FINAL MINUTES 6 TH WFDYS MEETING MEETING MINUTES HELSINKI, FINLAND JANUARY 26 TH 27 TH 2004

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AGENDA 1. ROLL CALL 2. NEWS FROM THE PRESIDENT AND THE MEMBERS 3. REVIEW OF MINUTES 4. INTERNAL RULES REVIEW 5. GENERAL WORK PLAN 6. YOUTH COMMITTES 7. REPRESENTATIONS 8. FUNDRAISING 9. PUBLICITY 10.

1 AGENDA 1. ROLL CALL 2. NEWS FROM THE PRESIDENT AND THE MEMBERS 3. REVIEW OF MINUTES 4. INTERNAL RULES REVIEW 5. GENERAL WORK PLAN 6. YOUTH COMMITTES 7. REPRESENTATIONS 8. FUNDRAISING 9. PUBLICITY 10. INFORMATION WFD CONGRESS SPAIN FUTURE WFDYS MEETINGS 12. CLOSING DATE: MONDAY JANUARY 26 TH AND TUESDAY JANUARY 27 TH VENUE: AT WFD OFFICE IN HELSINKI, FINLAND. ATTENTION: VIVIEN BATORY (PRESIDENT), JUAN ANGEL DE GOUVEIA, JULIETTE DALLE, VICTORIA SKORIKOVA, ALDA PADEIRO, PATRICK LAZURE AND THERESE ROLLVÉN. Vivien welcomed everyone to the first meeting and declared the meeting open at 9.00 am. 1. ROLL CALL Everyone was present at the first meeting of the year. 2. NEWS FROM THE PRESIDENT AND THE MEMBERS News from the President Introduction VB presented her vision for the four-year term. The symbol for the WFDYS will be a tree, where everyone will grow together and represent WFDYS well. We will work together for 4 years and it is important that we respect and support each other. VB will work for WFDYS at DDU s office every Friday Report from meeting in Finland VB and CLA had a meeting about WFDYS General Secretary routines. VB and CLA are in the Management Committee and that means they will meet and discuss WFDYS issues faster and easier. VB and CLA discussed in their meeting about making an Info Sheet for the new members in WFDYS. It will be much easier to get into the work of WFDYS. CLA will make an official report paper for everyone to fill in after representations. A personal task list will also be given to everyone to send to VB, who afterwards makes copies of these to send to all

2 members. That will make everyone involved in each member s work for WFDYS Report from meeting in Portugal VB was in Portugal at the Portuguese National Association s National Conference. Only 15 persons attended that conference. There was a panel with CJS, EUDY and VB for WFDYS. VB gave a speech about WFDYS history and aims. AP proposed that VB writes in her report about the Portugal meeting and the problems there. VB will do that Info Sheet review VB info that Info Sheet s objective is to help WFDYS members to work in the right way. Info Sheet is only for internal use. Info Sheet ( 1.5) shortly after for written reports means max 3 months. All members were in favour for this proposal. 2.2 News from the members Juan Spain & Ecuador JAG was invited to Spain to give a speech about WFDYS and UN Human Rights. (The same topic he spoke about in WFD Youth Camp in Canada.) VB will discuss with CLA if the report from Spain will be official or not. Ecuador JAG was invited to Quito, Ecuador to give a speech to 60 deaf youth campers about WFDYS, Leadership and Culture. 59 of the youth campers could not read. It was the first time the government supported such a camp. JAG will write reports from these - deadline march Therese SDU funding TR informed that SDU usually send out Christmas greeting cards to different organisations every year. They decided not to do so this year. They are instead supporting WFDYS by funding 500 USD. VB will talk to CLA about sending out a thank-you letter to SDU from WFDYS Other JD informed that she gave a speech about WFDYS to French Youths. No other information from the members. 3. REVIEW OF MINUTES Approval of Minutes from the WFD Youth Assembly. Comments:

3 JD- a mistake in the minutes: 6 b. Leaders should be from age 18-30, not as written in the minutes. VB: Need to add specific amount of Euros we have in the bank account, to the minutes (Finance) VB: 7.12 Motioned that voting should be for all specific functions in WFDYS. VB will check this out with CLA. VS: 9 c. Change to Victoria Skorikova. (Not Skornikova as in the Minutes.) Change to Juan Angel De Gouveia (Not de Gouveia as in the Minutes.) JD asked whether we are able to send out the Minutes from the WFD Youth Assembly. We have to follow the Internal Rules; wait until 3 months before the WFD Youth Assembly. VB will rewrite the Minutes deadline- April Approval of Minutes from the WFDYS meeting July 26 th. JAG proposed that JD and AP switch responsibilities for Camps. Rejected. Meeting Minutes from WFDY meeting in Montreal, Canada were approved Discussion and priority making of the mandates from the WFD Youth Assembly. It is needed to make a detailed action plan for Ideas and proposal for a detailed action plan: 1. Work with the WFD General Secretary to establish a position in the General Secretariat dedicated to WFDYS activities. - The person can work part time with WFD and the other part with WFDYS. Important: What are the objectives for the person working? - Fundraise money to get a person working with WFDY issues. Check out UN Youth Fund. It is important to remember that UN does not support administration work. - Do more researching regarding this position. A fundraising committee with VS and AP will do some researching regarding this position. Deadline May VB: talk with CLA about the possibilities of this. 2.Third Junior Camp 2005 Sweden is the host of the 3 rd Junior Camp First Children s Camp 2006

