Unofficial Summary Agenda Items - excluding New Zealand
From SI Exco News
Unofficial Summary Agenda Items – excluding New Zealand
Received 02/10/05 from AUSTRALIA
ITEM No. COUNTRY
AUS-001 AUSTRALIA
1. Proposal to amend the statute '11 Membership'
Currently this statute reads :-
'11 Membership. 1) Any national Servas group containing ten or more hosts (including day hosts), may become, or be reinstated as, a member group of Servas International by a majority vote of the General Assembly. A group may be proposed for membership by
a) direct application by the group, or
b) recommendation from a Servas International Area Co-ordinator, or
c) invitation from the General Assembly.
2) The obligations of a member group to Servas International consist of, and are limited to, paying fees and of following the regulations and procedures as decided by the General Assembly according to Section 1V, 3f of the statutes. 3) A member group may lose its membership of Servas International by majority vote of the General Assembly if
a) it has been without a functioning national secretary for 2 consecutive years; or
b) it has fewer hosts than in subsection 1) above for 2 consecutive years; or
c) it does not fulfil its obligations for two consecutive years."
Australia proposes that part 2) of this statute be amended to read as follows :-
2) The obligations of a member group to Servas International consist of, and are limited to
a) following the regulations and procedures as decided by the General Assembly, according to Section 1V, 3f of the statutes, and
b) paying all appropriate fees to Servas International a minimum of 6 months prior to participation in any General Assembly. Failure to do this will render the non-compliant member country ineligible to vote at the General Assembly, or any subsequent General Assembly, until all outstanding fees are paid in full.
Australia believes that it must be clearly spelled out in the statutes that any member group which has not met all its financial obligations 6 months before a General Assembly does not have the right to speak or vote at the General Assembly. As agenda items have to be submitted at least 6 months before a General Assembly it would be appropriate for the same deadline to apply for the payment of any money owed to Servas International
Lindsay Chambers National President Judith Bennetts National Secretary
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Received 02/10/05 from Australia
ITEM No. COUNTRY
AUS-002 AUSTRALIA
2. Proposal for the Structure of Servas International
Accountability, transparency and communication are vital factors when running an organisation. This proposal meets these requirements, is not too unwieldly , and does not involve extensive or radical change.
Australia proposes a structure with 3 separate parts which are all linked. An analogy can be drawn to a Roman temple.
The GA is the floor, the foundation on which the organisation is built. EXCO is the roof, working to provide protection from adverse elements. The committees are the columns, supporting the roof and linking the floor and the roof.
EXCO would consist of the President, Vice-President, Secretary and Treasurer. A Peace Secretary could also be included, unless it is felt that a peace committee would be more effective.
The committees are drawn from the GA and answerable to both the GA and the EXCO, which should ensure their activities are transparent. Each would have a chairperson, who would be required to provide a written report to EXCO each year. The EXCO President would be responsible for forwarding these annual reports to all National Secretaries each year. Each committee would work in its own specialist area, eg ICT, development, finance, audit, host lists, peace, youth, complaints and conflict resolution, nominations, etc as thought necessary by the GA.
Each chairperson would be on a subcommittee with the appropriate member of EXCO eg the treasurer would maintain contact with audit and finance. EXCO could request a chairperson to attend an EXCO meeting.
This is a broad outline of the structure Australia proposes. We know there are many details for the GA to decide if this proposal is adopted. With the sophisticated electronic facilities now commonly in use we believe that this proposal would not require a lot of extra funding for it to function efficiently and effectively. Statute changes would be necessary if this were approved.
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Received 02/10/05 from Australia
ITEM No. COUNTRY
AUS-003 AUSTRALIA
3. Job Descriptions, and minimum requirements for each of the EXCO positions (and sub-committee members?)
Duties and Responsibilities of Officers should be supplemented by a very detailed list of what is involved so candidates have a better idea of what is required before nominating. These detailed job descriptions should be compiled by past occupants of each position , with the immediate past occupant co-ordinating the work involved Should there be some mandatory requirements for any of the positions, eg treasurer should be an experienced book-keeper? Australia believes that willingness alone is not sufficient to ensure that the job is done well. It is important for all who are elected/appointed to executive positions to have the both the willingness to do the job and the skills required. If no nominee has the necessary skills, an active search should be conducted for one who does.
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Received 01/10/05 from BELGIUM
ITEM No. COUNTRY
BEL-001 BELGIUM
Dear president,
Servas organization is based on hosts and travellers. The host list is very important . My experience with host lists is unfortunately not always a good one.(as traveller and as National Secretary/ traveller coordinator)
You can add Servas Belgium & Luxemburg /NS Rita Dessauvage to the countries that want to have the item “Host List” on the agenda.
My comment and experience
A lot of travellers stop travelling with Servas after one trip because they had a bad experience with the lists.
-A lot of the hosts never give an answer when they are asked to host travellers. -There are some small host lists but almost nobody of the list is reachable.
- Some countries have an enormous number of hosts but even then travellers cannot find a host sending 30 messages or making a high number of phone calls.
- We had to emphasize that hosts had to do the maximum to answer positive to a request
Too many hosts are listed in the host list although they don’t want to host members.
-Servas International had to do more to develop and help Servas in a lot of countries.
I want to end in an optimistic way telling that I receive a lot of travel reports of travellers who has met fantastic hosts and had wonderful experiences.
Kind regards,
Rita Dessauvage NS Servas Belgium & Luxemburg
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Received 29/09/05 from BOTSWANA
ITEM No. COUNTRY
BOT-001/002/003 BOTSWANA
Dear Friends:
I do not see on the current agenda three items that need to be discussed:
1. the work of area coordinators
2. how “areas” or regions are formed and which ones should exist
3. annual grants to countries with less than 20 members or where no fees are charged
If these items are already on the agenda, fine. If not, please include them.
In peace,
Sheldon
ServasBOTSWANA—Sheldon and Gudrun Weeks National Secretaries and Sheldon is also SERVAS Anglophone Africa Area Coordinator Box 10021 Village PO, Gaborone, Botswana Physical address Plot 943 Tlokweng Phone 267-392-5005, fax 267-313-3107 Sheldon's Cell 267-7130-6561, Gudrun’s 7142-0976 gudrun@info.bw
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Received 02/10/05 from Brazil
ITEM No. COUNTRY
BRA-001 BRAZIL
TOPIC 1:
CREATION OF A GLOBAL SERVAS VOLUNTEER CENTER
National Groups with specific needs would be able to find/contact potential Servas volunteers that live in other countries and offer them work. These hours of extra volunteer work could make a big difference for many National Groups.
We can see that many National Groups lack of volunteers to carry on both their routine work, as well as specific developmental projects.
Volunteers from more structured Servas Groups could provide a wide range of services. The number of possibilities is endless: internet work hours computer work hours translation work consulting help with gathering statistics help on implementing work procedures/forms/guidelines improve communication with local hosts edit host lists, work as reporters for local newsletters improve contact of National Group with other countries, etc, etc, etc
Roberto Borenstein
Servas Brazil - National Secretary
Area Coordinator - South America
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Received 02/10/05 from Brazil
ITEM No. COUNTRY
BRA-002 BRAZIL
TOPIC 2:
INVOLVEMENT/COMMITMENT OF THE STRONGER/MORE STRUCTURED SERVAS GROUPS IN HELPING ESTABLISHING AND GROWING SERVAS IN COUNTRIES WHERE IT IS NOT ESTABLISHED YET (OR HAS DISOLVED)
Countries that traditionally have a high number of travelers (USA, Germany, Canada, Great Britain, France, Italy, Australia, Israel, ????) should/could improve their commitment in finding potential hosts in new countries (or countries where Servas has dissolved). It is their interest that their travelers can find Servas Hosts in all countries they are visiting. If Servas travelers don´t find Servas hosts in the countries they visit, they will very probably join Hospitality Club and other clubs.
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Received 02/10/05 from Brazil
ITEM No. COUNTRY
BRA-003 BRAZIL
TOPIC 3:
ALL NATIONAL GROUPS SHOULD FOCUS ON PROVIDING THE BEST POSSIBLE SERVICE TO MEMBERS AND INQUIERERS. THE SERVICE PROVIDED TO FOREIGNERS SHOULD NOT BE DIFFERENT THAN THE SERVICE PROVIDED TO LOCALS.
