WFACP Board Minutes:

22^nd, 23^rd July 2002
Convention Centre, Johannesburg, South Africa

  Present:  
Gerry Brown, Association of Canadian Community Colleges (Deputy Chair)  
Peter de Villiers, Higher Colleges of Technology – representing Dr Tayeb Kamali and present on 23^rd July only  
Jim Doyle, Association of Polytechnics in New Zealand  
David Gibson, Association of Colleges (Secretary)  
Perive Lene, Pacific Association of TVET Providers  
Barry Peddle, TAFE Directors Australia  
William Rwambulla, Commonwealth Association of Polytechnics in Africa  
Frans Schneider, European Forum of Technical & Vocational Education & Training (Treasurer)  
Molly Venter, Association of Further Education and Training in South Africa (Chair)  
Dr Carolyn Williams, American Association of Community Colleges – representing Dr George Boggs

Apologies:
George Boggs, American Association of Community Colleges 
Dr Tayeb Kamali, Higher Colleges of Technology
CHAN Lee Mun, Council of Polytechnic Principals

In attendance:   
 Rita Dobson, Association of Colleges (AoC) (Secretariat)
Raymond Preiss, AFETISA 

Monday 22^nd July 2002

 1. Welcome and apologies  
 The Chair welcomed the WFACP Board members to South Africa and introduced both Dr Carolyn Williams, who was attending the meeting as the AACC representative in place of Dr George Boggs and Raymond Preiss, the Director of AFETISA.  Other apologies were recorded.  Mrs Venter requested that members keep in mind the time constraints of the meeting and keep debates short and to the point.  

2. Approval of minutes of meetings held on 26^th and 27^th March 2002  
Following an amendment made to the date recorded on page 3 of the minutes of 26^th March 2002, these minutes were approved as an accurate record of the meeting.  In relation to item 4 of the minutes, Barry Peddle requested an update on the South African government’s backing for AFETISA to host the 3^rd World Congress.  Members agreed to deal with this on the following day’s agenda.   

Following an amendment made to page 2 of the minutes of 27^th March 2002 concerning a proposed time for the next Board meeting, these minutes were approved as an accurate record of the meeting.

  It was agreed that the Secretariat issue the amended minutes of 26^th and 27^th March 2002.

  3. (combined with item 4) Draft of minutes of 1^st General Meeting of Members held on 24^th March 2002 and presentation of Constitution following amendments made at 1^st General Meeting of Members    
It was agreed that the draft minutes of the 1^st General Meeting of Members, held on 24^th March 2002, should be approved by members at the next General Meeting of Members to be held during the 3^rd World Congress.  It was also agreed that this draft should be issued to World Federation members as soon as possible.  

Some members expressed concern that the Constitution did not fully reflect the aims and values of the World Federation and suggested that some amendments to the Constitution should be proposed for approval at the next General Meeting.  The Secretary agreed to prepare a paper for discussion at the next Board meeting and members agreed to feed in their comments.  It was agreed that any changes to the Constitution would be subject to the approval of World Federation members at the next General Meeting.  

5. (combined with item 6) Approval of papers outlining Board meeting protocols and role and responsibilities of World Federation Board Officers  
It was agreed that the two papers presented at this meeting should be combined into one.  It was agreed that the paper stipulate the responsibility of all Board members for leadership in the development of future Congresses.  It was also agreed that the paper include a process for the co-option of Board members, with a proposer and seconder from the current Board, along with some wording on co-opted members’ rights and responsibilities.  This would also be included in the proposed amendments to the Constitution.  It was agreed that the same process should apply for the appointment of a Patron for the World Federation, if the Board deem it appropriate to appoint one.

  Members debated the paragraph concerning financial contracts and insurance of Board members and it was agreed that the wording of this section should be amended.  The Secretary and Treasurer agreed to investigate the possibility of formally legalising the World Federation and report back to the Board.  It was also agreed that the World Federation accounts needed to be formally audited and the Treasurer agreed to look into this and report back to the Board.

  Some members expressed concern over signatories on any World Federation account payments and expressed their desire for the Treasurer to be able to sign off on a minimum amount payment.  The Treasurer agreed to produce a paper on this for the next Board meeting.

  David Gibson agreed to amend this paper and distribute to the Board for comment.

  Some members expressed their wish to have a “chat page” for World Federation members and the Secretariat agreed to look into this.

