IRP-NEW-214: New Internal Rules of Procedure

Preamble

Cooperation and Development Network Eastern Europe, abbreviated CDN, is the
organisation that empowers green and progressive youth from the countries of
Eastern Europe.

Eastern Europe, for the purposes of work of the network, is the region of the
European continent comprising the following countries: Albania, Armenia,
Azerbaijan, Belarus, Bosnia and Herzegovina, Bulgaria, Croatia, Cyprus, Czechia,
Estonia, Georgia, Greece, Hungary, Kosovo, Latvia, Lithuania, Moldova,
Montenegro, North Macedonia, Poland, Romania, Serbia, Slovakia, Slovenia,
Türkiye, Ukraine.

For the purposes of the network’s work, CDN operates across the time zones of
the countries listed in the Preamble, namely CET/CEST, EET/EEST, and
GET/AZT/AMT, and schedules meetings and deadlines accordingly.

CDN has minimal statutes that only contain what legally matters, and they will
be revised in case the Belgian law changes. IRP is a supplementary document to
Statutes. In case of contradiction between the Statute and IRPs, the former
shall prevail. CDN Executive Committee (EC) can adopt internal documents, such
as Office Guidelines, EC Guidelines, etc., that further define and are adopted
by the EC.

For the purposes of this document, the following abbreviations are used:

• CDN – Cooperation and Development Network Eastern Europe

• MO – Member Organisation

• OO – Observer Organisation

• GA – General Assembly

• CoM – Council of Members

• EC – Executive Committee

• OC – Oversight Committee

• Office – the Secretariat of CDN

• PT – Prep Teams

• AT – Action Teams

• CET – Central European Time

• CEST – Central European Summer Time

• EET – Eastern European Time

• EEST – Eastern European Summer Time

• GET – Georgia Standard Time

• AZT – Azerbaijan Time

• AMT – Armenia Time

• 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.

1. Member Organisations

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

2. Observer Organisations express interest in the political and topical
   issues of the region and want to get involved and contribute to CDN, while
   not necessarily being bound to Eastern Europe geographically. They have
   the right to participate in CDN's events and structures, if the specific
   project allows. Reimbursement of travel costs to statutory meetings will
   be done according to CDN's financial possibilities.

3. Criteria for becoming a Member organisation:
   1. Organisation has a democratic structure, is youth-led, has statutes
      or other guiding documents and continuously conducts its activities.
   2. Organisation’s political values must be compatible with the CDN
      Political Platform and open to Green values as a whole, even if
      their actions focus on specific issues.
   3. The representatives of the organisation need to participate in at
      least two CDN events in the two years before the application, and/or
      be active in CDN digital spaces.
   4. Organisation has a status of a candidate for at least one year.

4. Candidate member organisations are the organisations with ambition to
   apply for full membership. They need to fulfil all the criteria for
   becoming MO. If organisation does not apply for membership during next two
   years, the candidate member organisation status is revoked.

5. The membership and observership candidates are presented at the General
   Assembly (GA). After receiving the application, EC has to formulate and
   present a report on the membership application.

6. Member organisations can send comments, suggestions and proposals to the
   EC or Office, as well as ask CDN to promote activities, actions and
   developments of MOs in its channels of communication at any time. EC or
   Office should address this motion within 14 days after receiving it.

7. The EC can propose to the GA expulsion of MO/OO based on inactivity for
   more than a year (which means lack of presence at the GA or other CDN
   events and/or lack of contact with EC) or departure from the principles of
   internal democracy or green values.

2. General Assembly Rules of Procedure:

1. General Assembly is the highest decision-making body of CDN and consists
   of delegates from every Member Organisation.

2. Every Member Organisation can have up to two delegates. The second
   delegate needs to pay a fee. Representatives of Observer Organisations and
   guests can be registered if there is logistical possibility, and upon a
   fee. The fee amounts are decided by the EC every year based on approved
   budget.

