SFO International Council - Weekly edition
Volume: 4 - N. 14 - 1998 - April - I
From: International meeting of YOUFRA
Paris, 19 - 22 August 1997
Part II
4. Finance
The Presidency of CIOFS, at its meeting of December 1996, allocated 10 million Italian lire for the meeting (4 million for presenters, 4 million for meals and materials for the delegates, 2 million for unforeseen expenses). We received monetary contributions from some National Fraternities to a total of US $4,253.92 (US $2,000 from the United States, US $253.92 from Holland, US $2,000 from Germany).
The National Fraternity of France, the Regional Fraternity of Paris and the members of the preparations teams assumed the burden of all the expenses for photocopying, "badges" of admission to the activities of JMJ 97 and part of the expenses for the meals of the delegates.
The expenses were: US $2,400 for presenters, US $1,060 for travel, board and lodging for the two General Assistants, US $350 for various expenses.
The full balance sheet shows: In: US $ 4,253.92. Out: US $ 3,810.00; Surplus US $ 443.92 (deposited in the day-to-day fund of CIOFS).
5. Observations
We learned a lot in the preparation and development of the meeting. One condition "sine qua non" is the presence in the venue of a preparation team composed of people who have the capability, the means and the time required. The team must meet periodically during the time of preparation and maintain regular contact between the team members and with CIOFS. Without the work of the team in Paris the meeting would have been a total failure.
It is necessary to have present at the venue a "superior authority" to the team who can take action in unforeseen circumstances. The timely intervention of the SFO National Council of France assured the continuation of the work of preparation at time when the team was unable to act.
Likewise it is necessary for the Presidency of CIOFS to assume moral and financial responsibility for the meeting. The practical exercise of this responsibility must be entrusted to one or two members of the Presidency and verified by the same.
There is a need for a clear deliniation of the responsibilities and duties of the principal team members, those at the venue and those who co-ordinate the work from a distance on behalf of the Presidency of CIOFS. It is necessary to establish some basic principles, eg every person is only responsible for financial commitments accepted explicitly and in writing; the team at the venue assumes responsibility only for the material preparation for the meeting, not the content; the central team has exclusive responsibility for the content of the meetings etc.
Fast and reliable communication between the team at the venue and the central team is a great help during the process of preparation. We used with great success, electronic mail (e-mail), but also fax and telephone. We sent only one or two letters through normal post. Also the registrations were almost always made by e-mail or fax. Only three countries used normal post.
The distance (about 45 minutes) between the two meeting places caused physical and mental fatigue for the animators and participants of the meeting. It also meant that not all the delegates participated in all the meetings. The accommodation of some groups at a distance from the centre of the city also made it difficult for them to participate in the activities in the evenings or at night. It is necessary to insist that the two meetings are held in the same place or in two places close together.
A certain number of the delegates could not participate in the meetings at all, or only in part, because they had commitments or responsibilities with the group with which they had come to Paris. It is necessary to insist that the delegates are free from any commitments whatsoever for the full duration of the meeting.
The animation of the open meeting was entrusted to various groups, coming from outside, who made their own preparations. However, not all of those who accepted a commitment were present at the time arranged. This caused considerable embarrassment to those who had to continue the programme, improvising somewhat, with no "safety net". It is necessary to have, within reach, a nucleus of prepared animators or a little group dedicated exclusively to the animation of the open meetings, alongside the group looking after practical aspects.
6. Conclusions
In conclusion I cannot do other than thank the Lord for this experience. It has been a wonderful experience of fraternity which has enriched us all, participants and organizers.
We give thanks to the preparation team in Paris, who did both the possible and the impossible during the preparation of the meeting and still more during the proceedings.
We give thanks to the National Council of the SFO of France who took the responsibility for establishing and supporting the team in all its work. We give thanks to the National Councils of United States, Germany and Holland who helped us with financial contributions.
We give thanks to the groups who prepared and animated particular parts of the meeting even if they didn't always present all that they had prepared.
We thank all the participants of the meeting, reporters and delegates.
We thank all those who gave us hospitality: the FMM Sisters, the parish of Notre Dame de Grace of Passy and the Capuchins friars who provided accommodation for the two General Assistants.
Rome, 18th September 1997.
Fr. Ben Brevoort OFM Cap
General Assistant SFO
Fr. Zvonimir Brusac' TOR
General Assistant SFO