6.1. Local Village Committee

The Local Village committee is made up of people who are not going to run the Village but who play a key role in planning the Village and supporting the host staff during the Village.

In summary, these are the areas where the help of the Village Committee might be required.
1. Finance (budget)

2. Kitchen (food and service)

3. Tours and transportation

4. Accommodations (Village site)

5. Hosting

6. Communication (correspondence)

7. Promotion and publicity

8. Health and safety

9. Program (special requirements, materials)

10. General supplies

11. Laundry

12. Special events (i.e. special trips, open day)

13. Research

14. Village policies (e.g. visiting)

15. Site Security

The working relationship between the Village Committee and the host staff may be structured in various ways. The following is an example of the a possible structure:

Points to consider in this regard:
1.One must choose a structure that would work best in one's own country.

2.Structure should be drawn up on paper so that everyone can get an overall view of how things are expected to work.

3.A job description should be prepared for each of the committees to avoid working at cross purposes or duplication of functions.

6.1.1. Budget

A. Expenses

i) Number of participants

ii) Number of days

iii) Program specifics / site, materials, tours and transportation, activities, special events

iv) Administrative expenses

v) Campsite -rent, location, physical facilities

vi) Equipment

vii) Cost of food

viii) Staff Expenses

ix) Maintenance

x) Kitchen help

xi) Promotional delegations

xii) Special Event for the Village Leaders, JCs and staff during family weekend (see 6.2.6)

B. Income

Income can be obtained through:
i) Direct donation (cash or materials)

ii) Fund raising

iii) Grant or subsidy

iv) Membership fees

v) Sponsorship from corporations/organisations

vi) Commissions

vii) Profits from sale of CISV materials

6.1.2. Minimum Standards for Village

A. Dormitory/Sleeping Facilities

i) separate areas for boys, girls, male and female adults

ii) space between beds

iii) mattresses and pillows

iv) linens

v) lighting

vi) ventilation/climate control

vii) showers

viii) toilets

ix) space for luggage

x) secure area for valuables

B. Dining and eating facilities

i) dining area

ii) sufficient tables and seats

iii) passage between tables

iv) cutlery and china

v) ventilation/climate control

vi) hygiene requirements met

vii) public health laws and regulations met

C. Food

i) 3 meals and 1 snack a day

ii) sufficient quality and quantity

iii) drinkable water available at all times

iv) provision for special diet requirements

D. Kitchen

i) sufficient equipment

ii) hygienic requirement met

E. Activity rooms

i) one room for all campers

ii) smaller rooms for group activities, arts, crafts, leaders' lounge

F. Outdoor facilities

i) free from health hazards

ii) enough space for activities

G. Office space

i) telephone

ii) safe for valuables

H. Medical care

i) first aid equipment and supplies

ii) space to isolate sick participants if necessary

iii) Accessible to medical facilities with prearrangement for: nurse if not on staff, physician, dentist, optician, hospital, pharmacy and ambulance service.

I. Safety

i) first aid training and equipment

ii) staff trained in First Aid

iii) emergency routines (fire drill/earthquake, storm) known and practiced

iv) life-guard/staff trained in water safety

J. Insurance Needs

(see CISV Info File for current insurance requirements.)

i) participants health/accident insurance

ii) National Association/Chapter liability/property damage insurance

iii) Licence/insurance for vehicles and drivers if vehicle is owned, leased, or loaned for CISV activity

iv) if there is no proof of insurance for any participant, the Village Director must inform the IO immediately to secure insurance. The visiting delegates- National Associations will be invoiced.

K. Site Security

i) defined site boundaries

ii) identified emergency contact person(s)

iii) clearly posted emergency contact numbers and procedures

6.2. Host Staff

The organisation of Villages may vary in different countries. Some nations will decide to appoint a Village Director with full responsibility, who works with the help of additional staff members. Other nations, may prefer a system here teams share this responsibility more equally. The suggestions here can apply to either situation. In both cases the directing team has been referred to as Host Staff, while Village Staff applies to the host staff, Adult Leaders and Junior Counsellors. It is important that the Village Director and the staff form a balanced team able to work together and relate well to each other.

If international staff is invited, there must be prior approval from both nations with notifications to the IO and IVC. The majority of the staff must be from the host Nation (preferably host Chapter).

6.2.1. General Responsibilities

This is just an example of division of responsibilities. Each Chapter may have a system of dividing or sharing responsibilities within the staff. This is merely to show an enumeration of responsibilities that need to be carried out.