Approved Servas travelers should be able (and should have the right) to get hosts lists and information of any country, in any country. They should never be told things like "please, contact the country that issued your letter of introduction", etc... Servas International could develop a global document of Rights and Duties of Hosts and Travelers
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Received 02/10/05 from Brazil
ITEM No. COUNTRY
BRA-004 BRAZIL
TOPIC 4:
ALL NATIONAL GROUPS SHOULD BE ENCOURAGED TO ESTABLISH THEIR DEVELOPMENT PLAN, WITH CLEAR AND REALISTIC GOALS. THIS INFORMATION SHOULD BE TRANSPARENT AND AVAILABLE FOR KEY PEOPLE WORLDWIDE
Servas Organization does not have any tradition in working on establishing development programs and goals (Short term, medium term and long term), in a coordinated way. All NG’s should be encouraged to work on establishing clear and realistic goals, proportional to their means and working conditions.
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Received 02/10/05 from Brazil
ITEM No. COUNTRY
BRA-005 BRAZIL
TOPIC 5:
RELATIONSHIPS BETWEEN NATIONAL GROUPS
Servas philosophy is based on the idea that the 2 day contact between individuals (hosts and travelers) of different cultures and backgrounds will enable them to exchange experiences, and to learn from each other. If Servas visualizes that hosts and travelers should be open minded and genuinely interested in getting to know each other, wouldn´t it be natural that National Groups should also share this idea and use it in developing links with other National Groups? I think that National Groups should be encouraged to strengthen ties with Servas Groups from neighbouring countries, get to know how they function, understand their strengths and weaknesses, share experiences, and hopefully work together in building common projects. When National Groups learn that they can develop stronger friendship ties with neighbouring Servas Groups, their members will also be positively impacted.
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Received 02/10/05 from CANADA
ITEM No. COUNTRY
CAN-001 CANADA
Dear Geoff and Exco,
Attached is a proposal for the Rome meeting, for a new Servas logo and slogan, mentioned in my note to you of Sept. 28:
Please note that we have only translated the slogan into two languages - we envision it in all possible languages, conveying the same message.
In peace, Penny Pattison National Secretary SERVAS Canada
SERVAS Canada Proposal: Change the SI logo and slogan.
Background: Our logo and our slogan have changed a lot over the years, it’s not sacred or fixed. We started with a door to a globe map plus a laurel wreath. Our first slogan said open doors… to homes and hearts. Many countries that are not satisfied with our current logo or slogan, have designed others and use their own logos and slogans.
Past logos used by SI:
Reasoning: Some think our logo looks like: fish in a net, four people behind bars, etc. Our current logo doesn’t “say” Servas’ aim: world peace through visits. A dove is the symbol of peace and we are about home stays worldwide. Canada believes this is conveyed in the logo we are now using nationally and welcome Servas International to adopt it.
Proposal: Adopt this logo and slogan (in many languages) worldwide.
Open doors, open hearts,
open minds, worldwide
Portes ouvertes, coeurs ouverts,
esprit ouvert, dans le monde entire
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Received 02/10/05 from CANADA
ITEM No. COUNTRY
CAN-002 CANADA
Dear Geoff and EXCO,
The following is a proposal for the Rome meeting, related to host list data, mentioned in my note to you of Sept. 28:
Host List Custodianship
The host list data of each Servas country is under the custodianship of that country. • Each country has complete control over the methods in which their host list data are received, entered, updated and stored; • Each sending country is responsible for mailing printed copies of their host list to other countries who request it (note that this job can be delegated to others, including delegation to SI in the case of small, developing countries); • Each sending country decides the methods in which their host list data is to be given to Servas travellers by receiving countries, or further used, distributed or published in any other way; • Each sending country will publish the rules for the use of their data (a standard set of rules will be developed and made available); • Each sending country may change the rules concerning their data from time to time; • Upon accepting the host list from a sending country, the receiving country respects and agrees to the rules that are published by that sending country; • Each receiving country will register with the Servas International Host List Coordinator, their commitment to respect the rules of all of the sending countries, as part of the annual host list distribution process; and • Any violations may result in immediate suspension from Servas of all those directly or indirectly involved.
Thanks once again for your tremendous efforts for a successful GA.
In peace, Penny Pattison National Secretary SERVAS Canada
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Received 02/10/05 from CANADA
ITEM No. COUNTRY
CAN-003 CANADA
Dear Geoff and EXCO,
The following is a proposal for the Rome meeting, related to a Neutral Moderator for the GA, mentioned in my note to you of Sept. 28:
Permanent Neutral Chair
Proposal • To make the position of neutral chair part standard practice; • to create a policy which defines the process of selecting a chair; • to make this requirement permanent; and • to change the statutes to reflect this neutrality. Rationale • No Exco President is neutral • Being the chair means that the President cannot offer opinions • Being the chair takes special training/experience • Being the chair is a very significant role and can ruin or support a very productive meeting • The role of the chair needs clarity, agreed upon beforehand • The person(s) to chair need to be agreed upon by the major players ahead of time Thanks for including this topic.
In peace, Penny Pattison National Secretary SERVAS Canada
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Received 22/09/05 from CANADA
ITEM No. COUNTRY
CAN-004 CANADA
Dear Geoff
Attached is a motion from Servas Canada which was also submitted for the 2004 Barcelona GA. We would like to have it added to the agenda for the Rome GA.
In peace,
Penny Pattison NS, Servas Canada
RESOLUTION to the S.I. Conference – Rome 2006 from Servas Canada
WHEREAS the position of S.I. Treasurer is one of the most important jobs within S.I., and includes both long-term financial planning and day-to-day accounting;
AND WHEREAS the act of electing a volunteer S.I. Treasurer may result in a different person occupying that position every three years;
AND WHEREAS the person holding the position of S.I. Treasurer, as a volunteer, may not have a lot of time to devote to that position outside of regular day-to-day employment;
AND WHEREAS an elected volunteer S.I. Treasurer may not have the qualifications necessary to do the accounting portion of the job properly;
AND WHEREAS the above-mentioned issues have created disruption in service, inconsistency, lack of continuity, and lack of accountability to S.I. in the past;
FURTHERMORE, WHEREAS the Audit Committee has uncovered financial irregularities and concerns;
AND WHEREAS some countries are withholding payment to S.I. due to these financial irregularities and concerns;
AND WHEREAS this atmosphere of mistrust surrounding S.I. finances is destructive to the organization;
AND WHEREAS it is in S.I.’s best interests to have its finances well managed and to have timely compliance with its financial guidelines;
AND WHEREAS, in light of the large budget S.I. manages, it is desirable to ensure that the S.I. Treasurer is fully qualified, will comply with S.I. spending guidelines and policies in a timely manner, and will devote the time necessary to carry out the duties of Treasurer;
BE IT RESOLVED that the General Assembly approve the creation of a permanent paid Accountant position;
AND THAT S.I. statute VII 4) be changed to define the different roles of Treasurer and Accountant, and state that the paid Accountant be accountable to EXCO and under the authority of EXCO;
AND THAT EXCO, immediately after this conference, take action to develop a job description and hire, through an open and competitive process, a part-time, neutral, paid, professional accountant as Accountant;
AND THAT the elected S.I. Treasurer concentrate on the overseeing of S.I. financial interests and contribution of financial expertise to long-term issues.
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Received 26/09/05 from CANADA
ITEM No. COUNTRY
CAN-005 CANADA
September 25, 2005
Dear Geoff,
Servas Canada would like to forward the following agenda item for the General Assembly to discuss at the next Servas International conference in Italy in 2006:
A Policy Committee be created made up of at least 5 members with at least 3 having experience in developing clear concise policy, and that the statutes be revised to allow for the policies that are developed to be binding.
Background and Rationale: We feel it is very important to develop permanent and binding policies and protocols that will ensure continuity in the way Servas operates. The statutes include constitution and by-laws but not operating practices.
We believe that when the General Assembly decides on particular practices, it is the role of the Policy Committee to create policies that reflect these practices and the role of the Statutes Committee to change the statutes to reflect them. (Usually the statutes are brief and changed rarely, e.g. only when there is a major change, or when the number in the executive changes.)
