ASPAC Joint Executive Board Meeting held at KI Geneva Convention, 7 th July 2011.

Transcription

1 ASPAC Joint Executive Board Meeting held at KI Geneva Convention, 7 th July Date: 7 July Venue: Starling Hotel, Davos Room, Geneva Attendant List Office Name Present 1 Chair Bette Eavestaff Apology 2 Immediate Past Chair Ernesto Marcoso Apology 3 Chair Adeline Chan Yes 4 Vice Chair Belle Garcia Apology 5 Governor (Australia) David Allen Yes 6 Governor (Japan) Hiroshi Kawasaki Yes 7 Governor (Malaysia) YT Soo Yes 8 Governor (New Zealand South Pacific) Robert Reay Yes 9 Governor (Philippines Luzon) Romy Mariano No 10 Governor (Philippines South) Ernesto Baluyot Yes 11 Governor (Taiwan) Chin- Hsiang Lu Yes 12 Governor (Korea) Choi Yong Min Yes 13 International Trustee Dr Su Wen Pin Yes 14 International Trustee/ASPAC Vice Chair Tadao Oda Yes 15 Convention Organizing Chair 2011 Fred Lah Apology 16 Nations Representative (Hong Kong) Judy King Apology 17 Nations Representatives (Sri Lanka) Daya Ratnayake Apology 18 Nations Representative (Singapore) Tony Quek Apology 19 Governor-Elect (Australia) John Bromilow Yes 20 Governor-Elect (Japan) Shigeru Saito Yes 21 Governor-Elect (Malaysia) Ng Bee Keong Apology 22 Governor-Elect (New Zealand-South Pacific) Hina Mercier Apology 23 Governor-Elect (Philippines South) Kenneth Alövera Apology 24 Governor-Elect (Philippines Luzon) Florencio Lat Apology 25 Governor-Elect (Taiwan) Hung Huan-Kun Yes 26 Governor-Elect (Korea) Park Sung Keun Apology 27 International Trustee Designate Lee Kuan Yong Yes 28 ASPAC Chair Elect Boy Valencia Apology 29 Incoming ASPAC Secretary/Treasurer Teng Cheng Chong Yes 30 Nations Representative (Pakistan) Irfan Vazeer Apology 31 Nations Representative (Indonesia) Vanny Cendra Apology 32 Convention Organising Chair 2012 Trevor Rajaratnam Apology Ex-Officio Members Office Name Present 1 International President Sylvester Neal Apology 2 International President-Elect Alan Penn Yes 3 International Executive Director Stan Soderstrom Apology 4 Chief Communication Officer Christina Hale Apology Special Invitees Office Name Present 1 President- Kiwanis International Foundation Jack Harten Apology 2 President-Elect- Kiwanis International Foundation Hugh Siggins Yes 3 Past Governor/Webmaster Ken Archer Apology 4 Past Governor/MNT Regional Coordinator Peter Kimberley Apology 5 Consultative Committee Chair Michel Fongue Apology 1

