6. PLANNING A VILLAGE
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)
The working relationship between the Village Committee and the host staff may be structured in various ways.
For example;
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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 and who is responsible for what.
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.
Characteristics of a workable budget:
1. Realistic
2. Available
3. Considers past experiences
4. Considers present conditions
5. Considers conditions in the immediate future (specifically during the Village period)
6. Not too tight
7. Not too loose
Information/Assumptions to consider when preparing the budget:
A. Expenses
i) Number of participants (how many adults, how many children, how many male, how many female)
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) Staffing / kitchen, help and handymen
ix) Pathfinder/Pioneer delegations (see 6.2.8)
x) Special Event for the Village 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/organizations
vi) Commissions
vii) Profits from sale of CISV materials
6.1.2. Minimum Standards for Village Site
A. Dormitory/Sleeping Facilities
i) separate areas for boys, girls, 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 room
i) one room for all campers
ii) smaller rooms for group activities
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) review delegates- health forms/medical needs
ii) first aid equipment
iii) space to isolate sick participants if necessary
iv) pre-arrangement for: nurse if not on staff, physician, dentist, optician, hospital, pharmacy and ambulance service.
I. Safety
i) first aid training and equipment
ii) staff training in First Aid
iii) fire drill/earthquake routine known/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.
6.2. Host Staff
The organization 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 (HS), while Village Staff (VS) applies to the host staff, Adult Delegates 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) 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 ICs (see 5.2.2. and 5.2.6. JC Policy in Village)
ii) liaison with Adult Delegates
iii) travel confirmation
62.2. 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, organization, 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. Preferably 21 years and over with one member aged at least 25 years (Director must be over 21.)
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.
6.23. 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 realized.
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 organizational 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 organization 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 Delegates.
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/telex number.
- 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/telex numbers (urgent calls before Village starts).
6.2.5 Second Pre-Village Information, continued
- 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 Delegates.
- 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 organized according to local conditions:
Model A: Children stay with families by delegation; Adult Delegates in Villages with JCs and Staff.
Model B: All campers in Village; experienced CISV-s from host chapter take care of the children with organized activities while Village Staff meets with Adult Delegates and JC-s.
- 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 Delegates, JCs.
- Themes of the Village (see section 8.5. and 8.6.).
- Organization 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.)
6.2.5 D. Adult-s Pre-Planning Programme, continued
- Village calendar (several calendars must be prepared):
i) special event calendar for excursions, family weekend, dedication day/open day, nationaUintemationa1 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 Delegates);
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.C. 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 children and adults, (four or six children and two adults.) While the adults also have a supportive role to fulfill, they need to encourage the children-s full participation in the planning. Each participant should be on a committee. The committee will arrange and be responsible for activities on at least two separate occasions. The committee does not necessarily have to run the activity itself, but it 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.
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.
6.2.6 Guidelines for Village Management, continued
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 for perceiving new impressions and enjoying active camp days.
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 Delegates. 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 some delegation- mates in a mixed group.
The host staff makes a suggestion list 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. It should be emphasized 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. Written guide1ines would help.
Special event for the Village Staff.
Special events planned for the Village staff should be covered within the Village budget. In no case should this be charged to the Adult Delegate or JC. (see 6.1.1.A.x)
6.2.7. Antisocial Behavior
All Village participants must:
a. in a family situation - follow family rules; and
b. in group situation - obey laws in the jurisdiction where the Village takes place plus CISV guidelines.
Severe offenses against required social behavior 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 brief information message should be sent to the International Office and a detailed report presented to the International Village Committee.
6.2.8. Preparation of Host Staff receiving Pathfinder/Pioneer Delegates
Since 1957, it has been CISV policy to maximize exchanges with socialist countries. This policy has produced good cooperation so that CISV constantly receives invitations to participate in Pathfinder/Pioneer Camps in several countries and also invites socialist countries to participate in CISV Villages every year.
Background. Pathfinder/Pioneer camps are quite different from CISV Villages. For various reasons Socialist nations organize very large summer camps. One important reason for this is that Pathfinder/Pioneer Camps are part of a year round programme organized both in and out of school, designed to fill leisure time with educational activities of value to the youth and to prepare them to better serve their countries as useful citizens. These programmes begin quite early, usually well below the age of eleven, so that the children are deeply involved in this intense educational movement when CISVers first meet them. Both CISV and Pathfinder/Pioneer participants must be flexible in adapting to different camp environments/methods. (see section 0.3.4.)
English-speaking Adult Delegates are hard to find in some socialist nations. They try hard and are finding more and more, but yours may not have much English. If not, please help all you can. If the Adult Delegate speaks French, German or Russian, please arrange as much translation as possible. In some cases the Adult Delegate may speak only his/her own language, which is more of a problem. Try to find someone in your community who can speak that language and assist in translation.
The Pathfinders/Pioneers choose their delegates from all parts of the country and also on the basis of good work as a Pathfinder/Pioneer during the year. Sometimes, from the} viewpoint this is more important than age. Some of your delegates could be over-age. If this should be the case, be glad they are there, and don-t let them feel that you think they are too young or too old.
6.2.8 Preparation of Host Staff receiving Pathfinder/Pioneer Delegates, Continued
Pathfinder/Pioneers may come from a country with strict currency control and may not obtain convertible funds. In these cases we have agreed to supply their delegates with a reasonable amount of pocket money on arrival. A good rule is to give the same amount as you recommend in your pre-Village information to the children and twice the amount to the Adult Delegate. The money provided for your visitors should be put into individual envelopes and handed to the Adult Delegate by the host staff quietly and as soon as possible after their arrival.
Countries with such a currency control may cover the travel expenses of our delegates within their borders, between the international airport of arrival and the camp site. It is often quite a distance. We have agreed to do the same for their delegates to our Villages. In the correspondence with Pathfinder/Pioneer guests, their needs for travel to and from the Village in the host country should be determined, and the host country should be prepared to meet the cost and to handle tickets and other arrangements, according to the terms of CISV International's Reciprocity Agreement with the Pathfinder/Pioneer Organization. If in doubt, the host staff should contact the International Office for information.
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