  7. Recommendations of outgoing Steering Committee to World Federation Board  
It was agreed that most of the recommendations had now been accepted by the new Board.  However the issue of World Federation membership fees still needed to be addressed.  Members agreed to deal with this matter at the next Board meeting.

  8. Evaluation of 2^nd World Congress – presentation of report by Barry Peddle Barry Peddle distributed to Board members the final report from TAFE Directors Australia on the 2^nd World Congress held in Melbourne, Australia in March 2002.  Members agreed that the Congress had been a success and thanked Barry Peddle and his team for all the work that had gone into ensuring it was a good event.  Barry Peddle reported that the marketplace had been successful and that having meals and breaks taken in that area had encouraged delegates to view the marketplace.  Members agreed that the Congress bulletin, produced at the end of each day, had been highly successful and of immense value to delegates.  Members agreed that a Board member should be present on each Congress planning committee, in order to ensure that the World Federation’s aims are built into the Congress programme.  Members also agreed that the host of each previous Congress should have a place on a current Congress planning committee in an advisory capacity.  In most cases, this would be the same person.  

Barry Peddle distributed to Board members the Executive Summary of the financial report from TAFE Directors Australia on the 2^nd World Congress.  He reported that the current profit figure for the Congress currently stands at AUS$ 40,547 after tax.

9. World Federation Financial Report – presentation by Treasurer  
The Treasurer presented the following papers to the Board:

• Draft World Federation budget for the period July 2002 – March 2004, accompanied by an explanatory note
• Draft claim form for World Federation Board expenses, accompanied by an explanatory note
• Schedule of World Federation account payments and receipts
• Schedule of expenditure to date by the Association of Colleges

  i.                    Monies from 2^nd World Congress - 
it was agreed that the US$ 25 capitation fee per each of the 569 delegates at the 2^nd World Congress be forwarded to the Association of Colleges and then transferred to the World Federation account.  David Gibson, as Chief Executive of the AoC, requested that TAFE Directors Australia forward a letter to him stating that the amount of AUS$ 24,354 was forthcoming.  Barry Peddle requested that the Association of Colleges issue an invoice for this amount to TAFE Directors Australia.  The Secretariat agreed to arrange this.

ii.                  AoC expenditure to date – it was agreed that the AoC’s expenditure, as outlined in the presented schedule, be reimbursed.  It was agreed that this should take place on receipt of capitation amount from the 2^nd World Congress.

iii.                Funding for future Secretariat function – it was agreed that the section in the draft budget for secretariat costs be amended to show AoC secretarial costs for upto 50 days between July 2002 and March 2004 with a continual review at each Board meeting.

iv.                 Funding of World Federation – it was agreed that the matter of funding from sources other than membership subscription and Congress capitation fees should be discussed at the next Board meeting

v.                   Exchange of complimentary association membership – some members pointed out that their own organisation policies meant that they would not be permitted to offer complimentary association membership.  It was agreed, however, that all organisations represented on the World Federation Board should share and exchange relevant and useful information with other Board members.

vi.                 Board liability insurance – this matter had been discussed earlier and it had been agreed that the Secretary and Treasurer would investigate this and report back to the Board.

  It was agreed that membership of the World Federation be on an annual basis and that invoices should be issued to members annually.  It was agreed that the Secretariat issue invoices in September to World Federation members for this year’s membership fee.

  The draft budget was accepted.

  10. Maintenance of the World Federation website  
It was agreed that the Secretariat maintain the management of the World Federation website.  The website address is: www.worldcolleges.org.

  11. Consideration of appointment of a Patron of the World Federation
This item was deferred to 23^rd July 2002.

  12. Resolutions from 1^st and 2^nd World Congresses  
This item was deferred to 23^rd July 2002.

  Tuesday 23^rd July 2002

  Board members attended a tour of the Sandton Convention Centre following by a presentation by Event Dynamics, the proposed organisers of the 3^rd World Congress.

  1. 3^rd World Congress of Colleges and Polytechnics – consideration of AFETISA’s revised budget and business plan  

Board members debated a number of issues relating to the presentation, in particular matters concerning security, the Convention Centre’s facilities and AFETISA’s leadership in organising the Congress.

  The Board approved the venue and the new proposed dates for the 3^rd World Congress (22^nd February to 25^th February 2004).

