2008 - SDIA Annual General Meeting Minutes

SDIA Annual General Meeting, 2008

Amanecer, Colombia
July 30, 2008 from 10:30 - 6:00

Minutes

Present:

Voting Members: (14 members participating out of 22)

1. Annabella Ashby - Subud Britain for SD Britain
2. Sabrina Castillo - SD Netherlands
3. Amaliah Giraldo - SD Colombia
4. Liza Ramey - SD USA
5. Judy Gibb - SD New Zealand & Int'l Helper
6. Heidi Hitchcock - SD Canada
7. Solen Lees Gratiet - SD France
8. Anna Masgrau - SD Spain
9. Sharifin Gardiner - proxy for SD Australia
10. Virginia Thomas- proxy for SD India

Prior Proxy Votes:

• Subud Argentina
• SD Indonesia
• SD India
• SD Ireland
• SD New Zealand
• SD Serbia

Associate Members:

• Rasjid Cesar - Tierraviva
• Amata Aristizabal- Fundacion Amanecer
• ChayatunValencia - Fundacion Amanecer
• Francisca Bonilla - El Refugio
• Camila Romero - Entrelazos
• Lusiyah Marx - Quest Centre for Integral Health

Observers:

• Jorge Guerin - Int'l Helper, Spain
• Robert Goonetilleke - Int'l Helper Sri Lanka
• Augusto Ruiz (Colombia)
• Lynnelle Stewart - (USA)
• Azaria Kent - SD USA
• Fernando Fatah Nieva - Subud Mexico
• Stephanie Holloway (UK)
• Emmanuel Aristizabal- Translator
• David McCormick, Translator
• Sharif Horthy (UK)
• Sahlan Bustillo (Colombia)
• Irena Montejo (Colombia)
• Imelda and Leonard Maldonado (Canada)
• Rohana Castillo (Colombia)
• Halim Korzybsky (France)
• Luther Schutz (USA)

There were more observers during the day but they did not sign in.

SDIA Directors & Staff:

• Sharifin Gardiner (UK)
• Arnaud Delune (France)
• Paloma de la Vina (Spain)
• Haris Wolfgang (USA)
• Lawrence Leetz (Holland)
• Virginia Thomas (Canada)
• Rosanna Hille (Canada)

The meeting opened with a quiet period and Luther Schutz sang a beautiful song he had written for Susila Dharma for the 1997 World Congress "We are all Branches of the Tree."

Sharifin welcomed members and a quorum was confirmed.

1. APPROVAL OF AGENDA

Additions were made to the agenda:

• Proposal from Argentina on auditing projects
• Solen Lees Gratiet and Augusto Ruiz - presentation about food security

Agenda was approved by all with an abstention from Subud Argentina.

2. APPROVAL OF 2007 ANNUAL GENERAL MEETING MINUTES

Virginia drew attention to the Mission Statement, Guiding Principles and Donor Bill of Rights which were all adopted by the members of SDIA at the last AGM in Ascot, England.

Mission Statement: There was a request that SD Nationals share their Mission statements with SDIA. Spain has done this with Latin American countries. Holland and France took inspiration from the SDIA Mission and are developing their own.

Guiding Principles: there was an emphasis on the autonomy principle for members of the network.

Donor Bill of Rights:   proposed by SD Indonesia to help improve the credibility of SD as a network.

Discussion:

• This was an interesting process of consensus for us as a network to achieve. Also important to be trained on how to attract donors in a professional way. Good framework to work towards creating awareness and growth.
• Procedure regarding donations: some donations come to projects and SD nationals have to monitor the use of the funds. SD Nationals are volunteers. There was a suggestion that SDIA support nationals to do their work.
• Response: SDIA has only supported DR Congo and SD Cuba with administration costs in the past and then not for people's time.  Ability to fund SDs is relative to each the situation - in DRC people tend to give to their church but not Subud. So part of SDIA's job is to help people understand why they should support their own organizations and projects.
• Communication channels from SDIA are very important to projects and nationals.
• Response: Important for nationals to encourage and support projects in a positive way to help them to report and become transparent.   Four times a year we circulate the Grant Matrix to show who is giving and receiving funds within the SD Network. It is too difficult to report every transaction to members individually so we ask all people to refer to the Grant Matrix. This is also posted on the website.

