WFACP Board Minutes:

Wednesday 28^th and Thursday 29^th May 2003
Fairmont Hotel, Vancouver, Canada

 Present:  
John Bartram, Commonwealth of Learning, representing the Pacific Association of TVET Providers  
Leon Beech, Association of Further Education and Training Institutions of South Africa  
Dr George Boggs, American Association of Community Colleges  
Gerry Brown, Association of Canadian Community Colleges (Chair)
Jim Doyle, Association of Polytechnics in New Zealand (Deputy Chair)  
David Gibson, Association of Colleges (UK) (Secretary)  
William Rwambulla, Commonwealth Association of Polytechnics in Africa
Frans Schneider, European Forum of Technical & Vocational Education & Training (Treasurer)    

Apologies:
CHAN Lee Mun, Council of Polytechnic Principals (Singapore)  
Dr Tayeb Kamali, Higher Colleges of Technology (United Arab Emirates)  
Perive Lene, Pacific Association of TVET Providers  
Barry Peddle, TAFE Directors Australia

 In attendance: 
Rita Dobson, Association of Colleges (AoC) (Secretariat)  
Terry-Anne Boyles, Association of Canadian Community Colleges  

 1.  Welcome and apologies  
 1.1              Gerry Brown welcomed Board members to the meeting and thanked the
            Board for electing him Chair at the Abu Dhabi February Board meeting 
            following the resignation of Molly Venter.  

1.2               He welcomed John Bartram, who was representing both the Pacific Association of TVET Providers and the Commonwealth of Learning.  He also welcomed Terry-Anne Boyles who had played a major role in the planning of the 1^st World Congress and would be able to offer valuable insight and experience in discussions on the planning of the 3^rd World Congress.  

1.3               Gerry announced that Dr Kamali was not able to attend personally but would join the meeting via telephone conference call on Thursday 29^th to discuss the bid to host the 4^th World Congress.  

2.       Approval of minutes of 21^st February  
             An amendment was made to item 3 of the minutes.  The minutes were then
             approved as an accurate record and were signed by the Chair.

 3.     3^rd World Congress  

3.1       Leon Beech presented Board members with a printed update report, accompanied by a CD disk, on the planning of the 3^rd World Congress.  He reminded Board members that contractual arrangements had already been made between AFETISA, Event Dynamics (Congress organisers), the Sandton Convention Centre (Congress venue) and Congress Proceedings (exhibition specialists).  He reported that the sub-committees of the main planning committee had now been fully established.  

3.2       Leon reported that the Congress planning committee had requested the postponement of the Congress by 3 months and highlighted to the Board their following concerns:  

·                     the impact of the strengthening of the Rand against the Dollar - the budget had had to be revised in line with this change

·                     date of submission of papers would need to be changed as only 12 submissions/abstracts received to date

·                     Board members have not been able to provide sufficient information on potential international sponsors

·                     failure to successfully distribute Congress information  

Leon reported that there would be no charge from the venue for changing the date of the Congress and that the following dates had been identified for a postponement; 19-23 June 2004, 26-30 June 2004 and 17-21 July 2004.  

3.3       It was suggested that the lack of structure in the Congress programme and lack of clarity around the Congress’ aims might be preventing delegates from registering.  Some Board members also suggested that it might be too early to have a significant number of registered delegates.  The proposed new dates would clash with the European holiday season and Board members felt very strongly that postponing the event by only a few months would make no difference to the success of the Congress.  If it was to be postponed, it should be for a whole year to keep the event in February/March.  Board members emphasised the need to ensure that people from developing countries were given the opportunity to attend the Congress.  

3.4            Members discussed what would need to be done to ensure a successful Congress if it remained as per the current date.  They discussed the introduction of more sub-themes and the following actions were suggested:

·                     Board members to identify potential speakers to address specific sub-themes – individual Board members to approach the speakers directly and if invitation provisionally accepted, AFETISA would then send a formal invitation.  This system would prevent the Congress relying solely on receipt of call for papers

·                     More sub-themes to be used in workshop sessions (members compiled a list and gave this to Leon Beech)

·                     Affinity groups to meet on the Sunday afternoon before the opening of the Congress

·                     Affinity groups to be incorporated into the main programme with the Chairs of the groups meeting at the end of each Congress day

·                     Leon Beech to produce a comprehensive revised budget and draft programme by 15^th June and issue to Board members highlighting how many workshop presenters are required for each theme and the terms and conditions of the invitation to present at the Congress (ie. whether travel and accommodation will be covered by the Congress planning committee)

·                     Board members to provide Leon Beech with names and contact information for each secured speaker by 15^th July  

3.5       Leon Beech reported that AFETISA had requested a formal written statement signed by himself as Chair of the Association of Colleges of South Africa (AoCSA) and the Chair of the World Federation as a commitment from both parties for the successful hosting of the 3^rd World Congress.  Wording should include the capitation fee of USD$25.00 per delegate granted to the World Federation notwithstanding any losses by AFETISA.  The Secretariat agreed to produce a draft letter and send to the Chair, Deputy Chair and Leon Beech for comment.  

