“A society in which all older people can lead

dignified, active, healthy and secure lives.”

OPA Federations

Manual (January 2015)

Page 1 of 22

Table of Content

Introduction ................................................................ 1

Step 1: Orientation for OPAs, Village Chiefs and Commune

Officers ..................................................................... 4

Step 2: Organize Federation Interim Committee ............. 5

Step 3: Trainings for Federation Interim Committee to

Learn the OPA Federation Model ................................... 6

Step 4: Workshop for Federation Interim Committee to

Draft the By-laws of OPA Federation ............................ 12

Step 5: Workshop for Federation Interim Committee to

Prepare for General Assembly .................................... 15

Step 6: General Assembly to Approve the By-laws and

Elect the Nine Federation Representatives .................... 19

Step 7: Registration of OPA Federation to Ministry of

Interior..................................................................... 21

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Introduction The OPA Federation Manual (December 2014) is the updated version of the

OPA Federation Manual published in March 2014. This manual was edited by Subin KIM, a World Friends Korea (WFK) Volunteer dispatched February 24,

2014 from South Korea, who implemented a KCOC (Korea NGO Council for Overseas Development Cooperation) small grant project to establish OPA

Federation in Bavel District, Battambang Province.

OPA Federation can be established through the following steps:

Step 1: Orientation for OPAs, Village Chiefs and Commune Officers - Introduction of project and OPA Federation

Step 2: Organize Federation Interim Committee

- Federation Interim Committee is the group of people who are

actively involved in trainings or workshops for establishing an OPA Federation and in setting up Federation by-laws.

- Designate people from each OPA (e.g. two persons from 12 OPAs in Bavel District)

Step 3: Trainings for Federation Interim Committee to Learn the OPA

Federation Model - OPA Federation‟s definition, rational, benefits

Step 4: Workshop for Federation Interim Committee to Draft the By-Laws

of OPA Federation - Setting up Federation by-laws and logo

Step 5: Workshop for Federation Interim Committee to Prepare for

General Assembly

− Understand meaning and process of General Assembly − Decide and prepare for General Assembly

− Elect candidates for the election in General Assembly

Step 6: General Assembly to Approve the By-Laws and Elect the Nine Federation Representatives

- Invite District and Commune officers, NGO, Federation Interim Committee and OPA members to share by-laws and action plans of

the OPA Federation and to elect nine Federation representatives - Nine Federation representatives: Leader, Deputy Leader, Treasurer,

three Auditors, three Federation Committee Members

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Step 7: Registration of OPA Federation to Ministry of Interior

- Consultant: CIRD (Cambodia Institute for Research and Rural Development)

- Once approved by Ministry of Interior (MOI), Federation Leader and CIRD visit MOI to receive the official letter of the registration

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Step 1: Orientation for OPAs, Village

Chiefs and Commune Officers

1. Orientation Target

- OPAs, Village Chiefs and Commune Officers such as Commune

Chief and Commune Council

2. Venue

- Commune Hall or District Hall

3. Facilitator

- HAC Area Coordinator

4. Orientation Method

- Write down the orientation content on the flip chart before the

orientation and stick the flip charts on the wall to explain the project and OPA Federation to the participants

5. Content

1) Introduction of Project 2) Problems of OPAs

3) OPA Federation: Definition, Role, Vision, Process of Establishment 4) Federation Interim Committee

5) Orientation Understanding Quiz

Page 5 of 22

Step 2: Organize Federation Interim

Committee

1. Definition of Federation Interim Committee

- The group of people who are actively involved in trainings or

workshops for establishing an OPA Federation and in setting up Federation by-laws and a certain number of people are selected

from each OPA and District/Commune Council. (e.g. two persons from 12 OPAs in Bavel District and three persons from Lvea

Commune Council, Bavel District)

2. Method of selecting Federation Interim Committee

- HAC Area Coordinators visit each OPA willing to participate in OPA

Federation and give training to the OPA members on the project and OPA Federation. They assist in selecting a certain number of

people from the OPA to be Federation Interim Committee.