2 Observers 1 Past Governor (Malaysia) Doris Choo Yes 2 Past Governor (Philippines South) Marit Remonde Yes 3 Secretary (Japan) Seiichi Akiyama Yes 4 Administrative Sevretary (Japan) Akiko Yamamoto Yes 5 New Zealand-South Pacific Past Governor Clinton Green Yes 6 New Zealand-South Pacific District Secretary Ann Raymond Yes Item Agenda Remarks/Action 1 Adeline Chan, ASPAC Chair , presided over the meeting on behalf of Bette Eavestaff ASPAC Chair who sent her apology as she was unable to attend. Chairperson Adeline Chan called the meeting to order at 4:50PM. Adeline proceeded to welcome all Kiwanians present and asked each one to make a short self introduction. Adeline mentioned that she would like to suggest a few simple rules for the meeting. These were: 1.1 Each Board member is given one minute to speak on the subject under discussion. 1.2 Discussion shall be subject by subject. 1.3 Issues may be put in the parking lot to be addressed later. 1.4 If the discussion takes too long, it shall be put to a vote. 2 Attendance was taken and Secretary Hwang Chia Sing confirmed that we have a quorum. Chair Adeline Chan thanked all the leaders in ASPAC for their support given to the organisation and for working hand in hand. 3 Minutes of Previous ASPAC Board Meetings Secretary Hwang presented the Minutes of the two previous ASPAC Board meetings of 10 March and 12 March 2011 held in Melaka, Malaysia. and asked if there are any amendments to be made As there were no amendments to the minutes, International Trustee, Tadao Oda moved to confirm the Minutes of the two Board meetings. This was seconded by Ernesto Baluyot, Governor of Philippines South District. The Minutes were duly approved by the Board. 4 Chair Adeline Chan reported that the Kiwanis Nations had gotten off with a good start after the Melaka Convention. Lee Kuan Yong helped to coordinate several Skype conferences for the Nations and most of the Nations have participated in the Skype conferences. At the request of the Nations for support and training, Tadao Oda and Lee Kuan Yong had conducted a training session in Indonesia on 21 & 22 May Hwang also joined in the training session held in Jakarta. 5 Chair Adeline Chan announced that Tadao Oda, Boy Valencia and herself had agreed on a united plan for ASPAC. This is a 3 year rolling plan. She also announced that she will come up with a calendar for her administrative year. Action: Adeline 2

3 6 ASPAC Convention Financial Reports Secretary Hwang Chia Sing presented the financial report for the 2007 ASPAC Convention received from the host Philippines Luzon District. He asked that this report be accepted by the Board. International Trustee Tadao proposed that the 2007 ASPAC Convention Financial Report be duly accepted. This was seconded by Governor Hiroshi Kawasaki. The 2007 ASPAC Convention Financial Report was duly accepted. 6a. Secretary Hwang then presented the format of the 2011 ASPAC Convention Financial Report (prepared by the Malaysia District) showing a simplified report summarising the number of attendees, income and a listing of major expense items. Secretary Hwang asked that the Board accept the report submitted by the Malaysia District. International Trustee Tadao Oda proposed that the 2011 ASPAC Convention Financial Report be accepted. This was seconded by Governor Hiroshi Kawasaki. The 2011 ASPAC Convention Financial Report submitted by Malaysia District was duly accepted. 7 Secretary Hwang then move on to the outstanding 2009 and 2010 ASPAC Convention Financial Reports. With regards to the 2010 ASPAC Convention Financial Report from Taiwan District, Governor Chin-Hsiang Lu apologised for not being able to comment as this involved matters of the previous governor. Secretary Hwang informed the Board that he had spoken to Tony Huang, the 2010 ASPAC Convention organising chairman, and informed the Board that the reason was because of the sensitivity of disclosing some items in the report. Marit Remonde, the Past Governor of Philippines South District added that she was unable to provide any details of the financials as it was the Organising Chair of the Convention who had all the information. This was put to the Board for discussion. Chair Adeline Chan suggested a simplified Financial Report showing just the headcounts and the income received and levy payable. In case the host district or club asked for subsidy to cover any shortfall, the Board may request for a detailed financial report prior to approving any subsidy. Lee Kuan Yong pointed out that under the ASPAC Convention Procedures clause 2.5, a financial statement of income and expenditure shall be presented to the Kiwanis Asia-Pacific Secretary/Treasurer within 90 days after the Convention. The Secretary/Treasurer shall then circulate this to all officers of the Executive Board. Chair Adeline Chan further suggested that the ASPAC Secretary/Treasurer shall write officially to the Governors and District Secretaries of the Philippine South District (for the 2009 Financial Report) and Taiwan District (for the 2010 Financial Report), and that the deadline for these reports be set at July 31, Action: Hwang 3

