Newsletter no35    

July/August 2007

Our next meeting

7.30pm

Thursday, 2 August

Hawthorn Town Hall, 360 Burwood Road, Hawthorn

Our guest speaker will be

Steven Sengstock, of the ANU, who will speak on his research project on Don Bonaventura the hero of Same and his upcoming field trip to Manufahi

We will also have reports on the election and our projects in Same from Trish and Esther

Discussion on the important issue of incorporation

Please join us for wine, cheese and chat, before the meeting

From Your Convenor

Dear Friends of Same

Steve Sengstock from the ANU will be our speaker at the next meeting of the Friends of Same. Steve has been involved with East Timor for almost ten years, including time spent there with the ADF (initially deployed in 2000 as an Army interpreter). He  is fluent in Tetum, Indonesian and Portuguese. Steve is undertaking a Masters Degree at ANU researching the  life, times and legacy  of Dom Boaventura. He is also tutoring on  the ANU's 'Future of East Timor' course.  

Trish and Esther will be reporting on their recent visit to Timor Leste as election observers in Same. It will be good to hear further updates on our projects and the people we now know and work with in the Same community. Jenni Kanaley is still in Same, having returned in early June and is helping with our projects (and giving us plenty of ideas of how else we can spend our money!). One of these new projects is possible support for an agricultural institute which is establishing in Same- this has much potential to link up with the scholarship program we now have with the Don Bosco Agricultural and Veterinary Science College at Fuiloro- as well as supporting improvements in local production and addressing the crucial issue of food security. Esther will report on this.

We have also had an offer to assist with fundraising for our scholarship program and agriculture. More on this as it develops. Any volunteers to assist would be very welcome.

The issue of incorporation has now become a reality with the City of Boroondara requesting that we proceed to set this in train with a view to formal incorporation by the end of September. The necessity for this has become increasingly apparent in the negotations over the restructure of the coffee project and also ongoing difficulties in transferring funds for projects through the council structures and in monitoring cash flow. The process towards incorporation will be discussed at the  meeting on 2 August.

The Rotutu school project is now on track, following the recent visit by Bruce Butler to Same. Bruce has been working with Padre David and Senor Tilman, assisted by Deolinda da Cunha who has now returned to Dili. We are also grateful for the generous support of Bill Dagg and Daryl Mills of Rotary. Through Rotary we will be able to organise payments for materials and related costs, as well as benefit from their local knowledge and expertise. See Bruce's report later.

Finally, a heartfelt thank you to Harold Down for his wonderful work on the typewriters - an inspiration to us all. Also to Kevin Bain, for his tireless work in initiating, developing and managing the coffee project since the early days of Friends of Same- it survived and grew  because of his professionalism and expertise, but above all, commitment in time, energy and resourcefulness over the years. Thank you, Kevin.

Kate Gillespie-Jones

Convenor

From the meeting held 7 June 2007

Speaker: Bruce Butler spoke about his recent trip to Same as an observer for the elections and showed numerous slides. Bruce's main concern following this trip was that we must try to set up ongoing representation with someone local for our larger projects as good communication is essential to get the work done within a reasonable time frame, especially ongoing work at the FN House and the rebuilding of the Rotuto School.

Items Discussed:

Tony Barta conveyed ( in absentia via Martina) a real appreciation for the work Don, Lynn, Rosanne Creagan, Karen Cusak and others along with Kevin have put into securing the Coffee Project.

  1.  The Fair Trade Association is a good organization we should be supporting and talking to, and that we pay the annual affiliation fee of $82.50 which is now due. 1. Ken, 2. Lynn. Passed unanimously.
  2.  The Same coffee farmers project should be the focus of the Friends of Same and that we ask Jenni Kanaley to work with FOS on clarifying objectives, support needs, review processes, and promotion.  1. Ken, 2. Esther. Passed unanimously.

Ongoing support to graduates: Jenny Kanaley is following this up.

Some discussion on increasing the number of scholarships was held with the resulting  motion:Subject to further clarification we approve Padre David's proposed scholarship  programme at Don Bosco Technical College, Fatumaca,  plus an extra 2 places if he  considers this manageable. And we record thanks to Pe David and Brother Michael Lynch  for their help with the scholarship program 1.Kate, 2. Don. Passed unanimously.

New  Business.