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Step 3: Trainings for Federation Interim Committee to Learn the OPA Federation Model

1. Training Target

- Federation Interim Committee

2. Venue

- Community Hall or Training Hall

3. Facilitator

- HAC Area Coordinator

4. Objectives of Training 1) Understand the meaning of OPA Federation

2) Understand the rationale for and benefits of OPA Federation 3) Understand the process of establishing an OPA Federation

4) Understand the vision and mission of an OPA Federation 5) Identify a vision and mission for own OPA Federation

5. Training Method

- Write down the content on the flip chart before the training/workshop and stick the flip charts on the wall to explain

the project and OPA Federations to the participants

- Distribute relevant documents

6. Training Curriculum

- Please find the training curriculum in the pages that follow.

Page 7 of 22

< Training Curriculum >

1. Meaning of OPA Federation o Sitting Arrangement: sit in a U-shape formation in a small group

(mixed group members)

o Duration: 30 minutes

1) Brainstorming

− Ask participants what is a “Federation”? To make it easy, a facilitator

should separate this into two questions:

o ត ើ សហ មាននយ័យ៉ា ងដូចតតេច? o ត ើ ពន័ធ មាននយ័យ៉ា ងដូចតតេច?

− Ask all participants to brainstorm and to contribute their own ideas.

The facilitator should take note of all participants‟ ideas and then wrap up at the end, presenting the main meaning to participants.

2) Definition of Federation

- A Federation is a way to form groups of people, associations,

communities or other institutions where there are similar activities, ideas or objectives in order to achieve an overall vision of the

federation as well as their own group.

3) Definition of OPA Federation

− Then, ask the participants what is an “Older People‟s Association Federation?” Elicit all participants to share their own ideas. The

facilitator should take note of all participants‟ ideas and then wrap up

at the end, presenting the meaning of “Older People‟s Association Federation” to participants.

- Older People’s Association Federation is a way to form groups of

older people‟s associations in each village where there are a similar objectives and activities in order to work together to serve the benefit

of OPA federation‟s members as well as the social benefits.

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4) Diagram of OPA Federation

2. Rationale and Benefits of an OPA Federation

o Sitting Arrangement: sit in a U-shape formation in a small group (mixed group members)

o Duration: 30 minutes

1) Brainstorming

− The facilitator should ask all participants to discuss the following

questions in a small group (4-6 members in each group):

Why do we need to establish an Older People‟s Association

Federation? What are the main benefits of establishing an Older People‟s

Association Federation?

− Ask each group‟s representative to present the main outcomes of their discussions. Then the facilitator should sum up the overall feedback

from each of the groups and present the main ideas below to participants (if they have not already been covered in the feedback

from the groups).

OPA Federation

OPA

OPA

OPA

OPA

Page 9 of 22

2) Rationale of an OPA Federation

− To mobilize existing resources for development or keep the existing

resources as inheritance for new generations to know and follow this model in the future.

3) Main Benefits

Foster social bonds and help older people look after each other Mobilize existing resources as much as possible to support the

elderly and help them to become financially independent

Receive rapid information, new knowledge and other services from

OPA federation

Capacity building of OPAs‟ committees in the village

Being part of a federation makes it easier to seek support from

other stakeholders

3. Process of Establishing an OPA Federation

o Sitting Arrangement: sit in a small group with mixed group members

o Duration: 30 minutes

1) Brainstorming

− Divide the participants into small groups (four to six members in each group) and ask them to discuss what they think the necessary steps

are for establishing an Older People‟s Association Federation.

− Ask each group‟s representative to present the main outcomes of their

discussions. Then the facilitator should sum up the overall feedback from each of the groups and present the main steps listed below to

participants.

