Challenges to Comprehension Implied by the Logo of Laetus in Praesens
Laetus in Praesens
29 September 2005

International Organization Information / Research: 2005

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Prepared for Union of International Associations, General Assembly (27-28 October 2005)
See also searchable PDF version (original titles, sub-headings, order and typography); also reports 1959-2006
Document also in segmented format in the Kairos indexed database

Context

This report updates the report presented on the occasion of the UIA Bureau meeting (January 2005) as a closing activity report for 2004, following that prepared for the UIA Council meeting (October 2004, Document #2). The previous Summary of Activities (26 May 2004) was distributed in preparation for the June 2004 Council meeting (subsequently cancelled and replaced by an Informal Meeting). As input to the debate at the October 2005 General Assembly, it also summarizes information on some earlier items since the previous Assembly (October 2003).

In response to feedback, and in contrast with previous reports, the focus here is to minimize detail wherever possible. Given the circumstances however, the emphasis is on a level of frankness that seems necessary for healthy remedial action.

Organization profiles / networks

The main UIA information products have been successfully produced and distributed under long-term contract with K G Saur Verlag (a subsidiary of Thomson Learning).

It should be noted that the contracts with K G Saur Verlag, were "rolled over" for another three years from January 2005, reflecting the confidence of the publisher in the viability of UIA products and services. This work is now variously coordinated between Jacqueline Nebel, Nancy Carfrae, Joel Fischer and Tomáš Fülöpp.

Biographical profiles of leadership

World problems / Strategic potential

Queries are periodically received regarding a new print edition and one UIA Full Member is tentatively negotiating with a third party regarding the possibility of funding a new edition in some way.

Meetings scheduled / Conference organization / Associate Membership

Following discussion with Saur, it was agreed that UIA would continue to produce this product independently, but that Saur would act as non-exclusive distributor for the online service – which is integrated with the Yearbook Online facility. This sometimes means that users requiring access to both online services require separate subscriptions.

International Meeting Statistics: This annual publication (ca 65 pages), primarily reserved for Associate Members, was produced on schedule in late July 2004 (for meetings up to 2003), and in August 2005 (for meetings up to 2004). Problems are increasingly apparent in this process due to the challenge of achieving adequate coverage. A PDF version is made available.

Associations review / journal

Transnational Associations: The quarterly issues were successfully produced on schedule in 2004. As from 2005, this product can be searched online with possible purchase of PDF pages.

It has been delivered in 2005 by e-mail (PDF) or paper on a quarterly basis. This approach had been agreed as one of the significant cost reduction measures in the recovery programme.

Current issues are now integrated online with 50 years of back copies – notably as a contribution to the centenary process. Following decisions of the Council, notably for budgetary reasons, it is expected that 2005 will be the last edition of the product in its current form.

[NB: Versions of the UIA periodical: La Vie Internationale, 1912-21; Bulletin des associations internationals, 1943-44; Bulletin mensuel, 1951-53; International Associations, 1954-76; Transnational Associations, 1977-2001]

Future development strategy / Proposals

Strategy: As has been previously noted, concerns have been expressed that the UIA lacks an explicit and effective strategy for the immediate future – despite many indicative proposals by the Secretariat to past Council and Bureau meetings. Appropriate clarification has been called for – notably to facilitate a coherent presentation to various parties for fund raising and other purposes.

It is however important to recall that the seeming lack of an explicit strategy ignores the degree to which UIA core operations are highly focused to sustain, on a long-term basis, a particular pattern of core revenue-generating services. This is strategy "by default" -- reflecting a pattern of decisions made over decades by the UIA's statutory bodies. This is not a static strategy but one that has been obliged to evolve proactively in response to the evolution of the emerging knowledge society, its opportunities and constraints.

To assist in this debate, a number of documents were prepared for the Council meeting in October 2004 and the Bureau meeting of January 2005. Of particular concern however is whether the UIA has the collective will and resources to reform the existing structure in fundamental ways that would be an improvement on the present mode. Unfortunately Mike Baker, as coordinator of the Council working group on strategy, felt obliged to resign that role for lack of collective interest in this issue.

In considering any changes, it is important to recognize the strategic advantage that the UIA derives from the synergy between various information activities (organizations, meetings, biographies, problems, etc) as compared to other bodies which specialize in one or the other, often in a less comprehensive manner. It could be asserted that the UIA's survival depends on these synergy effects.

