Statutes |
YEE Statutes
ARTICLE 6, THE EXECUTIVE BOARD ARTICLE 7, THE INTERNATIONAL SECRETARY MEETING ARTICLE 9, FINANCE AND ADMINISTRATION ARTICLE 10, WINDING-UP AND LIQUIDATION ARTICLE 11, MODIFICATION OF THE STATUTES AND THE RULES OF PROCEDURE ARTICLE 1, NAME AND REGISTERED OFFICE 1.1 The international federation shall have the name Youth and Environment Europe, hereinafter referred to as YEE or the Federation. 1.2 YEE was founded as the European region of the International Youth Federation for Environmental Studies and Conservation (IYF) in 1983.
1.3 The registered office of YEE is at Ekologicke centrum Toulcuv dvur, Kubatova 1/32, 102 00 Praha 10 - Hostivar Czech Republic.
2.1. Youth and Environment Europe (YEE) is a non-profit making federation of: - local, regional or national, non-governmental youth organisations; - the autonomous youth sections of local, regional or national, non-governmental organisations; concerned with the study and conservation of nature and/or involved in environmental issues in accordance with the objectives of the Federation.
2.2. YEE shall seek to organise and encourage all that might increase the knowledge, understanding and appreciation of nature and the awareness of environmental problems among young people throughout Europe in order to promote the commitment of youth to the principles of environmental conservation and to stimulate young people's voluntary action for the protection of nature, the enhancement of the environment and the sustainable use of the Earth's resources.
3.1. The Federation shall work regardless of race, gender, culture, religion or political beliefs. 3.2. The Federation shall attain its objectives by: (see Article 2: Objectives) - uniting existing youth organisations whose objectives conform to those of the Federation and encouraging the formations of new ones; - encouraging individuals and organisations in any action which conforms to the objectives of the Federation; - organizing camps, training courses, public actions, conferences, seminars, and other meetings and any other activities within the scope of the Federation's objectives; - collecting and exchanging documents, ideas and experience in the field of the Federation's objectives; - collecting, analysing and distributing information relevant to the Federation's objectives; - establishing and maintaining international contacts between the Federation and organizations and individuals so far as these contacts are beneficial to the Federation and its objectives; - any other means that might be advantageous to the Federation's objectives.
4.1. MEMBERSHIP CRITERIA
4.1.1. The Federation shall be composed of organisations, which the Annual Meeting accepts as member organisations in accordance with these Statutes. 4.1.2. The members are organisations registered according to the laws and customs of their state of origin. 4.1.3. The members have to fulfill the following general criteria: a) to be active in the objectives of the Federation b) to be concerned with the study and conservation of nature and/or involved in environmental issues in accordance with the objectives of the Federation. c) to be a non-governmental organization; d) to be a non-profit making organization; e) to have democratic aims and structures; f) to fully acknowledge the Statutes of the Federation; g) to work with young people and have a decision making body controlled by young people under 30 years of age; h) not to be subject to direction in their decisions by any external authority.
4.2. CATEGORIES OF MEMBERS AND CRITERIA.
There are two categories of members of this Federation: A. Full members; B. Associate Members. A. Full member organizations shall be local, regional or national, self-governing, democratic, European, non-governmental youth organizations or groups or the autonomous youth sections of local, regional or national self-governing, democratic, European, non-governmental organizations or groups who conform with the statutes of the Federation and who are active in the field of environmental studies, conservation and education. B. Associate member organizations shall be organizations with substantial youth membership, self-governing, democratic, involved in youth work and environmental work, which take a substantial interest in the objectives and activities of the Federation but cannot or do not wish to become full member organizations.
4.3. MEMBERSHIP RIGHTS AND RESPONSIBILITIES
To participate and organise any activity of YEE, members of Member Organisations shall be under 30 years of age.
A. Full members have the following rights: - right to be present and speak at the Annual Meeting; - right to nominate candidates for all posts of all statutory bodies and working structures of the Federation - right to vote. Each full member shall be entitled to one voting right;
B. Associate members have the following rights: - right to be present and speak at the Annual Meeting; - right to present candidates for the Executive Board of the Federation if nominated by a voting delegate; - right to present candidates for all other working structures of the Federation.
