget is set at zero. Alex says that development should be a priority of all countries.

Laura Ragucci (Host List Coordinator) says that we have 9 area coordinators rather than 7. She is not happy with the fact that there is no budget for ACs in version B.

Hans Bruckman (The Netherlands) suggests that we only discuss the version A because B is not acceptable.

Mary Jane Mikuriya (USA) Are yearly budgets for 1 year or can the total be used when appropriate?

John Dowsett (Britain) Has a high level of reserves (high level of keeping). Money should be put into projects or development work.

Michael Johnson (AC Pacifica) wonders how to proceed with AC Pacifica. Penny Pattison (Canada) Canada’s motion to change Pacifica´s area.

Mullai Pathy (Singapore) Very few ACs spent their money. Others spent little. ICT was right on budget. DFC had no budget and absorbed their expenses. It is necessary to commit yourself to the ideals. Don’t give money out like candy. The DFC didn’t get a chance to present their report. This whole conference was set up to be a failure.

Claudio Pacchiega (Italy) ICT budget: is this enough money since it has been reduced? Guido Bienhaus (ICT) Yes, we have been consulted and we can work with this.

Sean O’Fearghail (Ireland) Is the Audit Committee budget based on the rejected US, France & German proposal? Alex Dali says no.

Sean O’Fearghail (Ireland) Where is the SI news? Elizabeth & Gin say that it is in printing.

Marijke Batenburg (New Zealand) Does the money direct go to the area coordinator or does he have to show a plan?

Alex Dali (Audit Com.) Presently, there is no formal procedure to transfer this money to the new coordinator. I believe that the (outgoing) officer should immediately transfer this money to SI account.

Marijke Batenburg (New Zealand) There should be a formal application before the money is handed over.

Elizabeth Sebestyen (Canada) We will be presenting financial guidelines.

Rami Rafaeli (Israel) We should learn from the last executive who are here. EXCO, which of these versions is possible to manage the organization?

Gin Kudor (Treasurer) Version B does not allow EXCO to meet yearly.

Simone Dragoi (Romania) What does development concretely mean? To which extent are the regional level or individual countries involved? For information infrastructure maintenance, it might be too much to have it done yearly? A parallel budget detailed development plan should have been presented as well.

Elizabeth Sebestyen (Canada) Development is not the responsibility of this committee.

That is up to EXCO or others to decide. Version B puts the area coordinators money into the development fund. Some countries like Canada & Australia donate to the development fund.

Abhay Shaha (India) Version B puts a good amount of money into projects. I want to see money for area coordinators and for projects.

Anne Greenhough (Youth Project Coordinator) says she is concerned that the new EXCO needs some freedom of movement to make their own priorities. This budget seems very restrictive. She is concerned that there is no leeway for EXCO. She would like the backing of the assembly that EXCO can directly fund projects. Ie. Youth, who are the future of Servas. More emphasis on youth, the future of Servas. Seeking support for this.

Florencio Gomez (Venezuela) I disagree with reducing Exco so much. EXCO needs to meet yearly and this restricts EXCO and especially their annual meetings.

Moderator Julie Dotsch says that even if you don’t agree, we need to vote in order to give direction to EXCO. Are we ready to vote about the two versions?

The result: Yes 32, No 5, Abstain 5 Not voted 1.

Vote on adopting one of the two versions:

The result: Version A 27, Version B 10, Abstain 6.

12.10 Determine which committees are to exist for the coming term of office

Penny Pattison (Canada) moves that the GA keeps all current committees, elect nominations committee, and they can handle gathering names for other committees. EXCO can use the new system to have elections for all other committees.

Mullai Pathy (Singapore) Thailand GA gave DFC committee to cover youth. In Thailand, it was decided that the development committee included the youth committee. This has been confused because EXCO has appointed a youth coordinator without giving her a budget. The DFC has given money to youth. I sense a feeling that this GA would like all those committees rolled back. I would like to give up all responsibilites for the DFC because there has been no discussion about it.

Eva Meggeneder (Austria) says that many of us don’t know the process of motions.

Gin Kudor (Treasurer) states that the statutes state that committees end their term no more than 3 months after GA. Therefore, we have soon no committees at all.

Bibendra Pradhananga (Vice-President) says that he thought that the youth coordinator was elected at Thailand conference.