Binding policies are needed to ensure clear agreed upon practices that are permanent (unless they are altered officially at a future general assembly). Because of the turnover from one general assembly to the next, continuity is a serious challenge. Currently, decisions made at one general assembly are not ratified into permanent, binding decisions and may or may not be adhered to by the next executive. A clear listing of decisions made at assemblies is not always available, understood, or followed. The Policy Committee would be responsible for ensuring that the decisions on certain practices would be implemented and be binding on the various committees including the executive. Policies define mandates, expectations, practices and steps to take if there are disagreements or non-adherence.
Policies and protocols or procedures are needed in at least the following areas: • Policy Committee • Executive Committee • Financial and Audit (already written, latest version entitled Financial Operating Procedures Package, dated March 2005 with amendments from July 2005 and November 2005) • Nomination Committee, specifically including set criteria for candidates • Appeals Committee • Development Committee • Information and Communications Team • Job Description and Statutes Committee
In cooperation with the Policy Committee, every committee or team also needs to develop its own terms of reference, to be ratified by the general assembly, and which would also then be binding. The terms of reference would include: • Terms of office • Number and composition of members • How members and chairs are elected/appointed within that committee
• Scope of jurisdiction and limitations • How decisions are made • Representation and reporting mechanism, e.g. to Executive? To general membership?
This would alleviate many misunderstandings about jurisdiction and reporting mechanisms.
Penny Pattinson NS Servas Canada
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Received 02/10/05 from EGYPT
ITEM No. COUNTRY
EGY-001 EGYPT
Hello Exco:
I would to present to you as the National Secretary what would Egypt Servas wants to help in and add in the eGA agenda:
Egypt wants to ask for voting for Egypt to become an official member group for as far we now have about 30 Day and Regular host members.
Mourad Guirguis, National Group establisher, and NS of Egypt Servas.
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Received 02/10/05 from Egypt
ITEM No. COUNTRY
EGY-002 EGYPT
Hello Exco:
I would to present to you as the National Secretary what would Egypt Servas wants to help in and add in the eGA agenda:
Setting new strategies to help IN Servas to have more powerful presentation in each country of the world, and to able to present itself in new countries, so that it can make more profound presentation in the world which is so need of its values. In other words, how to make Servas known to almost every normal local citizen of a country and not to just only those people who are interested in travel.
Mourad Guirguis,
National Group establisher, and NS of Egypt Servas
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Received 02/10/05 from Egypt
ITEM No. COUNTRY
EGY-003 EGYPT
Hello Exco:
I would to present to you as the National Secretary what would Egypt Servas wants to help in and add in the eGA agenda:
Propose for Servas Areas studies, Education Programme, Servas (Charter) Principles, Future Form of Servas, Brochure poster for distribution to Member Groups, Capacity Development of Member Groups, Showcase of specifications for Technical materials for Servas Outreach
Mourad Guirguis, National Group establisher, and NS of Egypt Servas.
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ITEM No. COUNTRY
EGY-004 EGYPT
Hello Exco:
I would to present to you as the National Secretary what would Egypt Servas wants to help in and add in the eGA agenda:
Create a specialized committee only for helping and setting up all countries that want to join Servas, and the very new baby member groups that just joined as well. For example, Tunisia who has written in the last SI newsletter that after my tries they throw up their in arms of frustration, according to their specific words. Also Egypt, which is currently standing on me only trying to establish it which is very hard with just the help of sporadic different individuals in Servas. It needs more than that. Another example; No general info in anywhere in the Servas websites that talk about the international conferences like the GA, about who is eligible to go , and how to apply, and is there any who can go on the budget of Servas IN or all on your own - you can’t answer to any of these, you have to ask someone.
Mourad Guirguis,
National Group establisher, and NS of Egypt Servas
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Received 02/10/05 from EGYPT
ITEM No. COUNTRY
EGY-005 EGYPT
Hello Exco:
I would to present to you as the National Secretary what would Egypt Servas wants to help in and add in the eGA agenda:
Finding and setting up new ideas and strategies for IN Servas to support itself financially in a more better way than just the servas stamps. For example, the YMCA is a non profit non governmental organization affiliated with the UN as Servas exactly, but it has many different ways to support itself financially which help it to have a very more powerful presentation of itself in the world as we all know about the YMCA.
Mourad Guirguis, National Group establisher, and NS of Egypt
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Received 02/10/05 from EGYPT
ITEM No. COUNTRY
EGY-006 EGYPT
Hello Exco:
I would to present to you as the National Secretary what would Egypt Servas wants to help in and add in the eGA agenda:
Recent posting on the website of the International Servas about all persons in charge who are the Exco and the president with their names and pictures and brief biography of him/her, so that to give the International Servas website more official and credential way for any interested person who is looking to join.
Mourad Guirguis, National Group establisher, and NS of Egypt
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Received 02/10/05 from GARY SEALEY
ITEM No. COUNTRY
EXC-001 EXCO - GarySealey
President Geoff:
To make sure that this is on the eGA: since Pablo is not a national secretary, and as I am the contact for the Youth Project on the EXCO, I formally request that this item be "Youth in Servas" be placed on the agenda of the eGA.
Gary Sealey Peace Secretary
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Received 02/10/05 from Claudio Pacchiega
ITEM No. COUNTRY
EXC-002 EXCO – Claudio Pacchiega
WHALE data under Germany?
Countries cannot privately handle data for other countries (see Germany and Whale), without the complete approval and in close contact and supervision of the GA and the Exco which is elected by GA
Cases are two: either GA votes that Germany CAN handle data of other countries without any connection with Exco, and so they will be fully authorized.
or GA refuses this and Germany has to give back the data handling (NOT necessary Whale) to Exco or have different people who accept to work in strict agreement and supervision from Exco. Note that the fact I'm not more Host list coordinator might help.
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Received 02/10/05 from Claudio Pacchiega
ITEM No. COUNTRY
EXC-003 EXCO – Claudio Pacchiega
HLG to make pilot project for distributing host lists based on survey
Allow Host List group to make some pilot project with full observance of Privacy protection rules to try to use different and innovative way of spreading the host lists to travellers.
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Received 02/10/05 from Claudio Pacchiega
ITEM No. COUNTRY
EXC-004 EXCO – Claudio Pacchiega
HLG to set up guidelines for improving host list quality
Host List group will define some guidelines/recommendations to be accepted by GA that can be used to check and improve the quality of host lists based on feedback from travelers.
Proposal by HLG
The HLG, Host List Group, has been asked to find the best way to create and distribute host lists worldwide.
We will examine:
efficiency, existing and new methods, protecting privacy, cost-saving, internationally compatible systems, reducing work, etc.
Before April 2nd 2006 we will circulate a survey to many Nat Secs, asking about their country's Current practices and what FUTURE ways might work best. Based on this information we plan to submit our suggestions for improving current host list publishing and distribution. We hope the EGA will listen, discuss and perhaps decide to accept our suggestions, or create something even better.
Respectfully submitted by Michael Johnson, on behalf of HLG.
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Received 29/09/05 from FRANCE
ITEM No. COUNTRY
FRA-001 FRANCE
Dear Geoff, dear Claudio,
Here are the items we would like to see on the agenda. This is a very hard work because of the huge amount of items. We wish you a lot of courage to find time for all of them. But hopefully some of them are sent by several countries at the same time. Thank you for your hard work. Greetings. French national secretary Jacqueline Spaak
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Translations at the GA
Agenda item :#1
Present all agenda items/proposals in a written form to the delegates (in at least 3 languages : English Spanish and French) before agenda items/proposals are voted on.
The reality is that debates and decisions are in English during the GA. Another reality is that only a very small part of the delegates can follow the discussions in English and so, many motions are voted on in a total confusion and irresponsibility.
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Received 29/09/05 from FRANCE
ITEM No. COUNTRY
FRA-002 FRANCE
Dear Geoff, dear Claudio,
Here are the items we would like to see on the agenda. This is a very hard work because of the huge amount of items. We wish you a lot of courage to find time for all of them. But hopefully some of them are sent by several countries at the same time. Thank you for your hard work. Greetings. French national secretary Jacqueline Spaak
New legal seat
Agenda item : #2
No longer have S.I. registered with a private person.
