PROPOSAL TO ORGANIZE JCI SENATORS ENCOUNTERS - ASAC · 4 GUIDELINES OF JCI SENATORS - ASAC international exchange without too much protocol as is being demanded by a Conference or

1 GUIDELINES OF JCI SENATORS - ASAC

Association of JCI Senators of the Americas and the Caribbean

Asociación de Senadores JCI de las Américas y el Caribe

Associação des Senadores JCI das Américas e do Caribe

Association des Sénateurs JCI des Amériques et des Caraïbes

PROPOSAL TO ORGANIZE

JCI SENATORS ENCOUNTERS - ASAC






Proposal to organize JCI SENATORS ENCOUNTERS - ASAC

President Iris Archibold and Dear Members of ASAC Executive Committee 2016-2017.

At the end of the last Encounter in Surinam in 2016, the current Board of Directors, formed a commission to address the document prepared by Senator Marita Gonzalez of Peru, to better organize the Senate Encounters of ASAC. We present this document that includes the suggestions sent by the JCI Senators. Members of the Commission

1. Anita Lazarte Villarroel (JCI Senate of Bolivia) 2. Elva Marianne Angela (JCI Senate of Aruba) 3. Esperanza García (JCI Senate of Bolivia) 4. Manuel Pineda Fúnez (JCI Senate of Honduras) 5. Marita González Álvarez (JCI Senate of Perú) 6. Max Apapoe (JCI Senate of Surinam) 7. Randy Young (JCI Senate of United States of America) 8. Silviana Garzón Montoya (JCI Senate ofColombia)

The Senators, members of this Committee, who send in their suggestions are:

Past ASAC President, Ramón Pineda Fúnez (JCI Senate of Honduras)

Senator Max Apapoe (JCI Senate of Surinam)

Senator Anita Lazarte Villarroel (JCI Senate of Bolivia)

Responsible for editing the document:

Past ASAC President, Marita González Álvarez (JCI Senate of Perú)

Past ASAC President, Elva MarianneAngela (JCI Senate of Aruba)

Past ASAC President, Silviana Garzón Montoya (JCI Senate of Colombia)


The document consists of the following parts:

A. SENATE REFLECTION B. THE REASON FOR THE ENCOUNTERS C. ANTECEDENT : HISTORY OF THE ENCOUNTERS D. OUTLINE FOR ENCOUNTERS

A. SENATE REFLEXION The participation of the JCI Senators in the International context throughout the years has been and is currently at official JCI events (Conferences – Congresses). Our presence is as of a National Delegation that accompanies the Members in International Events. Our presence is because of the sense of institutional identity. This reflection is en general: I observe that the meetings in the Conferences of our Area have their own JCI protocol process as is natural; the event is geared toward the JCI activities and in a specific way to the Young Members of the Organization. The JCI Senators are not forming a significant part of the program; we have found that the support of JCI to the Senators is very weak. It could have been that there in one or another event there would have been existed a good alternative for the Senators; most as interactions of these last years, it is because of the own effort of the JCI Senators of the country where the Conference is held. It will be very good that this attitude improved and these JCI events in the organizing country offer a good experience to its lifelong members who are permanently in an institutional compromise, merits and it is important to have a specific bilateral coordination between ASAC and JCI. Each Senator itself, when attending expects a pleasant and productive response because of being a member of JCI and because equally he pays his registration, we need a more assertive response. The world is changing and the attitude of JCI toward the Senators is still distant. Since the year 2002 at the Area C Conference (Conference of the Americas) with the installation in the Dominican Republic of ASAC, the JCI Senators of the Americas gave start and strength to the Senate representation of the Continent through the Board of Directors of ASAC who, through all these years coordinate the activities for the different Senators activities during the JCI Conferences and because we are also part of JCI it empower the Senate presence in the International context.