Failure over recent years to address and resolve differences concerning the future UIA strategy has had, and continues to have, a cumulative effect that is undermining the capacity to engage with potential partners and act coherently in fulfilment of its potential in the emerging knowledge society. This "negative synergy" is extremely disempowering for those inspired by that potential.

There is an unfortunate failure to understand the nature of both the necessary strategic nimbleness and the need to sustain the momentum, enthusiasm and technical innovation that has been so vital to the evolution of UIA information products over the past decade. It is these subtle qualities that are now currently at risk.

Project proposals: The UIA has developed numerous projects in recent years. In the 2003-2004 period they included the following consortia project proposals coordinated by Nadia McLaren:

Project development framework: A series of active discussions have taken place with a number of potential partners with regard to new project possibilities. This follows from agreement during the June 2004 meetings, confirmed at the UIA Council meeting in October 2004, that the possibility of attracting "investors" into new projects and partnerships should be explored. The key issue here is the nature of the interface with one, or more such investors:

The challenges are well illustrated by proposals made by others for collaboration with the UIA with regard to the conditions of use of its data. Typically NGOs and academic bodies consider it reasonable to request an extensive copy of the data, and unreasonable to be constrained in its use. They tend to view the UIA as a "public service". On the other hand, licensing use of data, and the associated "intellectual property", is now an active topic for many in the emerging information society – especially when the constraints on the copying of data are being reduced.

A variant of this approach under consideration is the exploitation of UIA data under a suitable license – a form of outsourcing of project development.

Proposals discussed with SAUR: At the March 2005 meeting with SAUR, and following their encouragement for project proposals, the following items were discussed:

Specific proposals: Four proposals have been actively considered by the Secretariat in 2005:

Although proposals of this type have been designed to cut through the fund raising / decision delay loop to respond to immediate financial challenges, they have been effectively placed on hold in anticipation of further discussion by the General Assembly.

Centenary preparations: Initial contacts with the King Baudouin Foundation with a view to setting up a special account capable of receiving tax free donations proved unsuccessful – despite the preliminary information. A revised proposal, in the light of further feedback, will be submitted in 2005. As decided by the Council in October 2004, funds must be available before commitments to any centennial projects are made. However other matters relating to the centennial celebrations (Council document #9.6), notably the date, have yet to be clarified.

Several other documents on the Centenary concept have been prepared by André Onkelinx and Marilyn Mehlmann.

Statutory meetings / Membership

The Council meeting scheduled for June 2004 was postponed to enable the financial implications of the crisis to be reviewed. The Bureau met at that time to help clarify the steps to be taken. On the same occasion, an Informal Gathering was held with the participation of those Council members who had already made travel commitments and various people associated with the Secretariat. The meeting notably discussed both the strong possibility of liquidation of the UIA and the envisaged centennial celebration! A second such Informal Gathering was held in August. Documents relating to both were circulated to Council members.

Following the meetings in June 2004, there has in fact been very little comment by Full Members on the financial crisis and the possibilities of a successful recovery programme.

Specific proposals for distinct recovery initiatives focused on fund-raising and new income have however been received from Gianni Tibaldi, Nadia McLaren, Jacques de Mévius and Mike Baker in their capacity as Full Members, and in the light of their respective external contacts. These have been pursued, or are in process of further discussion.

On the basis of their professional skills, and as Full Members, group process suggestions addressing the UIA institutional malaise have been separately made by Jon Jenkins (author of a 8 commissioned internal report on the UIA in 2001), Marilyn Mehlmann, Tim Casswell, and Peter Koenig, notably on the occasion of the June 2004 gathering. Their collective concern has however not yet evolved into a proposal for Council meetings. Those of Tim Casswell (coordinator of the Council working group on meeting methods) developed into the Informal Gathering in August 2004 (mentioned above), primarily for those most directly associated with the Secretariat.

Despite the financial crisis, the regular annual meeting of UIA Associate Members was held in Brussels (October 2004) and appropriately celebrated the many years of effort of Ghislaine de Coninck – with a song composed by Tim Casswell based on thematic phrases supplied by those present. The functions of Ghislaine de Coninck have now been taken over by Joel Fischer (now working from the USA) who is well-known as a speaker to many Associate Members. Following feedback from Associate Members, it was agreed to continue the annual meeting in October 2005 with Day 1 organized by Joel Fischer and with Day 2 organized by Marilyn Mehlmann (theme: Beyond wheelchairs: the changing face of conference hosting).