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Received 29/09/05 from FRANCE
ITEM No. COUNTRY
FRA-003 FRANCE
Dear Geoff, dear Claudio,
Here are the items we would like to see on the agenda. This is a very hard work because of the huge amount of items. We wish you a lot of courage to find time for all of them. But hopefully some of them are sent by several countries at the same time. Thank you for your hard work. Greetings. French national secretary Jacqueline Spaak
New bank account
Agenda item : #3
Have S.I.'s bank account opened in euro area.
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Received 29/09/05 from FRANCE
ITEM No. COUNTRY
FRA-004 FRANCE
Dear Geoff, dear Claudio,
Here are the items we would like to see on the agenda. This is a very hard work because of the huge amount of items. We wish you a lot of courage to find time for all of them. But hopefully some of them are sent by several countries at the same time. Thank you for your hard work. Greetings. French national secretary Jacqueline Spaak
Define what an officer is
Agenda item : #4
Define what an officer is, his/her rights, duties and responsibilities.
The S.I. statutes refer to "officers" (Art. III at least 6 to no more than 25). Six of them are named : Exco people + SI News Editor ; but who are the others ? In the previous Exco we could list around 42 persons who might have been considered as "officers" in S.I.
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Received 29/09/05 from France
ITEM No. COUNTRY
FRA-005 FRANCE
Dear Geoff, dear Claudio,
Here are the items we would like to see on the agenda. This is a very hard work because of the huge amount of items. We wish you a lot of courage to find time for all of them. But hopefully some of them are sent by several countries at the same time. Thank you for your hard work. Greetings. French national secretary Jacqueline Spaak
GA empowerment
Agenda item : #5
Define and explain the power/authority of the GA with help of workshops before the opening ot the debates of the GA.
According to S.I. statutes (Art. IV 7.) decisions made by the GA are binding on the activities and priorities of S.I. According to the Swiss law (Art. 64) the GA represents the sovereignty of the association. It seems that many country members and Exco are not always aware of this rules and that many motions, voted during a GA, are neither respected nor followed.
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Received 29/09/05 from FRANCE
ITEM N0. COUNTRY
FRA-006 FRANCE
Dear Geoff, dear Claudio,
Here are the items we would like to see on the agenda. This is a very hard work because of the huge amount of items. We wish you a lot of courage to find time for all of them. But hopefully some of them are sent by several countries at the same time. Thank you for your hard work. Greetings. French national secretary Jacqueline Spaak
Accurate, current ,verifiable Hosltlists
Agenda item : #6
Determine ways to have accurate, current, verifiable host lists.
Some years ago, Servas-France had refused to distribute host lists of about 20 countries because they had not been up dated for more than 2 years. In spite of real efforts to improve the edition and the distribution of host list, nothing has been done to evaluate and ensure the qualities and reliabilities of the data. This has to be done thanks to cross-border co-operations and with help of a S.I. host list improvement board.
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Received 29/09/05 from FRANCE
ITEM No. COUNTRY
FRA-007 FRANCE
Dear Geoff, dear Claudio,
Here are the items we would like to see on the agenda. This is a very hard work because of the huge amount of items. We wish you a lot of courage to find time for all of them. But hopefully some of them are sent by several countries at the same time. Thank you for your hard work. Greetings. French national secretary Jacqueline Spaak
New structure for Exco
Agenda item : #7
Turn Exco into a functional Executive Board of 3 persons.
As already required in the White Papers (1992 - 2001) in the document written during the summer university in Poland, a more functional Executive Board is necessary. To be efficient its number of officers will be reduced to 3 persons to coordinate and manage S.I. in accordance to the decisions mandated by the GA.
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Received 29/09/05 from FRANCE
ITEM No. COUNTRY
FRA-008 FRANCE
Dear Geoff, dear Claudio,
Here are the items we would like to see on the agenda. This is a very hard work because of the huge amount of items. We wish you a lot of courage to find time for all of them. But hopefully some of them are sent by several countries at the same time. Thank you for your hard work. Greetings. French national secretary Jacqueline Spaak
Clear accountability or Exco members and other officers
Agenda item : #8
Exco members and other officers must individually submit annual activity and financial reports to the Exco News and the website insofar as they get money from S.I.
Since the GA in Thailand, Exco members and all officers who get money must give an annual activity and financial report. As the definition of "officer" is not given in the statutes, the transparency of the functioning is very limited.
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Received 29/09/05 from FRANCE
ITEM No. COUNTRY
FRA-009 FRANCE
Dear Geoff, dear Claudio,
Here are the items we would like to see on the agenda. This is a very hard work because of the huge amount of items. We wish you a lot of courage to find time for all of them. But hopefully some of them are sent by several countries at the same time. Thank you for your hard work. Greetings. French national secretary Jacqueline Spaak
New rules for the voting rights
Agenda item : #9
For any election or vote at the GA, the attending delegates of each national group shall have voting rights linked with the number of hosts in her/his country and/with all decisions will be adopted if voted for by at least ten national groups.
These 2 points must work together and can't be separated. There could be 4 groups of country members according to their importance of hosts. It is no longer fair to say that 10 = 750 or that 10 = 1500 ; we must improve the representation of all the hosts.
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Received 29/09/05 from FRANCE
ITEM No. COUNTRY
FRA-010 FRANCE
Dear Geoff, dear Claudio,
Here are the items we would like to see on the agenda.
This is a very hard work because of the huge amount of items. We wish you a lot of courage to find time for all of them. But hopefully some of them are sent by several countries at the same time. Thank you for your hard work. Greetings. French national secretary Jacqueline Spaak
More equitable resources for S.I.
Agenda item :#10
Totally rework the financial system to assure the future development of Servas.
Actually only travellers pay to S.I. which means that as the number of travellers is now decreasing , the resources of S.I. are decreasing. Until now the easy solution was to raise the price of the S.I. stamps by a vote of country members which don't have to pay anything to S.I. This will lead to conflicts sooner or later
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Received 29/09/05 from GERMANY
Dear Geoff,
I attach the agenda items Servas Germany is submitting to the agenda of the EGA. Best regards Inken
Proposed Agenda Items for the EGA in Rome
- submitted by Servas Germany e.V. -
ITEM No. COUNTRY
GER-001 GERMANY
1) Exco communicates with all National Secretaries as contact persons
To assure communication with National Groups Exco communicates with the National Secretary only. Official communications of EXCO must be sent to all National Secretaries, numbered sequentially, and any private communication between an officer of EXCO and their private email list cannot use title of office and is not official. Exco should make sure that important information is sent to each National Secretary – by e-mail or, when National Groups do not have a functioning e-mail-address, by regular mail
Reasons: In the past important information from Exco to National Groups was not communicated to the National Secretary but to other members of the National Group. +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ ITEM No. COUNTRY
GER-002 GERMANY
2) GA empowerment
Define and explain the power/authority of the GA with help of workshops before the opening of the discussions/debates of the GA.
Reason: According to S.I. statutes (Art. IV 7.) decisions made by the GA are binding on the activities and priorities of S.I. According to the Swiss law (Art. 64) the GA represents the sovereignty of the association. It seems that many country members and Exco are not always aware of this rules and that many motions, voted during a GA, are neither respected nor followed. +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-003 GERMANY
3) The Agenda of the General Assembly (GA) has to be carried out in the way the GA has decided
Reasons: It is the natural right of every assembly to decide itself about its agenda – including the possible changes.
The GA 2004 took quite a chaotic course because the then Exco prevented a decision on the agenda of the GA. For this reason alone all decisions of the GA 2004 violate Clause IV 3) of the SI Statutes. This must not happen again. Therefore the persons that will be in charge of future GA’s should be responsible for clear rules which ensure the general assembly determines its agenda and any agenda changes. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-004 GERMANY
4) Minutes of the GA
To be minutes of decisions and voting results only. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-005 GERMANY
5) Translations at the GA
Present all agenda items/proposals in a written form to the delegates (in at least 3 languages: English Spanish and French) before agenda items/proposals are voted on.