B. THE REASON FOR THE ENCOUNTERS It is absolutely certain that the presence of the Senators at the official JCI events is in our interest and we do attend as an institutional engagement, on our journey of this ASAC organization, we have been discovering the interest of meeting more casually in


international exchange without too much protocol as is being demanded by a Conference or a Congress, and from these ideas the Encounters were born, and the experience of eight years of continuity identify us, because at each Encounter the hosting Senators have projected their culture and friendship. This relationship is gratifying, the “Encounters” were born out of the genuine interest of an international interrelation experiential of visiting other countries through the action of friendly people, with their same institutional values, it creates a friendly approach and a transcendental experience for the attending Senators and for the hosting Senators, observing that every time there is more interest in attending the Encounters. This new 21st century encourages and commits us to an institutional development in the process of generating significant changes in these global times, with this activity we are building our own decisions in an intercultural perspective in reciprocity of interchanges, business initiatives and that together it gives us better results as people, as JCI Senators, and as an International Team as a collective commitment. Our “long life” role when organizing the Encounters is being done dynamic and executive; it also makes it possible that more senators will be encouraged to attend the Conferences of the Americas, after having tasted the flavor of the SENATES who organize the Encounters, and we learn by doing and projecting the present. The Senators and the Senates all have in mind the institutional relationship within the JCI proposal.

C. ANTECEDENTS: HISTORY OF THE ENCOUNTERS We locate ourselves in the year 2009, when the Peruvian JCI Senate took the initiative to develop an International Encounter of JCI Senators in their country, with the objective of presenting the touristic riches of Peru and to consolidate our bonds of friendship, giving the attendees the opportunity to exchange ideas, to socialize with JCI Senators and also to see the possibility of connecting some ideas on business, from there out our theme “Tourism, Friendship, and Business”. The activity of the year 2009, as a tourist tour was developed in the cities of Lima, especially in Cuzco, visiting one of the wonders of the world, Macchu Picchu. This experience was much appreciated by the visitors and we shared some days of valuables friendship and for us it was a very valued learning for being part of this international activity. There were 6 nights and 7 days in a magnificent ambience with representation from 8 American countries (Argentina, Honduras, Colombia, Ecuador, Jamaica, Aruba, Trinidad and Tobago, and Peru) with 21 visiting Senators and their accompaniment that made this proposal a reality. We counted in a special way with the presence of Ray Bannarsee (Jamaica) JCI World President 1973 and the presence of the Board of Directors of ASAC headed by John Moreno, ASAC President 2009 and with the presence of the Senators of the aforementioned countries and from Peru we consolidated JCI international bonds.


The Board of Directors of ASAC requested a meeting space during the activity, where they dealt with the importance of this activity and of its projection, agreeing to the will of the SENATORS, representative of the countries present, the continuation of these ENCOUNTERS with the programming for the following years: for 2010 - JCI Senate of Honduras, for 2011 the JCI Senate of Colombia, and for 2012 JCI Senate of Aruba, in this way each country complied with the agreement of being host for the appointed years as was agreed upon at the “Lima Meeting”. The Peru JCI Senate is very proud of having initiated this proposal. From that date, year after year these “International Encounters for JCI Senators” have been developing, afterwards, the following were held: in 2013 the JCI Senate of Trinidad and Tobago, in 2014 the JCI Senate of Panama, in 2015 the JCI Senate of Mexico, in 2016 the JCI Senate of Surinam. Each International Encounter with their own experiences and alternatives shaped by the host Senate Organizations. From 2009 to 2016, the following JCI Senator Meetings were held: 1. 2009 JCI Senate of Peru 2. 2010 JCI Senate of Honduras 3. 2011 JCI Senate of Colombia 4. 2012 JCI Senate of Aruba 5. 2013 JCI Senate of Trinidad y Tobago 6. 2014 JCI Senate of Panama 7. 2015 JCI Senate of Mexico 8. 2016 JCI Senate of Suriname Very cordially, Marita Gonzalez JCI Senator 31627 JCI Senate of Peru ASAC President 2004- 2005






D. OUTLINE FOR THE ENCOUNTERS OF JCI SENATORS “TOURISM, FRIENDSHIP AND BUSINESS”

ASAC 2017 INTRODUCTION: As demonstrated by the eight Encounters of JCI Senators developed to date, this outline is a base that serves as a guide for the organization of the event to the HOST SENATE AND ORGANIZER of the ENCOUNTER OF JCI SENATORS for ASAC. Each Senate form part of its own culture and its opportunities to present its best proposal. The important thing will be to maintain the simplicity of the confraternity to exchange experiences, friendship, to identify tourism, the businesses in case this are presenting, and above all , to enjoy five days of friendly and nice memories among the Senators and their families, propitiating “inter culturally” as a basis for a better society in practice. We, the Senators need to invigorate ourselves and generate experiences; the results will be seen in time. 1. THE NAME

The name of this international activity is: ENCOUNTERS OF JCI SENATORS OF THE AMERICAS AND THE CARIBBEAN and adopted by ASAC as a yearly program of the JCI Senators of the Americas and the Caribbean, extended to the JCI Senators from the other JCI Areas (Africa, Asia, Europe and Oceania) who feel like visiting us in this exchange of institutional friendship.