Proposal outlined in the June newsletter and discussed at last meeting of the Steering committee.Kate requested endorsement of FOS allocation of $3000 towards the costs of bringing Francisca Oliviera da Silva from Same. 2nd by Barbara Browne. Agreed. Kate requested assistance to co-ordinate the visit (hospitality, driving etc - see later in newsletter).

Martina Hayes

Secretary

Coffee Project Report

I am still in the process of taking over the wonderful work Kevin has done over the last few years building up our coffee clientele.  Obviously a lot of time and effort have gone into establishing some strong relationships and we have some great people out there promoting East Timor coffee.  Kevin is continuing to help with the transition by introducing me to customers along the way and his support is greatly appreciated.

I can report that we now have new packaging for the coffee, also the expresso and ground have been combined into a universal blend and therefore we now have just the one type of ground plus the beans for sale.  The price remains at $7.00 per packet.

We have had exposure at 2 eisteddfods at which we received donations for coffee provided plus some sales.  Hawthorn craft market continues to sell varying amounts of coffee and Tais and many thanks to our wonderful volunteers who continue to assist in these activities.

Kevin and I provided coffee at an OLGC church Christmas lunch, where further sales occurred as a result. Trish and I presented a talk on East Timor to a group of people at Our Lady of Victories church in Camberwell.  We had a very enthusiastic response complemented by coffee and Tais sales plus a donation to our group.

On Sunday 29th July Kevin and I have been invited to attend the 25th birthday celebration of the Bowen Street Community centre.  Over 200 people will be attending and we will be providing coffee plus a display of some of our projects and the opportunity to sell more coffee.  There is also the possibility that Bowen street community centre will become a regular customer selling coffee on our behalf.

I am sorry to say that one of our customers - Wedges - in Kew, recently closed.  We are always on the lookout for new customers and if anyone has any contacts particularly in the Glenferrie road or Burke road areas  please let me know.

Gill Merzvinskis - coffee co-ordinator

John Lagzdins advises that the arrangements with Coffex are proceeding as per the document drawn up.

Report on Visit to Same- Election Observer team

Trish, Bill and I went to Same as International Election Observers (with the VLGA) for the 30th June Parliamentary Elections. Voting started at 7.00 am and we went to the nearest polling booth (St Michael's school in Same) at 6 a.m. It was still dark but already there were people queuing to vote. There were 2 other international observers there (1 from Portugal, 1 from Czechoslovakia) and quite a lot of national observers- mainly young people, quite a few Scouts. 

During the day we visited 7 other polling booths - Datino (the farthest north), Holarua, Babulo, Lidique, Same, Simpan Tiga, Raifusa and Betano (by the sea). The voting seemed to go very
smoothly and everything seemed to be well organised. There was a good turnout - over 80% of the eligible population voted throughout Timor.

Parties with less than 3% of the votes were excluded due to new rules forthe second parliament. Also there are no longer representatives of each ofTimor-Leste's districts.


Although the voting was peaceful, because no party won over 50% of the vote or more than 33/65 seats, there is a lot of tension over who is going to form a government, and, especially, who will be next  prime minister. Seats are as follows: Fretilin 21, CNRT 18 ASDT/PSD 11, PD 8, AD KOTA.PPT 2, UNDERTIM 2.CNRT, ASDT/PSD and PD initially said they would form a coalition (giving them a majority, however  Fretilin will not accept this as the coalition wasn't formed before  the election. Fretilin and CNRT and PD may form a government of national unity, however the choice of PM is still contentious.

Esther Anderson

Report on Visit to Same- Projects

As usual we had a very happy time in beautiful Same. Bill, Esther and I stayed at our 'home away from Home' the Parish Guest House and enjoyed great hospitality from the Padres and their staff. The weather was initially wet, but cleared up on election day and remained fine throughout the rest of our stay. The fruit was abundant as always and most delicious. The following is a brief summary of the status of some of our projects in Same.

Fuan Nabilan

There are now four young people living at the house, Casimiru. Januario, Bella and Santina. Bella, who was incredibly shy when I met her in 2005, is now a very confident young woman. She has a pleasant manner and is doing well with her braille and mobility. We are hoping we can get her on an IT course next year, through World Blind Union, if she can get some English lessons. Bella is 17 and proudly voted for the first time in this election. At present, we have Julietta and Clementino living there as support staff and security. We are currently seeking support for a small salary for the support workers as their presence is essential for the well being of the young people.