3.6       It was agreed that the Congress programme should be included on the World Federation website.  

3.7              The Board agreed that the Congress should proceed on the planned date and that Leon Beech and Board members should proceed with the course of actions suggested in item 3.4 above.  

3.8            Members discussed attendance at the World Federation’s General Meeting, scheduled to take place on the Sunday before the opening of the Congress.  Members agreed that each World Federation member organisation will be allowed to be represented by one individual accompanied by upto 9 observers but will still only have one vote at the General Meeting.  

3.9            Members discussed the suitability of all proposed keynote speakers and divided names into keynote speakers and workshop presenters.  

3.10     Terry-Anne Boyles and John Bartram agreed to work together to identify sponsorship opportunities for delegates from developing countries (ie. African Development Bank and World Bank) and to pass this information to Leon Beech.  Leon reported that some ‘in-kind’ sponsorship had been secured to cover printing and photocopying costs.  

3.11      Leon Beech reported that nearly all 50 marketplace stands had been booked.  Members agreed that the World Federation should have a stand with all of its members represented.  Terry-Anne Boyles agreed to work with the ACCC exhibition team to design a possible layout and let Leon know the dimensions and other requirements.  

3.12     Leon reported that the revised budget would not cover the full attendance costs of the Board.  Board members agreed that the Congress registration fee should be waived for Board members but that Board members should pay for their own travel, accommodation and expenses.  

3.13     It was agreed that the Chair of the World Federation Board should be allocated a short plenary session to brief delegates about the Federation and its aims.  Members also agreed that the newly elected Chair should close the Congress and announce the venue, date and host of the 4^th World Congress.  Leon Beech requested photographs of each Board member and a profile of each member organisation to include in the Congress brochure.  Rita Dobson offered to provide most, if not all, this information, after checking if current information is up to date.  

3.14     Gerry Brown and Leon Beech agreed to work closely together to keep Board members fully informed about Congress developments.  

4.     Bid to host 4^th world Congress  

The Board briefly discussed the bid received from the Higher Colleges of Technology to host a 4^th World Congress in Abu Dhabi in 2006 and agreed to raise any issues with Dr Kamali during the telephone conference call the next day.

  5.        “Achieving Our Aims” – How to Proceed  

5.1       David Gibson introduced a paper prepared by himself and the Secretariat concerning processes for developing the work of the Federation and specifically the Board.  He felt the Board needed to be realistic about what it can achieve and reminded members that the Federation is still very young and needed to be patient about achieving its aims.  He stressed that the paper served only to stimulate some discussion around financing and resourcing the work of the Federation.   

5.2            Members agreed that the current subscription fee of USD$500 should remain.  They also agreed that, in order to be as inclusive as possible, associations who could not afford the full subscription fee should not be excluded from membership.  It was agreed that monies raised through subscriptions would mainly be used to cover administration costs in running the World Federation.  

5.3            Members then discussed at length what activities the Federation could conduct over the next two to three years in trying to achieve its vision.  Members agreed on a World Federation plenary session addressed to all 3^rd World Congress delegates in order to address how the future of the Federation should look.  This session will hope to engage with Congress delegates about a revised World Federation which would be made up of individual institutions instead of associations with the continued development of affinity groups.  It will also be proposed that this first phase of the change will run from the 3^rd World Congress up until the 4^th Congress when the new-style Federation will be launched.  The Board also agreed that a target should be set for new members (by geographical location) to be achieved in between the two Congresses.  A new constitution reflecting the new style of the Federation would also be presented at the 4^th Congress.  

            The following plan was agreed:  

·                     World Federation will change to accept institutional membership and not just associate membership

·                     Membership fee to be USD$500 with members being able to join the Federation as a ‘group’, but only having one vote per group

·                     Constitution to be revised

·                     The Board to convene a meeting in New Zealand in the first week of November 2004 (8 months after the 3^rd Congress) in order to review how new membership mechanism has progressed since the date of the 3^rd Congress

·                     3^rd Congress in Johannesburg to signal the nature of the new-style Federation with membership application forms to be available at the 3^rd Congress.  The new-style Federation will not be formally launched until the year 2006.

·                     David Gibson to prepare a paper on the proposed new structure and send to the Board for comment

·                     Associations to form a separate affinity group within the Federation

·                     Current World Federation Board structure to remain until the 4^th World Congress  

6.        Proposed changes to WFACP Constitution  

6.1               Jim Doyle presented a paper on proposed changes to the current Constitution.  Any amendments agreed by this Board will be formally presented for ratification to members at the World Federation General Meeting.  The purpose of making these amendments is to help clear up any grey areas the Constitution may contain. 

6.2       Board members agreed on an number of changes and Jim Doyle agreed to re-draft the document and send to the Board for comment. 

