IR-138: Internal Rules of Procedure

Introduction:

1. These rules of procedure are supplementary and subordinate to the
   Statutes of Cooperation and Development Network Eastern Europe,
   hereinafter referred to as CDN.

2. These rules of procedure regulate the implementation of the Statute.

3. In case of contradiction between the Statute and the Rules of
   Procedure, the former shall prevail.

General Assembly Rules of Procedure:

1. The rules of procedure for the efficient realization of the General
   Assembly (GA) shall be shown and explained at the beginning of every
   General Assembly.

2. GA announcement and preparation:

   1. The location of the General Assembly is to be decided by the
      Executive Committee based on an open call for the host
      organisation of the CDN General Assembly.

   2. The open call for the host organisation has to be sent at
      least 120 days before the General Assembly by the Secretariat.

   3. If the capacity allows, the study visit for potential host
      organisation should be organised at least 45 days before
      General Assembly.
   4. The open call for amendments on the documents of CDN, open
      call for new Member organisations and the open call for new
      Executive Committee members have to be sent at least 60 days
      before the General Assembly by the Secretariat.
   5. These open calls are to be sent together with relevant
      applications and other relevant information included.
   6. The collection of all open calls, applications, working group
      reports and other internal documents needed during the
      preparation of the General Assembly is included in the file
      called CDN General Assembly preparation – internal documents,
      available in the Secretariat.
   7. Changes of these internal documents from 2.2.6 are subject to
      the EC decision and all of these changes should be presented
      to the following General Assembly.
   8. Application procedures for membership, and observership:
      • The Executive Committee has to formulate a report on the
        membership application. This report must be written
        along the membership criteria.
      • The membership application has to be put on the agenda
        of the General Assembly.
      • Representative of a candidate which is running for
        membership, or observership has to present the
        application. If no one to present the organisation is
        present on the GA, someone from the EC has a mandate to
        do it.
      • After the presentation of the application, one EC member
        has to report from the Executive Committee on the
        application membership to the General Assembly
   9. The draft agenda has to be decided by the Executive Committee.
   10. The announcement of the date and location of the General
       Assembly has to be sent out by the Secretariat to all member
       organisations 90 days in advance of the General Assembly. The
       official invitation to the General Assembly including a draft
       agenda has to be sent out 90 days in advance.
   11. Each member organisation shall inform the Secretariat of the
       names of their representatives at 45 days before the General
       Assembly. Each Member and organisation can send as many
       representatives as it can afford.
   12. Every second delegate of MOs and POs has to pay participation
       fee of 10 EUR, unless they are younger than 25.
   13. Any member organisation may propose changes on the agenda. If
       the proposal is sent five days before GA it has to be
       circulated through the Network.
   14. Amendments to the documents of CDN and resolutions can be
       submitted by the Executive Committee, any Member organisation
       or working group 15 days prior to the GA.
       1. In case of amendments to amendments as well as
          amendments to the resolutions the compromise can be
          reached between the proposers during the GA and a new
          version/alternative can be suggested.
       2. Emergency resolutions can be submitted after the
          deadline but no later than the opening of the General
          Assembly. The Executive Committee should decide if the
          resolution is eligible to be discussed and voted on.
   15. Applications for new Member, and Observer organisations and
       applications for new Executive Committee members have to be
       submitted according to the Open call latest 30 days prior to
       the GA.
   16. If the minimum criteria from the Statutes are not met, the
       Open call will be extended till the first day of the GA.
   17. Amendments on the documents of CDN, applications for new
       Member and organisations and applications for new Executive
       Committee members (together with other necessary documents
       requested in the call) will be sent to the Network at least 10
       days before the General Assembly if sent to the Secretariat
       until that point.
   18. The legal fulfilment of all obligations of the General
       Assembly described in Statutes and the IRPs has to be
       validated by 2/3 majority of the present organisations before
       the start General Assembly. This is verification that GA is
       entitled to make valid decisions according to the quorum
       prescribed by the Statutes and IRPs.
   19. At least 30 days before the General Assembly Presidency,
       consisting of at least 3 and maximum of 6 persons, is to be
       selected by the EC of CDN and ratified by the GA. The main
       responsibilities of the Presidency is to:
       • chair the meeting;
       • give word to the presenters;
       • read out the amendments;
       • moderate the discussions;
       • make the call for voting;
       • count votes after each voting;
       • make sure that voting and elections are taken according
         to the IRPs and Statutes
       • take down the minutes of the GA
   20. The presidency members cannot be running for any positions, or
       be members of organisations that are running for membership of
       CDN, they should be unbiased and cannot make content-related
       comments regarding any of the candidates or amendments.
   21. The General Assembly has to approve the final agenda before
       any further proceedings can take place.
   22. Once approved, the agenda can be modified during the General
       Assembly by 2/3 majority.
   23. EC recommends the number of members to be elected for the new
       EC. This recommendation should be announced in the call for
       the EC candidates. The General Assembly confirms the decisions
       by 2/3 majority.

