IR-157: 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. In principle, all decisions must be made with an absolute
      
      majority of vote, unless determined otherwise. Only final
      
      adoption of the organisational documents (IRPs, Political
      
      Platform, Statutes) require 2/3 majority.
   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 the election of the Secretary-General, a candidate must
      
      secure a majority of all present votes at the General
      
      Assembly. In the event that no candidate achieves an absolute
      
      majority in the first round, a second round of voting will be
      
      conducted. If, after the second round, no candidate secures a
      
      majority, the candidate with the highest number of votes will
      
      be selected for the position of Secretary-General. In the case
      
      of a tie among candidates in the second round, subsequent
      
      rounds of voting will occur until one candidate obtains a
      
      majority.
   10. For becoming member in the CDN Executive Committee a 2/3
       
       majority in favour of all present votes at the General
       
       Assembly is required.
   11. 
       If there are more candidates who secure a 2/3 majority of votes in favor
       favor
       than there are available seats, the candidate(s) with the highest
       highest
       number of votes in favour will decidebe elected.
   12. If one or more candidates get less than 2/3 majority in favour
       
       of all present votes at the General Assembly, an absolute
       majority of present votes in favour at the General Assembly in
       a second round is required. Then, in case of:
       • 1 Candidate: a second round of vote in conducted. If,
         after this round candidate does not reach an absolute
         majority, the seat remains vacant.
       • 2 or more candidates: The candidate with the highest
         number of votes is elected, considering that they have
         secured absolute majority.

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-Chairperson
17. Further responsibilities and tasks are defined by Internal
    
    Delegation Order, which outlines the authority granted to one or
    
    more individuals to make decisions on behalf of CDN, as well as the
    
    procedures involved, where applicable. It is adopted by the
    
    Executive Committee on an annual basis with 2/3 majority, detailed
    
    proceudres are defined within the document.
18. 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.

• Making strategic and political decisions concerning the organisation
  
  during their term - based on the strategy and CDN's best interst;
• Contribute to the implementation of Activity Plan, shaping and
  
  adhering to the political direction while ensuring alignment with
  
  the strategy;
• Maintaining close and continuous communication with Member
  
  organisations;
• Monitoring work-flow of CDN structures;;
• Representing and promoting CDN during its and partners’ activities;
• Actively participating in the regular online and in-person 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 and Action teams:

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.
7. Action Teams are comprised of three or more people who collaborate
   
   to accomplish specific aims or objectives within the organisation.
   
   These teams are formed to initiate and execute projects, actions, or
   
   campaigns aimed at advancing CDN's mission and goals. Action Teams
   
   operate under the guidance and approval of the Executive Committee,
   
   ensuring alignment with the organisation's Political Platform.

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 elected for a two-year term by the General
   
   Assembly. Pre-selection of candidates is carried out by Executive
   
   Committee in accordance with the delegation order. Candidates not
   
   selected by the Executive Committee can still run for the position
   
   and present themselves at the General Assembly minding that they
   
   will not have support of the Executive Committee. Final decision is
   
   made by the General Assembly. The term of the Secretary General may
   
   be extended once but cannot exceed two terms in total. The duration
   
   served as an "interim Secretary General" does not count toward the
   
   official mandate duration.

3. 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.
4. The Secretary General has to be selected by the 2/3 majority of the
   
   Executive Committee.
5. 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.
6. 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.
7. The detailed explanation of the work and responsibilities of the
   
   members of the office are written and described their contracts.
8. The Executive Committee has to publish an open call for candidates
   
   for any paid position longer than 3 months.
9. Short term employees for up to 3 month can be excluded from the open
   
   call.
10. 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.