Administration Working Group or Attaya

Administration group contact details (email + whatsapp):

Yu Lan [e-mail] [phone]

MHP [e-mail] [phone]

Khaldun [e-mail] [phone]

Farid [e-mail] [phone]

Jagath [e-mail] + 94 77 778 0054

Vero [e-mail] [phone]

Introduction

The Administration working group have decided to rename the group into Attaya (sing. Attiyya). Attaya is the senegalese word for the popular African tea ceremony around which care is given, information shared, and disputes are resolved. In Arabic, Attaya stands for “givings or offerings” that are necessarily unconditional. We will refer to our admin group hereinafter as Attaya and each member in the working group as Attiyya.

Attaya will admin the AC collective pot. The AC collective pot is made out from the sum of the collective activities’ budgets in each AC member individual budget. For the 2016/2017, the collective activities’ budgets were transferred directly from DOEN to each AC member at 21,000 Euros each. During assembly Attaya proposed to have a decentralized collective pot. So the AC collective pot is not in one place but it is being kept in 24 AC collective pots, each organisation being 1 pot.

From the collective pot, the AC will spend on collective activities, namely: AC Assemblies, Bangas, collective studies, expenses related to permanent working groups, savings, advance payments and time strikes. Bangas, collective studies, advanced payments and time strikes will be subjected to the AC members’ needs, urgency and the availability of funds in the collective pot. It is not about give and take; it is about caring and sharing as outlined in the AC ethical principles.

We are 6 attiyas in Attaya. In the spirit of sharing and caring, each attiya of us will directly communicate with 4 AC members. Each of us will be the link to each organization in order to gather information, reports… The Attaya team is divided as follows:

YU LAN	MHP	KHALDUN	FARID	JAGATH	VERO
Crater Nubuke Vansa Lugar a Dudas	RAW Ker Thiossane Kunci Centre Soleil	Riwaq Al Mamal Mas arte MA Art group 705	Ruangrupa Teoretica Casco C3P	Theertha DARB Ashkal 32 East	Waza Platohedro Kiosko Doual’art

To make it easy for us to admin the collective pot and to be able to share information with the whole AC in timely manner and to be able to provide needed care, we propose that each AC member opens a bank account that will only be dedicated to AC funds with three sub-accounts: the first for the institutional funds, the second for the collective funds and the third for the savings. This will help all of us keep track of all AC related common pot expenses. It will also be easier to know how much money is left by the end of each year, and therefore direct these leftovers to savings.

2016/2017 Budget:

Each institution has received 50’000€ as Institutional funds

Each institution has received 21’000€ as Collective funds

Each member can ask for an advanced payment of maximum 50’000€

Each member can call for a Time strike of maximum 32,000€

Each member needs to save 10% of the collective funds. For 2016 it is a min. of 2,100€.

1- Advanced payment

If you would like to ask for an advanced payment:

Send a written summary to your Attiyya, the summary is free of format but should specify:

• The amount?

• When do you need it?

• What do you need it for? It should be related to your lifeline.

• Triangle consultation: feedback is needed from each study buddy

• How will you reimburse the advanced payment?

• All advance payments need to be reimbursed before December 2019.

Attaya group will need 2 to 3 weeks to work on your inquiry and issue an open call for advancers to the whole AC members. When the advancers are found, a general communication will be done via email to get feedback.

If we all agree on the advance payment, we will start working on the practical level :

• Attaya will make sure that the advance payment contracts are signed by all parties

• Money transfers can be done after signing of the contracts

• Attaya will supervise the process

• Each party sending/receiving money should inform his Attiyya and he/she will update the excel sheet on google drive.

• Attaya will make sure that the google drive sheet is being fed and updated with the proper information and numbers. Each Attiyya will follow on the 4 AC members.

2- Time Strike

If you would like to ask for a time strike:

Send a written summary to your Attiyya, the summary is free of format but should specify:

• The amount?

• The duration? When do you need it?

• What are the activities that you will develop during the time strike?

• What do the organization of your triangle think about your time strike inquiry? Feedback is needed from each study buddy

• How will your time strike help you overcome your current situation?