3. Voting and elections:

   1. Every Member organisation has two votes on the General
      Assembly. Votes can be distributed between one or two
      delegates attending General Assembly. Candidates for the
      Executive Committee do not have voting rights.
   2. Unless otherwise determined, votes are taken by showing the
      voting card. If any of the delegates propose secret voting it
      should be put on vote and if passes by simple majority, secret
      voting should take place
   3. Each delegate entitled to a vote shall have a voting card.
   4. Elections for EC and candidate MOs, POs and OOs must be by
      secret voting.
   5. The quorum can be questioned at any time by any delegate.
   6. Definition of voting majorities:
      • Present votes at the General Assembly: all registered
        votes at the beginning of a General Assembly;
      • Supermajority : At least 2/3 of present votes;
      • Absolute majority: 50% plus one vote of present votes;
      • Simple majority: the highest number of all present
        votes.
   7. 
      Majorities needed for decisions:
      • Activity Report of present year: 2/3In principle, all decisions must be made with an absolute majority in favour
        of present votes at the General Assembly is requiredvote, unless determined otherwise.
      • 
        Financial Report of present year: 2/3 majority in favour
        of present votes at the General Assembly is required.
      • In case of disapproval by the General Assembly, the
        Activity and the Financial Report for the previous year
        has to be redone by the new Executive Committee based on
        the commentsOnly final adoption of the GA within the next 2 months and
        distributed to the MOs. For approval aorganisational documents (IRPs, Political Platform, Statutes) require 2/3 majority in
        favour of all MOs by email is needed within 30 days.
   8. For the membership in CDN as a MO/OO a 2/3 majority in favour
      of the present votes at the General Assembly is required.
   9. For becoming member in the CDN Executive Committee a 2/3
      majority in favour of all present votes at the General
      Assembly is required.
   10. If several candidates get more than two third majority in
       favour of all present votes than the highest number of votes
       in favour will decide.
   11. If one or more candidates get less than 2/3 majority in favour
       of all present votes at the General Assembly, then in case
       of:
       • 1 candidate: the place in the Executive Committee
         remains empty
       • 2 candidates: an absolute majority of present votes in
         favour at the General Assembly in a second round is
         required. If both candidates get more than an absolute
         majority than the candidate with the highest number of
         votes in favour will pass. In case there is a draw among
         the candidates, the next round of voting should be done
         among those two. The candidate with a higher number of
         votes and absolute majority will become the next member
         of EC. In case there is a draw again or none of the
         candidates reach absolute majority, the spot in the EC
         will be left vacant.
       • 3 or more candidates: The candidate with the highest
         number of votes considering they have absolute majority
         in favour in the second round will pass. In case there
         is a draw among two or more candidates, the next round
         of the voting should be done among those candidates. The
         candidate with a higher number of votes and absolute
         majority will become the next member of EC. In case
         there is a draw again a third round of election should
         take place. In case there is a draw again or none of the
         candidates reach absolute majority, the spot in the EC
         will be left vacant.
   12. Statute voting procedure is explained in detail in the
       Statutes.
   13. IRP voting procedure:
       • Simple amendments require absolute majority in favour of
         all present votes at the General Assembly;
       • Whole Chapters require 2/3 majority in favour of present
         votes at the General Assembly;
       • Whole document requires 2/3 majority in favour of all
         present votes at the General Assembly.
   14. Political Platform voting procedure:
       • Simple amendments require absolute majority in favour of
         all present votes at the General Assembly;
       • Whole Chapters require 2/3 majority in favour of present
         votes at the General Assembly;
       • Whole document requires 2/3 majority in favour of all
         present votes at the General Assembly.
   15. The Strategy statement, resolutions and any other documents of
       CDN requires an absolute majority in favour of all present
       votes at the General Assembly.
   16. The Financial Plan of CDN requires a 2/3 majority in favour of
       all present votes at the General Assembly. The Financial Plan
       has to be approved before closing the General Assembly.
   17. 
       The Activity Plan of CDN requires a 2/3 majority in favour of
       all present votes at the General Assembly.
   18. In case of disapproval, changes can be done during the meeting
       to put the Activity Plan of CDN for the present year to vote
       again. In case of further disapproval, a new Activity Plan for
       the present year based on the comments of the General Assembly
       has to be done by the new elected Executive Committee and
       distributed to the Member organisations within 2 months for
       voting by email. A 2/3Absolute majority in favour of all Member
       organisations is required within 30 days.
   19. Activity and Financial Report should be presented in
       comparison with respective Activity and Financial Plan for the
       same year (adopted on previous GA), including deviations and
       reasons for the same.