  The Board approved the draft budget of the 3^rd World Congress, following assurances from Molly Venter that the Congress would be able to attract a high number of delegates, particularly from the African countries.  In addition to this, any monies received in sponsorship and donations, as well as from the exhibition, had not been included in the budget and therefore this would be additional profit.  Mrs Venter assured Board members that AFETISA would be able to provide the World Federation with a capitation fee of USD$ 40 per full paying delegate, as opposed to the USD$ 25 which will be received from the 2^nd World Congress.

 Mrs Venter agreed to share with Board members a copy of the contract which AFETISA and Event Dynamics will enter into.

It was agreed that Gerry Brown deal with any issues relating to the 3^rd World Congress on behalf of the Board and that he will sign the memorandum of understanding between the World Federation and AFETISA in running the 3^rd World Congress.  The Secretariat agreed to amend the memorandum of understanding from the 2^nd World Congress accordingly.

  It was agreed that AFETISA produce a flyer for the 3^rd World Congress as a matter of urgency so that World Federation members would be able notify potential delegates in their own countries.  

2. 3^rd World Congress of Colleges and Polytechnics – consideration of the following items:

i.                    Objectives of the Congress – it was agreed that these had already been outlined in the AFETISA business plan

ii.                  Speakers – it was agreed that the South African Minister of Education be invited to the open the 3^rd World Congress as it was unlikely that Nelson Mandela’s deteriorating health would permit him to attend the Congress.  Board members suggested the following as keynote speakers; the President of OECD, the President of the Commonwealth, the President of UNESCO, the President of South Africa and the UN Ambassador for Aids.  It was agreed that John Bartram from the Commonwealth of Learning, should be consulted about any possible speakers who could attract delegates from developing countries.  It was suggested that the Congress organisers consider inviting any keynote speakers who were not able to speak at the 2^nd World Congress in Melbourne.  Board members agreed to forward the names of any other possible keynote speakers to Molly Venter by the end of August 2002.

iii.                Outline of programme – Molly Venter confirmed she would use the programme from the 2^nd World Congress as a basis for the 3^rd World Congress.  It was agreed that Molly Venter would provide Board members with an outline of the programme for comment by Friday 6^th September 2002.

  3. (combined with items 4, 5, 6, 7 and 8) World Federation – general matters  
  Members discussed possible ways of promoting the World Federation and compiled the following list of activities:  

• Barry Peddle to produce a synopsis of the 2^nd World Congress – for distribution to Board members
• Board members to actively promote World Federation in own geographical areas
• Secretariat to produce a database for potential members of the World Federation in each continent (Secretariat to forward information to each Board member)
• Secretariat to produce a report on membership recruitment activities
• Board members to distribute information about the 3^rd World Congress at any conference they attend
• Secretariat to look into the production of a promotional leaflet about the World Federation, to include its aims and objectives and benefits and expectations
• Board members to set a target for number of new members by the 3^rd World Congress ie. one new World Federation member per Board member
• Board to consider the appointment of a Chief Executive to run the World Federation and how this might be resourced (agenda item for next Board meeting)
• Board to consider increasing number of World Federation associate members, for example individual colleges or institutions
• Board to consider proposing a reduction in Congress delegate fee for World Federation members
• Board to consider holding professional development events on years between each Congress
• Board to consider the tangible benefits for associations and institutions joining the World Federation
• Use Barry Peddle’s 2^nd World Congress synopsis as a basis for a report to send to all Ministers of Education in Board member countries, with recommendations for action

  Gerry Brown and Jim Doyle agreed to produce, for distribution to Board members for comment by the end of September 2002, a paper outlining possible options for generating revenue for the World Federation.

  Barry Peddle agreed to produce, for the next Board meeting, a paper outlining some of the recommendations which came out of the 2^nd World Congress.

  Board members agreed to consider, at the next Board meeting, a timetable of key dates for applications to host the 4^th World Congress.

It was agreed that this Board’s aims upto February 2004 are as follows:    

• Promotion of 3^rd World Congress
• Production of timetable for 4^th World Congress
• Production of a process for generation of revenue
• Promotion of/partnering of national associations
• Promotion of student exchanges

  9. Meeting schedule of World Federation Board

  Board members agreed to the following meeting schedule:

• Sunday 27^th and Monday 28^th October 2002, Seville (Spain)
• Wednesday 28^th and Thursday 29^th May 2003, Vancouver (Canada)
• Saturday 21^st February 2004, Sandton, Johannesburg (South Africa)

  Board members agreed that the approved World Federation budget is in line with this new meeting schedule..