4 8 ASPAC Funds Report Secretary Hwang presented the ASPAC Fund Report. Secretary Hwang further reported that KI has now put the money in an interest bearing account. Interest for May was US$ 5.95 and June US$ Total balance of ASPAC fund as at 30 June 2011 was US$ 36, John Bromilow, Governor-elect of Australia District, suggested that we should look for other form of investment that gives higher return. The Board was prepared to look into this and asked that anyone with ideas and suggestions to please bring them forward. Governor Robert Reay of New Zealand-South Pacific District pointed out that KI will most likely not get involved in this and suggested that we moved on. 9 Report by ASPAC Chairman-designate Chair Adeline Chan presented the ASPAC Goals as follows: (These goals are intended to be in line with the Districts and Nations Goals, and in line with Kiwanis International Goals) % Growth: Buddy system to assist Districts and Nations in need Constant update of progress Ideas from Districts 2. SLPs TO ENCOURAGE SLP S IN ALL DISTRICTS AND NATIONS EMPHASIS IN KEY LEADER BRING UP GRADES (BUG) TERRIFIC KIDS 3. Eliminate Project TO SPONSOR IMMUNIZATION OF MNT TO A MINIMUM OF 100,000 MOTHERS AND CHILDREN BY 30 SEP Communications and Fellowship TO EMPHASISE THE IMPORTANCE OF REGULAR COMMUNICATIONS AT ALL LEVELS TO FOSTER GOOD FELLOWSHIP AND TEAMWORK AMONGST THE DISTRICTS & NATIONS Adeline Chan also presented a Draft Calendar for Adeline Chan introduced the members of the ASPAC Board for She also introduced the Chairperson of the various committees. ` Boy Valencia: Chairman of the International Committee on Growth in Asia-Pacific. Tadao Oda: In charge of Growth and Support of Kiwanis Nations in Asia- Pacific. Maria Chee: Chair of the International Committee on Leadership Education in Asia-Pacific. Lee Kuan Yong: In charge of Bylaws and Regulations for ASPAC. Dr. Su Wen-Pin: In charge of SLP Development and Support. Ken Archer: ASPAC Web-master Regional Co-ordinators for the Eliminate Project: Peter Kimberly, Taizo Yokoyama and Gov. Chin-Hsiang Lu 4

5 11 District Issues & Support Requirements: Taiwan: No major issues. Governor Lu mentioned that there was a slight decrease in the number of members. In 2010, the total membership was while to-date, 2011 membership was down slightly at He hoped to see Kiwanis match Lion s 30,000 members. Governor Lu also added that Taiwan District is working very hard to help raise funds for the ELIMINATE Project. Philippines South: Governor Ernesto Baluyot reported that the District continued to be very active in community service work. Currently, they are working on a project that involved 8000 children. His current concern was to collect the membership dues in time to pay KI in order to keep his clubs on the List of Clubs in Good Standing. New Zealand-South Pacific: Governor Rob Reay reported a loss of about 10% in membership. Malaysia: Governor YT Soo reported 3 areas of concern in Malaysia: 1) Malaysia had lost 3 clubs. In spite of this, Gov. YT Soo reported that the formation of 8 new clubs is on-track. 2) Not all the clubs had supported the Eliminate Project as they felt that MNT was not a local community issue. YT Soo said that there was a need to get these clubs to look beyond their borders. 3) SLP: Gov. Soo reported that some clubs, especially the smaller clubs have yet to sponsor a SLP program. The growth of SLP depended very much on the larger clubs in Malaysia. Korea: No major issues from Korea District. Japan: Governor Hiroshi Kawasaki said that there was no issue for the Japan District other than the economic challenges caused by the recent earthquake and tsunami. Although the situation was getting better but the foreseeable future was not promising. Australia: Governor David Allen reported that his district s top challenge was the same as New Zealand-South Pacific District. Gov. Allen added further that the average age of his members are getting older and older year on year. Singapore: CC Teng reported that his club had just completed the inaugural Key Leader Weekend Training Camp for 45 children from 5 secondary schools. The Kiwanis members involved in this camp believed that the Key Leader Program could be used as a brand to promote the Kiwanis Club in Singapore. 12 Consultative Committee Report of 10 March Chair Adeline Chan thanked all the members of the Consultative Committee for their hard work and comprehensive report. Adeline Chan pointed out that the Consultative Committee was formed as a response to the temporary leadership crisis of She urged that each and every member of the ASPAC Board must take on the responsibility of managing the ASPAC organisation. Each must play his/her part. Adeline Chan mentioned further that she and her Chair-Elect Boy Valencia and Vice Chair Tadao are united in getting the ASPAC Board to work together. Adeline Chan also said that she had earlier discussed with Michel Fongue, Chair of the Consultative Committee, on turning the work of the Consultative 5