4. Minutes:

   1. The Minutes are to be written by members of the presidency.
      The Minutes are to be passed on from the Secretary General
      within 21 days after the end of the General Assembly to all
      Member and organisations.

   2. The Minutes of the General Assembly has to include all
      resolutions, decisions, motions and votes together with the
      necessary explanatory information.
   3. The list of the delegates is annexed to the minutes of the
      session.

Executive Committee rules and procedures:

1. After the end of the General Assembly, the new Executive Committee
   shall have its first meeting together with the members of the former
   Executive Committee.
2. The summary of the minutes of the live EC meetings has to be
   published latest 30 days after the EC meeting, unless there are
   justified circumstances and accompanied by an explanation by the
   Secretariat.
3. On every Executive Committee Meeting the last meeting’s minutes
   should be checked and approved.
4. Each physical meeting should be announced to the Network at least 15
   days prior to the meeting and regular e-meeting time should be
   published at website
5. Comments, suggestions and proposals can be sent by any MO and these
   motions have to be discussed during the meeting.
6. Each Executive Committee Meeting has a standard form for the Agenda
   of the Meeting. This form should be completed and sent to the EC
   list at least five days prior to the meeting.
7. The Agenda should be annexed by documents and information needed to
   further explain points of the Agenda.
8. The list of issued calls and report of official correspondence
   should be prepared for every Executive Committee Meeting.
9. The Executive Committee can make decisions on a non-objection basis
   between the meetings, unless requested otherwise by one of the EC
   members or by the Sec-Gen and in that case this issue has to be on
   the Agenda on the following Executive Committee Meeting.
10. In case of EC member’s unnotified absence for over 30 days, the rest
    of the EC has a right to co-opt a new person until the end of their
    mandate upon:
    • exhausting the means of reaching out to the missing EC member;
    • informing the Member Organisations about it.
    1. The new EC member should be co-opted by consensus of all the
       remaining EC members after a dedicated discussion. When
       possible, the new EC member will be elected in a democratic
       way, via online election of registered delegates. This person
       should be satisfying the EC candidate criteria stated in the
       previous GA calls.
11. In case of EC member’s notified absence for more than 45 days, the
    EC has right to co-opt a new person based on the same principles as
    in the previous point. Exceptions can be made for force majeure
    situations like war, etc.
12. In case of SS violation or harm to the organisation by an EC member,
    their continuation or termination of mandate can be decided by a 2/3
    majority vote within the EC. If SS violator is a member of the
    secretariat, their contract may be terminated by a 2/3 majority vote
    from EC.The person who is subject to vote does not participate in
    the voting, and the 2/3 majority is defined by the number of members
    in the EC with a voting right.
13. The procedure for decisions on non-objection basis:
    • A deadline shall be set by the Secretary General for the EC
      members to give their vote on the issue concerned.
    • In case one of the EC member does not give their vote in due
      time, their vote will be automatically counted as positive
      (approval).
    • Derogation from this is accepted only if the respective EC
      member has announced in advance to the rest of the EC and
      Secretariat that they will not be available for communication
      for a certain period of time that coincides with the decision-
      making period.
    • In this case the decision is either postponed until all EC
      members are available or the vote of the absent EC member will
      be counted as they specify in their note of absence
14. The Executive Committee can establish financial regulations
    concerning travel expenses for participants at any CDN activity or
    meeting of CDN bodies within the confines of the Financial Plan.
    Unless other financial regulations are decided upon by the EC the
    general rule for all CDN events is that participants who are subject
    to reimbursement can only get reimbursed for their travel costs only
    in the case of 85% of their attendance of official programme
    (exceptions can be made under adequately justified circumstances).
15. These financial regulations have to be transparent to all which are
    subject to that.
16. The Executive Committee should comprise of 5-7 people with different
    responsibilities::
    • Chairperson
    • Treasurer
    • Secretary
    • eventually Vice-Chairpersons
    1. The Treasurer is obliged to make a financial update to the EC
       at every physical meeting (including general expenditures and
       incomes). The treasurer also presents a detailed annual
       financial report to the MOs and POs at the General Assembly at
       the end of their mandate.
17. These Executive Committee positions are to be chosen by Executive
    Committee members from amongst themselves and this decision has to
    be published.
18. In case of the lack of capacities, the Executive Committee has a
    right to delegate a person outside of the EC (member of MO, OO,
    alumni, WG member, etc.) to represent CDN on certain occasions. A
    written report has to be presented to the Executive Committee during
    10 days after the end of the event.
19. All EC members should be coming from the countries of Central and
    Eastern Europe and located in the countries of Central and Eastern
    Europe, or the neighbouring regions (EU/EEA, North Africa, Middle
    East, Central Asia) during the whole mandate. An exception can be
    made if EC member travels to different region for a maximum of 2
    months period. In case this is not satisfied, the EC has the right
    to replace this EC member according to point 3.1.10.
20. All Executive Committee Members are obliged to respect and represent
    the wider interests of CDN and not solely represent the interests of
    their organisation.
21. Executive Committee tasks include the following:
    • Work on the implementation of CDN’s Activity Plan, approved by
      the General Assembly (including project writing, coordination,
      implementation and reporting);
    • Maintaining close and continuous communication with Member
      organisations;
    • Monitoring work-flow of the Working Groups;
    • Representing and promoting CDN during its and partners’
      activities;
    • Answering challenges and making decisions throughout the year,
      between GAs, based on the CDN Strategy and CDN’s best
      interest;
    • Actively participating in the regular (biweekly) EC meetings .
    • Keeping track of the well-being of CDN’s Office