6.2              There was lengthy debate about item 12 of the Constitution covering legal agreements and Board liability.  Jim agreed to seek legal advice and send a separate note to Board members.  In the meantime, members agreed that no formal letter of agreement should be signed between AoCSA and the Federation for hosting the 3^rd World Congress until clarification from Jim Doyle on the legal advice.  

7.        Legalisation of the World Federation

Members discussed a paper that highlighted a number of options for making the World Federation a legal entity.  Members pointed out that the issue of Board member liability had not yet been resolved and that Jim’s research into this matter would impact on any decisions about legalisation.  Frans Schneider agreed to conduct further research on the possibility of the World Federation being registered as a company in Europe.  Gerry Brown agreed to check the position of legalisation of the Association of Universities in Canada.

8.     Board Internal Rules and Procedures and Role of Board Officers  

The final drafts of these two documents were presented to member.  A formal motion was passed that, following some suggest amendments, the documents now be accepted.  The Secretariat agreed to revise the documents and issue to Board members for information.  

9.        Finances  

9.1               Board members agreed that invoices received from the Association of Colleges and the Higher Colleges of Technology should be settled from the World Federation Bank account.  

9.2       Board members agreed that TAFE Directors Australia should not be asked to pay for Jim Doyle’s travel to one of the ACPC (Australian Congress Planning Committee) meetings which he attended in the year 2000.  

9.3       The Treasurer pointed out to Board members that the World Federation bank account, currently held by AoC, was losing funds through bank commission charges incurred on receipt of deposits.  Board members agreed that their own associations will incur the bank commission charge whenever a deposit is made.  

9.4       The Board agreed that the subscription fee should remain at USD$500.  The Treasurer agreed to chase up unpaid membership subscriptions for 2002 and to issue subscription fee invoices for 2003 as a matter of urgency.  It was agreed that the subscription fee for 2002 and 2003 for the Association of Colleges be taken into account when their next invoice for administration costs is received.  

9.5       The Board discussed new applications for membership and flexibility around the subscription fee for associations from developing countries.  It was agreed that the Chair will receive any new applications and make a decision on accepted subscription fee.  

9.6              It was agreed that the Board will receive a cashflow statement on a quarterly basis.  

9.7       It was agreed that all financial matters be handled by the Treasurer and not the Secretariat.  It was also agreed that the World Federation bank account be held in the country of the Treasurer.  Frans Schneider therefore agreed to take over management of the account from the Association of Colleges.  David Gibson agreed to transfer all World Federation funds to EFVET and close the World Federation bank account in the UK.  

10.        WFACP Promotional Flyer  

Members agreed to not proceed with a promotional flyer but instead that a leaflet should be designed which will promote the ‘new-style’ World Federation at the 3^rd World Congress in Johannesburg accompanied by a membership application form.  Gerry Brown agreed to do this in conjunction with the ACCC Marketing Team and forward to Board members any suggested designs for comment.  

11.        Resignations  

11.1      David Gibson reminded Board members that he will retire from the Association of Colleges on 31^st August and will stand down as Secretary of the World Federation at that time.  He reported that he did not feel he could guarantee the continued support of the Association of Colleges as an association member on the World Federation Board.  He also reported that this may have an impact on the AoC’s support in providing a Secretariat service for the World Federation.  

11.2      It was agreed that the Board should now appoint a Secretary to take over from David Gibson.  Board members nominated George Boggs who agreed to take on this role from 31^st August until February 2004 and the election of a new Board and Officers.  The Board agreed that after February 2004, a decision would have to be reached on a Secretariat function after that date.  It was suggested that the Secretariat function might lie within the Secretary’s association.  

11.3      It was agreed that the Secretariat function should remain with AoC until February 2004 to ensure continuity.  Gerry Brown agreed to write to Bernard Vaughan, Chair of the AoC Board, to request continued World Federation Board representation by AoC and continued support through the provision of a Secretariat service.  

12.        Deferred Items  

12.1      Board communications - Board members reported that they were satisfied with current communications between members.  

12.2            Newsletter and awards – members agreed that neither a newsletter or awards should be considered at this stage due to lack of resources and time available by Board members to put in the work required in creating a process and criteria.  They agreed to raise this as a separate agenda item at a future Board meeting.   

12.3     World Federation Patron - Board members agreed to postpone any decisions on appointment of a Patron and discuss again at a future Board meeting.  

13.   Date of Next Meeting  

The Board agreed to meet at 9.00am on Sunday 22^nd February in Johannesburg, South Africa prior to the opening of the 3^rd World Congress.

Approval of Minutes 

These minutes have been approved by the WFACP Board and have been signed by the Chair of a meeting of the Board on 23^rd February 2004.  
 

Signature:                              ………………………………………………………………..

   
Member organisation:          ..………………………………………………………………..

  Date:                                    ...………………………………………………………………..

SUMMARY OF ACTIONS FROM BOARD MEETING HELD ON 28^TH AND 29^TH MAY 2003 IN VANCOUVER, CANADA