At the moment they are all working for no pay, and their food appears to be mainly paid for by Joachim who has some precarious work in Dili. As a matter of urgency, we propose that for one year that  Friends of Same pay Joana a salary, of eg US $1,000 a year and Julietta US$500 and the security person who also helps with the boys maybe US$400 Esther says that Joana is very very stressed and worried about feeding the 2 boys because their parents live in a remote village and can't contribute to their food. There are also some other girls that come to be taught during the day who need to be fed at lunch time. We will still look for other funding sources, but until we find them I think we should support the workers at Fuan Nabilan - otherwise it may not be able to continue.

We also need to consider what we can offer these people when they do become literate. There is really nowhere for them to go in Timor. I am wondering if we could investigate the possibility of some sort of scholarship for them, perhaps to Kupang, where there is an educational facility for blind students. This would probably be the nearest and cheapest destination where blind and vision impaired people could go for further study.

Esther, Bill and I purchased two beds, a table and chairs and small kerosene stove for them. They need two more beds and a computer table.

Unfortunately the House has been subject to flooding and this has delayed completing the remaining work and the fencing and planting of the garden. I spoke to Mr Tilman about this problem and he had a talk to Joana and made some suggestions about further concreting to reduce the danger of flooding. He thinks a concrete porch in front of the house, with a low retaining wall, will divert the water away from the doorway. He also suggested that Joana send him a proposal for a subsidy for food for the young people, which he will pass onto the local Social Security person. He said it will take time, but they might get something eventually.

The positive outcome of the election is encouraging. It means that we may be able to begin to attract people with specialist skills to travel to Same to present training programs for blind and vision impaired students and to also to initiate our planned outreach to other sensory disability groups in the District.

 Handcrafts/Weaving  Support

I spoke with Jose Ximenes, the weaving project officer at TimorAid and our friend Rosalia, who is now his boss. They told me that the workshop on the Postu, which was damaged in the Reinado incident, is still closed, but that Alexandrina and two or three other women had three of the looms at Hat'udo and were working there. However we were unable to visit them as the bridge had been washed away in a sudden flood just before we arrived. I purchased some tais from them and we talked about keeping them informed on the type merchandise that sells well in Australia.

 

I also purchased six tais from the Oecussi weavers. They are very attractive and one has been sold already. However the weavers feel very insecure in Bairo Pite and their numbers are much reduced.  It would be good if they could relocate at some stage.

I also met a new weaving group in Same, Prepara Futuru, initiated by Joaninha do Rosario. They are committed to reviving weaving in Same and their work is of a very good quality. I have some examples which I will display at our next meeting. I have ordered some tais from them, which will be ready in about October and I am now looking for someone to pick them up. They are desperate for support, particularly money for thread. I think they are doing something worthwhile and I undertook to look for support for them. They also make very attractive evening bags of enamelled seeds. I have a sample which I will display at the market and for which I can take orders.

 

Sub-District Office Computer

In Same I again met my former acquaintance, Mr Armandio Assuncao da Costa, the Sub-District Development Officer. He has given me a letter to Friends of Same, asking if we can help them to get a computer for the Sub-District Office. He says that from 2002 till now they have not had a computer and everything has had to be written out by hand. He says that they have handwritten up to fifty letters a day, when inviting people to meetings and functions. I am looking for suggestions as to how we can help him.

 

School Furniture

I met with Mr Pedro dos Reis, Superintendent of Education for Manufahi. He is looking for assistance to purchase school furniture, which he wants to have made locally. He has undertaken to investigate the cost of the furniture and to send us a proposal, which he will probably give to Jenni Kanaley when she returns in late August.

 

Kindergarten teacher

I met kindergarten teacher, Fransiska D'Oleveira, who is one of the teachers visiting Melbourne kindergartens for a training course in August. She works with IMM, the kindergarten for which we provided the playground equipment. She is very friendly and is looking forward to her visit. She speaks a little English (fluent Indonesian). I have given her my phone numbers and told her that if she calls me, I will put her in touch with the rest of Friends of Same. I hope we can organise a get together with her while she is here.

 

Sewing

Jenni is organising a new sewing group in Same. She has met a woman called Filomena da Costa who can sew, silk screen print and repair sewing machines. She is anxious to start a sewing group if she can find a suitable venue with little or no rent and will repair some broken machines which are stored at IMM in return for free use of some of them. She wants the group be organised like a small business, which is very promising.