1. The study visit is the tool to get an overview of an organisation.

2. The EC mandates one or several persons to perform the study visit.

3. Project study visit is obligatory for every international project
   and activity of CDN and it must gather all necessary information
   concerning the activity, capability and ability of an organisation
   especially concerning their obligations as a host organisation
   (including the preparation, facilities, local circumstances and
   hosting environment of the activity).

4. At the end of the study visit, the appointed persons have to send
   the report on the study visit to the members of the EC, not later
   than 45 days after the study visit. The report has to provide clear
   and objective picture of the situation so that, based on that
   Report, the EC members can make relevant decisions.

Member, and Observer organisations:

1. The definition of Member and organisation is explained in detail in
   the Statutes.

2. Observer organisations have the right to fully participate in CDN's
   events and Working Groups. Furthermore, observer organisations have
   the right be present at the General Assembly. Reimbursement of
   travel costs to statutory meetings will be done according to CDN's
   financial possibilities. Observer organisations are not necessarily
   bound to Eastern Europe geographically but express interest in the
   political and topical issues of the region and want to get involved
   and contribute to CDN.

3. Criteria for becoming a Member, or Observer organisation:
   1. General criteria:
      1. Youth organisation (NGO, Youth wing of Green party,
         youth movements, youth of organisations that are dealing
         with issues applicable with CDN aims)
      2. Do not need to be registered, but statutes needed
   2. Sustainability criteria:
      1. Not one project-based organisation
      2. Democratic structure (as understood by the GA on an ad
         hoc basis)
   3. Value and issue criteria:
      1. Compatible with CDN Political Platform
      2. Open for Green values as a whole, even if actions are
         streamed towards specific issues
   4. All Member, and Observer organisations must name one contact
      person from their organisation and provide contact details to
      the Secretariat.
   5. Member, and Observer organisations can send comments,
      suggestions and proposals to the EC or Secretariat at any
      time. EC or Secretariat has to reflect to this motion latest 7
      days after receiving.
   6. Dismissal and suspension of Member, or Observer organisations
      is explained in detail in the Statutes.

Working groups:

1. The Executive Committee may set up a Working Group if the following
   conditions are fulfilled:

   • The initiative working group is active for one year and had at
     least two meetings;

   • Working on a specific topic or goal to achieve that is
     according to the Political Platform of CDN and its objectives;

   • It has its own aims, goals and has activity plan for the
     following year;

   • It consists of at least 3 members from different Mos, OOs or
     other organisations or interested individuals from different
     countries;

   • The Executive Committee is keeping the right not to set up the
     Working Group even if the conditions above are fulfilled. In
     that case is EC has to formulate and published the reasons for
     that;

   • It is recommended that one EC member is a member of the
     Working Group. If there is no EC member in the Working Group
     EC has to choose one of its members to follow its work. The EC
     has to follow the main developments in the WG and be always
     able to update the rest of EC regarding changes in the WG.