The ENCOUNTER is the Annual Meeting of the Confraternity of JCI Senators from ASAC. It is generated for the Senatorial interchange that allows us to connect and strengthen the relations of Friendship, Tourism, and Business. Each meeting is unique, special and not repeatable in its action, in its identity and in its culture. Each meeting generates energy from the host Senate to receive the visiting Senators.

2. OF THE REALIZATION OF THE MEETINGS:

2.1. Why do we have these meetings? a) To reinforce the bonds of friendship in a social and cultural interchange especially

among the JCI Senators of the Americas, and that way, to strengthen the JCI values in senatorial interrelation and in specific activities.


b) For the Senators to have the opportunity to admire and enjoy the best tourist attractions of each host country.

c) To have a experiential approach, that permits at least to initiate business among

the attendees and/or other international perspectives from Tourism, Friendship, and Business

2.2. It is meant for whom?

a) Mainly for the JCI Senators of the America and the Caribbean b) Senators from other JCI Areas c) Families of Senators.

2.3. Place, Date, Duration The location of the program of the International Encounter of JCI Senators will be provided by the Host Senate or Organizer. It will happen in a month that does not interfere with International JCI events, it should occur preferably in the month of August, but the date shall be countersigned by the ASAC Assembly one year prior to the event, the Encounter shall last five days.

2.4. Corporate Image of the Encounters For the development of the ENCOUNTERS each hosting SENATE will create their own promotional logo that will identify them as the hosting country, at the same time this logo of the event will accompany the ASAC logo for different notices. 2.5. Participation: In order for the International Encounter to be successful, it is necessary to motivate the Senate Presidents to consider it, as a part of their national plan, the attendance and to have ONE representative per country as a minimum. Also the important work of the Directors of ASAC in the promotion of this activity will be a great motivation to the hosting Senate. 2.6. Program: The program of the International Encounter of JCI Senators will last 5 days and will include activities that motivate the JCI Senators in international friendship in a productive and personalized manner toward:

a) A friendly Senatorial interaction b) Tourism Activities c) Business Perspectives d) An Institutional Link


a) Friendly Senatorial Interaction - Each programmed activity will permit the strengthening of friendship, fellowship and linking values, dynamic enjoyable alternatives, entertainment, and international Senatorial projection,

b) Tourism activities - Each hosting Senate of the event will include in a specific way an

interesting program of tourism that will be communicated beforehand. c) Business perspectives- Each hosting Senate of the event will provide a specific

business activity to finally meet the interests of the attending Senators to the Encounters and will be informed in advance to prepare the strategies, it can be through “a business conference” or other alternatives such as inviting government officials of the hosting country, entrepreneurs, and/or investors, Chamber of Commerce and/or other associations as special guests to the Encounter of ASAC to promote the goodness that the country offers and if possible to establish business opportunities among the interested countries.

d) Institutional Link: having the JCI values present and our lifetime ownership of

towards productive results, two channels are considered: The Senatorial Channel and the JCI Channel.

i. Senatorial Channel. As a support for ASAC, the Organizing Senate, in

coordination with the Board of ASAC, will offer the logistics for the development of the meeting to the Board of ASAC.

a) The Encounter is not to be considered the development of an ASAC Assembly; this will take place in the framework of the Conference of the Americas.

b) In the case of having a good attendance of the members of the Executive Committee, the President may call at the Encounter a meeting of the Executive Committee of ASAC.

c) The hosting Senate will support the accomplishment of an activity like

a “Discussion Group” or other activity at the event, as an expression to the concerns of the Senators in a way to the existing experiences and motivations.

d) This activity or discussion will be able to serve to strengthen the

results of the Virtual Forum, as a new perspective or a combination of both ideas.

e) The results of this activity will be informed to the respective ASAC

Board by the respective ASAC Director (from the Director who is responsible for the Area where the Encounter is being held) to be introduced into the ASAC planning.


ii. JCI Channel, as a compromise and collaboration if possible, the program of the International JCI Senate Encounter should include an activity in favor of the development of JCI members of the hosting country, if there is a Local Organization in the place of an Encounter, taking care for an activity that support a bigger local affiliation, having present the assistance of JCI Senators who as a JCI Life Testimonies can help as an institutional link for the development of JCI members.