10. SUMMARY OF ACTIONS

  See list at end of this document.

  11. Any other business

It was agreed that the World Federation should write formally to TAFE Directors Australia to thank them for hosting the 3^rd World Congress.

Members agreed that Nelson Mandela should be invited to become Patron of the 3^rd World Congress and also agreed that the matter of a Patron for the World Federation should be discussed further at the next Board meeting.  

The Chair was thanked by all Board members for AFETISA’s hospitality and the excellent organisation of this Board meeting.

  12. Date of next Board meeting

Sunday 27^th and Monday 28^th October 2002, Seville (Spain)  

(MEMBERS ARE ASKED TO NOTE THAT THIS MEETING HAS NOW BEEN CANCELLED)

AGENDA ITEMS DEFERRED TO NEXT BOARD MEETING:

  Consideration of World Federation membership fee structure

Consideration of sources of funding for World Federation other than membership subscription and Congress capitation fee  

Consideration of Chief Executive/Project Manager to run the World Federation and how this might be resourced  

Consideration of increase in World Federation associate membership  

Consideration of a proposal to reduce Congress delegate fee for World Federation members  

Consideration of World Federation holding professional development events on years between Congresses  

Consideration of tangible benefits for potential World Federation members  

Consideration of a timetable of key dates for applications to host the 4^th World Congress.  

Consideration of a Patron for the World Federation

SUMMARY OF ACTIONS FROM BOARD MEETING HELD ON 22^ND AND 23^RD JULY 2002

  Issue to Board and World Federation members these minutes and the amended minutes of 26^th and 27^th March 2002 (Secretariat).

  Issue to World Federation members the draft minutes of the 1^st General Meeting of Members held on 24^th March 2002 (Secretariat).  

Prepare paper on proposed amendments to Constitution for next meeting (David Gibson).  

Request comments from Board members on proposed amendments to Constitution (Secretariat).  

Investigate possibility of formally legalising the World Federation and include this in the amended paper (David Gibson/Frans Schneider).  

Look into auditing of the World Federation accounts and include this in the amended paper (Frans Schneider).  

Prepare paper on procedure for signatories on the World Federation account for the next Board meeting (Frans Schneider).  

Amend paper on Board officer role and responsibilities and Board meeting protocols for distribution to Board (David Gibson).  

Look into the setting up of a chat page for World Federation members (Secretariat).  

Produce invoice for the GBP (Great British Pound) equivalent of AUS$ 24,354 to send to TAFE Directors Australia (Secretariat).  

Issue letter to the Association of Colleges confirming that the amount of AUS$ 24,354 would be submitted to the AoC by TAFE Directors Australia (Barry Peddle).

Amend budget in accordance with Board member comments (Frans Schneider).  

Issue invoices for this year’s World Federation membership fee (Secretariat).  

Produce flyer for 3^rd World Congress as a matter of urgency (Molly Venter).  

Provide Board members with AFETISA/Event Dynamics contract in running the 3^rd World Congress (Molly Venter).  

Produce memorandum of understanding between the World Federation and AFETISA in running the 3^rd World Congress (Secretariat).  

Forward names of potential keynote speakers to Molly Venter by the end of August 2002 (ALL BOARD MEMBERS).  

Provide Board members with 3^rd World Congress programme outline by Friday 6^th September 2002 (Molly Venter).  

Produce synopsis of 2^nd World Congress for distribution to Board members (Barry Peddle).  

Produce database of potential World Federation members (Secretariat)  

Look into production of a promotional World Federation leaflet (Secretariat)  

Produce report on membership recruitment activities (Secretariat)  

Produce, for distribution to Board members for comment by the end of September 2002, a paper outlining possible options for generating revenue for the World Federation (Gerry Brown/Jim Doyle)  

Produce, for the next Board meeting, a paper outlining some of the recommendations which came out of the 2^nd World Congress (Barry Peddle).  

Prepare formal letter of thanks from World Federation Chair to TAFE Directors Australia to thank them for hosting the 3^rd World Congress (Secretariat).  

Invite Nelson Mandela to become Patron of the 3^rd World Congress (Molly Venter)