6 Committee back to the ASPAC Board. Gov. Rob Reay of NZ-SP stated that he would like the Consultative Committee to continue as he is afraid that the new Governors joining the Board may not have all the information and experience. Adeline Chan reported that Michel Fongue had suggested to her that the future Board should co-opt two Past Chairs to the Board as advisors. Their roles were primarily to advice and guide the Board and to take on any specific assignments that the Board may from time to time asked of them. Adeline Chan pointed out these were ex-officio positions with no voting right. Gov. David Allen of Australia pointed out that his understanding was that Michel Fongue was talking about adding two Past Chairs to the Consultative Committee and not the ASPAC Board. Lee Kuan Yong suggested that the members of the Board give support to the Incoming ASPAC Chairs to manage ASPAC as they have committed to work together for the next 3 years. Lee Kuan Yong continued with his view of the relationship between KI, clubs and districts. The Club is the cornerstone of Kiwanis International, and that Districts are created by KI to support the clubs at the local level. In this regard, Districts can be viewed as an extension of KI at the local level. Viewed from this angle, there should not be a us and them situation; but rather WE are all in Kiwanis together, and that we can all work together to develop Kiwanis to the next level of excellence. Although ASPAC was created, inter-alia, to elect International Trustees from the Asia-Pacific region, ASPAC can also be viewed as an extension of KI to support the clubs and districts in the region. Lee Kuan Yong distributed to all present his written comment to the Consultative Committee Report of 10 March Adeline Chan confirmed that the ASPAC Board shall address all the issues raised in the Consultative Committee Report. 13 ASPAC 2012 Convention in Sri Lanka Secretary Hwang reported that he had received a written report from Sri Lanka. The dates of the 2012 ASPAC Convention will be March Also included in the Report was a Draft Agenda. Secretary Hwang highlighted two areas for the Board to note: 1) Early Bird registration fee was set at US$ before February 15. After February 15, the standard fee will revert to US$ ) Hotel charges: 5-Stars US$ 205 for single, US$ 220 for double and US$ 260 for triple 4-Stars US$ 160 for single, US$ 170 for double and US$ 190 for triple 3-Stars US$ 136 for single and US$ 140 for double. Secretary Hwang expressed his concern over the prices of the hotels as they were rather high. Hwang said that he would ask the Sri Lanka Organising Committee to re-negotiate better room rates. Action: Hwang Hwang urged the Board to provide support to Sri Lanka as this was only the second time that a Kiwanis Nation was hosting the ASPAC Convention 6