3. The deadlines for the announcement and preparations of GA are following:
   1. at least 3 months before the GA: announcement of the date and
      location of GA,
   2. at least 2 months before the GA: publication of the official
      invitation, including registration form, provisional agenda and the
      link to online platforms, and all open calls.
   3. 45 days before the GA: deadline for the registration of MOs
      delegates, submission of candidacies for the Secretary-General (if
      applicable).
   4. 28 days before the GA: deadline for submission of candidacies for
      new Member Organisations and EC Members (can be prolonged once by
      outgoing EC),
   5. 15 days before the GA: deadline for the submission of resolutions,
      motions and amendments to the CDN documents,
   6. 5 days before the GA: deadline for the submission of amendments to
      resolutions
      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 alternative version can be
         suggested.
      2. Emergency resolutions can be submitted after the deadline, but
         no later than the opening of the GA. The EC should decide if
         the resolution is to be discussed and voted on.

4. Resolutions express the political stance of CDN. Directives express the
   recommendations to CDN or provide the interpretation of the other
   documents. Both are binding and valid indefinitely, unless stated
   otherwise in the text of the resolution. The EC may repeal a resolution if
   it deems it out of date and must announce this at the next GA.

5. Any member organisation may propose changes to the agenda before and
   during the GA.

6. GA is chaired by the Presidency, consisting of 3-5 people, and is to be
   selected by the EC. The Presidency can be selected via an open call. The
   main responsibilities of the Presidency are to:
   1. Ensure that the Statutes and the IRPs are being respected before and
      during the General Assembly.
   2. chair the meeting,
   3. moderate the discussion,
   4. manage and present the voting,
   5. make sure that voting and elections are taken according to the IRPs
      and Statutes,
   6. take down the minutes of the GA.

7. The presidency members cannot run for any positions or be members of
   candidate organisations, they cannot express their opinions regarding any
   of the candidates or motions.

8. The rules of procedure for the efficient realisation of the GA shall be
   shown and explained at the beginning of every GA. The legal fulfilment of
   all obligations must be validated by supermajority of the present
   organisations before the start of the GA. Approval of the agenda by
   supermajority follows.

9. Only the delegates of Member Organisations, EC, co-presidents of the CoM,
   OC, candidates and Office have speaking rights at the formal sessions of
   GA.

10. The Minutes of the GA include decisions and votes together with the
    explanatory information and are published within 30 days after the end of
    the GA.

11. Voting and elections:
    1. All the MOs have two votes.
    2. In case of justified absence of delegation to the GA (due to the
       visa problems, sickness, etc.) or on its parts, GA may approve
       delegation of voting rights to another MO present at the GA. One MO
       can only be delegated the vote of another MO. The request for voting
       delegation needs to be sent to the Presidency before the start of GA
       and contain the voting recommendations.
    3. All elections must be held by secret voting.
    4. The quorum can be questioned by any present MO or the EC, at the
       approval of the Presidency.
    5. In principle, all decisions must be made with an absolute majority
       of votes, unless determined otherwise.
    6. Final adoption of the organisational documents (IRPs, Political
       Platform, Statutes) requires supermajority.
    7. For the acceptance or dismissal of membership in CDN as an MO/OO, a
       supermajority at the GA is required.
    8. For the election of the Secretary-General, a candidate must secure
       an absolute majority at the GA. If no candidate achieves an absolute
       majority in the first round, a second round of voting will be
       conducted with up to two candidates. The candidate that secures
       simple majority of votes will be selected for the position of
       Secretary-General.
    9. Secretary-Generalrecommends to the GA the number of members to be
       elected for the new EC.
    10. For becoming member in the CDN EC, a supermajority in favour of all
        present votes at the GA is required.
    11. If more candidates secure a supermajority of votes in favor than
        available seats, the candidate(s) with the highest number of votes
        in favour will be elected.
    12. If one or more candidates get less than supermajority in favour of
        all present votes at the GA, an absolute majority of present votes
        in favour at the GA in a second round is required. Then, in case
        of:
        1. 1 Candidate: a second round of voting is conducted. If, after
           this round candidate does not reach an absolute majority, the
           seat remains vacant.
        2. 2 or more candidates: The candidate with the highest number of
           votes is elected, considering that they have secured absolute
           majority.