2) Process of establishing an OPA Federation

Step 1: Orientation for OPAs, Village Chiefs and Commune Officers

Step 2: Organize Federation Interim Committee

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Step 3: Trainings for Federation Interim Committee to Learn the

OPA Federation Model

Step 4: Workshop for Federation Interim Committee to Draft the By-Laws of OPA Federation

Step 5: Workshop for Federation Interim Committee to Prepare for

General Assembly

Step 6: General Assembly to Approve the By-Laws and Elect the Nine Federation representatives

Step 6: Registration of OPA Federation to Ministry of Interior

4. Vision and Mission of OPA Federation

o Sitting Arrangement: sit in a small group based on OPA

o Duration: 1 hour

1) Brainstorming

What is a „vision‟?

What is a „mission‟?

What is the difference between the two?

− Ask all participants to share their own ideas. The facilitator should

take notes and sum up the main ideas of each group.

2) Vision and Mission

Vision is an ability to imagine or think about what you want to

achieve in the long term.

Mission covers the activities or strategic plans that are being

implemented to achieve that vision.

3) Draft own vision and mission for the OPA Federation

− Once participants have understood the concepts of vision and mission as outlined above, the facilitator will ask the group to draft their own

vision and mission.

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− Ask participants to draw or write about the following questions on

pieces of paper and then stick their contributions on the wall. The facilitator should then address each contribution and ask questions of

the participants to explain their picture or words.

Step 1: What does your village‟s situation look like now? Step 2: What did your village‟s situation look like 10 years ago?

Step 3: What would you like the situation in your village to look like in 10 years?

− After that, the facilitator should make a note of all main points or

ideas from the participants in order to write a vision and mission of OPA Federation which reflects their vision for the future.

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Step 4: Workshop for Federation Interim Committee to draft the by-laws of OPA

Federation

1. Workshop Target

- Federation Interim Committee

2. Venue

- Community hall or training hall

3. Facilitator

- HAC Area Coordinator

4. Objective of Workshop

1) Understand the main ideas or points of the sample by-laws

2) Discuss with Federation Interim Committee to change the by-laws

articles suitable to own OPA Federation

3) Consultation with OPA members in each village

5. Workshop Method

- Using other Federation by-law, read the by-law altogether and change some articles according to Federation Interim Committee‟s

decision

Page 13 of 22

< By-laws Workshop Manual >

1. Understand the sample by-law

o Sitting Arrangement: Sit in a circle or in a U-shape

o Duration: 30 minutes

1) Facilitation Method

- A facilitator shares a sample by-law to all participants and then the

facilitator begins to read the main ideas in each article of the sample by-laws.

- The facilitator should explain the main ideas in each article and ask participants “Do you have any questions or any points that are not

clear?” - The facilitator may also propose to participants that they read each

article themselves and ask them to explain in their own words to other participants the meaning of the article.

2) Key terms in by-law

- Symbol: a picture, shape or colour that has a particular meaning or

represents an idea - Founder: someone who establishes an organisation, company or

school - General assembly: a big meeting of the establishment association or

community where all members are present

- Board of directors: Federation leader, Federation deputy leader and Treasurer who have been elected in General Assembly and have the

responsibility to lead the institution to reach the Federation‟s objectives

- Nine Federation Representatives: Board of directors, three auditors and three Federation Committee members

- Auditor: someone who monitors formally the financial records of companies or NGOs.

2. Developing the draft by-laws

o Sitting Arrangement: Sit in a circle or in a U-shape formation o Duration: 6 hours

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- The facilitator takes note of the decisions made by the interim

committees on each article with the support of the facilitator. - After drafting the by-laws, Federation Interim Committee must read

out loud all of the decisions made while drafting the by-laws. - All participants should be given the opportunity to ask questions or

discuss any points which are not clear to them.

3. Consultation with members of older people’s association

in villages − The facilitator can suggest all interim committees to present all of the

draft by-laws to other OPA members in each village. Village members

should be given the opportunity to say whether they agree on what has been drafted. If they have other ideas or comments regarding any

articles, they must be noted clearly for the next discussion with the

Federation Interim Committee members.