Village Director
i) Liaison with Chapter/Village Committee.

ii) Prepare Pre/Camp Information.

iii) Staff coordinator.

iv) Reviews all delegates' health forms/medical needs

v) Ultimate legal responsibility.

Staff # 1:
i) Monitoring of evaluation process.

ii) In charge of all Village forms.

iii) Liaison with media.

iv) Coordination of home visits.

Staff # 2:
i) Coordination of program activities.

ii) Liaison with program planning committees.

iii) Arrangements for special events and excursions

Staff # 3:
Practicals such as:
- finance

- supplies

- office

- meals

- sanitation/medical care

- maintenance of Village site

- liaison with Village site owners/resident staff

Staff # 4:
i) coordination and liaison with JCs (see 5.2.2. and 5.2.6. JC Policy in Village)

ii) liaison with Adult Leaders

iii) travel confirmation

6.2.2. Qualifications

1.Understanding of and a commitment to CISV goals, and, if possible, previous experience in the CISV programme.

2.Administrative ability which includes planning, organisation, coordinating and control.

3.Experience and interest in working with children, especially in camp situations.

4.Ability to share leadership with other adults and a working knowledge of group work concepts and methods.

5.Ability to give to the children, as well as learn from them; and through sharing, to gain their respect and friendship.

6.Physical and mental fitness.

7.Warm and buoyant personalities.

8.Must be 21 years and over with one member aged at least 25 years.

9.Special talents, abilities and experience along the lines of the functions they will carry out

10.Flexibility in getting along with adults and children of various nationalities and cultures.

11.Emotional stability / open mindedness.

12.Completed CISV Leadership Training requirements.

13.At least one member trained in first aid and water safety.

14.Have driving license and insurance appropriate for type of vehicle in use.

15.Have no criminal record

6.2.3. Philosophy and goals for the host staff.

1.How can we ensure that a CISV Village provides conditions for positive experiences in multi-cultural living ?

2.How can we encourage the development of cooperative, sharing and respecting attitudes among the participants as they learn to know each other ?

3.How can we give the Villagers a model of a peaceful global society where everybody gets the opportunity to participate in creative decision making ?

4.How can we ensure that everybody leaves the Village with a growing understanding for and appreciation of different cultures ?

5.How can we inspire a wish to go home after the Village and work for peace both on a local and global level ?

A careful consideration of these questions is to pay maximum attention to the role of the staff.

The staff of a CISV Village is the key to success. But only with a staff, conscious of CISV education, training, and values, can the aforementioned goals be realised.

6.2.4. Range of influence for the host staff

Some points to exemplify the extent of influence of the staff are:

1)The staff writes the pre/Village information letters which give the participants some ideas of what the Village will be like. If carelessly put, the information might cause negative expectations as easily as positive ones.

2)The staff is responsible for the organisational structure of the Village society. Will the participants feel welcome to a prepared Village set/up or thrown into a messy chaos ?

3)The staff controls whether the participants have any influence of the organisation and daily life through Village meetings and adult meetings.

4)The staffs role in improving communication and an open relationship between the adults cannot be overestimated. Do the staff members show a positive interest in everybody ?

5)The staff members- personal attitudes, particularly shown in the attention and care for the well/being of individuals - a child, a JC or an adult - set a pattern and create corresponding attitudes among the other Villagers.

6.2.5. Pre-Village responsibilities of Host Staff.

The host staff with the local village committee together plan and work on arrangements, Practicals, etc. (Please see section 6. 1.)

The pre-Village information Sheets are prepared by the Host Staff. The first information sheet should be sent to all visiting delegations and JCs in February followed by the second one in April. The host staff should clearly indicate that these information sheets reach the Adult Leaders.

A. Suggested content of the first Pre-Village Information:

- Who are you ? (delegations and JCs invited).

- Who are we ? (brief introduction of the host staff).

- Official language.

- Village dates (use arrival day and departure day, all in all 28 days).

- Accommodation before and/or after the Village (see 4.3.3.).

- Village site (brief description of Village site).

- Contact person's name, address, and telephone/fax number, e-mail address.

- Travel arrangements (nearest airports, port, train station).

- Information about CISV policy on insurance (see 4.3.4.)

- Legal/lnsurance Form (YLIF.87, ALIF.87 and TWAL.87).

- Inform if local laws require seal/notarized signature in addition to that of the parent/adult participant.

- Travel documents needed (passport, visa, etc.).