Agricultural College

Esther and Bill visited an agricultural college that is starting up in Same. The content is geared towards practical rather than theoretical agriculture, and the students spend a fair amount of time in the fields. The college has land at Holarua that is planted mainly with rice. They have problems with rats eating the crops, and also with small grubs that attack the seedlings. The teaching rooms and library are on the Postu - they are lacking furniture, and up-to-date books, but despite these problems the teachers are enthusiastic and dedicated. Harold Down has supplied a typewriter which they asked for and they could also use a computer. They have been offered more land  for student crops - a large ex Indonesian military base at Ailuli - which is a) flat and b) cleared, so it seems very suitable. There are 2 ruined houses there that the teachers would like to restore, and it is proposed that FoS support them in this. However there is some difficulty about the land allocation that needs to be sorted out. The alternative land that has been offered, in addition to that at Holarua, which isn't really large enough, is quite far away, and isn't as suitable as the land at Ailuli. It was suggested that our agriculture  scholarship students might b able to come back and teach here in the  future. They have  written a proposal (in Indonesian) for FoS to consider.

Esther and Bill also visited Jenni Kanaley's macadamia trees and Brian Monaghan's farm at Betano (Seeds of Life project).

Same Scouts

Esther and Bill met with the Same Scouts, and those who had been to the Jamboree in Australia sent greetings. Also, they requested tents, if anyone has a spare tent they could possibly send it via the Rotary container. Maybe the new Same sewing group could make A-frame tents if we paid for material. We also gave 10 of the Scout manuals that had been translated into Tetun and bound by Lyn Williams to Father Gelasio to distribute. The rest are coming in the Rotary container.

Friendship Schools

Esther and Bill visited Raifusa primary school, Betano, dropped off parcel from sister-school (Chatham primary) collected banner and lots of letters for Chatham primary students written by Raifusa students. Have photos (also had a chat with education director in Same- he was delighted with the things from Chatham primary  that the kids had made - clock faces etc).

Patricia Woodcrofl-Lee


Fuan Nabilan Centre for Blind and Vision-Impaired

See report above by Trish.

Esther raised the immediate problems with funding for the Centre at the Friends of Same Steering Committee meeting held on 11 July. It was agreed that $1000 would be granted immediately as seeding funding for the Centre's operation, and that a more detailed project plan would be prepared outlining the ongoing needs for funding to allow the Centre to function. This would be used as the basis for joint fundraising with interested organisations.

The Executive also considered a proposal to purchase a new solar panel for the Fuan Nabilan Centre to replace the panel which was stolen. It was agreed that the Centre could not operate effectively without the supply of electricity, that there was now more security with people staying in the builiding and the panel could be more efffectively secured to the roof. An order for the replacement was made through the Alternative Technologies Association which is returning to Timor Leste in September. Again a decision on this was required urgently as ATA had deadlines on placing orders. The solar panel will cost $800.


Rotutu School Project  

This project involving the reconstruction of the building comprising three classrooms and a teachers area was agreed and budgeted for in April 2006. Due to the uncertainties and difficulties since that time, the project was only revived in May 2007.

Following a mid July meeting in Same between District Administrator Tilman, Padre David, the Chefe de Suco for Rotutu, the principal of the school and some other key stakeholders in this project, it was agreed that there was still community support for the school and that all efforts would be made to make it go ahead.

The village is working on the road to take construction materials to the site, an interpreter is being provided for an Australian building supervisor , Kevin Parker, and accommodation is being made available for he and his wife. (Kate: the interpreter is Anacleto, one of our scouts who came for the Jamboree, who comes from Rotutu).

Kevin Parker a builder based in Western Australia, been in East Timor three times in the past 6 years and has built a 6 classroom building, repaired roofs on a classroom and community centre and repaired the roof on an orphanage, in other locations like Baguia. He is kindly volunteering his services.

We have arranged for the funds for this project to be sent to Rotary in Dili and they will make payments on our instructions and/or against invoices. We appreciate Rotary's support in providing this facility as FOS had not been able to set up and operate an account in East Timor.