3. Executive Committee rules and procedures

1. Executive Committee tasks include the following:
   1. Making strategic and political decisions concerning the organisation
      - based on the strategy and CDN's best interest,
   2. Contribute to the implementation of Activity Plan, shaping and
      adhering to the political direction while ensuring alignment with
      the strategy,
   3. Maintaining close and continuous communication with Member
      organisations,
   4. Monitoring the workflow of CDN structures,
   5. Representing and promoting CDN during its and partners’ activities,
   6. Actively participating in the regular bi-weekly online and in-person
      EC meetings,
   7. Keeping track of the well-being of CDN’s Office
   8. Preparation of activity and financial plans for the next year, as
      well as presenting activity and financial reports covering their
      mandate.

2. The EC should comprise of 5-7 people.

3. The Treasurer is selected from EC and 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 GA.

4. 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 EC on an annual basis, detailed
   procedures are defined within the document. Delegation order and task
   division have to be published at latest 4 weeks after the election.
   1. The time of regular online meetings, dates and places of in-person
      meetings should be announced on the website in advance, and the
      minutes of in-person meetings should be published latest 30 days
      after the meeting.

5. In case of EC member’s unjustified absence from the meetings for over 30
   days, the rest of the EC has a right to terminate their mandate and/or co-
   opt a new person until the end of their mandate. The decision should be
   made by supermajority of all the remaining EC members. When possible, the
   new EC member is elected via by-elections.. The decision shall be taken by supermajority of all the remaining EC members.

   The concerned EC member must be informed and given the opportunity to provide an explanation before the vote. Following the termination, the remaining EC members decide whether to organise by-elections to fill the vacant position or to leave it vacant until the next GA.

6. In case of Safe Space violation or harm to the organisation by an EC
   member, their continuation or termination of mandate can be decided by a
   supermajority vote of all other members of the EC. The person who is
   subject to vote does not participate in the voting.

7. In case of the lack of capacities, the EC has the right to delegate a
   person outside of the EC to represent CDN on certain occasions, with
   obligation to present a report.

8. Executive Committee members must have their residence in one of the
   Eastern European countries listed in the Preamble. If a member’s residence
   is outside those countries, they may serve only if they can assure the
   General Assembly that they can regularly participate in meetings scheduled
   to respect the time zones listed in the Preamble. Any travel cost
   reimbursement for members whose residence is outside the Preamble
   countries requires prior written approval from both the Treasurer and the
   Secretary-General, in line with the organisation’s travel and budget
   rules.

4. Oversight Committee rules and procedures

1. The Oversight Committee is an independent supervisory and interpretative
   body of CDN. It acts as a safeguard of compliance with the Statutes,
   Internal Rules of Procedure, and other internal acts of the organisation.

2. The Oversight Committee consists of 3 people, selected for a one-year term
   by the EC and approved by the GA. Members of the Oversight Committee must
   be independent, impartial, and act in the best interest of the
   organisation. They cannot simultaneously hold a mandate in the EC, Office,
   or Council of Members.

3. The Oversight Committee meets upon request of the EC, Council of Members,
   Secretary-General, or at least one Member Organisation, or on its own
   initiative when necessary. Decisions are taken by a simple majority of all
   members, unless specified otherwise...

4. The Advisory Council tasks include the following:
   1. Decision on the compliance of internal acts and decisions with the
      Statutes and IRPs,
   2. Providing binding interpretation of the Statutes, IRPs and other
      internal acts of CDN
   3. Deciding on the compliance of internal acts and decisions with the
      Statutes,
   4. Resolving competence conflicts between CDN bodies,
   5. Acting as a second-instance body in Safe Space procedures.

5. Council of Members rules and procedures:

1. The Council of Members (CoM) is the second-highest political body of CDN
   and ensures continuity of political action and decision-making between
   sessions of the GA.

2. The Council of Members is composed of:
   1. One representative of each Member Organisation (referred hereinafter
      as MO Reps),
   2. All members of the EC,
   3. Two co-chairpersons of CoM selected by the GA.
   4. Secretary General (who doesn’t have voting rights).

3. Each Member Organisation communicates the name of its Representative to
   the Office. The person can be changed anytime by the MO.

4. The responsibilities of the CoM include:
   1. Adopting resolutions, declarations, positions, and other advocacy or
      strategic documents,
   2. Providing political guidance to the EC between GAs,
   3. Convening the GA upon a justified proposal of the EC,
   4. Submitting an annual report on its work to the GA.

5. The CoM is presided by one Member Organisation for a one-year term. The
   presiding MO is elected by the GA. The presiding Member Organisation is
   responsible for setting political agenda for the work of the CoM and
   defining its priorities during its one-term mandate.