Recommendation:  that SD Nationals be encouraged to share their grant proposals with SDIA so we can all understand what we are funding and that SD Nationals also share the relevant decisions of their meetings with others in the network.

RESOLUTION NO. 1  

Be it resolved that the Association's 2007 Annual General Meeting Minutes (Ascot, UK), as presented in the attachment to the notice of Annual General Meeting be approved.

Heidi Hitchcock (SD Canada) moved and Annabella Ashby (SD Britain) seconded.

All in favour with one abstention from Subud Argentina.

3. APPROVAL OF 2007 ANNUAL REPORT and  FINANCIAL STATEMENTS

The Annual Report with Financial Statements for 2007 was circulated by email prior to the meeting and additional copies were distributed.   Virginia reviewed membership application process and urged people to apply to SDIA if they want to become members.  The goals for the SD Network set by members until 2010 were reviewed and explained. The SD team were introduced and thanked.

Working areas reviewed for 2007.

Goals: Support to members' initiatives:

• 2 network meetings were held in Lewes and Ascot
• Visits made to Colombia, Argentina,
• Small grants provided to projects to improve management
• YUM Desa Anak Anak Project evaluation funded
• Fundraising and promotion raised funds for projects; $118,168 US sent in grants
• $13,900 was for Jakarta floods administered by SD Indonesia.

Enterprise Sponsorship Program was explained and logo passed around. People were urged to take the courage to approach enterprises outside Subud to support SD related projects. One observer was able to get 500 Spanish text books donated by the company she works for.

Recommendation: that people share the testing in their countries between helpers and national committee to help them find the courage to talk people outside Subud.  Helpers can support us to develop inner courage for our work.

USA proposed another view on testing - to not emphasize the organizations but the inner work of members expressing their own 'Susila Dharma'. The test questions SD USA uses are "What is the purpose and significance of Susila Dharma for Subud," and "What is the purpose and significance of Susila Dharma in the world."

This has made a big difference in the USA.  France also has this experience to show through testing the importance of SD for Subud members. The testing yesterday really helped one observer to feel the inner reality and to feel connected to SD work. She felt so happy when she came into this room. SD is the result of the evolution of our latihan; SD is started by people who felt the need to help others.

Recommendation to develop a workshop on project promotion and 'selling' what we do. It was recommended that at future network meetings, participants who are interested be provided with training concerning how to promote the ESP package and projects in general.

Discussion:

• This is a useful logo, and the method of selling is very important and we need to be able to explain what we offer.
• We have an Enterprise Sponsorship Program description and also a draft agreement for the contractual arrangement between the enterprise and SDIA.
• The latihan is an important tool, but it is important on how to approach businesses. For example local Institutions have asked Amata's project to teach them how to help others.
• Many businesses have signed on corporate social responsibility, and have specific departments specialising in it, which could be approached.
• Compassion is beneficial to health, so tell entrepreneurs they will live longer!
• We shouldn't be embarrassed to talk about Subud. Don't ask for support but negotiate, invite, offer.
• In Spain during an NGO festival, they provided simple info about SD and Subud and people were excited.

Recommendation: Donors Bill of rights point 7 about the relationships to donors is too vague and Fernando Fatah suggested that we make the language more obligatory. SD USA suggested that adherence to the Donor Bill of Rights should be a requirement for projects to receive SD funding.

Goals: Linking with other organizations

• 5 members to UN on Hunan Rights and interfaith issues
• SDIA participated in a coalition of 781 NGOs on prevention of child abuse.
• Goals: Publications and Research
• Governance and Development project with ISC and GHFP.
• 12 monthly newsletters on email, 4 Notes from the Field, and reports from country visits, SDIA meetings and UN meetings.
• Work on website.

Comment: you can use the website to promote the projects and share your experience to touch others.

2007 Financial Review:


Question: What is Revenue from Services?

Answer: This is the 10% administration fee charged for administering and transferring earmarked donations on behalf of donors other than SD Nationals.

RESOLUTION NO. 2

Be it resolved that the Association's Annual Report and financial statements for the year ended December 31, 2007, be approved.  

Annabella Ashby (SD Britain) moved and Judy Gibbs (SD New Zealand) seconded.

All approved with an abstention from Subud Argentina.

4. PROGRESS REPORT ON 2008

Virginia presented a brief overview of the Office activities to the end of June.