• What tools you will develop and provide AC with during or after your time strike?

Attaya will need 4 to 8 weeks to communicate with all AC via email and get feedback.

When your time strike inquiry is approved by all AC, Attaya will:

• Find possibilities for the organization to get the requested amount

• Institutions can offer to transfer money from the collective funds directly

• Money transfers can be done after the institutions receive the invoice (check templates)

• Attaya will supervise the process

• Each party sending/receiving money should inform his Attiyya and he/she will mark it in the google drive sheet as receiving/spending from the collective pot

3- Banga meetings and Collective study

Each institution is free to organize a Banga or a collective study as decided during 2016 AC Assembly in Bishkek.

However:

• Before doing a Banga or a Collective study, The organizer should check on funds availability with Attaya

• After implementing a Banga or a collective study, each institution should send us a financial report in order to help Attaya keep track on the collective funds expenses. Your Attiyya will help you in the process. Banga meeting and collective study financial report template is available here

4- Savings

Driven by sharing and caring and by the idea of sustaining our AC network beyond the 5-year funding, a saving mechanism is hereinafter proposed:

• Attaya suggests that each institution saves at least 10% of each year’s collective money.

• From Bishkek discussions, Attaya thinks that we need to increase the percentage of savings to 15% for next years.

• Each institution can decide to make extra savings from their own institutional budget. You need to inform your attiya and he/she will mark it in google drive sheet.

• The leftovers funds in the collective pot will also be transferred to the savings at the end of each year. You need to inform your attiya and he/she will mark it in google drive sheet.

5- Invoice payment

Working groups might need to pay some invoices related to their tasks, in that case you should:

• Notify Attaya via your Attiyya

• Attaya will tell you who will be available to pay for that invoice

• Use invoice template and send the final invoice to the institution that will pay the invoice. Always CC your attiya so that he/she can follow up

• Payment should be done by bank transfer within two weeks after receiving the invoice

• Inform your Attiyya when you receive the payment, he/she will inform the google sheet

6- Assembly expenses Reporting

Each institution should tell Attaya how much they have spent for the assembly in Bishkek. Send those information to your Attiyya by giving the amount in Euros for each line:

Deadline August 15th, 2016

Flights and transportation

Accommodation

Visas

Miscellaneous

You can also see how much have been spent by other organizations on this sheet.

7- Reporting and feedback from Attaya to all AC

Attaya will update the TAM TAM every 3 months.

Attaya will report annually on the status of the collective pot during AC assembly.

Assembly Working Group

Current members:

Barto (ruangrupa), Ana Maria (KIOSKO), Raquel (KIOSKO), Aline (Al-Ma’mal), Lauren (VANSA), Malika (Art Group 705)

General questions we need to address:

1. What is an Assembly?

2. Who makes up the Assembly group? How do members enter/change?

3. How is an Assembly chosen?

4. How is the Assembly organized?

5. How is the Assembly facilitated?

6. How do we ‘document’/’harvest’ the Assembly?

7. How do we ‘tool’ the Assembly?

8. What is an Assembly?

Assembly is the main space for the AC organisations to gather, share experiences and

collectively engage in decision making processes. It also plays a crucial role as a laboratory for

studying together on how individual organisations navigate local dynamics while collectively

envisioning ways to deal with unfolding challenges in and beyond the networking of AC.

Main Objectives

• Studying the Sustainability Lifeline Plans and visiting our Ethical Principles;

• Meeting with the Lifeline Triangles;

• Engaging in collaborative projects and exchanges;

• Developing tooling methods for sharing what we learn with others;

• Evaluate Banga Meetings and tooling generated by them, and addressing possible future meetings;

• Visit communities and organisations in the local environment as a means for extending our affinity lines;

• Engaging in non-discursive and non-verbal moments where our emotions and bodies are directly involved, experimenting communication methods. This could be in a form of party, dancing, picnic, or ‘emotional assembly’;

• Evaluating the common resources that are tangible, intangible, imaginary and material;

• Dedicating part of our time for updating and fundraising new resources.