Minutes of Executive Committee Meeting 27.10.2016 Page 1 Minutes YMCA Europe Executive Committee meeting Prague, Czech Republic 27 29 October, 2016 PARTICIPANTS: Mike Will Stepan Cerny Beate Turck Diana Zarembiene Dan Carpov Marta Huretska Martin Houghton-Brown Edgar Mifsud In-attendance: Juan Simoes Iglesias Eva Tschornova President Vice President Treasurer Recording Secretary Secretary General (SG) Office manager of YE AGENDA 1. Devotions 2. Apologies 3. Adoption of the Agenda 4. Declaration of Conflicts of Interest 5. Approval of minutes of previous meeting: 5.1. ExCom Meeting on May 2016 5.2. ExCom Meeting on 7 May 2016 6. Matters arising and Things to do list 7. Financial matters 7.1. Budget and Report 19-10-2016 7.2. National Movement Contributions 2016 7.3. National Movement s debts 7.4. Fundraising Group 8. Staffing matters 9. Operational plan 10. Creative Spaces 10.1. Youth Empowerment Space (YES) and 2017 YES Seminar 10.2. Roots for Reconciliation 10.3. Refugees and Migration in Europe 10.4. Change Agents (Phase 3) 10.5. YMCA Anniversary Celebration 2019 Event 11. Movement Strengthening 11.1. Organizational Review 11.2. Health Check for YMCA movements 11.3. NGS Forum 12. Representation and Advocacy 12.1. Brussels Office 12.2. Youth Policy Group (Terms of Reference) 12.3. Communication Plan 12.4. Public relations and use of social media 13. Reports 13.1. President s Report 13.2. Secretary General s Report 13.3. Youth Empowerment Space (YES) Network 13.4. Youth Policy Group 13.5. Progress Report on Training Centre 13.6. Christian Orientation Group 13.7. European Sports Group
Minutes of Executive Committee Meeting 27.10.2016 Page 2 13.8. European Scouting and Jungschar Group 13.9. European TEN SING Group 13.10. Volunteers for Europe 14. Governance matters 14.1. Division of responsibilities 14.2. General Assembly 2017: Dates, Venue, Format, Planning meeting 14.3. Election of nominations committee 14.4. Advisory Group 14.5. World Alliance of YMCAs 14.5.1. Secretary General recruitment 14.5.2. Collaboration 14.6. Voting rights of YMCA Italy 15. Dates of Next Meeting 15.1. Executive Committee meeting (February/March 2017) 15.2. General Assembly 2017 16. Any other business Mike Will opened the meeting of the Executive Committee (ExCom) with some opening remarks. 1. Devotions Day 1: Stepan led a devotion relating it to the Independence Day of the Czech Republic, latest geopolitical changes in Europe, the need for YE to adjust and bear the diversity of the young people we serve in mind. Day 2: Beate led devotion about bringing peace wherever we go and whichever door we open. Jesus is a peace maker. Peace be with you (Luke 10). Day 3: Diana closed the meeting with a devotion about successful team work (Ecclesiastes 4:9-12; 1 Corinthians 12:14). 2. Apologies. No apologies. 3. Adoption of the Agenda The agenda was adopted. 4. Declaration of Conflicts of Interest Any officer or assessor who has a clear interest in a matter on the agenda must declare that interest at the meeting. No one declared. 5. Approval of minutes of previous meeting 5.1 Executive Committee Meeting on 5 May 2016 5.2 Executive Committee Meeting on 7 May 2016 Decision: Minutes were approved. 6. Matters arising and Things To Do list The to-do-list was looked through and updated. 7. Financial matters 7.1 Budget and Report 2016 The latest accounts as of September 30, 2016 were presented. The performance to date is with surplus. Proposal: Note the accounts as presented to 30 September 2016 Decision: Agreed. 7.2 National Movement Contributions 2016 As of September 30 th, 2016 total national contributions received to date is 73% of the forecast. Proposal 1: Request the pursuit of unpaid National contribution (NC) for 2016 before the end of financial year. Decision 1: Agreed unanimously. Proposal 2: Agreement on NC of new member Kosovo for the period 2017-2019 and on NM contributions for 2016 before the end of financial year.