• Developed and delivered the Capacity Building Program in India, DR Congo and Colombia
• Visits to Kalimantan (Sharifin, Paloma), India (Lawrence Fryer), DR Congo (Virginia with international team).
• 5 eNews and work on webpage, brochure and Annual Report.
• Active UN participation
• Obtained grants to support our work from GHF/P, MSF, Blond Trust and tried unsuccessfully with the Gates Foundation.

Revenue to June 30:

• Earmarked 6%
• SD Nationals 18%
• General 8%
• Foundations & Trusts 33%
• Still need 35% ( $81,899) to meet our budget

5. APPOINTMENT OF DIRECTORS

Sharifin explained that four directors are due to resign this year: Lusana Blond, Lawrence Fryer, Mardijah Simpson and Paloma de la Vina, but only one next year (Laura Lesley).  SDIA needs to have a 'staggered' board with 3 Director's terms coming up for renewal each year in order to combine continuity with flexibility. The Board is asking the members to vote to extend the term of two Directors for one year only.

Question: SD USA - might this happen again?  

Answer: Yes, perhaps.

Recommendation: that when someone resigned early, the Board should consider appointing someone else to finish the term.

RESOLUTION NO. 3

Be it resolved that the terms of two positions on the Board be extended for one year in order to allow for three Directors to resign in 2009.

Moved by Liza Ramey (SD USA) and seconded by Sabrina Castillo (SD Holland)

Resolution passed by all except for an abstention from Subud Argentina.  

Because this Resolution is approved, the Board requests members to approve through a secret ballot that Lusana Blond and Paloma de la Vina to stay on the Board for an additional year.

Lusana Blond (USA) has been serving on the Executive as vice-chair and member of the personnel, finance and investment committees and is the liaison to the Blond Trust.

Paloma de la Vina (Spain) has served as Spanish Translator and liaison to Latin America.

RESOLUTION NO. 4a

Be it resolved that Lusana Blond be elected to extend her term on the Board until the AGM 2009.

Voted on after lunch: 13 yes, 1 no and 1 abstention. Passed.

RESOLUTION NO. 4b

Be it resolved that Paloma de la Vina be elected to extend her term on the Board until the AGM 2009.

Voted on after lunch: 13 yes, 2 no. Passed.

This resolution passed and so there are then 3 vacancies on the Board.  

Lawrence Fryer (Germany) has been nominated by SD France and SD India. Lawrence has been on the Board of SD Germany for many years and since 2005 and has served on the Executive Team of SDIA as Treasurer and has been special liaison with projects in India.

Mardijah Simpson (Australia) has been nominated by SD Australia.  Mardijah has been an International Helper for Area 1 (Asia) and has extensive professional experience with development work in Australia. She joined the Board in 2005 and has served as Director liaison for Asia and worked on the editorial committee.

Additional nominations:

Uraida Vacacela (Ecuador) was nominated by SD Canada after testing with 3 international helpers on whether to put her name forward.  Uraida Gabriella Vacacela is the co-founder with her husband Pedro Vacacela of Inka Samana Pacha Project in Ecuador. She is an educator who has been active with SDIA as an associate member since 1993 and is currently finishing a PhD in Education from Salamanca University, Spain, while living in Ecuador.

Fernando Fatah Nievo (Mexico) nominated by SD Colombia.

Fernando is an educator who is currently the chair of Subud Mexico and works with the Usaha Mulia Abadi project. Withdrew after testing.

David McCormack (Colombia) nominated by SD Colombia.

David works at the university in Cali and has some experience with project management and has time and speaks English. Wants to volunteer for SDIA even if he is not elected. Withdrew after testing.

Nichetta  Predrahita (Colombia) nominated by SD Colombia.

Nichetta was nominated by SD Colombia, has good English but has no experience with SD. Withdrew after testing.

Discussion:

• Some feel concerned about electing a project leader to the Board. Sharifin explained that we will ensure that a conflict of interest policy is in place that applies to all Directors in order to address this and other concerns.
• Some would welcome a project leader to bring that perspective to the discussions at the Board level.
• Haris spoke of his experience of the need for depth of experience on the Board of SD USA and SDIA. Important that the SD National who nominate people understand this.  The experiences and ability of candidates is so important in order to be able to function.
• The inner process is very important and testing prior to agreeing to serve is recommended. Suggestions for testing: a) how is it for x in his/her personal life to serve on the Board of SDIA? b) how is it for the harmony of the Board? c) how is it for the growth and development of SDIA?
• SDNL committee experience is that testing is good but you have to put your feet on the ground and work in the real job. There is a responsibility to Subud and yourself but most important responsibility is to society where we are active.

