Minutes of the Task Force in Paris on Friday 15 February 2002

Present: Theo Binnendijk, Richard Joubert, David Lane, Robert Soisson, Roland Stübi, Anton Tobé, Rolf Widmer, Famke Schiff (minutes)
Absent: Martti Kemppainen

Mission and vision
At the meeting of the Federal Council in Budapest from 10-11 October 2001 it was decided that a Task Force should be established to formulate ideas about the mission and vision of FICE International for the future, and that its remit should take into consideration FICE's aims, members' expectations of FICE International, and the structure and financial position of the organisation. Members of the Task Force had a wide-ranging discussion about these matters in Paris on Friday 15 February 2002.

The main purpose of FICE is sharing ideas around the world. An important issue in the discussion was whether organisations such as FICE were as necessary today as they had been in the past. Nowadays there are other ways of communicating and travelling has become easier. Because services for children are changing all around the world, it was suggested that the organisation should be left a little bit free, and should not be too sharply focused. The organisation should be open to different kinds of childcare. At the most basic level, FICE was seen as a club, a network to build up contacts. Especially for the East European countries, these contacts are very important. Concrete projects, such as 'Education sans Frontières', are needed for spreading the identity of FICE International.

The pillars of FICE are human / children rights. FICE focuses on disadvantaged children or children at risk, to improve their living conditions and familial surroundings. FICE observes political and religious neutrality. It promotes international exchanges of knowledge and experience in the field of childcare. The way to realise these objectives are projects such as 'Peace Camps' and 'Education sans Frontières'.

For the Task Force, FICE's aims were to focus on children in need world-wide and to get involved in other countries. This is a challenge for FICE. FICE needs to develop activities and a structure for this. The more activities, the more people get involved. It was put forward that at the European level there is a growing demand for investment in projects, but it was very difficult to get members of FICE Europe involved in these projects. They were not willing to take the lead in starting projects in their own countries. FICE Internationals role is to organise international activities.

Projects FICE International
See enclosure for a survey of the projects.

For all the projects, people will become involved if they know more about the project. Before starting a project the following aspects have to be clear:
- Aim of the project, timescale, etc.
- Return on investment
- Budget
It was proposed that Project Managers should be appointed to run the projects. The projects should be co-ordinated by Vice Presidents.

Tasks of a Project Manager:
- visiting the project : in combination with own job
- goal project / evaluation
- situation area
- people / volunteers
- framework
- national activities
- partnership from abroad
- communication
- budget / looking for funding
- documentation
- reporting internal / external (PR)
- time scale

Actions:
Project Managers will prepare a report about the projects for the Federal Council in Budapest.
In Budapest it will be decided which projects will be chosen.

Secretary General and job descriptions
The problems around the Secretary General and the structure of the organisation were part of the discussion and directed towards developing a stronger FICE for the future.
The present situation concerning the Secretary General:
- The CE had a meeting with Markus Mader(director of Pestalozzi). Markus Mader was very realistic: he had a big job in Pestalozzi, and neither he nor any member of his staff would have time for the function of Secretary General. For two years Pestalozzi will provide SFr.10.000 a year.
- Wolfgang Trede proposed SOS Kinderdorf for fulfilling the function, but he was not optimistic about the willingness of the organisation.
It seemed impossible to find an organisation which is able to supply a person for the Secretary General for two days a week. Before finding someone ready to do the job, it is essential to know what is demanded from a Secretary General.
The elements of the Secretary General's role which had been missing in recent times were :
- Advising the President
- Supporting members
- Co-ordination of all aspects
- Help in finding finances

There was discussion about the need for a paid Secretary General or one on a voluntary base. According the statutes the President, Treasurer and Secretary General are elected and all are voluntary. The Secretary General should be an honorary function fulfilled by someone from FICE. If this is not possible, FICE could try to find someone by advertising. For the time being some tasks of the Secretary General will be done by a Vice President for FICE Services.

Besides the Secretary General there is the secretariat. For the time being there had been some administrative support for FICE International. If there is no Secretary General, it is most effective if the secretariat can be near to the President. Theo Binnendijk will consider if it is possible to continue with the present arrangements.

Structure for the short term:
It is proposed that the Executive Committee consisting of President and Treasurer should be extended to include Vice Presidents for FICE Europe, Membership, Projects and FICE Services, and that the Secretariat should be near to the President.

The Executive Committee has the task to search for a part-time Secretary General for the long term. If the CE cannot find a Secretary General a concrete plan will be prepared for managing the organisation.

Structure for the future:
It is proposed that the President, Treasurer, Secretary General and Vice Presidents form the Executive Committee.

It is also proposed that Project Managers should be appointed to run projects. Without Project Manager there can be no projects. If the Project Managers work well, the workload for a Secretary General will be less.

Both proposals will be formalised if the General Assembly in September 2002 agrees. This is also the formal meeting for the elections.