A new budget has been prepared by District Administrator, Senor Tilman based on current costs for construction materials and other expenses. The March 2006 budget of US$4714 now up US$818 to US$5532, but there are further additional expenses for food for the workers and transport of construction materials that were omitted from the 2006 budget. At time of writing, these expenses had not been finalized but clearly some additional funding will be required. A request will be put to the FOS Executive as soon as the exact amount is known.  Construction is planned to commence mid August.

The support of the Community Group for the additional funding allowing completion of this project would be appreciated.

Bruce Butler

Same Sewing Group
See Trish's report earlier.

This is a new entity and not the home based group that Jenni Kanaley had been supporting and had provided our hospital gowns  Senora Filomena da Costa will run it as a serious business. She has 20 years and more of  experience in the sewing business and can repair machines, do screen printing, run training sessions and sew. In lieu of rent for the OMT building plus use of four OMT machines, she will provide training. The five sewing machines that were stored in the IMM centre have been handed over to the group and she is repairing them (apparently they all broke after an initial training session); all but one can be repaired. It is likely these machines are the ones that were shipped by Friends of Same in the early days.  This has all been arranged with the full support of Senor Tilman and the organisations concerned. OMT is the largest womens support group in Timor-Leste.

Seeding funding to purhase equipment and materials was requested through Jenni Kanaley. The Executive has discussed this and agreed to provide $USD500 towards the project. Small scale economic initiatives such as this can provide employment and generate activity in the local economy, benefitting the women and their families and the community as a whole. A decision was necessary on this project to allow it to go ahead. Our graduate from St Mary's Mazzerello Vocational High School (Felixisima) is being invited to join Senora Filomena's group.

Kate Gillespie-Jones

Kindergarten Teacher Training

As mentioned in the report on the last FOS community meeting, the Friends of Same are supporting the visit of Francisca Oliviera da Silva, kindergarten teacher trainer from Same to come to Melbourne for observational training organised by Sister Aurora Pires and the GOYA Foundation.

Francisca is the director of the IMM Kindergarten in Same (see photo below). Friends of Same has previously supported through the provision of playground equipment. Trish met with her when in Same (see report).

Photos Kevin Bain

From the last newsletter: the aim is for the teachers to spend time in classrooms at kindergarten and early primary school level observing the role of the teacher- including planning for lessons and activities, interaction with the children and engagement with parents, as well as being exposed to a range of different learning and teaching methods and strategies.The visiting teachers, who are all teacher-trainers, will take back their experiences to pass onto other teachers and carers in the kindergarten sector through training programs.

The group of five teachers will be in Melbourne from 10 August to 24 September. Three will be spending the first three weeks in Meadow Heights, supported  by Marga Pires and the GOYA Foundation. Francisca will be with Noemia from Emera in Cranbourne, largely supported by Friends of Emera during this time. We will be working with Jan Trezise to coordinate support/activities.

The group will be based in Boroondara from 27 August (Francisca and Noemia from 3 September) until 24 September, when they return to Timor-Leste

ASSISTANCE IS NEEDED! Although accommodation is no longer required (thanks to Fr Peter, the group is able to stay at the  parish house in Power Street, Hawthorn) we still need your help. (Thanks to Pearl for the offer of accomodation).

In particular assistance with driving Francisca and Noemia  to the various kindergartens and schools they will be attending while in Boroondara: it is anticipated that this will be necessary for the first two days each week from Monday 3 September and Tuesday 4 September, to arrive by 8.00am and for afternoon pick-up. The teachers will be encouraged to use public transport, perhaps with supportfrom the teacher/parent group at the kindergarten/school for  the remaining period. More details will be supplied shortly about where the teachers will be located in this period (roster still being finalised).

Interpreters; weekend hospitality particularly Saturdays; METAC on Friday 7 September; even perhaps support with food and catering would provide you with opportunities to support these Timorese teachers. Please contact Kate Gillespie-Jones  9882 6639 or  0415 544 527or Jill Forsyth on 0412 171 353.

SUPPORT THE GOYA Foundation fundraiser on Wednesday 15 August at William Angliss. A Timor Leste VET Network Dinner for the GOYA Foundation in conjunction with VISTA.  Venue: Angliss Room Restaurant 550 Little Lonsdale Street Melbourne, 6.30pm  for 7.00pm  Cost: $48 per person (drinks extra). The visiting kindergarten educators from Timor- Leste will be the guests of honour. Funds raised for the GOYA Foundation will help cover the costs of their visit.