Fernando Fatah Nieva thanked those who nominated him for the Board. He tested personally with helpers and it is not the right time for him to serve SDIA in part because he is chair of Subud Mexico and treasurer of Usaha Mulia Abadi project. He has made a commitment to work for education projects in Latin America though the recently formed network.

Lunch break 1:15 During lunch David McCormick, Nichetta Predrahita and Paloma de la Vina tested about their suitability to serve as Director.

Resume meeting at 3:40

David and Nichetta withdrew as candidates but the testing indicated that they should consider being nominated in the future.  Paloma will stand for the extension of her term for one year.

The meeting completed the decision on Resolutions #3 and #4 (see above).

RESOLUTION NO. 5

Be it resolved that three from the following list of nominations are elected to the Board for the terms 2008 - 2011.

a) Lawrence Fryer

Vote:  11 yes, 1 no, 2 abstentions. Passed

b) Mardijah Simpson

Vote: 12 yes, 2 no. Passed

c) Uraida Vacacela

Vote: 9 yes, 1 no. Passed. There were fewer votes because this was a late nomination.

Moved by Heidi Hitchcock (SD Canada) and seconded by Solen Lees Gratiet (SD France).

Two non-members volunteered to count the secret ballots - Luther Schutz and Halim Korzybsky.

Resolution passed.

Congratulations to Directors to the Board elected for the following terms: .

Lusana Blond  (2009); Paloma de la Vina (2009),

Lawrence Fryer (2011), Mardijah (2011), Uraida Vacacela (2011)

Other Director of the SDIA Board are: Laura Lesley (2009), Arnaud Delune (2010), Haris Wolfgang (2010), Lawrence Leetz (2010)

Recommendation from SD USA: Liza finds it difficult to vote without personal knowledge of the spiritual process that was followed and feels it is important we use this tool we have. She requested that the SDIA Board consider how to incorporate this information into the election process for next year. SD USA recommended that testing be done in front of the SDI board (SD nationals and SDIA board members): How is it for x? How is it for the SDIA board? How is it for the harmony of SDIA board if x were to server?

6. DISCUSSION CONCERNING
"Guidelines for the Formation of SD National Bodies"

The Board circulated a discussion paper in English, Spanish and French about the relationship between Subud national committees and SD National organizations and the formation of SD Nationals.  See Appendix A.  The Board requests this discussion to get a better understanding of the views of the network. No decision will be taken at this AGM.

This topic was discussed in depth in a preparation meeting July 28 at Fundacion Amanecer.

Discussion:

• Arnaud reviewed the benefits of legal registration as outlined in the document
• The need for inclusion of beginning SD nationals was seen as important.
• Suggestion that non-legal SDs could be associate rather than voting members to create a process of inclusion and encourage growth.
• Recognition of the difficulty in countries where it is not possible to legalize was noted.
• Good communications between Subud national committee and SD National team were seen as crucial. This is achieved in some countries by chairs sitting on each other's Boards.
• Close harmony most important, structure is a separate issue.
• Criteria originally for voting membership was any kind of activity that could be connected to Susila Dharma.  This becomes hard to define and causes the issue of 'who are the members?' to be vague.
• Distinction between providing accountability to Subud organization (SD nationals and SDIA) versus social enterprises of individual members that do not 'belong' to Subud.

The following recommendations were taken:

1. Incorporate text changes proposed by Liza Ramey of SD USA
2. Circulate the discussion paper to Subud national committees
3. Create a sub-committee to work towards a resolution to make a decision at the World Congress in 2010.

7. PROPOSAL OF SUBUD ARGENTINA

From Subud Argentina:

One of the subjects we talked about was the donations provided by the different SD Nationals and SDI. Subud Argentina and SD Argentina continue to feel that the way these donations are audited is inappropriate. This is mostly because there is little or no control over the validity of the report of expenses the projects are asked to present which are accepted without any serious auditing.

We think that there should exist an expense auditor for every project, that he or she must have residence in the same country where the project is doing its work, that such person must not be involved with the project at all, and should be one trusted by not only SDI but the SD National of the country where the project is working, and by the project itself.

