Minutes of VSI 2007 AGM Sat. 17th November 2007 at Rathdrum Community Hall, Rathdrum, Co. Wicklow.

Present: Trena Ratcliffe, Paul Rooney, Laura Duggan, Niamh Rooney, Jenny Thompson, Julie Cadogan, Larry Doyle, Diego Gallagher, Anne Dooley, Lucia Perna. Jenny Black, Amy Fox, Shane O’Connor, Thomas Townsend, Andie O’Loughlin, Emmet Griffin, Ken Doyle, Melanie Gutman, Kevin Mc Partland, Elaine Duffy, Cian Doherty, Mary Sexton, Tina Clarke, Sorcha Toomey, Gary Laurence

VSI Staff: Tom Ryder, Helen Wamlsey, Sheila King, Laura Baccolini (Grace Walsh with YUWG group)

Apologies: Bobby Mc Cormack, Aisling Twohill, Sarah-Anne Bennett, Laura Ní Fhlaibin., Claire Ducept, Carrie Maher, Ann Mc Kiernan, Sarah Ann Bennett, Annette Duffy, Yaqoub Bouaynaya, Manus Rooney, Yvonne Cleere, Carmel Ryan, Peggy Saunders, Anna Landy, Denise O’Connor, Helen Honeyman

  1. Welcome and opening by Elaine Duffy who emphasised the importance of input from members into the AGM. Everybody present then introduced themselves to the meeting.
  2. Adoption of Minutes of 2006 AGM: Proposed by Melanie and seconded by Emmet.

3. Annual Report

 AALA

 Larry spoke about the 35 volunteers going on the programme this year. He outlined the work done this year regarding preparation and evaluation of the workcamps and the positive feedback received regarding VSI preparation. Tom talked about attendance at SCI meeting of African Working Groups and the negative reactions to UVDA, the Ugandan partner organisation and how we need to review our relationship with them. Tom expressed disappointment with the reduced number of volunteers on AALA this year, down from 50 last year and how this may be due to increased competition in the volunteering sector. Jenny Black talked about her recent participation on a workcamp in Tanzania and her excellent experience. However she did voice concerns about health and safety as one of her colleagues got hurt on a bus and there was no First aid kit on board or with the partner organisation and the person in question had to go to hospital. She also mentioned the point of being constantly asked for money and the difficulty in dealing with it.

 Networking: Tom talked about the link with Dóchas and a group of volunteer organisations with Dóchas met with TDs to discuss the importance of volunteering to Ireland.

 Volunteering Options Group: VSI signed up to Comhlamh with other volunteer organisations and have agreed that all new volunteers should now sign up to a volunteer charter and have adopted a code of practice , where proper preparation for all volunteers is organised. Paul mentioned opening up the participants on the Teenage Programme to the AALA programme and Tom mentioned the importance of being independent in a foreign country. Jenny Black asked about meeting potential volunteers on a 1to1 basis as part of the preparation so they would feel more involved with VSI and take the programme more seriously and maybe increase the chance of involvement with VSI on return from workcamp. Elaine said we did not have the resources(i.e. time and people) to conduct such preparation, even though it would be desirable. Shane mentioned linking up with Comhlamh who give free membership to volunteers if they attend evaluation on return from workcamp.

  • Teenage Programme: As Grace was with YUWG group, Tom spoke on her behalf about the various projects that happened over the year and the Teenage Working Group, which has 1 staff member and 5/6 active members. Andie spoke about her positive experience on a workcamp in Barcelona. Tom also discussed the Integrated Volunteer Project for young asylum seekers and refugees and funding problems. Shane mentioned that funding may be possible from Youth in Action who are funded by Léargas.

 Dublin Local Group Tom briefly presented the activities of the group as outlined in annual report.

 IVP Helen presented the activities of the IVP in a powerpoint presentation, looking at the profile of outgoing and incoming volunteers. Shane asked about absence of Norwegian volunteers and Helen said there has only ever been 1 or 2 and how the short term nature ( 3 weeks) may not suit them. Helen also discussed projects in Ireland and Shane asked what top 5 countries for volunteers were Western-based (e.g. Germany, Ireland, U.S.A., Italy) and Helen confirmed this was due to difficulty in getting visas for other countries. Trena asked why the number of volunteers is low and is it a symptom of our Celtic Tiger economy. Helen said it was mainly due to lack of resources. IVP Committee: Diego talked on behalf of 5/6 members and the positive experience of working on the committee and being involved in projects. He helped Irish volunteers going away to Europe through the Information & Orientation day held in May/June, as well as with the evaluation day in October. He also participated in the Volunteer Exhibition in the R.D.S over the summer. Thomas expressed an interest in taking part on a committee in Cork. Diego and Melanie thanked Helen for her hard work on the programme.

  • IVS Northern Ireland Tom discussed how we need to review the situation as at the moment, IVS N. Ireland are not operating and Shane mentioned 2 further organisations in N. Ireland we could set up links with for peace work. Trena mentioned VSI taking over the volunteers from IVS but Tom said we need to wait to see if IVS are going to set up again and if we need them to support them in this revival.