4. Discussion on the OPA members’ feedback

− The facilitator can discuss the OPA members‟ feedback on the draft

by-laws with the Federation Interim Committee. They should adjust the draft by-laws accordingly before submitting to the General

Assembly.

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Step 5: Workshop for Federation Interim Committee to prepare for General Assembly

1. Workshop Target

− Federation Interim Committee

2. Venue

− Community hall or training hall

3. Facilitator

− HAC Area Coordinator

4. Objective of Workshop 1) To understand the objective and process of the General Assembly 2) To decide date, place, objectives and participants for the General

Assembly 3) To decide the role of the Federation Interim Committee before and

during General Assembly 4) To decide the sitting arrangement during the General Assembly

5) To decide the timetable of the General Assembly 6) To elect a certain number of candidates for the election in General

Assembly

5. Workshop Method

− Using a flip chart and tape, put the flip chart on the wall and plan for the General Assembly together

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< Workshop Manual for General Assembly Preparation >

1. Understand the objective and process of the General Assembly

− The facilitator explains the objective and process of the General Assembly to the Federation Interim Committee

2. Decide date, place, and participants for the General

Assembly

− The Federation Interim Committee decides date, place and who will be invited for the General Assembly.

3. Decide the role of the Federation Interim Committee before and during General Assembly 1) List of roles before General Assembly

Prepare invitation letter for commune officers, village chiefs and OPA members

Prepare place for General Assembly Prepare lunch, snack and water needed during General Assembly

Prepare microphone and sound device

2) List of roles during General Assembly

Welcome the invited participants Registration of participants

Master of Ceremony Representative of Federation Interim Committee speaking on

welcome remarks Representatives of Federation Interim Committee reading by-laws

and action plan

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4. Develop a sitting arrangement during the General

Assembly

Backdrop

District Social Affairs

Director

HAC PM District

Governor

Chair of District

Council

Lvea Commune

Chief

Table

OPA Members Federation Interim Committee

OPA members

5. Develop a timetable for the General Assembly

- Example of Bavel OPA Federation in October 2014

Time Topic/Activities Moderator/ Facilitator

7:30-8:00 Arrival of participants and registration Mr. Chouch Sarah Mrs. Rath Chanthy

08:00-08:10 Chairman announcement and National anthem Mr. Art Cheng

08:10-08:20 Program and objective of the general assembly Mr. Art Cheng

08:20-08:30 Welcome remarks by interim committee Mr. Meurng Sann

08:30-08:40 Remarks by HelpAge Cambodia Mr. Vann Vichheka

08:40-08:50 Opening remarks by District Governor, Bavel

district

Director of District

Governor

08:50-09-00 Remarks by District of Social Affairs Director of District

Social Affair

09:00-10:00 Cross check and approve the by-laws of Bavel

district OPA Federation for Building Hopefulness in Older People (B.O.F.B.H)

Mr. Ham Chann

10:00-10:15 Tea Break

10:15-11:30 Cross check and approve the by-laws of Bavel

district OPA Federation for Building Hopefulness in Older People (B.O.F.B.H)

Mr. Ham Chann

11:30-13:00 Solidarity Lunch

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13:00-14:00 Cross check and approve the bylaws of Bavel

district OPA Federation for Building Hopefulness in Older People(B.O.F.B.H)

Mr. Ham Chann

14:00-14:45 Presenting the activity plan one year and one years of Bavel district OPA Federation for

Building Hopefulness in Older People(B.O.F.B.H)

Mrs. Rath Chanthy

14:45-14:00 Tea Break

15:00-16:00 Election process and develop management structure following bylaws:

Criteria setting up Methodology and election process

Commitment of selected board of directors

HelpAge Cambodia Team

16:00-16:15 Sum up the main outcomes of General Assembly agenda

Mr. Art Cheng

16:15-16:30 Closing remarks by District of Social Affairs Director of District Social Affairs

6. Elect a certain number of candidates for the election in General Assembly

− Among the entire Federation Interim Committee, the Federation

Interim Committee decides the number of candidates for the election in General Assembly. For example in Bavel Federation

Interim Committee decided 15 candidates among 27 interim committee members.