Reason: The reality is that debates and decisions are in English during the GA. Another reality is that only a very small part of the delegates can follow the discussions in English and so, many motions are voted on in a total confusion and irresponsibility. +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-006 GERMANY
6) Request to follow the Swiss Civil Code
All officers of Servas International (SI) are obliged to follow the Swiss Civil Code, Art. 60 to 79) as the law of the country where SI is registered.
Ground: In the past officers of SI have not followed the Swiss Civil Code. This behaviour is illegal and cannot be accepted. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-007 GERMANY
7) Define what a Servas International officer is
Define what an officer is, his/her rights, duties and responsibilities.
Reasons: The S.I. statutes refer to "officers" (Art. III at least 6 to no more than 25). Six of them are named: Exco people + SI News Editor; but who are the others? In the previous Exco, we could list around 42 persons who might have been considered as "officers" in S.I. +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-008 GERMANY
8) Candidates for SI-officers and Committee members must be first approved by their National Group
Reasons: The National Group knows whether a person is reliable; so it should be asked before a person is candidate for an office in SI. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ ITEM No. COUNTRY
GER-009 GERMANY
9) New structure for Exco
Turn Exco into a functional Executive Board of 3 persons.
Reason: As already required in the White Papers (1992 - 2001) and in the document written during the summer university in Poland, a more functional Executive Board is necessary. To be efficient its number of officers needs to be reduced to 3 persons to coordinate and manage S.I. in accordance to the decisions mandated by the GA +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-010 GERMANY
10) Clear accountability of Exco members and other officers
Exco members and other officers must individually submit annual activity and financial reports to the Exco News and the website insofar as they get money from S.I.
Reason: Since the GA in Thailand, Exco members and all officers who get money must give an annual activity and financial report. As the definition of "officer" is not given in the statutes, the transparency of the functioning is very limited. +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-011 GERMANY
11) Request to recall Honora Clemens, General Secretary 2004-2007, from office
Recall Honora Clemens, General Secretary 2004-2007, from office.
Reasons: Honora Clemens was not elected according to the Statutes of SI. Only members of SI have the right to propose candidates for offices in SI. Members are national groups only. US Servas did not nominate Honora Clemens for the office of a General Secretary. A self-nomination of individual persons without the approval of the resp. member is not legally intended. Honora Clemens did not act according to the Statutes of SI and according to the Swiss Civil Code when she did not accept that more than 20% of the member groups of Servas International requested an extraordinary General Assembly.
According to the Statutes of SI, Clause IV 2), “the General Assembly may be convened at any time when requested by at least one fifth of the member groups”. The Swiss Civil Code adds, that the General Assembly has to be convened by law if one fifth of the members request it (Art. 64.3). We cannot accept that a member of the Excecutive Board violates the rights of the members of SI in the way Honora Clemens did. Furthermore, Honora Clemens worked together with a group of people whose names she did not communicate. A behaviour like this is intolerable for a person that is supposed to be part of the Executive Committee of SI. +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-012 GERMANY
12) Recall Bibendra Pradahanga, Vice President 2004-2007, from office and seek repayment of SI money unaccounted for.
Recall Bibendra Pradahanga, Vice President 2004-2007, from office, and seek repayment of SI money unaccounted for.
Reasons: Bibendra Pradahanga owes SI correct receipts for 12,053 CHF he received from SI during his Vice-Presidency from 2001 to 2004 (see Treasurer Action Report of April 2nd, 2005). He has been asked several times by the Audit Committee and the current Exco members to submit the required documents. He is not co-operating in this issue. We cannot accept that a member of the Excecutive Board damages SI to such an extent. We expect Exco to take appropriate civil action against Bibendra Pradahanga at the responsible court and that he be ordered to pay CHF 12,053 and to excecute – if necessary - the international enforcement proceedings. We cannot accept the spending of SI money which has not been properly documented and accounted for, remain with Bibendra Pradahanga. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-013 GERMANY
13) Take civil action against Marco Kappenberger
Take civil action against Marco Kappenberger at the responsible court , demand reimbursement of CHF 14,000 to SI and excecute – if necessary - the international enforcement proceedings. Reasons: Marco Kappenberger, SI Peace Secretary 2001-2004, did not return money (CHF 2,000) that he had been advanced to attend the SI Conference in Thailand 2001 even though he did not attend the conference. He also claimed CHF 12,000 as expenses without any invoices or supporting documents. He refused to cooperate with the Audit Committee 2001-2004 and with Exco 2004-2007. For transparency and accountability, EXCO cannot accept that money of SI, the spending of which has not been properly documented and accounted for, remain with Marco Kappenberger +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++.
ITEM No. COUNTRY
GER-014 GERMANY
14) Elect all Exco-Officers during the extraordinary General Assembly in Rome
All positions of Exco officers as mentioned in the Statutes of SI shall be elected during the extraordinary General Assembly in Rome.
Reasons: In the Statutes of SI, Clause III, state that “the term of office for all officers ends no later than three months after a General Assembly”. There are no different regulations for extraordinary or additional General Assemblies +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++.
ITEM No. COUNTRY
GER-015 GERMANY
15) Develop and adopt “Rules of Procedures” ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-016 GERMANY
16) Adopt the financial operating procedures developed in Barcelona
Reasons: There must be regulations about the finances to avoid abuse of SI-money. +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-017 GERMANY
17) Define membership fees in the Statutes of SI
Membership fees must be defined in the Statutes of SI.
Reasons: On June 1st 2005, an amendment of Art. 71 Swiss Civil Code became effective. Accordingly membership fees can only be requested when the statutes define them +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++.
ITEM No. COUNTRY
GER-018 GERMANY
18) More purposeful distribution of SI funds
Totally rework the financial system to assure the future development of Servas.
Reason: Actually only travellers pay to S.I. which means that as the number of travellers is now decreasing, the resources of S.I. are decreasing. Until now the easy solution was to raise the price of the S.I. stamps by a vote of country members which don't have to pay anything to S.I. This will lead to conflicts sooner or later. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-019 GERMANY
19) Accurate, current, verifiable Hostlists
Determine ways to have accurate, current, verifiable Hostlists.
Reason: There are many hostlists that have not been up dated for more than 2 years. In spite of real efforts to improve the edition and the distribution of hostlist, nothing has been done to evaluate and ensure the qualities and reliability of the data. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
GER-020 GERMANY
20) Membership verification for Servas countries with voting rights. Every member country will have (minimum of) 18 hosts (full or day host). Every national secretary will have to update EXCO (or the int. host list coordinator) at a certain time (e.g. every January), what actions were taken to have as updated, accurate, qualified data possible in 'his' host list.
Berlin, Germany - September 28th, 2005 - Inken Resa-Thomas - National Secretary - Servas Germany e.V.
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Received 01/10/05 from INDIA Dear Mr. Gary, • please find the document detailing the points that need to be at the EGA at Rome during April 2006. • Changes proposed in the Servas Statutes to be considered in EGA at Rome during April 2006 • Servas is a international network of hosts and travellersThe purpose of the network is to help build world peace, goodwill and understanding by providing opportunities for personal contacts among people of different cultures, different language ,backgrounds and nationalities.