Minutes of Executive Committee Meeting 27.10.2016 Page 3 Decision 2: Agreed unanimously. 7.3 National Movement s debts Redacted 7.4 Fundraising Group Beate presented an idea as a follow up of Friends of YMCA Europe campaign to develop a fundraising group to find suitable fundraising projects and explore the possibilities, develop promotional materials. Proposal: YE ExCom considers creating a Fundraising plan for the future to meet YE budgetary targets. Beate will lead the creation of the Fundraising plan for the consideration of the ExCom. Decision: Agreed unanimously. 8 Staffing matters 9 Operational plan (OP) 10 Creative Spaces 10.1 Youth Empowerment Space (YES) and 2017 YES Seminar Application submitted for 2017 YES Seminar (planned at the GA 2017). 10.2 Roots for Reconciliation (RfR) 10.3 Refugees and Migration in Europe 10.4 Change Agents (Phase 3) Juan reported that the 3 rd cohort of Change Agents (CA) will be a joint coordinated initiative by WAY and YE. YE produced a joint letter for WAY and YE in which the two parties agree on coordination and how to work together on this further. WAY and YE launched framework for the next CA cohort with recruitment until February 2017. Proposal: YE fully engages in the program and encourages NMs to be involved and brings their young people to the program. Decision: Agreed unanimously. 10.5 YMCA Anniversary Celebration 2019 Event Juan reported that the feedbacks from 2016 GA showed the event is generally wanted. The 2019 Event will take place in a different location than Prague, aimed for the European NMs, linked to the new YE strategy. Steering group will be formally established, first draft of the event concept will be designed in cooperation with all NMs. The event should be viable and sustainable, fully inclusive and easy to participate. Proposal: 1. Agree to take forward to organize the Event in 2019 (business plan should be in place showing it is a viable event). 2. Date: 1 st week of August 2019 (August 1 to August 12 concrete dates TBC). 3. Appoint Program director/coordinator (works one day a week from January 2017 to end of August 2019). 4. Task Program director in collaboration with the YE SG Juan Simoes Iglesias to create a proposal on venue and costs of the event addressing of the ExCom by its next meeting in February 2017. Decision: Unanimously agreed.
Minutes of Executive Committee Meeting 27.10.2016 Page 4 11 Movement Strengthening 11.1 Organizational Review Juan presented the proposal of the organizational review process. Proposal: Define the organizational review and finish it by October of 2017 with the road map created before the gathering of all groups. Identify a professional external facilitator of the organizational review. Decision: Unanimously agreed. 11.2 Health Check for YMCA movements 11.3 NGS Forum Juan presented outcomes of the 5 th NGS Forum in Setubal on October 3-5. The ExCom noted the report. 12 Representation and Advocacy 12.1 Brussels Office Juan gave a status update on the YE office in Brussels. Report received. 12.2 Youth Policy Group (Terms of Reference) YE invited YE members internally to appoint their candidates to the YPG to represent YE (by October 13, 2017). 12.3 Communication Plan 12.4 Public relations and use of social media Juan reported that YE has no communication plan (only list of actions); YE staff person working part time on communication. Communication should be part of the organizational review process. 13 Reports 13.1 President s Report Proposal: It is recommended that the ExCom approves the President s report. Decision: unanimously agreed 13.2 Secretary General s Report Proposal: It is recommended that the ExCom approves the Secretary General s report. Decision: unanimously agreed 13.3 Youth Empowerment Space (YES) Network YES Network report has been received by the ExCom. 13.4 Youth Policy Group No report presented 13.5 Progress Report on Training Centre (TC) Mike presented the status update on the Training Centre in Litomysl. Proposal 1: ExCom takes into consideration and accepts suggestion from YE representatives to assess situation again in the ExCom meeting at the end of 2017. Proposal 2: Information about the possibilities to use the TC should be sent to all NMs, put on website. Decision: agreed unanimously. 13.6 Christian Orientation Group Diana reported. COG report has been received by the ExCom. 13.7 European Sports Group No report presented
Minutes of Executive Committee Meeting 27.10.2016 Page 5 13.8 European Scouting and Jungschar Group Dan reported. 13.9 European TEN SING Group The report has been received by the ExCom. 13.10 Volunteers for Europe No report presented 14 Governance matters 14.1 Division of responsibilities Agreed to division of responsibilities: Program groups ExCom contact YES Marta Youth Policy Group Dan COG Diana European Sports YMCA Dan Jungschar/Scouting Mike European TenSing (ETS) Stepan VfE/EVS Lydia Tree House Initiative Beate Youth Workers Dan Camping Marta Refugee and Asylum Seekers Edgar 14.2 General Assembly 2017: Dates, Venue, Format, Planning meeting Dates: April 27 30th, 2017 (Thursday to Sunday) Venue: Scotland, Edinburgh. Planning meeting: Skype communication led by Juan. GA will be renewed and revised. 14.3 Election of nominations committee At the GA 2017 a new nomination committee will have to be elected. It shall consist of 3-5 members. 14.4 Advisory Group Mike informed he has approached former YE presidents and found out their opportunity to advise us and they are keen to be involved. Examples of current involvement: Ed Eggink is serving on the Training Center Terry Racliff Field Group for Russia Jan Nissen is involved in the Training Center 14.5 World Alliance of YMCAs 14.5.1 Secretary General recruitment Mike reported about developments at the WAY. Report was noted by the ExCom. 14.5.2 Collaboration Juan reported on the cooperation between YE and WAY. Report was noted by the ExCom. 14.6 YMCA Italy voting rights Proposal: ExCom reinstates the voting rights of YMCA Italy with the condition their annual contribution for 2016 has been paid. Decisions to be considered at the next ExCom meeting. Decision: agreed unanimously. 15 Dates of Next Meeting 15.1 Executive Committee meeting (February/March 2017)
Minutes of Executive Committee Meeting 27.10.2016 Page 6 16 Any other business Beate informed that on August 14-20, 2017 a celebration event of 500 years anniversary of YMCA Germany in Wittenberg and celebration of 25 th anniversary of German TenSing in a camp facility. Beate will send more information about registration. Michael G A Will (President) Diana Zarembiene (Recording Secretary)