6. The Co-Chairpersons of CoM are elected by the GA. They are responsible for
   convening and moderating meetings of the CoM and ensuring proper
   documentation and follow-up of decisions. Co-Chairpersons of CoM must be
   gender balanced.

7. CoM meets at least quarterly, online or in the country of presiding
   organisation. The meeting agenda is set up by the Chairpersons of CoM,
   with the political input of MOs and the EC.

6. Office rules and procedures:

1. The daily work of the Network is carried out by the Office under the
   responsibility of the Secretary General. The working conditions are
   defined in the Office Guidelines.

2. The Secretary General is elected for a two-year term by the GA in the
   procedure stated above. Pre-selection of candidates is carried out by EC
   in accordance with the delegation order. Candidates not elected by the EC
   can still run for the position and present themselves at the GA. The term
   of the Secretary General may be extended once but cannot exceed two terms
   in total.

3. The Secretary General is responsible for the legal representation of the
   organisation; managing the Office; coordinating the work of the EC;
   supervising the HR; supervising statutory activities; overseeing finances
   with the relevant employee and the treasurer; overseeing external
   communication; structural fundraising, ensuring and monitoring the
   strategy implementation, representing the organisation.

4. All members of the office are appointed by the EC based on the proposal by
   the Secretary General. EC cannot dismiss any member of the office without
   the consultation of the Secretary General. The selection criteria for an
   employee will be decided by the EC.

5. In case of Safe Space violation from the Office member, the violator's
   contract may be terminated by a supermajority vote from EC. First instance
   body in arbitration is the EC Office Responsible, and the second instance
   is the Oversight Committee.

6. The office is responsible for:
   1. Daily Management of the organisation,
   2. Supervising the development and responsibility for all formal
      contract obligations of projects towards funders,
   3. Coordination and facilitation of the CDN Activity Plan and Strategy.
   4. Support of the EC work and facilitation of EC meetings,
   5. Reporting of all its responsibilities to the EC,
   6. Other duties and responsibilities of the office that are explained
      in the internal documents of CDN and Office contracts.

7. The work of the office is more closely defined in the Office Guidelines.

8. The EC must publish an open call for candidates for any paid position
   longer than 3 months. Specific project-based positions can be excluded
   from the open call.

7. Temporary bodies

1. Prep-Teams are temporary bodies for the planning, organisation and follow-
   up of specific projects. They can take decisions regarding the project
   independently and can consult EC for support or in case of internal
   problems.
   1. Prep team members are selected by the EC, preferably via an open
      call.
   2. The leader of the Prep-Team is the Programme Director, usually the
      Office member responsible for the project.
   3. If EC Member is part of the Prep-Team, they are responsible for
      political direction of the event and for communication between Prep-
      Team and the EC.
   4. Prep Team Members can be dismissed by the Programme Director and EC
      responsible during preparation or activity in the event of non-
      fulfilment of duties, prolonged and unexcused absences from PT
      responsibilities, or violations of the Safe Space. The decision will
      be effective immediately and, if possible, a replacement member will
      be found. The PT member excluded can appeal to the Oversight
      Committee, which will decide on the righteousness of the decision.

2. 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

3. operate under the guidance and approval of the EC, ensuring alignment with
   the organisation's Political Platform.

4. Members of any CDN structure or participants of the events cannot be older
   than 35 at the end of their mandate. The further limitations are defined
   in adopted documents or in specific project requirements.

8. Event & Financial Management

1. 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).

2. The Office sets the financial and reimbursement rules based on the
   guidelines from the EC. These rules become binding once they are sent to
   participants before the event.

3. The host organisations of CDN events are selected based on the project
   requirements and the previous open call for host organisations. The call
   needs to be issued at least once every two years.

4. CDN promotes environmentally friendly approach during its events:
   1. Only travel by land to CDN events is subject to reimbursement, in
      case the trip lasts less than 15 hours. An exception can be made for
      people who have health-related issues or urgent obligations.
   2. Only a sustainable and nutritionally balanced vegan or vegetarian
      diet is provided, with the preference to vegan options whenever
      possible.
   3. Special attention is put on recycling during the event, using tap
      water or reducing digital footprint.