Servas is a Peace organization where there should not be any conflicts or disputes. But if these prevail, they should be amicably settled by sitting across and discussing the same rather than by enforcement or punishment.. Off late we have been studying the existing statutes and feel the following suggestions could be incorporated in the Statute to make it more robust and effective:
ITEM No. COUNTRY
IND-001 INDIA
The calling for EGA or any other urgent meeting may be decided on 50% majority of the voting countries and not by 20% as prevailing now. By this , EGA would be required only in cases of extreme urgency and serious issue. +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
IND-002 INDIA
The need for good meeting decorum and qualitative behaviour assumes great importance in Servas and it should be maintained in all meetings conferences , get togethers. and with committee interactions. Decent language and good behaviour should prevail in the meeting and avoid usage of bad or unparliamentary words. +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
IND-003 INDIA
The Internal Auditor or the Internal Audit committee will be appointed by the Exco and the scope of his/their work and his/their reporting will be clearly specified. He /they will report to the Exco and will not share or contact any member in respect of his findings. It will be the Exco only which will communicate the findings to the member and do all that is deemed fit by them to resolve the issue. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
IND-004 INDIA
The member country which has not paid the stamp payments to SI will not have voting rights in the general assemblies. All stamp payments to be settled in the current accounting year to avoid carry forward of the dues to the next year. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
IND-005 INDIA
Voted decisions of the General Assembly to be communicated to all NS for percolation of the same to all members. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
IND-006 INDIA
Qualifications and terms of appointment for the office bearers would need to be clearly specified. Their appointment will continue till the occurrence of the next General Assembly unless otherwise warranted. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
IND-007 INDIA
Data Privacy and Data protection to be ensured. Given the Data protection procedures are robust, it would be suggestive to upload the Host Directories to the Website and passwords given to the National Secretaries who would in turn download the required portions for the benefit of the Servas Traveller. +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
ITEM No. COUNTRY
IND-008 INDIA
Suggest formation of committee for settling dispute issues amongst member countries by peaceful hearing of the case and making both the parties to the case to come to mutual and satisfactory understanding +++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++.
ITEM No. COUNTRY
IND-009 INDIA
Erring/defaulting officers to be warned and cautioned for lack of improvements in their work performance failing which it could result in replacing them
Dr Ramesh Sharmer - N S Servas India ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
Received 02/10/05 from ISRAEL
Dear EXCO members shalom
Please find attached the Servas Israel proposed agenda items For the GA/EGA in Rome, 4/2006.
Warm regards
Rami Rafaeli
Na.Sec. Servas Israel
Servas Israel 9/2005
Proposed items for the agenda 4/2006 GA/EGA in Rome
ITEM No. COUNTRY
ISR-001 ISRAEL
1. Communication & discussion
This proposal is about our ability to bring the GA a well prepared proposal for agenda items, based on early discussion, involvement and buy-in of as many delegates as possible.
In order to achieve the above, we should:
1.1 Start operating as soon as possible, under defined, basic rules, ordered, formal, agreed upon forum of National Secretaries (or deputies) only. To be used for on-going international subjects for discussion, surveys and mutual conclusions.
1.2 Have a workshop that will suggest: practical & operational, solutions to improve this Servas world wide tool-of-communication between member countries delegates.
Rational A. The rhythm of modern life and the updated means of communication urge us to maintain a formal communication and exchange of ideas, more than once in three years.
B. In the last few years, the number of delegates- which are involved and take part in the international discussions and activities, in between the General Assemblies, is constantly decreasing.
C. Attendance in distant discussion does not require dealing with money, financing and bureaucracy, (which sometimes, unfortunately happens to be the main issue).
D. This subject (DD) got a wide support in 'Thailand 2001 conference' and in 'Barcelona 2004 conference' and it's about time to implement at least a simple, initial, world-wide-discussion, and not to wait any longer.
NOTE: For having wide attendance, the discussion procedure will be scheduled and declared in advance. As mentioned before, the conclusions and mutual ideas of this forum, will serve as a proposal for the GA.
ITEM No. COUNTRY
ISR-002 ISRAEL
2. Membership verification
Let's keep in mind: Good communication and updated host lists are the 2 key success factors for achieving the Servas mission
For Servas countries with voting rights:
2.1 Every member country will have minimum of three official contact persons.
2.2 Every member country will have minimum of 20 hosts (full or day host)
2.3 Every national secretary will update EXCO (or the int. host list coordinator) on a predefined schedule (e.g. every January), which actions were taken to verify the accuracy & qualification of his/her host list data. The authorized person will summarize and send this information to all member countries.
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Received 29/09/05 from ITALY
Dear Geoff
I want to resume the items title we have already proposed to be put in the agenda of the next Servas Assembly - In Peace - Mario Burlando - N.S. Servas Italy
ITEM No. COUNTRY
ITA-001 ITALY
Define new rules for candidates nomination to important changes in Servas International
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ITEM No. COUNTRY
ITA-002 ITALY
Nominations of National Secretary must be democratically elected and only for a maximum of three repeat
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ITEM No. COUNTRY
ITA-003 ITALY
Treasurer/ DFC Team: Financial work and DFC must be carry on by a team of 3 persons appointed directly by EXCO
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ITEM No. COUNTRY
ITA-004 ITALY
Each country must have a Statutes and if not a default statutes must be adopted
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ITEM No. COUNTRY
ITA-005 ITALY
Arbiters Committee must be installed to sort out problems with membership
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ITEM No. COUNTRY
ITA-006 ITALY
Non functional officers must have a procedure to deal properly with
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ITEM No. COUNTRY
ITA-007 ITALY
Dolphin proposal: each countries must have the possibility to use the same structure of data , using an on line or off line database
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ITEM No. COUNTRY
ITA-008 ITALY
Euro located Bank
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ITEM No. COUNTRY
ITA-009 ITALY
Distant vote for reporting each year (not for any minor problem)
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ITEM No. COUNTRY
ITA-010 ITALY
Area coordinators and Communication Team should be appointed directly by EXCO not elected by GA
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Received 02/10/05 from SINGAPORE
ITEM No. COUNTRY
SIN-001 SINGAPORE
Proposal 1: DEVELOPMENT Workshop
Background : The Guatemala/Thai minutes mandate the tabling and discussion of Development at every General Assembly. This was a task that was sidelined in Spain despite the Development Concept Paper then submitted by the DFC.Singapore proposes that this vital topic is given due consideration with a workshop on Development and a GA presentation.The DFC Concept paper is duly attached as a starting point for discussion.
Submitted by Mullai Pathy 7.19 pm GST 2nd October 2005 NS Singapore.
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ITEM No. COUNTRY
SIN-002 SINGAPORE
Proposal 2 : Accountability
Singapore proposes that the GA discuss and implement with immediate effect, a mechanism for whereby Exco and all other officers holding international positions, can be made to relinquish their positions if they are found in serious breach of financial guidelines or other grievous misbehaviour. A suggestion is that the distant vote be utilised to gain the mandate of the GA for any such removal.
Submitted by Mullai Pathy 7.19 pm GST 2nd October 2005 NS Singapore.
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ITEM No. COUNTRY
SIN-003 SINGAPORE
Proposal 3- Conflict Resolution
Servas Internatioal's initial experiment with conflict resolution - the formation of the Appeals Committee in 2001- has not been fruitful. Singapore porposes that the Appeals committee be abolished and a Conflict resolution/mediation committee answerable directly to the GA be formed. The composition of such a committee must be undertaken with great care and outside resource persons can be utilised for neutral, professional and meaningful mediation.
Submitted by Mullai Pathy 7.19 pm GST 2nd October 2005 NS Singapore.
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ITEM No. COUNTRY
SIN-004 SINGAPORE
Proposal 4- Growth of Servas Workshop
Singapore proposes a workshop to discuss valuable and vital research on the growth of Servas in the last 20 years - Viability of the current Servas model and prospects for the future
The former Audit committee has spent a lot of time in the last three years investigating the past and current trends in membership and financial growth of Servas, as well as analysing the weaknesses of the current Servas model.There has been very limited informal discussion on this research but given, that many of the trends discerned are not favourable to growth, discussion on this paper must be more systematic and broadbased, and there must be an opportunity for the GA to devise solutions and strategies to counter and off set the downward trends. The report is available in English and Spanish on the Servas website.
Submitted by Mullai Pathy 7.19 pm GST 2nd October 2005 NS Singapore
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Received 02/10/05 from SINGAPORE (Mullai Pathy)
ITEM No. COUNTRY
SIN-005 INGAPORE
Development Concept Paper
DFC Roadmap: Reduce + Restructure + Reform + Re-orientate = Resurgence!