7 Adeline Chan told the Board that she planned to visit Sri Lanka before the Convention to get an update on their Convention plan. Adeline asked members present to pledge their support for the Sri Lanka Convention. Action: Adeline As of now, Australia and NZ-SP can only pledge two attendees each. Gov. Hiroshi Kawasaki of Japan District estimated that there will be about 30 to 40 attendees from Japan. Governor-elect. Hung of Taiwan District estimated that there will be around 150 attendees from Taiwan. Malaysia: approximately 40 attendees. All Districts were requested to encourage a high turn-out to the ASPAC Convention and to support the host Kiwanis Nation Sri Lanka. 14 ASPAC 2013 Convention in Hiroshima Update: Chair Adeline Chan asked Gov. Hiroshi Kawasaki for an update on the progress of the 2013 ASPAC Convention in Hiroshima. According to Gov. Hiroshi, the Organising Committee had been formed. There were some financial issues that the Japan District was currently working out. 15 ASPAC 2014 Convention International Trustee Tadao reported that KI had deferred their decision for the venue of the 2014 International Convention till a later date (possibly in October 2011 when the International Board will meet). Tadao said that the venue is likely to be in Asia-Pacific, but there is no guarantee. Tadao also noted that 2014 is the 50 th Anniversary of Kiwanis in Asia-Pacific. Governor-Elect of Australia, John Bromilow assured the members that KI will honor that the Kiwanis International Convention for 2014 be held in Asia- Pacific.Gov.-Elect, John said that we should get the commitment of all members to support the 2014 International Convention regardless of where it is held in Asia-Pacific. Action: All At this point, International President-Elect, Alan Penn joined the meeting and he immediately confirmed that the 2014 International Convention will be held in Asia-Pacific. President-Elect Alan went on to suggest that ASPAC Board can continue to hold the ASPAC Convention in the month of March and move the May Education Conference to coincide with the International Convention. This way ASPAC and KI could save some money. However, if ASPAC so wished, Alan said that we could hold the two conventions together, back to back. Kiwanis International will be in a position to help ASPAC organise and run the ASPAC Convention. With this combined efforts, there would be substantial savings. Alan also announced that KI will put aside a budget to support the running expenses of the offices of ASPAC Chair and Vice-Chair. ASPAC Chair Adeline will have to work with KI on this budget and how the money was to be transferred to ASPAC Kiwanis International Convention: Action: Adeline International President-Elect Alan Penn announced that this 100 th Year Anniversary Convention will be decided at the New Orleans Council in January, Alan suggested that ASPAC could consider moving the ASPAC May Education Conference to coincide with the 2015 International Convention. 7

8 17 Secretary Hwang suggested that members of the Board give their opinion and comment through on what to do for the 2014 ASPAC Convention and the APAC May Training Conference. Action: Hwang/Teng 18 Kiwanis International Foundation: Hugh Siggins, KIF President-Elect introduced the new ELIMINATE Zeller Medallion. To get the Charter Certificate and the medallion, individual contribution of minimum US$1250 must be paid on or before 30 th September Any payment received after 30 September 2011 will not be classified as charter member but the donor will still get the Zeller medallion. Hugh went on to suggest that we must get our members to better define the meaning of the word community so that it does not stop within our countries borders. We need to define community to include the entire world. He also inform the board that Hwang Chia Sing will be on KIF board representing ASPAC as from Ocotber 1, Taiwan Governor-elect Hung Huan-Kun enquired whether the Charter Zeller deadline could be extended to 31 st March Hugh Siggins will look into this request and revert. Action: Hugh Siggins. 19 International Trustees Remark: International Trustee-designate Lee Kuan Yong thanked the District Governors and their District Growth Chairs for their support and co-operation on Growth in Asia-Pacific. He mentioned that Boy Valencia will be the Chairman of the International Committee on Growth in Asia-Pacific, and that he will work with the District Growth Chairs and the Governors in the coming year. International Trustee Tadao reported that the KI Board would deliberate on his report at the next KI Board sitting as the report had missed the April KI Board meeting. With regards to Club Leadership Education, Tadao reported that: 1. KI Board will try to implement and fund a modified version of the Master Instructors/Certified Instructors system in ASPAC. 2. The KI Board will try to establish a system of Mentoring by ASPAC districts of non-districted ASPAC Kiwanis Nations. 3. The KI Board will keep its recent decisions but will fine-tune in October, 2011 KI Procedure 203 as to the details on District-in-Pre- Formation, District-in-Formation, and District. Action: Lee Kuan Yong/Tadao Oda. International Trustee Dr. Su Wen Pin shared the same remarks as Tadao. 20 There being no other outstanding matter, Secretary Hwang Chia Sing, at this juncture, officially handed over the files to Incoming ASPAC Chair Adeline Chan and Incoming ASPAC Secretary/Treasurer Teng Cheng Chong. The meeting was adjourned till further notice. 8