2. The Working Group should have at least one meeting per year.
3. Working Groups are obliged to send a report on their activities and
   plans to the General Assembly.
4. Working Groups can propose project ideas to the EC and develop them
   further with the consultative role of the Project Coordinator and
   the EC responsible. CDN will then can apply for the project in the
   WG name, the project coordinator will be selected by the Executive
   Committee.
5. Executive Committee can terminate the Working Group if there is
   violation of CDN Statutes, IRPs, or Political Platform, if there is
   no activity for a year and no initiative for the following year, or
   on the wish of the Working Group itself.
6. Each WG has a right to propose to the GA a social media campaign
   that should last a maximum of 2 months. In case the campaign becomes
   part of the CDN activity plan, the videos, pictures, texts and any
   other materials that will be uploaded on CDN social media, should be
   sent to the EC for comments at least 2 weeks before the start of the
   campaign and the whole campaign, including the visual identity and
   content, should be reviewed and confirmed by the EC and/or
   Secretariat.

Prepteams:

1. Prepteams are temporary bodies for the planning, organisation and
   follow- up of specific projects.

2. Prep team members are selected by the EC via an open call. In case
   of prep team member opting out, EC can co-opt a new prepteam member.

3. At least one EC member should be part of the prepteam and be a
   communication person between prepteam and EC.
4. Prepteam can take decisions regarding the project independently and
   can consult EC for a support or in case of internal problems.

Office rules and procedures:

1. The daily work of the Network is carried out by the
   Office/Secretariat under the responsibility of the Secretary
   General.

2. The Secretary General is responsible for the legal representation of
   the organisation; managing the secretariat; coordinating the work of
   the Executive Committee; supervising the HR processes; supervising
   statutory activities; overseeing finances with the relevant employee
   and a treasurer; overseeing external communication; keeping good
   communication with partners and relevant stakeholders; representing
   the organisation to 3rd parties; tracking and monitoring major
   political and social developments throughout Eastern Europe.

3. The Secretary General has to be selected by the 2/3 majority of the
   Executive Committee.
4. All members of the office are appointed by the Executive Committee
   based on the proposal by the Secretary General. EC cannot dismiss
   any member of the office without the consultation of the Secretary
   General.
5. The office is responsible for:
   • Daily Management of the organisation;
   • Supervising of development and responsibility of all formal
     contract obligations of projects towards funders;
   • External communications with 3rd parties (administrative
     responsible contacts) i.e. fundraiser, organisations;
   • Coordination and facilitation of the CDN Activity Plan and
     Strategy Statement;
   • Support of the EC work and facilitation of EC meetings;
   • Reporting of all of its responsibilities to the EC;
   • Other duties and responsibilities of the office are explained
     in the internal documents of CDN and secretariat contracts.
6. The detailed explanation of the work and responsibilities of the
   members of the office are written and described their contracts.
7. The Executive Committee has to publish an open call for candidates
   for any paid position longer than 3 months.
8. Short term employees for up to 3 month can be excluded from the open
   call.
9. The selection criteria for an employee will be decided by the
   Executive Committee.

Age limitations in events and structures:

1. Participants of CDN events can't be older than 35 at the moment of
   applying, while only 15% can be older than 30;
2. Prep Team members can’t be older than 35 at the moment of applying
   for PT, while only 1/4 can be older than 30;
3. EC members can’t be older than 35 in at the moment of applying for
   EC, while only 1/4 can be older than 30
4. Office members can’t be older than 35;
5. WG members should not be older than 35;
6. Members of temporary structures (presidency, electoral committee,
   etc.) can’t be older than 35 years old;

CDN Events

1. In order to minimise the environmental impact of our events, all
   participants, PT members, EC, office, guests and trainers should be
   travelling by land to CDN events, in case their trip would last less
   than 15 hours. An exception can be made for people that have health-
   related issues, or urgent obligations that do not allow them to have
   long travels (e.g. work, exams, etc.).

2. At events CDN and LPT should strive for participants to have
   sustainable and nutritiously balanced vegan or vegetarian diet,
   unless they require different nutrition based on their medical
   requirements.