4.4. Responsibilities of Member Organisations The members have the responsibility to: - fulfill in a permanent manner all the criteria stated in 4.1 above; - pay the annual membership fee before the start of the Annual Meeting of the year concerned; - participate at the meetings of the Federation, its bodies or working structures; - answer in due time to requests of information connected with the purpose of the Federation.
4.5. MEMBERSHIP REVIEW AND END OF MEMBERSHIP
4.5.1 In principle, members acquire their status for an unlimited period of time.
4.5.2 Whenever one of the member organisations, does not fulfil the criteria for membership or the criteria for its level of membership, the termination of its membership or the review of its membership status will be decided by the Annual Meeting by a two-thirds majority of votes cast, not counting abstentions, as described in the Rules of Procedure.
4.5.3 Each member organisation, which has not paid its fees before the Annual Meeting of the concerned year, shall automatically lose the voting rights as of that same Annual Meeting. If membership fees are not paid for longer than one year, then the membership status shall be reviewed by the Annual Meeting, as described in the Rules of Procedure.
5.1 Meeting The regularly constituted Annual Meeting shall represent all members and shall have the authority to take, exercise or ratify all decisions taken in the interest of the Federation. It is the ultimate authority of the Federation, only limited by its liability to observe the Federation's Statutes and Rules. The Annual Meeting shall be convened in writing to the official address of the member organisations, at least 60 days before the ordinary Annual Meeting and 45 days before the extraordinary Annual Meeting.
5.2. Composition The Annual Meeting shall consist of the representatives delegated by the member organisations. These representatives shall be duly accredited by their organisations and shall be under 30 years of age.
5.3. Attendance The Annual Meeting is composed of two groups: the full members and the associate members. Every full member organisation may send as many representatives to the Annual Meeting as it wishes but may accredit only one of these representatives as its voting delegate. Every associate member organisation may send as many representatives to the Annual Meeting as it wishes.
5.4. functions
5.4.1. The functions of the Annual Meeting shall be: a. to determine and adopt the policy guidelines and the work plan of the Federation; b. to adopt resolutions at the proposal of full member organisations or of the Executive Board; c. to evaluate the work of the federation based on the Annual Report presented by the Executive Board; d. to receive the Auditor's report and approve the finance statements and balance sheets of the elapsed financial year; e. to adopt the budget of the next financial year and to revise and confirm the budget of the current financial year; f. to clear the Executive Board; g. to determine the membership fees to be paid annually by the member organisations; h. to elect the members of the Executive Board and the Election Committee, the Auditors and at least two Secretaries to take the minutes and any assistant officers it considers necessary; i. to decide on the admission and dismissal of member organisations and the review of membership status in accordance with the procedures determined by the Statutes and Rules; j. to discuss and adopt amendments to the Statute or to the Rules of Procedure; k. to perform such other functions as may be conferred on it by the Statutes and Rules.
5.5. Quorum The Annual Meeting can only take valid decisions, if, at least, one fourth of the full member organisations are officially represented by voting delegates. If the quorum is not reached, the decisions of the Annual Meeting will be effective, unless at least one fourth of the full member organisations of the federation object in writing within two months of the date of mailing the minutes.
5.6. Voting Except when otherwise required by these Statutes or by the Rules of Procedure, the Annual Meeting shall take decisions by a simple majority of the votes cast, not counting abstentions. Each full member organisation has one vote to be given personally by its voting delegate. A voting delegate may empower another representative of a full member organisation by written proxy to vote on his or her behalf, complying with the instructions contained in the mandate. No person may cast more than one vote.
5.7. Extraordinary Annual Meeting 5.7.1. An extraordinary Annual Meeting shall be convened: a) by the Executive Board if it considers it necessary; b) by the Executive Board at the request of at least three full member organisations, from at least three different countries; c) by one or more full member organisations at the expense of the Federation when the Executive Board fails to convene an Extraordinary Annual Meeting within three months of a request having been presented in accordance with (b) above. 5.7.2. For an extraordinary Annual Meeting the same regulations apply as for an ordinary Annual Meeting, except when otherwise stated in these Statutes.