The Council meeting (originally scheduled for June 2004) was held in October 2004. A draft set of minutes was circulated on 15 November to Council members for comment -- with a view to their approval at the next Council meeting in 2005. No substantive comments have as yet been received.

Communications: Members, Council and Secretariat In response to encouragement at the General Assembly in October 2003, several different approaches to the facilitation of communication between Full Members, Council Members and the Secretariat have been explored:

The possible conclusions worth considering are that:

A particular challenge for the UIA is the process whereby these changes are debated and approved by its statutory bodies in 2005 – and the timing of their meetings to meet the deadline in the light of expected government administrative delays. Concerns have been expressed as to whether the modifications made should be minimal or should seek to recognize the operating reality and resources of an international organization like the UIA in a 21st century information environment. In particular the possibility of electronic participation and voting is under consideration.

An early draft of the proposed modifications to the 1986 Statutes, in the light of recommendations by Andre de Schutter during the October Council meeting, was distributed in March 2005 for consideration by Council members. Subsequently this "minimal" modification draft was redistributed with an "extended" modification draft in August 2005. Respondents indicated a strong preference for the minimal version with some additions. This is being recirculated for comment in September 2005.

Collaborative projects / External relations

Intergovernmental organizations: The main event has been publication of the Cardoso Report (Report of the Panel of Eminent Persons on United Nations–Civil Society Relations) in October 2004. As requested by the Council, a letter was addressed to the UN Secretary- General on 4 November 2004 drawing attention to the role of the UIA in respect to information collection on international associations – which originally justified its consultative relationship in 1951. There is a reasonable possibility that the implementation of some recommendations by the UN will, whether inadvertently or not, result in some destabilization of UIA activity – notably with respect to database services on international organizations.

Through a contract with the EU TACIS project, the UIA provided a keynote speaker (Allan Howard) for the opening of the Development of Civil Society EuropeAid Institution Building Partnership Programme (Kiev, 14 October 2004), the second intervention of this nature on behalf of UIA.

External meetings:

Research / Statistics

Statistical programme The UIA has for the past several years been operating a three-part statistical programme:

Unfortunately the first item will not feature in the 2005 programme, due to budget cuts by LSE/UCLA, raising concerns about the coherence of the programme as a whole given its dependence on a higher degree of expertise and familiarity with a multitude of source data tables. Nadia McLaren continued to perform an oversight role in 2005 but has indicated she will not be available to do so in 2006. Nancy Carfrae has been performing this function for the statistical volume of the Yearbook in 2005.

Increasing proportions of this statistical information are now made available electronically, whether within online subscriptions, or as a free service.

Research themes:The extent and nature of UIA research was a theme reviewed during the October 2004 Council meeting (Doc #5). At this stage research has several points of focus: documentation and classification (a preoccupation dating back to its foundation); statistics (as valued by the academic community and meetings industry); and bibliographic (as valued by the academic and NGO communities).

One consequence of the failure to resolve strategic dilemmas, and the role of the UIA in the wider pattern of international initiatives, has been a disinclination to take any position in relation to the dramatic challenges of the times – and their profound implications for assumptions about the future of the rule of law. Any critical research perspective concerning civil society is consequently left to those who benefit from the more basic research undertaken by the UIA, or to UIA collaborators working outside the UIA framework.

In the case of Anthony Judge, for example, papers posted on the web, in the period since 2003, include:

Publishing / Marketing

Dissemination of excess stocks: As previously indicated, the UIA annually has access to excess stocks of its books as printed by Saur that could be of benefit to certain reference libraries. The issue is how to strike a balance between distribution of such volumes to interested bodies, without jeopardizing possible sales and without incurring the extensive transportation (and customs) costs or any associated administrative costs. Nadia McLaren has undertaken an initiative in response to this potential. The Secretary-General has made provisional arrangements for the distribution of some volumes to developing countries in 2006.

Presentation brochure: The strategic deficiency is most evident in the challenge of producing a presentation brochure, notably to attract investors. Several initiatives by Council members (notably Marilyn Mehlmann and Peter Mettler), and on the part of the Secretariat (notably by Nancy Carfrae), have not yet resolved issues relating to the content of a brochure. The October 2004 Council meeting encouraged members to select and assemble texts for any such document according to need. The Bureau meeting in January 2005 devoted significant time to articulating a brochure from the above versions. This was subsequently distributed to Council members for appreciation. A particular associated marketing challenge lies in deciding on the quantities to be published and the use to which such a brochure is to be put.

