AWCF 5th GA: Improved Direction, New Member and Officers

The “AWCF 5th General Assembly (GA)” was held on June 5, 2010 at the Paco-Soriano-Pandacan Hall, NATCCO Bldg., Quezon City, Philippines. NATCCO or the National Confederation of Cooperatives, AWCF’s member in the Philippines, hosted the event. The GA had two delegates each from the AWCF regular members NATCCO, Center of Agricultural Extension Volunteers (CAEV) of Vietnam, Credit Union League of Thailand (CULT) of Thailand, Credit Union Promotion Club (CUPC) of Malaysia, and Forum for Indonesian Co-operatives Movement (FORMASI Indonesia) of Indonesia. Non-voting delegates came from AWCF associate member Socio-Economic Development Organization of Cambodia (SEDOC). But as SEDOC had expressed, prior to the GA meeting, its desire to be a regular member in AWCF, especially since it had already passed the two-year associate membership requirement of AWCF’s Bylaws, the GA approved SEDOC’s regular membership later in the meeting.

AWCF Chair Ms Kruewan (left) presiding over the AWCF General Assembly with Treasurer Dr. Toan.

In her report to the assembly, AWCF Chairperson Ms Kruewan Chonlanai of CULT highlighted AWCF’s activities and outputs, and learning and insights gained, for the period August 2007-June 2010. AWCF Treasurer Dr. Bui Quan Toan of CAEV also presented to the GA the comparative financial performance report of AWCF from 2007-2009. In her Secretariat’s report, AWCF Executive Director Ms Salome Ganibe updated the GA on AWCF activities in January-May 2010, such as on the organization’s projects with the Swedish Co-operative Center (SCC)—“Promoting Gender Equality Among Co-operatives in the Philippines”; MISEREOR—“Poverty Reduction and Empowerment of Women through Enterprise Development in CVL Countries”; and Fredskorpset-Norway—“Capacity-building for Gender and Co-operatives in Asia.”

SCC's Ms Anneli facilitating the Octagon assessment for AWCF.

The GA meeting was preceded the day before by the “Octagon Assessment Workshop” participated in by the GA delegates and the Secretariat. Ms Anneli Leina, Program Coordinator of SCC, facilitated the workshop, which was held also in the NATCCO Bldg. The workshop aimed at letting the participants see a big picture of AWCF by looking at the various aspects of the organization, using Octagon as the assessment tool. The results were to become inputs to the next day’s GA, and will also be used as a baseline information of AWCF in its three-year project with the SCC.

The Octagon, developed by the Swedish International Development Cooperation Agency (Sida), assesses the “strengths and weaknesses in non-government organizations (NGOs).” It is based on the idea that a comprehensive picture of an organization’s capacity and development profile can be obtained through systematic reviews and assessments of four basic aspects of that organization. The Octagon also helps identify necessary measures to improve the organization’s capacity to perform effectively (see more information below about the Octagon).

GA approves resolutions

The workshop participants’ assessment of AWCF resulted to an overall “Good” assessment level, using Octagon’s seven-point scale. A few months before this workshop, the AWCF Secretariat also used the Octagon to assess the organization, and a “Very Good” assessment was obtained then. Taken together in this June workshop, these results were used to formulate action points in areas for improvement in AWCF toward enhancing the organization’s functioning and outputs.

Resolutions were drawn out from the action points, and these were presented at the GA the following day. The GA adopted the resolutions, to form part of AWCF’s strategic direction for 2010-2013, that embody various issues concerning AWCF, which are:

1) organizational base

2) output

3) capacity

4) competence

5) systems and finance

6) relations.

AWCF’s action toward these issues and concerns will include, among other steps, more intensive information dissemination about AWCF within its network; increased consciousness, commitment, and action of AWCF members as to gender programs in their organizations; further strengthening and implementation of activities, taking into account the AWCF Vision; enhancing competence and capacity of the AWCF Secretariat and officers; increasing financial sustainability through internal funding and self-sustaining activities; and strengthening and expanding relations within the AWCF network and with other networks.

New member, new officers

The GA delegates’ agenda-packed meeting that lasted from early morning to mid-afternoon included also the approval of the AWCF Plan and Budget for year 2010, which the AWCF Board of Trustees (BOT) also had approved months earlier. The GA likewise took up the matter of associate member SEDOC’s application as a regular member. The GA’s approval of SEDOC’s regular membership thus brought to six the number of AWCF’s member-organizations.

Finally, on the matter of electing the AWCF’s BOT for 2010-2012, each AWCF member-organization was asked to identify its official representative to the BOT. Having identified the composition of the BOT, the GA closed its meeting to pave the way for the election of officers to the different BOT positions, to be presided over by the AWCF Election Committee.

New AWCF Board of Trustees (BOT) and Election Committee (EleCom) take a moment for posterity: (seated, from left--BOT) Dr. Dr. Bui Quang Toan, Ms Papathiamah d/o Alagadora, Ms Kruewan Chonlanai (President), Ms Emma Nieva, and Mr. Mudaris Ali Masyhud; (standing, from left--EleCom) Ms Anik Dwi Martuti, Mr. Sil Vineth, and Ms Sylvia Paraguya.

The Octagon tool used

The Octagon assessment tool used by the AWCF participants prior to the GA is designed to assess the strengths and weaknesses in NGOs. Sida started to develop the Octagon in 1999, launching it in 2001. The tool can be used by both Swedish organizations and their partners in cooperation. It is based on the idea that a comprehensive picture of an organization’s capacity and development profile can be obtained through systematic reviews and assessments of an organization’s four basic aspects, which are:

1) objectives and management/administrative structures (organizational base)

2) activities with or for selected target groups (i.e., output)

3) capacity to succeed in its work (refers both to its professional skills and the funds at its disposal as well as its administrative systems)

4) capacity to create and maintain relations with its target groups and other actors in civil society.

Aside from being a tool for rapid and simple analysis of an organization’s strengths and weaknesses, the Octagon also identifies necessary measures to improve its capacity to perform effectively. If the same type of analysis is made systematically on several occasions over several years, it is also possible to follow changes in the organization in question. In this way, the Octagon can be used both for “baseline studies” and for measuring changes and results of internal organization development over a certain period of time. The Octagon allows the analysis of an organization’s four basic aspects with the aid of eight variables: (organization base) Identity, Structure; (organization’s activities–output) Implementation of activities, Relevance of activities; (organization’s capacity development) Professional skills, Systems; and (organization’s relations) Acceptance and support of target groups, Relations with its external environment.

Each dimension is ranked by assessments of two statements/questions on a one-to-seven point scale (Non-Existent, Very Weak, Weak, Reasonable, Good, Very Good, Excellent). When all the variables have been analyzed and ranked, the average points are transferred to an Excel document where the organization’s development profile is illustrated in the form of an octagon.

AWCF participants busily answering the Octagon assessment tool.