5.8. Resolutions 5.8.1. Member organisations are not bound by the policy of the Federation as expressed in the resolutions adopted by the Annual Meeting. Any full member organization which cannot or does not wish to express an opinion on a proposed resolution or opposes such resolution can request this to be recorded in the minutes of the Annual Meeting, and may distantiate itself from the policy expressed in this resolution by referring to these minutes. 5.8.2. A resolution can be adopted by the Annual Meeting as the official policy of the Federation only if supported by a majority of two-thirds of the votes cast, abstentions not counted, and provided the draft has been circulated to all full member organizations along with the agenda of the Annual Meeting. Such resolution may be termed a policy statement. 5.8.3. Other resolutions can be adopted only as a resolution of the Annual Meeting, acting as a representative international meeting of young environmentalists, and not on behalf of the Federation.
5.9. Referendum 5.9.1. In case an Annual Meeting cannot take place or for other reasons to be judged by the Executive Board, it can be replaced by a Referendum. 5.9.2. In a Referendum each full member organisation has one vote to be given by its executive board or comparable authority. 5.9.3. A Referendum shall be organised according to the procedure determined by the Rules. 5.9.4. The quorum for a Referendum is the same as for the Annual Meeting.
ARTICLE 6, THE EXECUTIVE BOARD
6.1. Composition
6.1.1. The Executive Board is composed of 6-8 persons, from at least four different countries, appointed from among the member organisations: · the Chairperson elected by the Annual Meeting; · the Vice-Chairperson, chosen from among the board members elected at the Annual Meeting; · the Treasurer elected by the Annual Meeting; · 4-6 Executive Board members, elected by the Annual Meeting, to fill any of the offices which follow: Coordination officer; Publication Officer; Promotion Officer; Member Organisation Officer; External Relations Officer; Project Officer; · the secretary general takes part as ex officio member of the Executive Board, but has no right to vote. 6.1.2. The members of the Executive Board shall be under 30 years of age at their election. 6.1.3. All Executive Board members are elected at the Annual Meeting. The duration of their office is until clearance by the following Annual Meeting. Each member of the Executive Board can be re-elected if the criteria for candidature are met. 6.1.4. The members of the Executive Board shall exercise the powers delegated to them by the Annual Meeting on behalf of the Federation as a whole and not as representatives of their respective countries or organizations. The duties of the Offices of the Executive Board are defined in the Rules of Procedure.
6.2. Responsibilities
6.2.1. The Executive Board is bound by the decisions of the Annual Meeting. It is at all times and in all matters responsible to the Annual Meeting. Its members shall report regularly to the member organisations.
6.3. Functions 6.3.1. The Executive Board shall have the following functions: a. to implement the policies determined at the Annual Meeting; b. to manage the affairs of the Federation, including its funds and properties; c. to represent the Federation with regard to third parties; d. to appoint the salaried staff of the Federation; e. prepare a draft budget for the next financial year together with the secretary general; f. to give direction to the work of the Secretariat; g. to maintain contact with and between the member organizations; h. to prepare meetings of the organs of the Federation and its other working structures; i. to participate in meetings of the organs of the Federation; j. to present the Annual Report on the activities of the Executive Board and of the Federation to the Annual Meeting.
6.4. Quorum and Vote
6.4.1.The Executive Board may validly deliberate provided more than half its members are present. If the Quorum is not reached, the decisions of the Board Meeting will be effective unless one of the board members object in writing within two weeks of the date of mailing the minutes. 6.4.2. Decisions of the Executive Board shall be made by simple majority of the votes cast. Each member shall have one vote. In case of a tie, the voting shall resume after more discussion. If three consecutive ties occur the proposal is not accepted. 6.4.3 Voting shall be by show of hands unless at least one member requests that voting is by secret ballot.
6.5. Board Meeting
6.5.1. The Executive Board shall meet at least once a year and may convene in as many other sessions as necessary and when convened by the Chairperson. The latter shall convene a meeting of the Executive Board if requested to do so by at least three of its members. 6.5.2. The notice must be given to the members of the Executive Board and to the International Secretaries of the Member Organisations at least 30 calendar days in advance. The notice shall at least state the agenda as well as the venue and the date of the meeting. The Executive Board shall meet in a place it judges appropriate. 6.5.3. Minutes of Executive Board meetings shall be kept. The Minutes are to be stored in the office of the Federation.
6.6. End of mandate Membership of the Executive Board will end in the event of: a) Expiration of their mandate; b) resignation; c) request from the simple majority of the voting members of an extraordinary Annual Meeting; d) the unanimous decision of all the other members of the Executive Board. In this case the dismissed member may appeal to the organs of the Federation.