4 Denmark is the host of the 1 st Children s Camp Fourth WFD Youth Camp 2007 Spain is the host of the WFD Youth Camp Expand information and outreach in both traditional and online mediums. - The main goal is to have a website with frequent updates. - The website should contain information about WFDYS, history, camps, etc. - In website it is also important to tell OM s not to forget youth. - Make a campaign with information why youth are important to OM s. How can we expand info to youths in a good way? Write a clear structure to OM s how information to youth should be made. - We should look at EUDY s letter to OM s. Maybe we follow their letter. - Make an distribution list to individuals from Youth Camps in Canada and Australia about website. - JD will be responsible for the layout of the website. - AM- how does this work? VB will check with CLA. 6. Fundraise for WFDYS Camp Scholarship funds. - This is WFDYS primary goal for There are different funds focusing on children, junior and youth camps. We should look for these. - DC committee (JAG, VS, TR) will do criteria for the scholarship fund. - Send out information with the criteria for the scholarship fund to all OM s. (JAG, TR, VS via GS). - Ask supporting countries to help their Developing Countries (sending one camper from a developing country) - Encourage Regional Secretariats to fundraise money. - Look for NGO s that can support WFDYS by fundraising. - Send out letters to OM s (who do not support any developing country) and ask them to support youth. 7. Evaluate plans for expanding the WFDYS to include members and youth organizations, as well as outreach with international organizations working on Youth issues. - How to solve the problem with info thru OM s to youth organisations/clubs. Important that info go directly to youth organisations/clubs.

5 - Make a clear structure OM s Youth Organisations in different ways such as camp selections, WFDYS member selection, etc. - Use the survey from the Canada camp - VB to talk to CLA about nomination /camp form and responsibilities, and also the responsibilities of the OM s to inform youth organisations/clubs. - VB to ask a university student to do a research about youth organisations. Beverley Buchanan? - VB: talk to CLA how we can cooperate with other NGO s. MOTIONS FROM DELEGATES: - General Assembly hours WFDYS should be given more time. We will work for that. We also want to have an informative workshop day to go through the papers for the General Assembly meeting (before the GA) making it easier for all the delegates to understand everything in a more clear way. Establish a committee Special Interest Group should be different from the youth assembly. VB will cooperate with Spain about the congress plans- give the participants the opportunity to attend the congress for free. Youth GA and the workshop will be on the agenda for the next meeting. - A brochure to inform more detailed about WFDYS. JD will be responsible to make a PDF-file with the info brochure about WFDYS. PL responsible for the updates in the brochure. - How many youth camps in the world are there in accordance to WFD philosophy? Make links in website of how many youth camps there are and links to different youth organisations members in the website. JD to make a proposal of contents what we want in the website and then give it to VB who will talk to CLA about this. - Board Guidelines or Ethics Guidelines should be established. We have info sheet already will follow that one. - WFDYS Camp Guidelines (how to establish/organise a camp). We have guidelines for WFDYS camps only. National guidelines - ask their countries how they do. - WFDYS should collaborate with UNICEF. We are going to collaborate with UNICEF through WFD and see how we can do it in another way. - WFDYS should establish their own experts/panels in different countries. We have Developing Countries experts. VB will talk

6 more with CLA how we can work well with WFD Developing Countries experts, but we cannot have the same experts as WFD. - Expansion of articles in WFD news. We can propose to write different themes in a more creative and deeper way, but it is not sure if the Director will accept that. Another problem is that WFD news only sends out once a year- and has a maximum of pages. Today, we have a page for WFDYS. AP wants to write a short story in the WFD news about Children camp and how to grow through camps. Another idea is that we can use website as our article/information tool. - Establish Regional Secretaries - youth sections. Information should go through OM s and also Regional Secretaries to inform about WFDYS and also that youth are important. Developing Countries Committee (VS, JAG, TR) should work with this. - 6 participants instead of 4 in the future youth camps. Rejected. - Volunteer position for WFDYS. We are working on this. - Voting should be for all specific functions in WFDYS. Rejected. PRIORITIES: - Fundraising - Information (Website, Info about WFDYS + camps) - Volunteer worker - Camps Action Plan was approved. 4. INTERNAL RULES REVIEW. VB informed about the internal rules review. VB will rewrite the internal rules deadline April 5. GENERAL WORK PLAN The WFD Youth Camps For Camp Guidelines, a communication channel structure is needed. There is a picture of how the communication is structured in the Info Sheet. VB will add that one from Info Sheet to the Camp Guidelines. AP, PL and JD will check the Camp Guidelines and see if any changes or additions are needed.

