Minutes from the Diakonia annual meeting, June 2nd 2013 PAGE 1 of (7) DATE 02/06/2013 AUTHOR Ewa Widén Venue: Ekensbergskyrkan, Parkvägen 1, Solna, Present: Representatives of the principals: : Olle Alkholm, Ann-Sofie Lasell, Bertil Svensson, Linnea Gullholmer Allianskyrkan/SAM): Kjell Larsson, Gerd Pettersson, Dan Dahlberg, Annette Drewitz Board of Diakonia: Oskar Permvall, Christer Daelander, Marianne Claesson, Pether Nordin Others: Ulf Hållmarker, Kjell Gustafsson, Hans Andreasson, Dan Svanell Diakonia s secretariat Bo Forsberg, Krister Adolfsson, Ewa Widén 1 Introduction Oskar Permvall welcomed everyone and started the meeting with a short prayer, after which he declared the meeting open. 2 Election of chairperson for the meeting Dan Svanell was elected to chair the meeting. 3 Election of secretary Ewa Widén was elected meeting secretary. 4 Election of members to verify the minutes Olle Alkholm and Dan Dahlberg were elected to verify the minutes together with the chairman. 5 Election of vote counters Olle Alkholm and Dan Dahlberg were elected to count the votes. 6 Statutory notice to attend the meeting Bo Forsberg informed the meeting that according to the statutes, notification of the annual meeting shall be given three months in advance, and notification was sent to the principals on 6 February 2013. - that notification of the meeting had been provided in accordance with the statutes 7 Adoption of voting list All eight representatives entitled to vote on behalf of the principals confirmed their presence by signing a written voting list. - to adopt the voting list and attach it to the minutes HEAD OFFICE A D DRESS P.O. Box 140 38 SE-167 14 Bromma VISIT Gustavslundsvägen 18 Alviks Torg PHONE +46 (0)8 453 69 00 FAX +46 (0)8 453 69 29 diakonia.se
PAGE 2 of (7) 8 and 9 Annual report and adoption of profit and loss statement and balance sheet Bo Forsberg and Krister Adolfsson presented these using examples from the annual report and from the profit and loss statement and balance sheet. The meeting asked how Diakonia is affected by the decision by the Swedish authorities to reduce the number of countries receiving development aid, taking the recently announced phase-out of support to Burkina Faso as an example. In his response, Bo Forsberg described the uncertainty and lack of notification that exists in the development aid sector due to the inability of the government to present the aid policy platform that has long been in the pipeline. The Burkina Faso phase-out is just one example of where, on behalf of the Ministry for Foreign Affairs, Sida was working on a new country strategy when the decision on the phase-out was announced. Further, Bo Forsberg described how the phase-outs are a challenge for Diakonia. The office in Burkina Faso will remain in place and during the phase-out period, staff are tasked with finding other sources of funding. This is the strategy Diakonia has applied in all the countries from which has withdrawn. Strategies and criteria for how the work should take place in such situations is described in the PME manual (PME= planning, monitoring and evaluation). If Swedish development aid to a country is withdrawn, another means of financing the operation is sought. The offices are tasked with visiting other embassies in their countries, applying for EU grants, etc. The meeting also wondered how many foreign embassies Diakonia had agreements with. Bo Forsberg and Krister Adolfsson said that even if there are currently few agreements, the trend is towards greater support from other embassies in the field. Agreements with the Netherlands, Norway and Switzerland were mentioned as examples. A further question was posed regarding two evaluations made during the year, both of which focused on Kenya. Bo Forsberg responded that one had been ordered from the Minister for International Development Cooperation by the Swedish Agency for Public Management to review whether development aid via framework organisations was effective. The other was ordered by Sida and evaluated the criteria for framework organisations. Both involved field trips in Kenya. The results from both evaluations are positive for Diakonia, and Sida s states among other things that Diakonia has the capacity to work with humanitarian disasters. A question was also posed about how Diakonia is working on its identity as an organisation. Bo Forsberg explained that Diakonia s identity lies in Christian values and in its method of working in close dialogue with local partners. Diakonia is a Swedish organisation with Swedish owners and a Swedish board of directors. - to file the annual report for the 2012 year of activity - to adopt the profit and loss statement and balance sheet for the 2012 year of activity - to declare 8 and 9 immediately verified
PAGE 3 of (7) 10 Decision based on the financial result for the year Krister Adolfsson presented the matter. The investment in IT that is being made aims to provide effective support to the organisation. An accounting system to be used by all offices, a new project management system, a payroll system, a new intranet and a new website tool are required and have been purchased. In order to cover part of this investment, it is therefore being proposed that a provision of SEK 3 million from the result for 2012 be made for the operations and investment fund. - to set aside SEK 3 million for the operations and investment fund 11 Auditor s report Chairman Dan Svanell presented the auditor s report. - to file the auditor s report. 12 Internal auditors report Ulf Hållmarker presented the report of the internal auditors and Kjell Gustavsson made a few further comments. Among other things, they indicated the importance of the principals finding ways to cooperate in relation to Diakonia, despite the geographical distance between them. Oskar Permvall presented the Board s response to the internal auditors report. In its communication the Board puts forward a number of proposals, and these will be addressed under item 20. An error in the internal auditors report was pointed out. Marie Arvidsson Forsberg is the correct name, nothing else. also gave its response to the reports. They stressed the good work done by the internal auditors and the importance of highlighting issues for the principals and for Diakonia. Further, they reported on the meetings that Diakonia s management had with the board of Joint Future (Gemensam Framtid) board and the schedule issued in August 2012 for drafting a plan for collaboration by August 2013. This schedule has been impossible to adhere to but following contact with the management teams, a new schedule has now been adopted, with the results to be presented in September 2014. Further, comments were made on the responses from the Board and its proposal to resume the discussions about a member organisation. The gist of the comments was that the proposal should be drafted during the year, be included in the discussions conducted and brought forward to the next annual meeting. Further, the possibility of Diakonia being able to represent the principals in ACT was touched upon.
