SUMMARY OF BOARD OF GOVERNANCE MEETING 11 JULY 2019

SUMMARY OF BOARD OF GOVERNANCE MEETING 11 JULY 2019

AMNESTY INTERNATIONAL MALAYSIA

6th BOARD OF GOVERNANCE MEETING 2018-2019

DATE                  : 11th July 2019

TIME                   : 7-10PM

VENUE               : Amnesty International Malaysia,

                               D-2-33A, 8 Avenue Section 8, Jalan Sungai Jernih 8/1,

                               Seksyen 8 Petaling Jaya, 46050 Petaling Jaya, Selangor

ATTENDEES:

  1. Anjhula   
  2. D
  3. K
  4. C (via Skype)                       
  5. Ay
  6. ED

MISSION:

To undertake study and action focused on preventing and ending grave abuses of the rights to physical and mental integrity, freedom of conscience and expression and freedom from discrimination within the context of its work promote all human rights.

MINUTES:

  1. UPDATES
  1. New additions to the Secretariat:
    1. Activism Coordinator: We welcome LY to the team.
    1. Research Consultant: We welcome B to the team. They will be with us on a 12-month contract term.
    1. 5 interns have joined us.
  • Ipoh LG AGM 2019

Ipoh had an election officer for the first time. K informed that at the first committee meeting, 2 members were appointed to manage complaints from the members. ED reminded that if any issues escalate, the Constitution provides for a Dispute Resolution Committee.

2. DECISIONS

  • Unanimously agreed that commencement of membership is on date of sign-up and not date of approval.
  • Best practice for Ipoh LG

As Ipoh LG does not have its own constitution, it is best to follow the AIM Constitution as closely as possible. Therefore, election of committee members should mirror the election of Board of Governance members.

3. ACTIONS TO BE TAKEN

  • Social Media Policy

Anjhula suggested that we draft a policy to better utilise social media in propelling the movement forward. AI Poland has graciously translated theirs and sent it over to Anjhula. Board has unanimously agreed to develop the policy. Anjhula to forward AI Poland’s policy as a guideline to develop AIM’s policy.

  • Revisiting membership approval process

C to revert to Secretariat and Board by end of July 2019 with draft clauses for approval.

  • Climate change survey

K to write up a brief summary on this exercise.

  • Amnesty Youth Paper

K to forward all related documents to Ay before the Global Assembly.

4. WORK-IN-PROGRESS

  • Theory of Change for Growth

Secretariat is revising the current Theory of Change by working on an operational plan for the growth of the movement.

  1. Global Assembly

The interns were tasked to do research on the motions and proposals for the upcoming Global Assembly and they have been presented to the ED. The Secretariat will be submitting comments to the GA and will be sharing the same with the Board.

  1. Human Resources Manual

C is working on revamping the manual.

5. RECOMMENDATIONS

  1. Orang Asli program

ED informed that AIM follows SEAPRO’s lead on Orang Asli issues-campaigning, research, etc. Local Groups can organise knowledge-building programs for the members. Anjhula suggested that the event can be tied in with an environment-related project.

  1. Wellness Plan

Anjhula suggested that the new Board look into this as there is support for the idea by both Secretariat and the Board.

C suggested that the resources be expanded to the membership and it also encourages different ways of engaging the members.

  1. Youth strategy

Ay presented the Board with the National Youth Strategy 2020-2024 which was worked on together with N and J for several months. There were questions on the co-relation of a Youth Committee which is enshrined in the AIM Constitution, Youth Core Group and a mandatory youth member on the Board of Governance.

Recommended that Ay collaborate with the ongoing Theory of Change for Growth work with the Activism Coordinator, and summaries of discussions to be sent to ED and Chair for their cursory supervision.

This could be part of the agenda at the inaugural Youth Assembly on 16th Aug 2019. The resolution at the Youth Assembly could be tabled to amend the current constitution during the AGM on 17th Aug 2019 to reflect the resolution of the youth members.

  1. Electronic voting

Unanimously agreed that AIM should further explore this option taking into account concerns raised during the meeting.

In summary, some of the issues that would have to be addressed:

  1. Is it truly environmentally-friendly if the voting process goes online?
  2. Are the resources allocated commensurate to the membership size?
  3. Impact on the membership’s trust if there is a glitch in the system.
  4. Can we maintain anonymous voting?
  5. Impact of automating processes.
  1. Climate change

The Board has discussed their thoughts on climate change. Anjhula suggested that climate change should be looked at concurrently with membership growth with the new Board.

  • AGM 2019
  • ED confirmed that there is currently no cap on providing stipend for members who are travelling to the AGM from outside of Ipoh.
  • Ipoh has appointed 4 members (2 committee, 2 regular members) to assist with AGM.
  • Election Committee – Board to revert on candidates.
  • External witness – suggested to get a speaker or someone AIM has campaigned for to double up as external witness. Board will revert.
  • Anjhula will send out some ideas about a Board video – not obligatory.
  • Anjhula is attempting to get the AGM carbon-neutral certified. ED to revert.

Dated this 12th July 2019.

Prepared by,                                                                                         

K
Secretary
Board of Governance, Amnesty International Malaysia

Verified by,

Dr. Anjhula Mya Singh Bais
Chair
Board of Governance, Amnesty International Malaysia

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