7 For all Camps- first official information has to go through WFD General Secretary. AP, PL and JD will work on official letters to the Camp committees for 2005, 2006 and WFD Junior Youth Camp, Sweden JAG wants to add Awareness of Human Rights into the Junior Camp guidelines. It was suggested that the Camp Organising Committee check out the guidelines. PL, JD and AP continue to discuss about the camp and the importances. PL must send out comments regarding the Junior Camp to Sweden Deadline February. First official letter has to go through WFD WFD Children s Camp, Denmark 2006 AP will contact DDU about more information regarding the camp. VB suggests that AP emphasizes to DDU that it is important to read the guidelines and that they are aware of the 1 st and 2 nd announcements for the Camp. VB will check with CLA about how to make the first step with official information regarding the Camp from the WFD General Secretary WFD Youth Camp, Spain 2007 JD will work on the same routine as AP. 5.2 Work Plan on Developing Countries VB suggests that JAG, VS and TR discuss the topic in more details together. List of WFD member in Developing Countries are needed Region: Asia-Pacific JAG, VS, TR to discuss this in more details Region: Africa JAG, VS, TR to discuss this in more details Region: South America JAG, VS, TR to discuss this in more details. 5.3 Youth Ordinary Members VB will talk to CLA for a clear structure regarding this.

8 6. YOUTH COMMITTEES 6.1 Volunteers VB has a database- list of volunteers that want to help out in different ways. To the next meeting, all should come with ideas about what the volunteers can help out with. JAG responsible to collect names. (All- to give him names and e- mail addresses.) 7. REPRESENTATIONS MEETING INVITATIONS 7.1 Information WFD must get the invitation first and then pass it onto WFDYS. An invitation letter must be given first, before saying yes to any invitation. All invitations should be in CC to all members of WFDYS a week before the meeting. New invitations after the meeting should be sent to all members in Ireland There was an invitation from Ireland where they want the President to attend their Camp on august and give a speech about WFDYS and forthcoming Camps. VB is not able to attend this Camp. VB will contact Ireland and ask if it is possible that another person (JD or AP) represent WFDYS as a substitute to her. 7.3 Costa Rica JAG has gotten an invitation from Costa Rica. It is not clear what they want, but JAG has to send an back to them and ask for an official invitation letter which has to be sent to the WFD General Secretary and the WFDYS members. 7.4 Brazil JAG informs that region Central-South America has an encounter meeting every second year. JAG will inform us further according this. 8. FUNDRAISING 8.1 Fundraising UN Youth Fund AP and VS responsible. 8.2 Fundraising Parties Victoria Not discussed. 8.3 Financial Report JD informed about the finances. We have now EURO. JD wants a provisional budget for developing countries. Approved.

9 VS, JAG and TR to do this and the deadline are august Also have the budget split into different groups such as Junior Camp, Youth Camp, Children Camp, Developing Countries, and WFDYS Worker. 9. PUBLICITY 9.1 Video WFDYS has an old video today and need to renew that one. It is better to focus on the website instead. 9.2 WFD News Discussed in Action Plan distribution Discussed in Action Plan. 9.4 Homepage Discussed in Action Plan. 10. INFORMATION ABOUT WFD CONGRESS, SPAIN 2007 (Observe WFD discussing this article on 28 th. ) 11. FUTURE WFDYS MEETINGS Sweden proposed to invite WFDYS to have a meeting at the Camp in Leksand Sweden will provide free meals and lodging for the weeks. Also, Sweden wonders whether we are interested in attending their Personal Training Education for the Staff working at the Camp. All in favour to have the meeting and also join the Training Days in Sweden. PL responsible to inform Sweden that they should write an official invitation to WFDYS members who need one. The letter should include i.e. schedule for the two weeks (Personal Training Program, meeting and Camp-program.) JAG proposes to meet earlier during the year before the Camp. PL and VS proposes to have the meeting in Australia in connection with Deaflympics Rejected. However, there should be a meeting in Southern Hemisphere. Approved. Furthermore, JAG wants an official letter in advance from the WFD so the funding issue for the own organisation would not be a problem. VS proposed to make a sheet with the same information for every organisation- WFDYS profile, action plan, member responsibilities, objectives and aims. VS and VB will be responsible for a sheet for all members. Deadline - end of March.

10 12. CLOSING VB thanked for two days of good meetings and closed the meeting at 5 pm. Minutes submitted by Therese Rollvén February 15, 2004

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