- Vaccinations recommended/necessary.

- Local laws which may be useful to participants so that they are aware of responsibilities when staying in the host nation (e.g. drinking laws, currency restrictions, driving requirements, etc.).

B. Second Pre-Village Information.

- Climate (include average temperature in centigrade and Fahrenheit plus humidity).

- Brief clothing suggestions (including whether towel will be provided; need for all clothing to be marked with first name and country etc.)

- Swimming (if facilities are available).

- National costume.

- National flag (if required, give size).

- Laundry facilities.

- Food (special diet requests, number of meals - hot and cold, snacks).

- Pocket money (recommend amount and stress all to be `alike). Leader to be responsible at all times for children-s money.

- Trading/swapping items (stress that they should be small and inexpensive ?

- Technical equipment available, office equipment, audio-visual, musical instruments (state voltage of electric current)

- Medical facilities available.

- Religious services.

- Home visits (how many; suggest small gift for hosts).

- Letters (suggest that delegates who live at a distance should have letters sent in advance of child's departure to avoid period without mail).

- Telephone/fax/e-mail numbers (urgent calls before Village starts).

- Village address and telephone (and policy for calls)

- Information about CISV rules on Insurance (please see Section 4.4.).

- Reminders:
a)To send Travel Information Form and Delegation Information Form as soon as possible.

b)To bring Health and Legal/lnsurance Forms.

- Responsibilities of the Adult Leaders.

- Responsibilities of the Junior Counsellors (please see Section 5)

- Special events (Dedication day, Open day, Family weekend, Excursions, National/International days/nights) - Cultural introduction of host country (please see section 7).

- Village relations with Chapter/local community (open versus closed Village and public relations plans).

C. Sample letter to parents (please see Appendix 10.8.)

D. Adults- pre-planning programme

- Arrival/pre-planning programme can be organised according to local conditions:

Model A: Children stay with families by delegation; Adult Leaders in Villages with JCs and Staff.

Model B: All campers in Village; experienced CISVers from host chapter take care of the children with organised activities while Village Staff meets with Adult Leaders and JCs.

- The pre-planning programme should give a chance for all adults and JCs to get acquainted in an informal way. The staff should present for discussion their philosophy of the Village structure including the following points:

i) Practicals (site, facilities, resources. safety, health, etc.)
ii) "Local" Legal data (driving requirements, drinking laws, etc.).
iii) Goals, expectations, Stage I of the Evaluation Process.

- Responsibilities and roles of host Staff, Adult Leaders, JCs.

- Themes of the Village (see section 8.5. and 8.6.).

- Organisation of Village life:
i) time schedule,
ii) use of delegation time,
iii) procedures and use of adult meetings,
iv) programme planning,
v) participants in household,
vi) Village meetings.
(staff presents suggestions on the handling of these points that will work under local conditions.)

- Village calendar (several calendars must be prepared):
i) special event calendar for excursions, family weekend, dedication day/open day, national/international days/evenings;
ii) programme planning groups- calendar;
iii) working groups- calendar;
iv) daily programme sheets with symbols for time schedule (to complete in own language by Adult Leaders);
v) adults day off and laundry calendar.

- Conflict situations and problem solving.

- Evaluation: purpose and procedure (see 4.5.).

- Planning the first days to give a model of Village life including activities in small groups, large groups and the whole Village.

6.2.6. Guidelines for Village Management.

Village Meetings.
The Village Meeting is a gathering of the whole Village: children, adults, JCs and staff to make decisions regarding Village life.

The first Meeting should be held within the first few days of the Village, preferably after 2 days of pre-planned activities. In the Village Meeting each participant has one vote. It is important that the adults contribute their ideas and also encourage the children to express their opinions. Before each meeting all items for discussion should be placed in a proposal box. The suggestions will be translated into the official camp language prior to the meeting. The adult staff coordinates the first meeting where Chairman and Secretary are elected for the next meeting. Village Meetings should be scheduled at least once a week. Before the first Village Meeting, the adults should agree on which topics the children can take decisions.

All other Village Meetings will be coordinated by the Programme Planning Committee of the day.

Some items that might need to be discussed during the first meeting are:
a)Outline of Village structure.

b)Structure of Village Meetings.

c)Setting-up Programme Planning Committee as well as the role and method of formation.

d)Schedule for next meeting.

Village Meeting decisions must be followed by everyone and can be changed only at a later Village Meeting.

