Minutes

ASEAN Scout Association on Regional Co-Operation MIDTERM

MEETING

Jakarta 25 November 2009

1. Delegates enter the room

Present : Chairman of ASARC : DR.Dr.Azrul Azwar, M.Ph. Phd ; Dato Kahar;

Mr.Alfian as Seccretary and Delegates from Cambodia, Malaysia, Philippines ,
Singapore, Thailand, Vietnam, Indonesia as well as Observers from Indonesia.
Total Delegates,Board,Observers : 15

Staffers:

Document : Rio Ashadi (Former YAMG-APR 2007-2009) ;

Presentation : Putri Rizki Dian Lestari (National Rover Scout
Council);
Rapporteur : Ari Wijanarko Adipratomo (YAMG- APR/ Member
of Financial Resource Sub-Committee)
Pictures and Video : Siswanto and Ilham

2. : Chairman Greets The Delegates and Welcome them to Jakarta

Chairman explained the purpose of Midterm meeting. This meeting has

objectives : complete the documents of the ASARC as one of the
requirements to be submitted to ASEAN secretariat as part of effort to make
ASARC the Associate member of ASEAN.

3. : The meeting officially opened by the chairman and continued by introducing

the member of ASARC board

4. : Delegates start to introduce themselves started from Cambodia and

continued by the delegates from Malaysia, Philippines , Thailand, Vietnam,
and ended by the introduction of the delegates and Observes from
Indonesia . Also introduction of staffers.

5 : Chairman floor the Adoption of Agenda , seconded by Cambodia , approved

by the floor

6 : Photo Session

7 : Chairman gives the 5 minutes time for the delegates to read the proceeding
book, and if any, propose the changes to the proceeding books.

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8 : The floor adopt the proceeding book.

Since there is a change in the personnel of NSOT, Thai Delegate informed the
conference to change the name of NSOT representative printed in proceeding
book page 38 into H.E. Jurin Laksanawisit, Chief Commissioner of NSOT,
cum Minister of Education the Kingdom of Thailand.

9 : Presentation of Draft of Constitution and Bylaws of ASARC by the Boy Scout

of Philippines.

Delegate from Malaysia and Indonesia propose more generalized term on

Article 3 Section 2 and added and remove some terms on that section

10 : Continues discussing and revising article 3, section 5; article 4

11 : Discussing Article 5 ,Article 6 , Article 7, Article .

12 : Dr Effendi (Singapore) comes

13 : The Chairman and Dato Kahar explain more about ASARC , relation to the
sponsor and ASEAN and the management of properties.

14 : Dr. Efendy asked the relation of ASARC in term of funding the NSO
activities

15 : Meeting adjourned for 30 Minutes for Photo session and Refreshment until
11.00

16 : Meeting resumed , the chairman call for meeting o

17 : Review the changes done in Section 4 Discussion .

18 : Removal and addition of some wordings in section 5 proposed by the

Philippines

19 : Mr Alfian Proposed to change the term of Budget Committee become

Financial Resources Committee

20 : Dato Kahar proposed addition of word communication to PR committee and

becoming Public Relation and Communication Committee

21 : Mr Alfian Proposed some changes in section 3 so that ASARC can maintain

a better coordination and relation with ASEAN and another parties.

22 : The Chairman ask the floor is it necessary to create standing committee

and their term in office?

Dr.Effendi supports the idea of Chairman to change section2 –section 8

article VIII deleted

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23 : Discussion of Article 9

Delegate from Philippines, Secretary, and Chairman changes some wording

in section 1 article IX

24 : The floor thank Mr Alfia Amura for the creation of the ASARC seal logo

25 : The Discussion done the official document signed by the delegates.

26 : Documents Adopted

27 : Booklet distributed

28 : Malaysian delegate give some comments on the booklet

29 : Chairman give remarks on the booklet

30 : Dr Effendy start the presentation of strategic plan

31 : Presentation done, Datuk Kahar ask a question regarding how the

management can bring together scouting with different system

32 : Dr.Effendy answer that to Overcome challenges started from grasroot level

based on commonalities in value.

33 : DR.Irid suggest that scout should be the bridge to overcome differences

and contribute to the peace.

Dr.Effendy : The beauty of scouting when in scouting you are not talking
about politics, and working closely together.

34 : Chairman thank Dr Effendy for the presentation. He added that the draft is
too broad, but the time is too short to talk about the concrete strategic plan.
Chairman offers to give mandate to DR. Efendy to draft the strategic plan
and communicate further by email to finalize the strategic plan.

Malaysian delegate propose the time frame for the draft of strategic plan

35 :One month with extension up to two months after the meeting agreed
given to DR.Effendi to draft the strategic plan draft.

36 : Chairman offers to continue the meeting before adjourned so that the

sessions go faster and will be done faster.