Action:
Theo / Famke will add a job description of Project Manager to the ones of President, Treasurer, Secretary General and Administrator or head of secretariat. The Task Force will give a reaction to the added task description.
The job description of President will be extended with the task: make a programme for FICE International for the coming 3-4 years.
The job descriptions are a proposal for the Federal Council in Budapest.
A proposal will be prepared about the structure of FICE for the Federal Council in Budapest.

FICE Europe
During the Federal Council in Bucharest the relationship between FICE Europe and FICE International was discussed. FICE Europe had started to get new sources of European money for activities but had not succeeded in this mission very well up to that point. Members had their doubts about the level of co-operation between FICE Europe and FICE International and the effectiveness of the structure, because of the double functions, with two Boards and two websites. The result has been that FICE Europe and FICE International have both been weak organisations, while covering essentially the same area, since in fact FICE Europe is virtually FICE International. It has seemed as if there is a kind of competition between FICE Europe and FICE International. The Federal Council in Bucharest had not made a decision because of the absence of Robert Soisson, President of FICE Europe.

Robert Soisson had the opinion that it was not necessary to change the structure. FICE Europe was still active. It had organised three conferences during recent years. Robert Soisson granted that it was difficult to get people involved; national sections had not participated actively.
The tasks for FICE Europe were to create a network between European countries and to get funding. Robert Soisson needed more support and participation in the activities.

The existence of FICE Europe was now beyond dispute for the Task Force. The discussion was about how to get synergy and links between FICE Europe and FICE International.
Integration of the boards, communication about the programme of activities and the membership of the President of FICE Europe on the Executive Council of FICE International were possibilities for solving the problems.

The lack of a Secretary General was seen as part of the problem. At the moment there is nobody to provide support.

For the co-operation between FICE Europe and FICE International it is desirable that the President of FICE Europe (and if there is an FICE America and FICE Africa their Presidents) participate as a Vice President in the Executive Committee. FICE Europe is a part of FICE International and responsible for its projects. FICE Europe needs an identity with statutes for formal situations.

Action: The above will be put in a proposal for the Federal Council in Budapest in April 2002.

International Membership
FICE is organised by national sections, which are meant to be umbrella bodies in their respective countries, open to anyone to join who has an interest in social care and education for children. Besides the national sections are correspondents and associate members.
In practice some national sections are professional organisations or service providers. In two countries the representation has been shared by two organisations.
In the present situation correspondents and associate members have never been required to pay for the services of FICE.
It is proposed that a category of Associate Membership should be created for individuals and organisations in countries where it has not been possible to set up a National Section and where a National Section has ceased to exist. Individuals and organisations in countries where there is no National Section wishing to join FICE International would be able to do so by an annual subscription of Sfr.40 and Sfr.200 respectively. The payment covers the costs of the FICE services and ensure that only those who have an interest will be Associate Members.
This kind of membership has to be seen in the context of the country. The members have to co-operate. When the membership of Associate Members has reached a certain level, the Associate Members would set up a National Section. The benefits of National Section Membership would be the motives for this.

If this proposal is adopted, the Statutes will have to be changed with regard to this item. The
Statutes are clear about the contribution for membership, but it is also necessary for FICE to make sure that its members will be active.

Action: The proposal concerning International Membership will be placed on the agenda for the Federal Council in Budapest in April 2002.

Financial situation
- FICE International has a financial surplus for the coming year. This amount can be applied to projects.
- FICE Holland paid Dfl.10.000 for the support of the secretariat.
- FICE Holland paid SFr.1.000 to support Hungary for their contribution.
- During the General Assembly in Berlin in September 2002 members will have to decide on the level of contributions required for 2003-2004, the proposal being that there should be no increase of contribution.

Action: For the Federal Council in Budapest in April 2002 proposals will be prepared for the use of the financial surplus for projects, and for contribution for 2003-2004.

List of actions

Project Managers will prepare a report about the projects for the Federal Council in Budapest.

In Budapest decisions will be needed as to which projects will be chosen.

Theo / Famke will add a job description of Project Manager to the ones of President, Treasurer, Secretary General and Administrator or head of secretariat.

The job description of President will be extended with the task of preparing a programme for FICE International for the coming 3-4 years.

The job descriptions will be put before the Federal Council in Budapest.

A proposal will be prepared about the structure of FICE for the Federal Council in Budapest.

A proposal will be prepared about the participation of the President of FICE Europe (and if there is an FICE America and FICE Africa their Presidents) as a Vice President in the Executive Committee for the Federal Council in Budapest in April 2002.

A proposal concerning International Membership will be placed on the agenda for the Federal Council in Budapest in April 2002.

For the Federal Council in Budapest in April 2002 proposals will be prepared for the use of the financial surplus for projects, and for contribution 2003-2004.