However, without resolving the UIA's current "identity crisis" – common to many bodies entering the information society of the 21st century -- it is difficult for any professional marketing (or fund-raising) approach to articulate a coherent profile or determine to whom it should be addressed. It is for this reason that the Secretariat has stressed marketing of UIA information products and services through its website – notably to benefit from the worldwide visibility it offers.

A more comprehensive brochure was prepared by the Secretariat in April 2005 which focused on information products and services. This has only been used very selectively in meetings to reinforce face-to-face contacts potentially linked to project work.

Secretariat / Administration / Human resources

Financial situation: With the assistance of a monthly supplement from the UIA publisher, K G Saur Verlag, from July through December 2004, the cash flow crisis in 2004 was successfully avoided. From January 2005 through December 2005, the regular monthly editorial payments from Saur is being reduced by a corresponding amount to repay the 2004 supplement (which effectively constituted an interest free loan).

The consequences of the severe cost-cutting decisions made in 2004, and the publishing/pricing options chosen for 2005, have successfully ensured the ability to meet financial and contractual commitments through the months of 2005 as foreseen in the forecasts presented to the Council in October 2004.

As indicated to the UIA Council (and to the Bureau in January 2005), it would be a grave error to forget the dimensions of the crisis experienced in June-July 2004. Furthermore, as indicated in earlier reports, there are a variety of warning signals regarding the medium-term viability of UIA income in the highly volatile, rapidly evolving information market -- in which many old and new players are actively positioning themselves, notably with the aid of new internet search facilities that reduce the need for the basic products and services provided by the UIA.

The recovery process through 2005 and into 2006 is highly dependent on reducing costs and increasing revenues. Although costs have been severely reduced (even counter-productively, as noted below), the possibilities of increasing revenue have not taken form. Whilst extreme prudence has ensured that the UIA is currently operating within the scope of income generated, this mode does not allow for unexpected costs. It is expected that financial reserves will be exhausted by the end of December 2005.

Fundamentally the UIA faces the issue -- currently confronted by many bodies -- of the appropriate organization and strategy for the 21st century.

Office reorganization: The progressive consolidation of offices, agreed as a cost-cutting measure, has been completed with the abandonment of several offices in (40 rue Washington) and consolidation in 38 rue Washington. Thanks to MAI, furniture continued to be stored, at no cost, in spare rooms in 40 rue Washington through June 2005.

In order to achieve this consolidation, and sustain morale and image (with a view to centennial public relations), certain rooms have been refurbished (repainting and recarpeting) and have benefited from an extensive range of donated furniture. The process has involved discarding much unwanted/obsolete furniture, computer equipment, documents and stocks of marginal value. This process has been a healthy one for the general feel of the Secretariat and has been much welcomed by staff.

The process has however been quite unsatisfactory for the Secretary-General, on taking up his functions again in January 2005, since his was one of the offices sacrificed in the reorganization. This situation was further complicated by his access to secretarial assistance, given that the secretary of the Secretary-General was one of the people given notice in the cost cutting exercise.

A recent unusual storm that affected many in the Brussels area, flooded the cellars in which the UIA had accumulated certain stocks. These had to be discarded.

Human resources: As a whole, 2004-5 has been an exceptionally difficult period for those associated directly with the Secretariat. Briefly stated this has involved adjustments to retirement of key long-term personnel (Geneviève Devillé, Ghislaine de Coninck), illnesses and their consequences (André Onkelinx, Anthony Judge, Cécile Denet), relocalization (Joel Fischer), redistribution of roles, cost-cutting terminations (Paul Ghils, Nicole Maes), necessary new engagements and training (Helena Smalikova, Christine Chantraine, Leslie Selvais). Ensuring normal operations in a period of crisis has been rendered especially difficult because of the shifting availability of human resources, notably over the holiday periods.

As agreed by the Bureau in June 2004, Anthony Judge performed the role of Secretary-General ad interim during the period when André Onkelinx was constrained by family matters. He resigned this function at the Bureau meeting in January 2005 due to differences in appreciation of the nature of the appropriate response to the financial crisis. André Onkelinx then agreed to take up the function again until the end of his mandate in October 2005. Cécile Denet successfully took over the functions of Geneviève Devillé as Assistant Secretary-General responsible for administrative and financial questions.

