AFS Victoria State Committee

1
AFS Victoria State Committee

• October 6th, 2007

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Agenda

• Whos Who on the Committee
• Objective/Mission
• Financial Update
• Orientation Update
• Hosting and Support Update
• Sending Update
• Returnees
• Volunteers
• State Committee Activities
• AFS Australia Activities
• Communications

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Status of the Committee

• Meet first Wednesday of the month Local Groups
  welcome to attend in person or via phone.
• State Chair Robyn Ballard
• Vice Chair Paul Centofanti
• Secretary - Open
• Treasurer Terry Graham
• Orientation David Manz
• Hosting Mary Grant
• Support Open
• Sending Open
• Returnees Open
• State Co-ordinator Rebecca Smith

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State Committee Mission/Objectives

• Many hands make light work engage volunteers
  for growth of AFS community
• Provide interface to National Office
• Co-ordinate areas across State
• Support to Local Groups
• Succession Planning encourage more volunteers
  to take on key roles with support
• Providing better support to Local Groups assist
  with Fundraising and growing Groups
• Grow AFS Community through information sessions
  at Camps and Fundraising events.

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Financials Terry

• Expenditure
• Camps for Hosted Students
• Student Costs
• Some School Fees
• Travel Fees
• State Events
• Annual Dinner Dance
• Volunteer Conference Dinner
• Returnee Dinner
• National Conference
• Committee Expenses
• Monthly Teleconference
• Gatherings to build up new groups

• Income
• Fee from National for Hosted Students
• Fundraising to cover the gap

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Financials Who Pays for what!

• State
• Compulsory School Fees not waived by School
• Travel to School
• Basic Books (kept as pool)
• Camps
• Local Groups may choose to pay through
  fundraising
• Optional School Activities
• Scholarships
• Local Group activities

• Families
• Food
• Lodging
• Family activities
• Student
• Uniform
• Personal Activities
• Personal items
• School books they want to keep
• High cost elective subjects at school
• Safaris

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Financials

• Fundraising
• The importance of getting it right
• Expenses
• Reimbursements Process

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Orientation Camps

• END OF STAY AND MID YEAR CAMP Don Bosco Camp
  52-62 Dromana Pde, Safety Beach,
• 30TH November to 2nd December 2007
• Purpose - For all hosted students
• A mid year camp for NH students
• A departure camp for students leaving in Dec and
  early 08.
• A selection camp for prospective students.
• Approx numbers - 40 hosted15 departure15
  selection
• GATEWAY CAMP 2008 - Don Bosco Camp 52-62 Dromana
  Pde, Safety Beach
• 29th February - 2nd March 2008
• Purpose - An Orientation camp for recent
  arrivals.
• A selection camp for prospective students.
• A returnee camp for students who returned in
  early 08.
• Approx numbers - 40 hosted15 selection returnees

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Orientation Camps

• END OF STAY AND MID YEAR CAMP
• 14-15 June 2008.
• Purpose - For hosted students an End of Stay camp
  for some Aug.07 arrivals.
• A departure camp for students leaving in Sept 08.
• A selection camp for prospective students.
• Approx numbers - 40 hosted15 departure15
  selection
• Selection Camps to be renamed Discovery Camps
• (thanks AFS NSW for this idea)
• New Leaders for Camps welcome.

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Hosting Update

• Number of total Students - 40
• SH07 Departing Dec 14 (16 Students)
• NH07 (24 incl 1 Community Service)
• 12 Semester Students departing December.
• 13 Full Year Students departing July 08
• SH08 19 Students Arriving
• Host Family Status
• Emergency - 4
• Welcome - 3
• Permanent 33

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SH 08 Arriving Students Allocation
Would like local groups to choose their students
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SH08 - Countries

• Iceland 1
• Japan 3
• Austria 3
• Malaysia 1
• Canada(french) 1
• Paraguay 1
• Germany - 2

• France 2
• Switzerland 1
• Chile 1
• Finland -1
• Argentina 1
• USA - 1

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Support Update

• Global Link
• Overall participation 35
• Northern 60
• Maroondah 100
• Melb West 50
• Goulburn Valley 0
• Bendigo 20
• Albury/Wodonga 0
• Other 64

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Sending Update

• Victorian total enquiries
• 114 since January 2007
• Preparing 2
• Application in Progress 8
• Full Applications Completed 8
• Guaranteed 14
• Outstanding Interviews - 11

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Victoria Moving Forward

• Plans for the Future

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Returnees

• Focus on recruiting more Returnees
• Provide social gatherings suitable for age groups
• 18 30 Social drinks
• 30 Annual Returnee Dinner
• Returnees are volunteers of the future

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Volunteers - Many hands make light work

• Understanding who we have and skills they have
• Assess current information and revisit
  established volunteers.
• How do we share the load better?
• Make it easier for people to volunteer and reward
  involvement
• Succession planning for committees
• Provide opportunities for new people to
  participate in the leadership of groups/state.

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State Coverage
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State Committee Activities

• Fundraising
• State leading some activities to support local
  groups
• Leveraging Best practise from Maroondah and open
  to other suggestions
• Milk Van State organise and run in each area,
  supported by Local volunteers (Split the funds
  50/50)
• Suggested select local event per group
• Sell Entertainment Books
• State Lottery (future years)
• Local fundraising supporting State co-ordinated
  events by paying State 10 of raised funds

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State Committee Activities

• Rebuilding Group Activities
• Objective to generate interest for building local
  groups
• Next Gathering for Southern, Pennisula and
  Gippsland
• Gumbuya Park, Tynong November 18th
• 11am start
• AFS to provide BBQ Lunch
• Returnees and Current Students attending

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State Committee Activities

• Rebuild current Committee
• 4 Key positions still open
• Secretary, Co-ordinators for Sending, Support and
  Returnees
• Strengthen connections with AFS Australia
  Community
• Established Quarterly State Chair Chat
• Encourage other Co-ordinators to do same

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State Committee Activities

• Communications
• Re-establish Qtrly Newsletter
• Update Web Presence
• Investigate Marketing/PR plans for Victoria

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AFS Australia Activities

• AFS QLD have a German Intern helping to drive
  Sending
• Available to other states during QLD holiday
  periods
• QLD to pay travel costs

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Communications State to Local
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CommunicationsLocal to State
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Communications State to National Office
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Communication National to State