Annual General Meeting 2016

Annual Reports

For Year Ending 31 December 2016

Christchurch 27th May 2017

Joint National Secretaries Report

In the 2016 year Servas NZ had 246 Host Households of which 23 were Day Hosts. In addition to this there were 46 Friends households. There were 484 individual persons listed in our 2016 NZ Host List, a copy of which is posted to all households listed.

The Host List was loaded onto the Servas NZ website and Dolphin (SI website) by October 2016 thanks to the dedication of Derek Carver, Membership Secretary and Jessica Andrades, Web Manager. Derek has undertaken to progressively move all members to Servas-Online which is to become the dedicated SI website eventually replacing Dolphin.

During 2016 LOIs were issued for 89 members to travel. We need to acknowledge and thanks our Servas NZ Regional Coordinators who take on the voluntary and on occasions, time-consuming task involving arranging interviews and processing the required documentation. On a regional basis, the number of LOIs issued were –

  • Top of North Island 22 Jessica Andrades, Regional Coordinator
  • Central North Island 25 Belinda Baird, Regional Coordinator
  • Lower North Island   4 Jon Field, Regional Coordinator
  • South Island 36 Diane Bargas-Rees, Regional Coordinator *

(* Diane Acting-RC for Bee Ruder on OE in 2016)

  • Joint NS   2 (To meet an urgent request)

Total LOIs issued: 89

Servas NZ made a payment of $NZ1,320.00 (985 CHF) by way of a bank draft (plus Transfer Fee $30.00) to Servas International for the number of stamps issued (89) validating the LOIs.

Communications with our Servas NZ members is by of Newsletters with 4 issues, in addition to localised group emails generated by Regional Coordinators organising get-togethers, pot-luck-dinners and lunches. We enjoyed joining members in Auckland in July 2016 for a lunch arranged by Jessica.  Included in the Newsletters are snippets of SI News and projects being undertaken, including contributions from Regional Coordinators and Secretariat.

Following on from the success of SICOGA 2015 hosted by Servas NZ in Matamata (October 2015) there has been much discussion on the future of Servas, its role in today’s world by way of promoting peace, growing our membership, and developing links with tertiary institutions and student groups. Through the enthusiasm and efforts of Derek we are well placed to have a leading role in making Servas-Online a working reality accessible to all members both across NZ and internationally. This has been an enormous commitment by Derek who we thank.

In thanking the Secretariat we need to acknowledge everyone’s valued contributions, Marijke Batenburg, Deputy NS for her timely reminders of tasks needing to be completed, Jan Carr, our Treasurer and International Host List Coordinator, Jessica Andrades, Belinda Baird, Jon Field and Diane Bargas-Rees our Regional Coordinators, Ashley Burrows, Peace Secretary, and of course Derek Carver, Membership Secretary, for the hours of voluntary service they have given to ensure Servas NZ continues to function and provide a valued service for our Servas NZ members.

Sandra & Peter Debney Joint National Secretaries.

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Deputy National Secretary’s Report

The deputy role is a new role for Servas NZ established October 2015. There is no job description. The key activity is to be a support to the incoming Joint National Secretary and transition any information for this role as the former National Secretary when needed and requested.

Since Oct 15 – May 17

  • Engaged and responded to communications with Joint National Secretaries ( Peter and Sandra) and membership Secretary Derek Carver
  • Contributed to newsletter

As interviewer Northland Auckland

  • Conducted two interviews – March 2017, April 2017

Marijke Batenburg, Deputy National Secretary

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Peace Secretary’s Report

Activities:

  1. Made regular contributions to each Servas NZ newsletter
  2. Met with President of Servas International
  3. Met with the Secretary of Servas Sweden
  4. Met with members of Servas Melbourne.
  5. Met with the Servas MidSweden regional coordinator.
  6. Presented Plan for United Nations International Peace Day 2017
  7. Liaised with WWW coordinator for insertion on our www.

Recommendation: That The Annual General Meeting of Servas New Zealand elect a Deputy Secretary of Peace in order that there is a succession line for the Peace Secretary position.

Ashley Burrowes, Peace Secretary

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Membership Secretary Report

As Membership Secretary, I have been heavily involved in the transition of Servas NZ to the new ServasOnline system – via http://servas.org

The publication last year of the Host List for 2017 should be our last paper copy.  That List is up on Dolphin, and available to all travellers  –  and they will still use that for at least 2017 and through 2018.

New Zealand is among a handful of countries that are progressing well with ServasOnline  –  France, Denmark, Sweden, Canada – and now Germany, Hungary, Austria and Australia are joining in.

The website has been rapidly evolving as we work through the complexities of different nations interpretations of Servas ethos and practice.

Through that discussion, I have achieved the ability for us to have household records as we have always done  –  there were many international allies in that argument.  Of course, separate records can be used if members wish

Some nations may prefer that. So, recently, I’m working on getting our members onto a household basis, as well as encouraging them to log in, set their password, and place their home on the map.

Derek Carver, Membership Secretary

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Servas NZ Webmaster Report

With the roll out of ServasOnline, enquirers have been forced to visit the local and international website. Having the physical location of Servas NZ members on the map is a good selling point and hopefully will garner more interest through word of mouth recommendations.

Thanks to my group of interviewers for their contribution during the year, your assistance is much appreciated.

Jessica Andrades, Webmaster

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Regional Coordinator Top North Island Report

The last 12 months went very well. We were fortunate to have the newly appointed Joint National Secretaries be a part of our social gathering in July 2016. Regrettably due to work constraints and my hectic personal activities I have not been able to schedule the necessary second meeting at the end of 2016/beginning of 2017. Apologies for that.

The introduction of Servas Online in early 2017 appears to have attracted quite a bit of interest. Of the enquires I have received through the `Join Servas’ tab on the international website, I have converted at least 75% of them to Servas members.

Jessica Andrades, Regional Coordinator

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Regional Coordinator Central Nth Island Report

Since the beginning of the year, Letters of Introduction have been issued to nine travellers.

When the bank accounts were made available for us to check payments from our region, I found that in the CNI a substantial number had renewed their membership but not paid.  I followed up on all of these as well as the 28 members who were listed as unconfirmed.

About two thirds of these responded and paid, some decided not to renew their membership and a few either didn’t respond at all or couldn’t be contacted.

Four enquiries about joining Servas and becoming travellers have come via the website.  Information was sent to them all and followed up but none have actually requested an interview.

Belinda Baird, Regional Coordinator

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Regional Coordinator Lower North Island Report

I have been doing this for a year now and have still not got it all working in a way I am happy with, Dolphin does not want to know me and I have had problems on the Website.

By comparison I seem to have had very few requests to join or to issue LOI’s. I have issued 4 LOI, conducted 3 interviews and have 2 more to do in the next week or so.
I sent e mails to 8 people who contacted the website and NONE replied. I sent a follow up e mail and 4 have now got back to me with 2 wanting to be interviewed and the others had already gone overseas.

We have hosted 8 Servas visitors plus one day visitor during the last 12 months

Jon Field, Regional Coordinator
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Regional Coordinator South Island Report 

There have been 9 LOI’s issued

  • 4 new members interviewed and joined
  • We rely on volunteer interviewers across the NZ – recently our interviewers in Dunedin have resigned
  • There is a need to recruit new interviewers across the south

My thanks go to Diane who did a fantastic job in covering for me last year when on OE.

Bee Ruder, Regional Coordinator

Treasurer’s Report

Income & Expenditure 2016

Servas International President’s speech