2.7. The Promotion of the Encounter

a) Promotion of the Encounter should be in the languages established by the ASAC By-

Laws: English and Spanish.

b) The organizing Senate should try to attract the attendance of the Senators by devising a motivating promotion of the Encounter, by making use of all of the media within their reach: emails, social sites and the ASAC Website.

c) The participation of the ASAC Directors is of vital importance, to motivate the

attendance of the Senate Presidents and these at the same time, promote the attendance of the rest of the Senators of their respective countries.

d) In the Encounter of every year and in the JCI Conference a presentation for the

Encounter for next year will be made. The presentation should be made by the Encounter Committee, consisting of at least five persons. The promotion should also have the support of the Presidents of the ASAC Senates and the ASAC Directors.

2.8. The Protocol

The Program of the Encounters is an alternative for a tourism tour of fellows. The Protocol, therefore, will be an element that provides comfort to the JCI Senators to enjoy and to travel. The Encounter is not a JCI Conference, its protocol will be attractive in the interconnection of friendship that is offered to the attendees, considering the simplicity as suggested, the formality in some cases, with their own characteristics that the hosting Senate wants to offer to the activities (walks, lunches, dinners, etc.) consolidating each year toward better results of the theme “Tourism, Friendship, and Business”.

2.9. The finances of the meetings

a) The budget, expenses and other things for the development of the International

Encounter of Senators, will be the sole responsibility of the Organizing Senate, (hosting senate). ASAC will not intervene in the economic scope.

b) The cost of the event is established by the hosting Senate. a minimum or maximum cannot be established, because each Senate establishes their own economic proposal for a specific program.


c) The organizing Senate should try to minimize costs to attract more participants, keeping in account that the Encounter competes with National Conventions, the Conferences of the Americas and the World Congress.

d) The registration for each Senator participating covers the cost for the whole program.

e) All of the Senators pay their registration, with or without Board Positions in ASAC. It is the authority of the hosting Senate to make an exception for the payment for a member.

3. BIDDING TO ORGANIZE THE INTERNATIONAL ENCOUNTER:

Each Senate that wants to bid to organize the Annual Encounter of JCI Senators- ASAC should put together the following requirements:

a) To place a postulation for the site of the Encounter, it should be a Senate associated

with ASAC and it should have a minimum of 10 JCI Senators that represent them (a minimum national presence) to develop the activity as a national team.

b) The Senate who is interested, will present its intention to host the event to the ASAC

Board of Directors, two or three years before its realization, or one year before if there have not been previous postulations.

c) The ASAC Board of Directors on its turn, will organize the sequence of the dates of

the postulations respecting the yearly sequence: the intention of the organizing of the Encounters is a commitment of the Senate that pretend it.

d) Should the Organizing Senate encounter any inconvenience during the process

previous to the event, this will be communicated with the ASAC Board of Directors, in the previous period of 1 year, to be able to resolve the impasse.

e) The Senates will postulate at the Encounters and the ASAC Assembly will announce

this at the Conference of the Americas the realization of the Encounters and their annual sequence of three identified Encounters. ONE: the announcement for the next year and TWO in perspective of the two following years.

4. APPLICATION TO ORGANIZE THE EVENT:

To organize the Encounter, the Interested Senate will present an application with the intention of the proposal and should include the following data:

a) Name of the applying Senate b) Be an active (solvent) member of ASAC


c) Email address and phone number of the contact person d) Place of the meeting e) Proposed Date

5. ABOUT THE ORGANIZING SENATES OF THE ENCOUNTERS.

For the event to be a tool of communication and true encounter, it should have the basic rights and obligations of the Event Organizers.