Introduction :
The DFC’s experience of the last few years suggests that ‘development’ seems to be a generally misunderstood concept in Servas in that most National Groups (NGs) and individuals seem to generally apply for funding for meeting/travel-related expenses and there have been very few applications for more creative peace, community development or recruitment-related projects. The DFC feels that meetings in themselves do not equal development and many of the key goals of SI such as an increase in membership (set in 2001,Thailand) are not being met. We agree that we cannot have one global plan for development- what is the next stage of growth in Canada is very different from that of say, China – but we do need the DFC to provide a global perspective that combats the complacency of ‘mature’ Servas communities that seem to have somehow persuaded themselves that they have reached the apex of growth as well as the frustration of those new and/or struggling Servas communities that seem to have uncritically accepted the idea that Servas primarily serves well-to-do western travellers who somehow ‘use’ 3rd world hospitality. The DFC was created in Guatemala to primarily administer a shift of excess funds from donor countries to developing countries. This function of the DFC has been modified to some extent over the last few years and it has to be redefined yet again as it is a patronising and simplistic concept of development. It is patronising as it does not recognise donor countries as having any developmental goals of their own to achieve themselves, it is simplistic as it addresses only the issue of money, ignoring the wider context within which a project is successful.
Thus the DFC strongly recommends a substantial policy shift: that the next DFC strike out from its presently passive role as a mere fund-granting committee to a more active role; that the DFC initiate, guide and support development projects as and when feasible. Thus there is a double set of developmental objectives- the first of the DFC itself to achieve and the second, what the DFC has to guide NGs to do for themselves.
There are specific proposals for the GA to vote on. These proposals will be found in the Summary of Proposals at the end. We would like development workshop participants to thoroughly and critically examine these proposals, refine them if need be and present a clear, coherent set of proposals for the GA to vote on.
Development Objectives for NGs: These are two-fold:
1.Within Servas: a/ Increase membership of existing NG’s, encourage NG’s to set 3-year targets, an actual number!
b/ Increase the number of NG’s, by using the more established NGs in a region to develop Servas groups in neighbouring countries
c/ Facilitating administrative strength of NG’s and promoting structured, democratic procedures within NG’s ie encourage move away from dependence on one-person administration, encourage legal registration of NG’s, support involvement of more volunteers, support regular elections of office-bearers
d/ Encourage local and national initiatives rather than ‘international meetings’ to create a stronger sense of community and purpose, with focus on youth/multicultural/ peace activities. Servas must provide some ‘value’ to all its members – those in less well-to-do circumstances who are highly unlikely to travel as well as those who have yet to receive any travellers.
2. Outside of Servas :
a/ NG’s to look for more opportunities to interact with wider community
b/ NG’s to initiate and/or support development, social justice, peace initiatives in their communities
Strategies:
We recommend a set of strategies whereby the DFC and NGs can achieve these goals, however, we note that the next DFC must be allowed some freedom to modify these strategies:
Develop Human Resources (DFC and NG’s)
Servas is rich in potential volunteers, with very valuable professional and community service experience. The DFC should • Identify and recruit those with such skills • Invest in appropriate training where necessary eg mediation/conflict resolution courses for Appeals Committee members • Consolidate volunteer interest by suitable involvement/responsibilities for Servas activities, especially by giving young people/new members some responsibilities • Organise resources for consultation by having a pool of resource persons who can advise or offer expertise eg pro-bono legal advisors, PR/publicity advisors
Foster Sense of Community(NGs)
Family Orientation/Youth
Focus on youth within Servas families on teens aged (14-18). This separate category is crucial as attitudes towards Servas involvement are formed at this age and we need to get them enthusiastic about Servas.
1. Recognition of children of Servas hosts in host lists – proper name, gender, age 2. Family orientation as far as possible-eg child programmes during meetings 3. Target special niche travellers= Servas families may host exchange students at universities (eg Germany’s Servas Campus Project), host NGO members attending specialist conferences eg (Servas Connect), 4. Free/low cost youth LOIs for internal/regional travel 5. Viable youth networks – over internet, regional groups, based on interests etc
Community outreach (NGs)
Focus more on
- Inter-generational activities - Multicultural activities - Mentorship programmes; possible source of retired Servas hosts (huge amount of skill, training, life experiences, networks to share) as volunteer mentors to kids at risk - Forging synergies with like-minded organisations (start with really small things eg celebrate International Peace Day in September with local UNO organisation)
Fundraising (NGs)
Local level , Encourage all and any creative fund-raising efforts = fetes, bake sale, garage sales, craft sales that have a multi-cultural, social element. National level, DFC be able to provide consulting advice, matching service (start and maintain list of organisations that provide funding for various efforts), help tailor Servas applications to meet their criteria , provide advice on application savvy, how to write up proposals, presentations.
DFC go beyond guidance and provide seed money for projects with potential to help some Servas communities become self-sustaining.
Communication (DFC) Crucial to project Servas effectively to the wider community. DFC to try to set up a team of advisors on this. We have already tried it- someone wrote at length on Servas net on this topic but when we invited him to work with us, he demurred. We must keep on trying Crucial to have viable means of constant communication within Servas- like Servasnet - but official. Some members feel cut off from Servas activities in their area and prefer to communicate through the internet. Help Servas officers avoid some of the pitfalls of inter-cultural communication when using English, maybe some training on using simple/plain English-DFC to identify resource persons for this
Meetings (NGs/DFC)
DFC’s most frequent funding request is for financial assistance to attend meetings. It is time to address the nature, need for meetings; ask hard questions about the effectiveness and efficiency of many face-to-face meetings; provide virtual alternatives; and some way of evaluating the effectiveness of such meetings.
What do meetings accomplish?
a) International conference - core goal of electing SI officials plus discussing key issues, setting broad goals for Exco team etc We are not too sure that a DFC-funded youth project should always run in parallel with such a conference.
b) Area conferences- These seem mandatory but many seem too unfocussed, diffused in scope and outlook while in essence if they are to be useful, they have to be defined in terms of their intended outcome, strategy, and official content and relevance.
The DFC recommends that instead of a fixed sum allocation in the SI budget for area meetings, regions apply to the DFC for any such meeting , justifying the usual DFC criteria for any such meeting.
Ideally an area conference is to prepare for the international conference = Sharing of concrete information = Develop a common regional strategy for developmental problems = Develop resolutions/proposals that have a realistic chance of being brought to fruition at the international conference = Have a clearly defined period for ‘official discussion/work/deliberation’ = Anyone applying for travel assistance to such a meeting must demonstrate pre-meeting planning/preparation/ involvement of work or commitment/assumption of specific responsibilities etc
Moreover area conferences may include a ‘fun ’ element , but more importantly serve as an event for group identification & may be educational, including discussion of Servas concepts as applied to regional social realities.
However, it must be clear that the social part of an area meeting must be self-funded as a matter of principle.
National/local meetings
National meetings may involve official business like elections, AGMs etc that are essential to administrative/ democratic strength of Servas NGs and are important for the DFC to support. However DFC monetary support (if any) should be limited to 3 years as NG’s must aim to become self-supporting.
Local meetings are the most vital element in building community spirit, are fundamental to the growth and cohesion of local group, are easily sustainable through home-based meetings etc BUT these are often neglected in many areas.
The DFC must encourage NGs to organise more of these. The support of the DFC in this area is not a financial one but it may be in terms of the DFC offering various, culturally- compatible ideas on how to organise such.
Recommended Terms of reference for DFC 2004-2007 : Identifying growth potential of Servas organisations at various levels, Initiating & monitoring joint projects with NGs, eg New Zealand for Pacific-based projects Setting up and overseeing the Development Trust Fund Coming up with a Charter of Principles that will be added to SI constitution,
amplifying SI’s core mission statement/goal = peace
Developing a long-term vision of how SI can contribute to the sum of social reconstruction ( peace, development, social justice etc)
DFC Structure/composition: 3-member board Case officers/ project managers (from outside of committee may be assigned by DFC for specific projects, these individuals will chosen based on their professional competence and/or Servas experience.) Geographical representation desirable but not mandatory. What should be mandatory is dedication and competence of DFC members and their commitment to execute the guidelines given by the GA every 3 years.
Proposals Summary:
Vote on 3-member DFC
Vote on a budget for the DFC
Vote on Terms of reference for the DFC 2004-07
Vote on DFC’s enlarged role
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Received 30/09/05 from SPAIN
ITEM No. COUNTRY
SPA-001 SPAIN
Dear Geoff,
We have observed that most problems with travellers seem to arise when people join Servas during their travels, and not in their home country.
Therefore I'd like to propose to study some policy regarding to this fact.
First of all we should analyse the possible origin :
. the interviews are not deep enough because the traveller is not going to be a host in his/her country ?