− Each candidate prepares for their profile by writing it on the flipchart which will be posted during the General Assembly.

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Step 6: General Assembly to Approve the By-Laws and Elect the Nine Federation

Representatives

1. Participants for General Assembly

− Example of Bavel OPA Federation

No. Location /

Institution

Position Tentative

Number

Total

1 District Social Affair 1 5

District Governor or District

Deputy Governor

1

Women 1

Plan Investment 1

Chair of District Council 1

2 NGO LWD 1 4

Caritas 1

VSG 2

3 Lvea Commune

Interim committee 3 8

Lvea commune 2

Police 1

Health Centre 1

Pagoda 1

4

Commune

Prek Pour Commune 1 2

Bavel Commune 1

5 OPA Village Chief 12 60

Interim Committee 24

other OPA member 24

6 HAC PM 1 6

Driver 1

Korean Volunteer 2

AC 1

Intern 1

Total 85

2. Venue

− Commune Hall or District Hall

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3. Facilitator

− HAC Area Coordinator

4. Objective of General Assembly

1) Cross check and approve formally the content of the federation‟s bylaws

2) Cross check and approve formally the federation‟s action plan

3) Election for the nine Federation representatives including the board of directors, three auditors and three Federation Committee

members

5. General Assembly Method

1) By-laws and action plan

­ Read by-laws and action plan by representatives of Federation

Interim Committee then discuss with each other

2) Election

① First Election

­ Purpose: Elect Federation Leader, Deputy Leader and Treasurer

­ Voter: Federation Interim Committee and OPA members ­ Pick one person in the voting ballot

­ Rank First, Second and Third ­ Deputy Leader and Treasurer can be changed to one another

② Second Election

­ Purpose: Elect three auditors ­ Voter: Federation Interim Committee Members

­ Pick one in the voting ballot ­ Rank First, Second and Third

③ Choose three Federation Committee Members

­ Choose the three persons from the first or second election

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Step 7: Registration of OPA Federation to

Ministry of Interior

1. Responsible persons in OPA Federation

− Board of Directors 1) Federation Leader

2) Federation Deputy Leader 3) Treasurer

2. Process of Registration of OPA Federation

1) Contact consultant

− For example, CIRD (Cambodian Institute for Research and Rural

Development)

− Prepare ToR and contract

2) Prepare relevant documents

− The consultant prepares application forms from Ministry of Interior in Phnom Penh. He or she then visits the OPA Federation office or the Board of Director in OPA Federation comes to HAC office in order to fill out the

forms together.

− Six documents

① OPA Federation By-laws

② Registration form

③ Board of Director‟s profile: Federation Leader, Federation Deputy Leader and Treasurer

④ Photocopied identification card or birth certificate of Board of Directors

⑤ Rental office contract or certified letter of OPA Federation‟s location

⑥ Reference

3) Submission to local authorities

① Submission to Commune Council

− HAC and Board of Directors of OPA Federation submit the

six documents to the commune council of the commune where the OPA Federation is located.

② Submission to District Council

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− When the Commune Council approves the registration documents of OPA Federation, HAC and the Board of

Directors of the OPA Federation submit the documents to the district council of the district where the OPA Federation is

located.

③ Submission to Provincial Council

− When the District Council approves the registration documents

of OPA Federation, the consultant submits those documents to the Provincial Council of the province where the OPA Federation is located.

④ Submission to Ministry of Interior

− When the Provincial Council approves the registration

documents of OPA Federation, the consultant submits those

documents to the Ministry of Interior.

4) Approval of OPA Federation Registration by Ministry of Interior

­ Once the Ministry of Interior approves the registration of OPA Federation, the Federation leader and consultant visit the Ministry of Interior‟s office to receive the official letter of the registration.