37 : Mr Alfian presentation about management of ASARC

38 : Technical problem, Chairman asked to discuss about ASEAN Jamboree

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39 : Discuss the conference, agred to move the 3rd ASARC conference from
Kuala Lumpur to Thailand to honor the celebration of Thailand Scout
Centenary in 2011

40 : Mr Alfian Offers to initiate the ASARC COMDECA along with the conference
in Thailand n conjunction with ASARC Conference in Thailand. Seriously
considered by Thailand (NSOT)

41 : Mr.Afian also Proposing the ASARC Youth Forum as well during the ASARC
conference in 2011. One delegate should be the representation to the forum.
Chairman endorses and highly appreciate the idea of youth becoming one of
the official delegates

42 : Dato Kahar propose to also include the Youth Delegate (2) one girl and one
boy to be the part of the official ASARC Proposal to ASEAN

43 :Chairman asked the forum to please give Indonesia chance to held one big
activities to Celebrate the Indonesian scouting centenary in 2012.

44 : Chairman asked Thailand whether the month of November will be ok for the
next conference in Thailand. Agreed.

45 :Chairman mentioned the effort by the Indonesian Department of Foreign

Affairs, ASEAN and Gerakan Pramuka Under the arrangement and umbrella
of ASEAN, Will try to go to Rangoon, Myanmar and establish scouting
organization in Myanmar.

46 : Vietnam asked the restricted put by the APR to the Vietnam Scout to attend
some APR meetings.

Chairman answer that the two organization essentially different. Please

Vietnam Delegate differentiate between APR Policy and ASARC Policy (that
essentially attached to ASEAN charter)

Delegate from Philippines said : During the APR Jamboree in Philippines,

there will be three troops of Vietnamese descendant (One Rover Troop of
Australian-Vietnamese from Australia that will be representing Australia,
One Troop of scout from Vietnam [South] and one other troop that will be
representing one flag of Vietnam)

Confirming 15 December 2009 is the last registration date for the APR
Jamboree (Otherwise communicate before hand) If Vietnam wanted to send
more participants, please communicate before hand.

47 : Mr.Alfian Continues the presentation

48 : Agreed on the second logo as the logo of ASARC : Make fleur de list 60%
smaller.

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 The Seal : Second Design agreed

The Badge : First Alternative Design Agreed. Make it smaller.

49 : Mr Alfian proposed the discussion on the documents that can publicly

accessed and which one that need the consent of the board before accessing
it.

50 : Mr Alfian remind the raporteur to report back

51 : Thailand Recommends to put the Certificate of Membership / recognition

from ASEAN to recognize the ASARC

52 : Chairman said that it will be possible and he even will asked the Secretary
General of ASEAN to sign the Certificate of Membership and put the ASARC
Seal as well on the document to officiate the adoption of ASARC in ASEAN.
But this certificate will be issued after the ASARC Registered to ASEAN
Secretariat

53 : Chairman Thank the Delegates and Remind the schedule for dinner at 6.00
pm

54 : Announcement from the Chairman: Call to End the meeting, have the
lunch, and Chairman offers 3.00 PM for the delegates to come together to go
around Jakarta first before have dinner at pacific place.

Prepared and Typed in Jakarta, November 25, 2009

By The ASARC Midterm Meeting Rapporteur :

Ari WIjanako Adipratomo, A.A
National Rover Council
Asia Pacific Region Young Adult Member Group 2009-2012
Sub Committee Financial Resources

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 RECOMMENDATION OF ASARC MIDTERM MEETING

JAKARTA 25 November 2009

The Delegates of Scout that Represent the Scouting Movement / Scouting Entities
from Cambodia, Malaysia, The Philippines, Singapore, Thailand, Vietnam, and
Indonesia recommend:

1. The Adoption of The Proceeding of the 2nd ASEAN Scout Association for
Regional Co-Operation (ASARC) Conference
2. The Adoption of The Amended Term of Reference as ASARC Constitution
3. For the Next ASEAN Jamboree Will be Held in Singapore. And propose to the
Singapore Scout Association to reduce the fee to some countries
4. The Meetings gives Two months term for DR. Effendy to finish the ASARC
Strategic Plan Draft
5. Recommends the Next ASARC Conference to be moved from Malaysia to
Thailand to honor the centenary Scouting celebration in Thailand in 2011
6. Agreed on the Adoption of The Logo, Seal and Badge of ASARC with details
as follow:
a. Logo : Design No.2 with the note to make the fleur de list 60%
smaller
b. Seal : Design No.2
c. Badge : First Design with the Note to make it smaller
7. Recommends to hold COMDECA and Youth Forum during the Next ASARC
Conference n Thailand
8. Recommends the Presence of the Youth Representatives for Youth Forum
and Young Delegates as part of the official NSO delegate in all meetings and
Conference of ASARC with at least 2 young representative (one male and
one female)
9. Urges each NSO to Submit CV of Their Chief Commissioners to be submitted
to ASEAN Secretariat
10. Recommends to include young delegates and youth member in the body of
ASARC Term of Reference that will be submitted to ASEAN Secretariat
11. Recommends to ask the ASEAN Secretary General to sign the Certificate of
Membership as the official recognition of ASARC by the ASEAN.

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 12.Decides that the Next ASARC Meeting will be held in Jakarta, November
2010
Prepared by the Rapporteur for the ASARC Midterm Meeting
As agreed by the Forum During the Meeting

Ari Wijanarko Adipratomo,A.A.

National Rover Council
Asia Pacific Region Young Adult Member Group 2009-2012
Sub Committee Financial Resources