. the information provided about Servas is not enough ?
. the traveller is only interested to take material advantage ?
. the traveller doesn't mind of the control because he/she is in a foreign country
Suggestions:
A "resting period" of weeks or months after the request of joining Servas, before authorising the candidate to travel as a member. In this way the candidate can get a "training" participating in some activities and the interviewer can be sure about.
________________
I'd be most grateful if you let me know if this is enough to admit this item proposed in the Agenda.
Thank you very much for your help and cooperation. In peace and friendship
Pilar Olea
NS Servas Spain
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Received 30/09/05 from U.S.A.
EGA Agenda Items (13) for April 2006 by US Servas
ITEM No. COUNTRY
USA-001 U.S.A.
General Assembly Procedures
US agenda item # 1.
Provide each delegate with a Handbook of Procedures for the GA.
Reason: Delegates at the 2004 GA were not aware of their right to speak and vote and that EXCO had the right to speak and did not have the right a vote. Section IV (3) (a) through (k) of the SI statutes require General Assembly to carry out at least 11 specific duties. Each delegate needs to be aware of his/her rights and responsibilities, familiar with the duties and responsibilities of EXCO and of SI officers and the role of the statutes in the governance of SI. Usually, at least 25% of all SI agenda items deal with the statutes and statute changes. It is therefore important that each delegate have a copy of the SI Statutes, which was not the case at the 2004 GA.
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ITEM No. COUNTRY
USA-002 U.S.A.
General Assembly Procedures
US agenda item #2.
Provide training for delegates on their role delegates as well as on the Procedures for the GA.
Reason: Delegates at the 2004 GA were not aware of their right to speak and vote and that EXCO had the right to speak and did not have the right a vote. Section IV (3) (a) through (k) of the SI statutes require General Assembly to carry out at least 11 specific duties. Each delegate needs to be aware of his/her rights and responsibilities, familiar with the duties and responsibilities of EXCO and of SI officers and the role of the statutes in the governance of SI. Usually, at least 25% of all SI agenda items deal with the statutes and statute changes. It is therefore important that each delegate have a copy of the SI Statutes, which was not the case at the 2004 GA.
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ITEM No. COUNTRY
USA-003 U.S.A
Financial Operating Procedures
US agenda item #3.
Have a workshop review of the Servas International Financial Operating Procedures of March 2005 as well as the attached financial forms
Background: The Financial Operating Procedures incorporate financial requirements laid out in the Statutes, and Servas International Handbook and added to by the GA in Thailand. It was drafted by the 2001-2004 Audit Committee as a single source document for Financial Operations. It was reviewed and revised by the 2004 Barcelona Financial Operating Procedures workshop committee to assure ease of understanding, internal consistency, and usefulness. It was never put on the 2004 GA agenda for approval.2004.
The Document lays out the financial responsibilities for the General Assembly, for EXCO, for the Audit Committee and for everyone and for every group that receives SI funds and more. It has been piloted as the Servas International Financial Operating Procedures Handbook and as a result has had additions. The document should be considered a financial management tool as well as and education manual for those seeking SI funds and those actually receiving SI Funds.
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ITEM No. COUNTRY
USA-004 U.S.A
Financial Operating Procedures
US agenda item #4.
Have the 2006 GA review the Servas International Financial Operating Procedures of March 2005, any amendments and approve the amended document for use as the Servas International Financial Operating Procedures Handbook.
Background: The Financial Operating Procedures incorporate financial requirements laid out in the Statutes, and Servas International Handbook and added to by the GA in Thailand. It was drafted by the 2001-2004 Audit Committee as a single source document for Financial Operations. It was reviewed and revised by the 2004 Barcelona Financial Operating Procedures workshop committee to assure ease of understanding, internal consistency, and usefulness. It was never put on the 2004 GA agenda for approval.2004.
The Document lays out the financial responsibilities for the General Assembly, for EXCO, for the Audit Committee and for everyone and for every group that receives SI funds and more. It has been piloted as the Servas International Financial Operating Procedures Handbook and as a result has had additions. The document should be considered a financial management tool as well as and education manual for those seeking SI funds and those actually receiving SI Funds.
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ITEM No. COUNTRY
USA-005 U.S.A
2001 and 2004 General Assembly (GA) Decisions
US agenda item # 5
Send a list of Decisions from the 2001 GA and from the 2004 GA to each National Servas group.
Reason: According to Section IV (5) of the SI Statutes: “Decisions of the General Assembly, in addition to being recorded in the minutes of the meeting, shall be abstracted from the minutes and a list of such decisions sent to each National group.” This list of decisions from 2001General Assembly was never sent and now the decisions from 2004 General Assembly are due to be sent to each national Servas group. The word “sent” implies that the decisions are tools for governance to be in the hands of delegates before they arrive at the GA meeting.
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ITEM No. COUNTRY
USA-006 U.S.A
Candidates for SI Offices
US agenda item #6.
Require all Candidates for SI offices to be approved by their National Groups.
Reason: National groups have one delegate that speaks for and votes for the national group, yet is it correct for individuals to put themselves forward as candidates to speak for all national groups. National groups provide an accurate character reference for screening candidates for the Nominating Committee. Therefore, it is important to require all candidates for SI offices to receive the support of their national group.
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ITEM No. COUNTRY
USA-007 U.S.A
Workshops before the business of the EGA begins
Considerations: For maximum effectiveness, the training and education must precede the EGA consideration of crucial Administrative matters.
US agenda item # 7
Provide a Zero Day of the GA for workshops.
Reason: Workshops will provide an opportunity for delegates to get to know each other and to develop a working, respectful relationships -- which will make the EGA run more smoothly. These workshops will give people time to understand and discuss in a friendly manner the expectation of SI governance. If these workshops are at the beginning, they will be part of the conference and not an agenda item to be voted on. Of course, workshop/committee recommendations will need to be put on the agenda and need to be scheduled for EGA discussion and approval.
Many national groups are eager to have good working relationships, common understandings, and discussions that include leadership, democracy, and conflict resolution and as you might say “Appropriate Behavior and Communications in Servas”.
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ITEM No. COUNTRY
USA-008 U.S.A
What should the workshops address?
US agenda item # 8
Offer Workshops on Leadership – How to hold National/Regional/GA meeting, how to prepare an agenda, how to reach decisions on agenda items by vote and/or consensus, the importance of clear, accurate, timely minutes, the implications for translating decisions into practices and how to change make changes in existing requirements/practices.
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ITEM No. COUNTRY
USA-009 U.S.A
What should the workshops address?
US agenda item # 9
Offer Workshops on Democracy – voting rights, responsibilities of delegates, terms of officers, the role of the statutes, the language of voting – motions, abstentions, super majority, “from the floor”, tabling a motion, etc.
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ITEM No. COUNTRY
USA-010 U.S.A
What should the workshops address?
US agenda item # 10
Offer Workshops on what is financial accountability? What is money management? What are the characteristics of transparent accountability in a democratic organization? Who is responsible? What are the obligations of Servas leaders in assuring financial accountability for Servas funds?
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ITEM No. COUNTRY
USA-011 U.S.A
What should the workshops address?
US agenda item # 11
Offer Workshops on what are the elements of Conflict Resolution and Peace building among our selves and others? Face to face? In E-mails? In telephone communications? In public communication? In private communication? How do you deal with conflicts?
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ITEM No. COUNTRY
USA-012 U.S.A
What should the workshops address
US agenda item # 12
Offer Workshops on Interviewing Techniques How do we find the right hosts and travelers? What do we do when we receive complaints about members?
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ITEM No. COUNTRY
USA-013 U.S.A
What should the workshops address
US agenda item # 13
Offer a Workshop to develop guidelines for Appeals Committee For resolution of Servas International issues consider 1) What is conflict resolution and why is it important to the Servas experience. 2) What are the differences between short-term disputes and long-term conflicts. 3) How to develop a sense of security for both sides. 4) How to negotiate settlements of disputes or conflicts. 5) How to manage long-term conflict in an organization. 6)Is transformation possible?
Respectively submitted September 29, 2005 - Mary Jane Mikuriya, National Secretary, United States Servas, Inc
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