Guideline for the collective debate within the IC, regarding the International Secretariat and WSF process architecture

Marti Olivella, Pierre George and Nicolas Haeringer, from the Memory WG , April 22nd 2005

During our last meeting (WSF IC meetings ed.) in Utrecht, we decided to launch a process of *developping tools and methods that enable us to work collectively at a distance*, so that we can face the challenge of the polycentric forum.

We also took the decision to try to use that kind of tools in order to prepare our June Barcelona meeting. Nicolas made the suggestion to use the debate on the new International Secretariat as an opportunity to start this process and was given this task in the Utrecht plenary.
Consequently, here are some inputs and a proposal for a working plan : the suggestion is to debate on the International Secretariat in a two-phases process.
The actual International secretariat can of course participate in the animation of this debate.

1- The first phase will consist in discussing a list of items on mail + wiki (see footnote about wiki)
Starter discussion items are exposed in a following message, called : discussion items on the new International Secretariat. They are directly based on the proposal made by Gustavo in plenary and on the written report of the Utrecht meeting (part 11 of the report). This first phase aims at collecting contributions and also aims at having an assessment on the points to be debated : are those 8 points all the points to discuss, or are important issues missing ? In this first phase contributions have to be made on general IC mailing list. wsfic_fsmci@listas.rits.org.br
We will put them on line on a wiki website, so that everybody can read them without having to search in email archives. Each individual contribution will be published in its integrality on the wiki-website and stored in chronological order. As a wiki site enables to be flexible, the inputs of the contributions will also be accessible by themes, so that everybody can very quickly see the contribution made by X and see all the contributions that deal with theme Y (for example "the role of the IC commissions"). You can of course suggest new themes.

This first phase of discussion will end up by the 15th of may.

2- After this step, we will propose a second step using Delibera tool to help about how we assess the proceeding of first phase electronic discussion and how we would discuss in Barcelona and decide about the series of items listed in the wiki Following this second phase, we would hopefully come to Barcelona with a clearer idea of the agenda, points to discuss, etc. (Delibera was already used to evaluate WSF2005, results of this evaluation were presented in Utrecht by Marti Olivella).

(Note about wiki: wiki is a web site where one can easily edit new pages with a system of button-names that allow to create links between pages - the wiki site that will host our discussion is www.wsftools.ras.eu.org/wikini – It is already used by wsftools workgroup in charge of designing the database for WSF2006 consultation registration in June - click on the link " DebateOnInternationalSecretariat" located at the bottom of the home page of the wsftools site)

8 starter items for the first phase of discussion on the future of the International Secretariat, to comment on until May 15th.
by Marti Olivella (Alliance), Pierre George (Cartias France) and Nicolas Haeringer

They are directly taken from the proposal presented by Gustavo Codas in Utrecht, displayed in part 11 of the Utrecht report. You can comment any of them or even propose to add a new item if you feel what you say is not linkable to any of those 8 items.

1 - IC DYNAMICS
We need to be very careful when defining the diverse instances, since we need to preserve the appropriate functioning and articulation among them. -Strengthen the International Secretariat cannot mean to weaken the Internationl Council. Since in 2006 there will not be a centralized WSF - a moment in which we always held massive IC meetings - we need to make great efforts to guarantee that the IC will meet with a good number of representantives at least twice per year.

2-IC ROLE
The International Council is our worldwide collective space to build synthesis of creation processes and regional debates. It's also the main body to adopt political-methodological definitions concerning the WSF process.

3 -COMMISIONS DYNAMICS
The work (of some) IC Commissions has demonstrated great potentialities that we should take better advantage of. The Commissions are important spaces because of their inclusive character of new sectors or organizations interested in actively join the build of a worldwide process. Moreover, they have been demonstrating they are able to discuss in depth issues that couldn't be done in regular IC meetings. However, we must pay attention so that their dynamics do not mismatch from the IC general work.

4-ARQUITECTURE FOR WSF2006
At Polycentric WSF 2006, the necessary interlinking (of other WSF bodies) with organising committees from the different Chapters/venues will have a key role. For each Chapter, political and organizational functions should be set and interlinked with other bodies engaged in the regional process.

5-FUNCTIONS OF INTERNATIONAL SECRETARIAT
Finally, at the WSF 2006 perspective, the International Secretariat should have the following functions:

* Logistical support to WSF process.

* Assure communication, dialogue and information socialisation between all WSF bodies and between the different Chapters of the Polycentric WSF 2006.
* Coordinate and operate Communication Commission's proposals approved by the IC
* Fundraising, make viable Resources Commission's proposals approved by the IC.
* Preparation and facilitation of the following meetings:
a) IC Commissions
b) interlinking between Polycentric WSF's Organising Committees (if it is decided to hold it)
c) WSF International Council

6-TASKS REPARTITION
The International Secretariat Office will still remain in São Paulo (Brazil), but some tasks and functions may be done in other spaces or even in virtual spaces (when designated to a specific regional chapter, working group etc..), like what has already been occurring.

7- IS COMPOSITION INTEGRATING THREE DYNAMICS
The IS will be formed by the integration of three dynamics:
a) Polycentric WSF 2006 "Organising Committees", as it has been defined in each region. It means to have 01 delegate + 01 alternate/deputy from Americas/Caracas; 01 + 01 from Africa/Morocco; 01 + 01 from Asia/India. So, it would be 03 + 03. If ESF joins the polycentric process we must add: 01 + 01.
b) Commissions that have been working. Nowadays, we concretely have: (i) Methodology and Content and Thematic Commissions, working together; (ii) Resources; (iii) Communication; (iv) Expansion. Considering 01 delegate and 01 alternate/deputy for each, it should have: 04 + 04. As the two Commissions of (i) have been working together, it is proposed to consider them as one single commission. The Strategy Commission hasn't been working (it didn't meet in Netherlands), so it was proposed that at this moment it should not integrate this scheme.
c) The present International Secretariat Brazil - India. Originally composed by 08 Brazilian organisations and many others from India. It was considered the possibility / need to reduce (or not) this number when constituting the new Secretariat. We still need to observe that India organisations are also proposing a WSF 2006 Asian edition - such process fits in the first criteria.

8- IS MEMBERS DESIGNATION
In all cases, indications should be of "organisations" and not of "people", even if it is obvious that is indispensable that such organisations designate regular people to follow and to do the tasks.
Last and strategical observation: because of the composition format proposed here, it should have a mechanism that explicitly assures the gender balance of the new International Secretariat.

Please post your contributions on this mailing list. wsfic_fsmci@listas.rits.org.br
Every answer will then be made available on the following wiki site : http://www.wsftools.ras.eu.org/wikini/wakka.php?wiki=DebateontheInternationalSecretariat