Programme Planning Committee
The committee will consist of a small group of adult leaders, JCs and staff. The planning group may include children. Every leader, JC and staff should be on a committee. The committee will arrange and be responsible for activities on a rotational basis. The committee does not necessarily have to run the activity itself, but is responsible for making all necessary arrangements and announcements of the activities. Excursions, special days, and surprises may be planned by adult staff members alone.

How to form committees. Committees should be internationally mixed with consideration given to the experience level of the participants.

Model A: Committees can be entirely fixed by an adult meeting and exist during a part of or for the whole duration of the Village.

Model B: A calendar is made where two adults sign on each day and leave four to six open spaces for the children to sign up with the adults with whom they wish to work. Everyone must be listed twice during the Village.

Adult Meetings
Adult meetings serve as a place for both sharing highlights and solving problems in the Village. The participants should try to develop a confidence within the group in creating an atmosphere for open, honest and constructive discussions and evaluation. Adult meetings should be held on a regular basis, preferably daily. The formal part of the meeting should be clearly separated from the social part.

Junior Counsellor Policy in Village
The staff and no one else is responsible for seeing that the JCs work as a group (when necessary) and function as individuals in the Village. One of the staff members should be assigned to have particular responsibility for the JC group. During the daily delegation time this staff member should meet with the JCs and share their thoughts and feelings and help them to find ways to solve possible problems.

The Importance of Sleep
Being in a state of continuous growth, children and also Junior Counsellors need sufficient and undisturbed sleep every night to keep healthy and fit.

To ensure that the children, JCs and adults get sufficient and sound sleep is among the most important health and safety responsibilities of the host staff.

Bedtime is bedtime! (please see section 8.4.).

Problem Solving
Problems and conflicts will somehow always come up when a group of people live together. A united host staff familiar with group dynamics and cultural differences will have the strength and confidence to transfer their experience and knowledge to the Adult Leaders. Conflicts and problems can then be solved in a positive and open-minded way.

There is no single formula for solving problems. Although the nature of the problem, the circumstances and the personalities involved make every case unique it is recommended that problems and conflicts be handled:
- immediately

- with an open mind

- face to face with the people involved

- using common sense so that the outcome of the solution is as positive as possible.

Ongoing evaluation
The Village programme is the first major experience for children through which CISV goals and purposes are carried out. For this reason, the common patterns and activities in the Village should be evaluated on a regular basis.

Family weekend - grouping of children
Preferably two boys or two girls per family. Otherwise this is adjusted to local availability of families. Particular needs among the children when selecting family and weekend mate(s) should always be considered. If the children have stayed about two weeks in the Village, the majority can easily go without delegation mate(s) in a mixed group.

The host staff makes a suggestion of matches to be discussed at an adult meeting and then at delegation time. This way final approval can be reached without too much discussion and hopefully meet everyone's needs.

Information to Host Families
Guidance should be provided to host families prior to the homestays regarding health and safety considerations and cultural sensitivities. Staff and Adult Leaders need to ensure that copies of health/legal forms are given to host families for use when the leader is not with the delegates. It should be emphasised to host families that the choice of activities for their guests should be based upon what is appropriate for a peace education program, which is CISV's purpose. A brochure entitled Guidelines for Host Families was published by the International Village Committee in 1996. (See appendix)

Special event for the Village Staff
Special events/hospitality planned for the Village Host Staff, Leaders and JCs during Orientation Days and family weekend should be covered within the Village budget. In no case should this be charged to the Host Staff, Adult Leaders or JCs. (see 6.1.1.A.x)

6.2.7. Anti-social Behaviour

All Village participants must:

a. in a family situation - follow family rules
b. in a group situation - obey laws in the jurisdiction where the Village takes place c. follow CISV guidelines.

Severe offences against required social behaviour may result in exclusion from the Village with the delegate being sent home at his/her own or parents' expense after having given the parents prior notice (See Appendix 0.6.3. and 10.6.4.)

The Village staff should, however, carefully discuss the case and take all possible means to help the individual. Should this fail and the decision is for exclusion from the Village, the host staff consults the local Village Committee. The committee, in turn, after due investigation, refers the case to the Local Chapter/National Association for final action. Depending on local conditions, the chairperson of the Local Chapter or National Association contacts the home chapter of the individual to give the report and notice of exclusion. If contact with the home chapter is not possible, the Local Chapter/National Association should communicate with the National Association of the individual. Arrangements are made with full agreement of both parties. A memo should be sent to the International Office and a detailed report presented to the International Village Committee.