More information and RSVP see website http://www.goyafoundation.org/ or see Friends of Same website (flyer).

Kate Gillespie-Jones

Tais and Support for Weaving

Joan Fordyce arranged with a contact in the Dandenongs to make four hand loom reeds for TimorAid weaving, at their reqest, as discussed at an earlier meeting of the Friends of Same. These are being shipped to Dili by Rotary in a container which will leave in early August. The cost of the reeds was $704.

Trish's report on her visit to Timor Aid - see under Report on Same Projects

Trish Woodcroft-Lee and Joan Fordyce

Update on the Scholarship Program

Jenni Kanaley advises that six students sat the entrance exam for Don Bosco Agricultural and Veterinary Science College at Fuiloro; five were successful (2 girls and 3 boys). Four boys sat the entrance exam for Don Bosco Technical College at Fatumaca; unfortunately no-one achieved the standard required. This may have been due in part to the disrupted education students in the Same sub-district suffered as a result of the closure of schools for one month during the Reinado raid and ongoing search. Five girls are to sit the entrance exam for St Mary's Mazzerello Vocational High School at Venilale. If all are successful, we will be able to support them under the agreed allocation of places for the new intake in 2007-2008 (ten places).

Kate Gillespie-Jones reports that the amount given in the last newsletter for supporting the five students at Baucau Teachers College (Instituto Catolico para Formacao Professores) was inadvertently underestimated by $USD 1200- the cost for rental of the house the students share. This occurred due to a mix-up in invoicing from the Teachers College (a saga!). The cost per student is actually $USD721 per student covering tuition fees, entrance exam, allowance, boarding costs, travel return to Same, establishment costs three year program): $USD3605 or $AUD$4096 plus transfer costs (current values). This increased cost, although still much less than the bursary scheme previously examined, may mean we do not add students to this program until the current intake has graduated.

Dianne Kinnealy, Barbara Browne and Kate Gillespie-Jones

Friendship School Project

Chatham Primary School: Chris Hepworth reports that Chatham Primary School sent a parcel to Raifusa (Betano) Primary school containing four books, posters of a 'Day in the life of Chatham Primary School” and about 29 laminated  clocks which the students had decorated. The books were in response to letters received from students of Raifusa Primary School, and contained information about students at Chatham Primary School. Esther Anderson who visited Same recently delivered the parcel and received a very positive response. Esther will attend an assembly at Chatham Primary School to present letters, photos and a banner from Raifusa Primary School. Chris felt quite excited about the response from their partner school.

St Michael's Catholic Primary School, Ashburton: 25 students and a teacher attended the Friendship School Project Forum so there is a growing interest at the school in developing the relationship with a partner school in the Same area. The Alola team has visited Same to make this connection. We will try to work with St Michael's to develop the program at this end. Connections were made between the teachers at St Michaels and Chatham Primary School (Louise Harris and Chris Hepworth).

All Hallows Catholic Primary School, Balwyn: principal Brendan Welsford has advised that the school has withdrawn from the program. Teachers and students participated enthusiastically in fundraising for the program but the relationship with the designated partner school did not develop.We regret we were not able to advance this satisfactorily.

Curriculum Units: On Monday July 23 curriculum units on East Timor were released at a formal launch at Treasury Place.  I will have copies so if you hear of any schools/teachers indicating an interest in including material on East Timor in their curriculum I would be pleased to assist.

                                   

 Ken Masters

   

Treasurer's Report

Kate Gillespie-Jones has recently compiled a report on current commitments for the Friends of Same. Copies will be available at the meeting on 2 August. Commitments for the year 2007-2008  amount to $24,545 excluding coffee expenses. It is hoped a report will be finalised for the year up to 30 June 2007. Treasurer John Lagzdins will be better placed to provide regular reports once we are directly controlling our cash flow.

Incorporation Friends of Same

As mentioned earlier, the issue of incorporation now requires resolution. Some of the issues will be canvassed here and a draft constitution circulated at the meeting on 2 August. It will be necessary to hold a meeting later this month of the Executive and any other interested members of the network to formally vote on incorporation. Notice of this will be given via the website and email list (for those who receive hard copy correspondence by mail, please contact either Annette Sweet or Kate Gillespie-Jones if you wish to be formally notified of the meeting.