Amir Levy (ICT) We discuss the same things at every conference. If committees are working well, let’s continue.

Anne Greenhough (Youth Project Coordinator) I was national secretary of GB at Thailand. There is a general feeling that the youth project should now be at the centre of Servas, not a sideline. We don’t want to lose the enthusiasm of the youth present here. I need to know whether I need to be elected or not? Please let me know.

Frank Berauer (AC South East Asia) Let us make these decisions now.

Marijke Batenburg (New Zealand) Statutes say we vote for 6 to 25 members but not committees.

Michael Johnson (AC Pacifica) I would appreciate having the vote now. However, it could be done remotely if need be.

Gerald Hoelscher (Germany) says that he would like it recorded that he has been observing the procedures here. Ann Greenough does not have speaking rights. Other formal procedures have not been followed.

Anne Greenhough (Youth Project Coordinator) says that she did have speaking rights, as does all the other appointed committees, eg. ICT. We need a bit of flexibility here (applause).

Vote on Canada’s motion of electing the Nomination Committee now.

The result: Yes 38, No 1, Abstain 2

Permission to destroy the ballots given.

12.11 Nominations committee elections

Moderator Graham Warwick asks for nominations for the Nomination Committee:

Frits Stuurman, Netherlands –

Anita Kabberman, Uruguay –

Dafi Gilad, Canada –

Nominations closed after Graham asked for further nominations 3 times. The above is the new Nomination Committee.

Chris Patterson (New Zealand) says that, before we leave, it is essential to get

1. Signatures of signing authority.

2. Delegating to EXCO to appoint the committees that have not been elected using new election process. They must be elected at a GA or elected in the new way.

Gin Kudor (Treasurer) says that it was recommended that the president and treasurer be the signing authorities. Amir Levy (ICT) says that it is essential for GA to elect the committees now.

Motion the GA directs EXCO to appoint the people who are elected by the email or mail vote to the positions they were elected to (committees). Vote.

The result: Yes 37, No 2, Abstain 5

Gerald Hoelscher (Germany) wants it recorded that Servas Germany voted no.

12.12 Youth proposal

Moderator Julie Dotsch says that the youth has spent a long time on a proposal. The proposal has been circulated. Anne Greenhough (Youth Project Coordinator) says that EP stands for experienced person. YP stands for young person. Propose a youth forum, a communication channel to fit under peace secretary or vice-president.

Ann Greenough, GB and Pablo Chufeni, Argentina would like to put themselves forward as EP and YP. Laura Ragucci, also from Argentina would be mentor.

Gerald Hoelscher (Germany) says that he has a formal complaint that he would like it recorded that it is not fair that things are thrown at us at the last minute. Long working committees have not had a chance to report, but ad hoc, last minute proposals have.

Anita Kalbermann (AC South America) says that the youth project has been very successful in this conference and that the candidates are here now.

Abhay Shaha (India) says that the ICT budget is 25% but it is important to support youth

Mullai Pathy (Singapore) wants to remove the sentence that Singapore was positive, from the report.

Anne Greenhough (Youth Project Coordinator) explains that the person concerned was not Mullai, but Diane Petersen from Singapore, Josh’s grandmother.

David Chai (Malaysia) Youth are future Servas hosts. Go for it! Allow them 5 minutes.

Cesar Baron (Brazil) No doubt youth is important but we must follow the rules.

Are we ready to vote on the youth proposal/model?

The result: Yes 37, No 2, Abstain 3.

Vote in favour of youth model:

The result: Yes 35, No 1, Abstain 7.

Penny Pattison (Canada) Does the approved report include the appointment of Ann Greenough & Pablo Chufeni?

Moderator Julie Dotsch: Answer: Yes it does.

Mireille Charles (France) wants it mentioned in the minutes that “Servas France needs to answer questions from their national GA. Therefore, Servas France would like to ask for a vote to allow the Audit Committee to check the bookkeeping 2001/2002/2003 with the former treasurer in order to have transparency of the accounts”. But this is not coming up for discussion now.

Because of time restrictions, Moderator Julie Dotsch closes the meeting at 7:15 pm.

Julie and Graham received a standing ovation for moderating the meetings.

Frits Stuurman

General Secretary of Exco 2001

With many thanks to all helpers for making drafts.