PAGE 4 of (7) The response of SAM () to the internal auditors report was also positive. At the same time, it was pointed out that the religious community is smaller and is further away geographically, which may limit active involvement. Due to the distance and the fact that it is small as a community, it is important that it has a representative on the Board, which was emphasised. - to file the internal auditors report and the Board s response 13 Decision to discharge the Board from liability The chairman thanked the Board for its excellent work, which the meeting approved. - to discharge the Board from liability for the 2012 year of activity - to declare the paragraph immediately verified 14 Election of chairperson and vice-chairperson The proposals of the nominating committee were presented by Hans Andreasson. The nominating committee proposed that Oskar Permvall be re-elected as chairman and Linley C. Karltun be re-elected as vice-chair for a period of one year. - to elect Oskar Permvall as the chairman of Diakonia - to elect Linley C. Karltun as the vice-chair of Diakonia 15 Election of other members of the Board Hans Andreasson presented the item. Members sitting for a further year: Marianne Claesson, Christer Daelander and Göran Gunner. It was proposed that Pether Nordin be re-elected. It was proposed that Ulrika Modéer be elected. Both will sit for a period of two years. - to elect Pether Nordin and Ulrika Modéer as members of the Board of Diakonia - to declare paragraphs 14 and 15 immediately verified 16 Election of authorised public accountant and deputy The nominating committee proposed to the meeting that Jonas Grahn should be elected ordinary authorised public accountant and Erik Albenius his deputy. - to elect Jonas Grahn as ordinary authorised public accountant - to elect Erik Albenius as his deputy
PAGE 5 of (7) 17 Election of internal auditors Hans Andreasson presented the nominating committee s proposals for internal auditors: Ulf Hållmarker, Kjell Gustafsson and Marie Arvidsson Forsberg. - to elect Ulf Hållmarker, Kjell Gustavsson and Marie Arvidsson Forsberg as internal auditors 18 Election of nominating committee The meeting chairman presented the matter. Hans Andreasson and Olle Sjöberg will sit for another year, and it was proposed that Lena Backstig and Els-Marie Carlbäcker be re-elected. - to elect Lena Backstid and Els-Marie Carlbäcker to the nominating committee 19 Decision regarding strategic plan and strategic budget for the coming year Bo Forsberg started off by describing some of the tasks that Diakonia is facing in 2013. Krister Adolfsson continued by presenting the budget, which consists of SEK 465 million. Despite sizeable costs for the new IT systems, it is still estimated that the result for the year will be positive. - to approve the strategic plan and budget as presented 20 Proposals from the Board and motions No motions had been received by the annual meeting. Oskar Permvall presented the Board s response to the report of the internal auditors containing proposed changes to the statutes. The Board proposes readdressing the issue of a member-based organisation and clarifying the wording of 8 of the statutes regarding each of the principals having at least one representative on the Board. A further reason to change the statutes is that one of the principals, Joint Future (Gemensam Framtid), has changed its name to Uniting Church of. If a change is made to the statutes, the instructions to the nominating committee must also be changed. - to task the Board with drafting a proposal for the change in statutes 21 Next annual meeting and location There were no proposals, but (SAM) was positive towards hosting the 2014 annual meeting.
PAGE 6 of (7) - to task the Board with getting back to members with a date and location 22 Other business Kjell Larsson asked to clarify at the meeting s view of Diakonia. In order to justify the community s ownership of Diakonia, it is considered important that s is represented on the Board and that contact between Diakonia and churches, along with Christian organisations in the partner countries, increases. Oskar Permvall asked the principals to appoint representatives for the forthcoming work on statutes. - to address these two questions 23 Close of the meeting The chairman of the meeting thanked the participants in the meeting and wished the newly elected Board good luck. Oskar Permvall thanked the chairman of the meeting and expressed his thanks to Marcus Bernström for his work on the Board. He then declared the annual meeting closed. Solna, 2 June 2013 Ewa Widén Secretary Dan Svanell Chairman Olle Alkholm Member appointed to verify minutes Dan Dahlberg Member appointed to verify minutes
PAGE 7 of (7) Voting list, annual meeting of Diakonia, 2 June 2013 Name Representing Signature Olle Alkholm Ann-Sofie Lasell Bertil Svensson Linnea Gullholmer Kjell Larsson Gerd Pettersson Dan Dahlberg Annette Drewitz