A workshop on incorporation was organised by Community Planning with Patrick Moriaty of Ourcommunity to discuss some of the key issues around incorporation. This was very productive for those of us able to attend.

From the Draft Constitution (for discussion)

Name: The name of the incorporated association is the Friends of Same Associated Incorporated (referred to as "Friends of Same Inc. ").

Vision: The Friends of Same  Inc. is an association of the Boroondara local community supporting the people of the Same Sub-District of East Timor through mutual support and understanding to strengthen their well-being for a sustainable future.

Statement of Purpose:

The purposes for which the incorporated Association is established are:-

a) To provide assistance to the people of the Same sub-district, through fundraising and project development, particularly in the areas of health, education and training, and community development.

b) To support projects aimed at increasing local economic independence and sustainability.

c) To build a better knowledge and understanding of the needs of the people of Same Sub-District and Timor-Leste, amongst the Friends of Same, the council for the City of Boroondara and within the community of Boroondara generally.

Categories of Membership: the proposal is that there should be two tiers of membership:

Executive Committee :

Under the normal rules of an incorporated association the Executive Committee (as it is proposed to be called- there are alternatives- Board of Management, Committee of Management), is responsible for control and management of  the business and affairs of the Association. This would require the elected committee to be responsible for decision-making and reporting. This would require the Executive to meet regularly and to report to the community meetings, which we would anticipate would still be held every two months. Proposals would be discussed at the community meeting with recommendations made to the Executive Committee which would remain responsible for making decisions in the 'best interests' of the Association. The Executive would have the formal power to make decisions as required outside the meeting schedule of the community meetings.

Officer Bearers:

The officers of the association shall be:

 (a) A Convenor

(b) A Deputy Convenor

(c) A Secretary

(d) A Treasurer

Each officer to hold office until  the annual general meeting next after the date of his or her election but is eligible for re-election. No person shall hold the same executive position for more than three consecutive years.

The Committee shall have the power to co-opt persons ("Co-opted Representatives") (whether Members or not) to act in an advisory capacity to the Executive Committee  which extends to sitting in on Committee meetings, however such persons will have no voting rights (it is proposed that a council representative should be co-opted onto the Executive  in an advisory capacity)

The Executive committee shall comprise nine members excluding co-opted representatives. Five will constitute a quorum; convenor (who acts as chairperson) will have the casting vote. Other committee positions can be specified as representatives of subcommittees or be left open as members without portfolio.

Relationship with the Council: as incorporated association with full decision-making responsibility, this changes the relationship with the City of Boroondara. The current Steering Committee would become an advisory body, an important point of liaison with the council.

Patrick Moriaty stressed the need to negotiate a Memorandum of Understanding with the council to ensure continuing relations and guarantees of support. This would spell out the expectations on both sides. Friends of Same Inc would request council to continue providing specified support; structuring into the relationship the expectations of both parties. This would include issues like the relationship between council and the VLGA, the continuation of the relationship with AVI (to maintain tax deductibility for donations), administrative support for the Friends of Same, other in-kind assistance (including a meeting venue for community meetings). Meeting schedules- council could be asked to convene quarterly meetings with the Friends of Same. In return, Friends of Same would provide regular reports and advice on the relationship with Same. The MOU should cement the ongoing relationship between council and the Friends of Same Inc.

The possibility of an MOU with the council has already been raised in discussions with senior staff.

Schedule for Incorporation:

Kate Gillespie-Jones, John Lagdzins

 

Agenda for Meeting 2August 2007

(Small contributions of refreshments welcome. Room available from 7.00pm onwards for pre-meet chat over nibbles)

  1.  Welcome and apologies

  1.  SPEAKER: Steve Sengstock

  1.  Business Arising from last meeting:
    1.  Minutes approval
      1.  Coffee Restructure
      2.  Scholarships
      3.  Fuan Nabilan
      4.  Rotutu Primary School
      5.  Kindergarten Teacher visit
      6.  Tais and weaving support

  1.  New Business:
    1.  Update on latest from Same (reports by Esther and Trish)
      1.  Incorporation

  1.  Date for next meeting.

If you wish to raise anything at the meeting please let the secretary know beforehand.

Martina Hayes, Secretary

Date of next meeting

Our next meeting for 2007 will be held on Thursday 4 October 2007

Meeting schedule:  6 December (AGM).   Please put these dates in your diaries for 2007.