 Long Term Volunteering Tom talked about the programme which takes place for volunteers going away for 6months – 1 year. Amy talked about her experience where she found the EVS project in Salzburg, Austria herself and asked VSI if she could apply for the project with EVS. All EVS projects are funded by E.U. Youth Programme. Tom said we need to review the programme within staff regarding who leads it, how, maybe setting up a working group etc. Shane and Paul mentioned organisations to support volunteers going away long term and Tom mentioned the question of resources and long time it takes to organise programme. Helen mentioned SCI branches working together and Trena said Union of Students of Ireland are now sending volunteers away and the E.U. have shortened the criteria for such trips e.g. now only 3 weeks duration. On LTV, volunteers pay their own flight and accommodation and on EVS, flight and accommodation are covered. Melanie mentioned how she took part in an EVS programme a few years ago and how we should plug into the experience of past EVS volunteers. Tom mentioned how this is the First year of the programme and how it has worked well. Trena mentioned setting up a volunteer house.

  • National Committee Kevin talked about the importance of membership in VSI and the need for more help in carrying out our prioroities in the Strategic Plan. Thanks was expressed to Cyril O’Connor for all his tremendous work on helping to update and improve the staff handbook. Staff and members were also thanked for their hard work, Jenny asked about gender and development under New Horizons and Elaine and Kevin mentioned how it has been addressed in the Strategic Plan but nothing has happened yet due to lack of resources to get it started. Paul asked about prioritising the need to increase the member base to 800 and Elaine mentioned how we need the members to push this and more people to join the committee so this can happen. Shane mentioned he would like to work on presenting a seminar on the Middle East and is working on making a documentary on the humanitarian situation in Palestine. Helen mentioned Trócaire is working in Palestine but we need to educate our own members on the situation there. Tom mentioned the Olive Harvest programme taking place to support the Palestinian farmers.

4. Approval of Audited Accounts: Tom discussed accounts and mentioned possibly re-directing salaries to be paid under each respective programme as opposed to expenses as the majority of expenses is taken up with salaries. International contributions: VSI give 1% of their income towards SCI. Diego proposed accounts and Cian seconded them.

  1. Appointment of Auditor: Kevin mentioned how he had met an auditor who said that auditor fees are generally the same across the board. Niamh Rooney proposed that Howlin O Rourke be appointed auditors for the coming year and Jenny Black seconded them.

6. Strategic Plan: Elaine presented the plan and Shane mentioned making the mission statement more realistic, attainable and measurable and to have 1 tangible mission statement by the end of the year. Tom mentioned the need to improve the organisational capacity and development through each programme’s operational plan and the importance of maintaining high preparation standards. Paul asked about how we nominated the 4 peace groups under strategic priority 1 and Tom said there were not many peace groups and we have links with the 4 nominated. Niamh mentioned the importance of Health and Safety and preparing volunteers to be adaptable when on a workcamp and how we need to communicate how health and safety standards are not transferable across countries, especially developing countries. Jenny Thompson mentioned the importance of preparing people properly for volunteer work e.g. go on a 1st aid course as part of the preparation, how to lift properly when working-bend the knees. Jenny Black asked if we had discussed health and safety issues with partner organisations-1st aid kit or ensuring drivers drive at safe speed.

7. Election of 2007 National Committee members: Outgoing committee members’ interest declared:Cian, Elaine, Laura, Kevin, Bobby, Sarah-Anne-was proposed by Thomas and seconded by Larry. Incoming National Committee members: Larry Doyle (proposed and seconded by Anne), Thomas Townsend (proposed and seconded by Cian), Sorcha Toomey (proposed and seconded by Shane), Paul Rooney (proposed and seconded by Larry), Jenny Black (proposed and seconded by Niamh), Shane O’Connor (proposed and seconded by Emmet) and Julie Cadogan (proposed and seconded by Larry).

8. Priorities for 2008:

 Melanie said as part of IVP, she would like to support volunteers who normally wouldn’t have the opportunity to volunteer abroad –the Teenage Programme volunteers.

 Shane mentioned how a member of the travelling community went on a placement to Afghanistan and what a positive knock-on effect this had between the volunteer organisation and the travelling community.

 Laura expressed hope for IVS Northern Ireland reviving to help promote peace in the North and assist in conflict resolution there and how VSI should help them in anyway we can to get set up again.

 Helen mentioned reviewing the EVS and LTV programmes, especially the in-and outgoing short term EVS volunteers .

 She would also like to see the issues of gender and the Middle East being looked into more.

 Shane mentioned job shadowing on a European level as there is funding available through the Youth in Action programme.

 Amy mentioned the difficulty with the cumbersome database for finding an organisation to help send her on the programnme (it took her 1 year to find hers) and the need for better and more effective communication in the system. She also mentioned her dismay at the complete lack of response from organisations she applied to.

 Paul said he would like more linkage and communication between young people who attend European-wide volunteer related programmes.

9. AOB/Matters Arising:

 Christmnas Party: Helen mentioned a Volunteer Party taking place in the Tivoli on Wed., Dec. 5th on International Volunteers day and how VSI will cover the cost of €7 for entry for any member wishing to attend.

 Archives: Tom asked for help in archiving to help clear the office out from very old files and documentation: Trena, Melanie, Anne and Cian said they would help out.

 IVP Christmas project: Helen mentioned project will be taking place in Roscommon and for anyone interested to apply.

 Diego thanked all the staff team for their hard work.

  1. Evaluation of AGM:
  • Paul said the circle-type seating arrangement was a great idea.
  • Ken mentioned how after years of being out of VSI, it was great to hear all about the programmes which has renewed his interest in VSI.