Therefore, SD Argentina proposes the following to SD International, and requests it to be discussed during the Annual General Meeting in Amanecer:

That for the sake of the donors, when the total donation to a project from a SD National, SDI, or the combined donation from several SD Nationals, goes above a certain or defined value* (please see separate paragraph), the project's expense report should be audited by a person who:

• has residence in the country where the project is doing its work.
• is appointed by: SDI and the SD National where the project is doing its work, and is accepted or and trusted by the project itself.
• does a regular follow up (every 4 to 6 months) of the project and reports its findings to SDI and SD National of the country involved.

*Defined value: every country should establish it own threshold value. For example, in Argentina 3 pesos equals 1 dollar, therefore a total annual donation of 7,000 US dollars equals 21,000 pesos, or $1750 pesos per month which is approximately twice the basic salary of a worker in Argentina.

This proposal was discussed in a pre AGM meeting on July 28.

Discussion:

• Auditing is not a form of control but helps to fulfil responsibilities to donors, populations and staff.
• There is a need for transparency but 'police auditing' is no longer done.
• Preferred method within SDIA is to build understanding and capacity around the purpose and need for an audit.
• SDIA has no means to impose or fund audits as this goes against our guiding principles.
• Overall concept is to provide support to project management and placing auditing within that framework.

Recommendations:

1. Educate members about the role of auditing and build capacity.
2. Stress the importance of and the details in the Donor Bill of Rights and ask members to adhere to this.
3. Members can ask for an audit and the network will try and help fund them.
4. Distinguish between a general policy on auditing and policies for those members who receive grants
5. Working group to develop a policy on auditing - Sabrina, Liza Ramey, Virginia, SDIA Board members such as Lawrence Fryer, Haris Wolfgang or Sharifin Gardiner.

8. PRESENTATION ON FOOD SECURITY

Solen Lees-Gratiet (France) made a presentation on a high level FAO meeting on food security that was held recently in Italy.  (See appendix B)

Discussion on what we can do:

• support local agriculture
• support fair trade
• support projects that are working in food production

Augusto Ruiz (Colombia):  Support 'protein banks'; use techniques that are earth friendly; grow organic and use ancestral practices that use companion planting; involving female heads of households; look for local solutions before looking outside the community/country; don't support multinationals; help preserve local food sources.  Augusto invited people to work with him in a food security network. Augusto proposed the creation of an indigenous seed and protein bank in Amanecer.

Lively discussion for another hour on examples and options related to food security and the situation at Amanecer specifically. SDNL is willing to consider a proposal from Fundacion Amanecer provided it comes from the whole group working together.

Recommendations:

1. While we are together, start a process set up a long term plan to help Fundacion Amanecer go forward.
2. Set up an internet discussion group in Spanish and English to exchange ideas.
3. Electronic news letter and web page for information.
4. Deliver some well-prepared workshops on this subject at the World Congress.
5. Email list of people interested in this topic.

FOOD SECURITY NETWORKING GROUP

Name
Role
Email

Irina Montejo
isabelmontejo@yahoo.com
Augusto Ruiz F
Agriculture Biodinamica

Stephanie Holloway
Cattle breeder, UK and Kalimantan
stephanieholloway@phonecoop.coop

Rasjid Cesar
Tierraviva project
Tierraviva.org@argentina.com

Carlota Barney
Amanacer
jimenabarney@hotmail.com

Amata Arastizabal
Amanacer
Amataab@yahoo.es  

Chayatun Valencia
Amanacer
chayatunvalencia@hotmail.com

Nury Bonilla
nuryeb@hotmail.com
Azaria Kent
USA
azaria@authentic-living.org

Heidi Hitchcock
SD Canada
heidihitchcock@shaw.ca

Lawrence Leetz
SDIA and SD Holland
Lawrence_leetz@hotmail.com

Sharifin Gardiner
SDIA
Sharifin@ashfodon.co.uk

Solen Lees Gratiet
SD France
solen.gratiet@club-internet.fr

Thanks to Solen and Augusto. 

Meeting adjourned at 6:00 with a rainbow outside.
Appendix A: Discussion Paper Guidelines on Formation of SD National Bodies
Appendix B: Food Security
UN FACT SHEET (FAO) (English and Spanish Versions Available)