6.7. Elections
6.7.1. The members of the Executive Board shall be elected by secret ballot at the Annual Meeting by a simple majority of votes cast. 6.7.2. The Annual Meeting shall form an Electoral Commission to run the elections. The procedures of the Electoral Commission are described in the Rules of Procedure. 6.7.3. The Executive Board has the right to fill any vacancies occurring during its period of office by making any rearrangements in the Executive Board and among assistant officers necessary to this end. The Chairperson, ViceChairperson and Treasurer shall always be board members elected at the Annual Meeting.
ARTICLE 7, THE INTERNATIONAL SECRETARY MEETING
7.1. At least once a year there shall be an International Secretary Meeting (ISM) if the Federation can afford it. The objectives of the Meeting are to keep up the contact and the work of the different projects and working groups. 7.2. Each member organization should nominate a delegate to act as International Secretary. The International Secretary informs and involves the member organization with the different activities undertaken within the Federation. The International Secretaries should represent the Member Organisations at the Annual Meetings.
8.1 The Annual Meeting may establish a permanent Secretariat to perform such executive and administrative tasks as conferred on it by the Executive Board. 8.2 The Secretariat shall consist of Staff Members, to be appointed by the Executive Board and employed by the Federation. 8.3 The Secretariat shall work under the direction of the Executive Board in accordance with the policy guidelines determined by the Annual Meeting. It shall report regularly and be responsible to the Executive Board. 8.4 The duties of the Secretariat are defined in the Rules of Procedure. ARTICLE 9, FINANCE AND ADMINISTRATION
9.1 The funds of the Federation may only be used for purposes advantageous to the objectives or activities of the Federation. 9.2 The financial year starts on 1st of January and ends on 31st of December. 9.3 The Executive Board shall present a report on the financial situation of the Federation to each Annual Meeting and submit to its approval the finance statements and balance sheets of the elapsed financial year. The approval of the Annual Meeting discharges the Executive Board and the treasurer of their financial responsibility for the period concerned. 9.4 The Annual Meeting shall elect two auditors who shall not have any other office in the Federation to check the accounts, verify the finance statements and balance sheets and examine the financial policy of the Executive Board. The Auditors shall report to the Annual Meeting before the approval of the finance statements and balance sheets. 9.5 The annual membership fee is to be determined by the Annual Meeting. ARTICLE 10, WINDING-UP AND LIQUIDATION
The winding-up of the Federation shall only be the decision of the Annual Meeting, in accordance with the procedure described for the modification of the statutes. ARTICLE 11, MODIFICATION OF THE STATUTES AND THE RULES OF PROCEDURE
11.1. The present Statutes may be amended by the Annual Meeting with a two-thirds majority of votes cast, not counting abstentions. The proposed amendments must be presented to the Secretariat in writing at least 120 days before the Annual Meeting and communicated to the members at least 90 days before the Annual Meeting. Amendments come into force after the end of the Annual Meeting. Any queries concerning the interpretation or application of these Statutes shall be decided, in the first instance, by the Executive Board and in the last instance by the Annual Meeting. 11.2. The Rules of Procedure shall be adopted by the Annual Meeting by a two-thirds majority of the votes cast, abstentions not counted. The Rules of Procedure can be amended by the Annual Meeting at the majority of two-thirds of the vote cast, abstentions not counted. The proposed amendments must be presented to the Secretariat in writing at least 60 days before the Annual Meeting and communicated to the members at least 45 days before the Annual Meeting. ARTICLE 12, ORGANS AND WORKING STRUCTURES
12.1. The organs of the Federation shall be: q the Annual Meeting; q the International Secretary Meeting; q the Executive Board and assistant officers; q the Secretariat; 12.2. For positions in the organs of the Federation, a candidate can be elected if he/she is under 30 years at the time of the election. 12.3. For positions in other working structures of the Federation, a candidate can be elected or appointed if he/she is under 30 years at the time of election or appointment. 12.4. For all statutory meetings, the delegates must be under 30 years of age. 12.5. The Secretary General is to be under 30 years of age during the time of employment. The Executive Board shall take such action it considers desirable to give the Federation legal capacity in the countries in which it operates and where this may be necessary for the fulfilment of its objectives. The Federation shall be represented in its dealings with third parties, at the same time, by at least two out of the following three: Chairperson, ViceChairperson or Treasurer. 13.1. The Statutes are drafted in English. 13.2. The working language of the Federation is English.
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