The rights are referred to:

a) To adopt within the Organizing Senate a system of work that benefits the

development of the suggested activities for the development of the Encounters.

b) To remit the information with the proper logo of the event, together with the

ASAC Logo.

c) To inform officially of the Encounter, one year prior to the event, at the Encounter of the current year, in two languages, Spanish and English.

d) To apply as the Organizing Senate, the payment for the registrations enrolled

at a due time and from the respective channels.

e) The paying of the registration is a absolutely benefit for the Organizing Senate.

The responsibilities are referred to :

a) Plan the activity of the Encounter, offering the attending Senators”Tourism. Friendship, and Business” linking the fellowship within each event programmed.

b) Guarantee the presence of a translator at all the activities, so that the information will be efficient and the integration of the Senators present will be achieved at the event.

c) To promote hospitality that allows the attendees to be comfortable.

d) To observe if anyone of the participants needs special attention for any reason.

e) The organizing Senate will work hand in hand with the ASAC Board of Directors in the

coordination and logistics of the programmed meetings to be held at the Encounter.

f) Communication with the ASAC Directive to send information:

i. Before the official presentation of the Encounter as previous information.


ii. One month before the realization of the Encounter, to inform of the number

of attendees so far and of the specific achievements.

iii. After the Encounter, evaluating the results using indicators that help ASAC to have a record of these Encounters.

The responsibilities of the Senate members of ASAC and the Executive Committee

a) That each country affiliated with ASAC has at least one member present at the

Encounter.

b) That the Executive Committee of ASAC also guarantees its presence at the Encounter.

6. OF THE SEQUENCE OF THE POSTULATIONS TO ORGANIZE THE EVENT:

6.1. To alternate the meetings harmoniously in the different countries that are interested in postulating as site of the Encounters, it is important that each Senate Member of ASAC , observe this intention supporting the ones who want to organize it, considering that each country possesses great friendship and wonderful tourist attractions.

6.2. The alternation of the Americas and the Caribbean, it is of value to consider for

the Encounters, the possibility of one year in the North, another in the central area, then another in the south, and then in the Caribbean. all though at times, the possibility cannot be so exact. The Senates that offers the alternatives and requirements is precise to consider them, always keeping in mind that in every country there exists a diversity of attractive places to visit and encounter.

6.3. The Senates that want to postulate again will be able to apply again to be the site

of the Encounters, considering as a minimum three years that it takes to allow the application to take its course. If there are two similar proposals at the same time, it will go to a vote of the Senates and/or a draw,

6.4. According to the ASAC organization, the formation of the SENATES is:

I. MEXICO, CENTRAL AMERICA & SPANISH SPEAKING CARIBBEAN, conformed by 06

Senates:

MEXICO, HONDURAS, PANAMA, PUERTO RICO, DOMINICAN REPUBLIC, GUATEMALA. The latter was incorporated in 2009 by being present at the Annual Meeting ASAC held in Puerto Rico; there signed the Act the Senate JCI Guatemala.


II. SOUTH AMERICA; conformed by 08 Senates: ARGENTINA, BRAZIL, BOLIVIA, COLOMBIA, ECUADOR, PERU, PARAGUAY and VENEZUELA (signed the document and were present in the Dominican Republic), III. NORTH AMERICA & NON SPANISH SPEAKING CARIBBEAN, conformed by 09 Senates: USA, ARUBA, ANTIGUA, CURACAO, SURINAME, TRINIDAD AND TOBAGO, JAMAICA, ST. MAARTEN, FRENCH OVERSEAS DEPARTMENTS.

"The great enemy for not participating in a Senators' Encounter: Apathy.

Remedy: Motivating - Encouraging - Engaging” Anita Lazarte Villarroel # 69225

JCI Senate of Bolivia

Responsible for drafting the document: - ASAC past president, Marita González Álvarez (JCI Senate of Peru) - ASAC past President, Elva Marianne Angela (JCI Senate of Aruba) - ASAC past President, Silviana Garzón Montoya (JCI Senate of Colombia) Document Translation to English Language: - ASAC past President, Elva Marianne Angela (JCI Senate of Aruba) - Director for North America & Non Spanish Speaking Caribbean, Randall Young (JCI Senate of USA)

- Michael Lynch (JCI Senate of South Carolina, USA).

Documents

PROPOSAL TO ORGANIZE JCI SENATORS ENCOUNTERS - ASAC · 4 GUIDELINES OF JCI SENATORS - ASAC international exchange without too much protocol as is being demanded by a Conference or