It is appropriate to note the vital role of non-staff members in sustaining the viability of UIA programmes. Jacqueline Nebel provides continuing guidance on the Yearbook, despite her status as an independent contractor retiree. Joel Fischer has converted to an independent status working from the USA (on the Yearbook, Associate Members, some system maintenance, and non-standard inquiry processing). As an independent consultant, the transitional assistance during 2004-5 of Nadia McLaren with respect to UIA financial reporting, statistics and online development of the Calendar has been most valuable. Consolidation of the role of Helena Smalikova working from Slovakia as an outsourced "employee" will hopefully safeguard the statistical programme. Christian Sylvestre continues to provide assistance each year in the final production of the CD-Rom version of the Yearbook. It is notable that all of these people are non-Belgians, reflecting the constraints in practice on long-term employment of non-Belgians by the UIA.

The positive support of staff and non-staff through the recent months has been a significant factor in the healthy response to the financial crisis – especially given the recognized need to sacrifice an accepted end of year bonus. The role of Tim Casswell in addressing the issue of staff commitment and expertise in a series of encounters in 2004 has been significant and much appreciated. It resulted in a more regular series of staff gatherings in 2004 – themselves valued, although not continued after February 2005.

Core Secretariat operations are indeed carried out satisfactorily – however under-staffed and under-resourced by other standards (and only funded to minimum legal requirements). Unlike intergovernmental organizations like the UN or OECD, staff interests are not protected by any trade union. It should be emphasized, as has been stated in earlier reports, that staff levels and competencies are basically inadequate for the range of operations that have to be undertaken beyond those core tasks – especially at the current levels of remuneration and benefits imposed by current revenue (and profit margins on the products sold). Although healthy, Secretariat operations are vulnerable and fragile -- and with only very limited skills backup in the event of absence (for whatever reason). The continuing crisis in financing and decision-making has further eroded staff capacity, morale and goodwill in ways that may not be readily apparent but which it would be a a mistake to ignore.

Whilst the question of human resources is normally treated separately from statutory and financial reporting, it is vital to recognize the extent to which functioning of the UIA has been, and continues to be, dependent on an unusual degree of goodwill, whether on the part of staff, Full Members, or others. An extensive analysis has been made of this dimension (in an internal Secretariat report in 2005), with a view to reflecting some aspects in the balance sheet.

Computer-related infrastructure

A major upgrade of the in-house network server was successfully completed on 2 December 2004 -- with the exception of one unfortunately much-delayed facility to integrate UIA's remote editors (Leuven; London; Poprad; and Louisville, USA) more effectively and reduce weekly data reconciliation costs. This feature, which should have been completed in January 2005, has proven technically impossible to bring about according to the original specifications due to particular legacy constraints (old workstations or database environments).

Online information services continue to be offered either freely or under subscription, as appropriate – with continuing effort to maximize access of international associations. A major focus has been the switch, ensured by Tomáš Fülöpp, to a MySQL/PHP (database) system notably featuring:

Initially this has meant cessation of the network mapping service that has yet to be adapted to the new system. The changes now make it possible to implement remote online editing in 2005, notably in order to facilitate controlled access and input from profiled organizations – as a means of reducing the considerable postal costs to international organizations associated with paper questionnaires currently used to update the Yearbook. This remote editing facility is in a prototype phase in September 2005.

The online service was switched in September 2004 from an in-house facility to a remote (rack server) to improve performance and physical security. Unfortunately this facility was the subject of two major "denial of service attack" in December 2004. The necessary remedial action, with the aid of newly found external expertise, has resulted in a much more healthy configuration. However, these failures could not have come at a worse time in relation to endof- year subscription renewals to the new services. They raise important issues regarding server facilities in the potentially dangerous and "unfriendly" internet environment of the 21st century.

In its role of improving marketing of the online service, SAUR has been concerned with the further development of the interface in order to conform to usage reporting standards now imposed by libraries to assess the value of their subscription. This issue had been the focus of SAUR concerns in 2004 in response to pressure from their marketing people (notably in the USA) and remained a priority in 2005.

Internally, the Secretariat is now making use of the well-known open source Wikipedia-style software for internal notes and procedures. This has also proven a useful means of gaining expertise with software that is liable to prove significant to UIA's future information development.

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