RULES OF PROCEDURE
European Association of former members of parliament
of the member states of the Council of Europe or the European Union
RULES OF PROCEDURE*
Approved by the General Assembly of 20.03.2015
1. Purpose of the association
Art. 1: In accordance with Article 1 of the statutes, the purpose of the European Association of former members of parliament is to promote the European ideal and to contribute to the European construction. To this end, the Association's objective is to make the European institutions better known.
The European Association may organise meetings, seminars and colloquy devoted to examining the major problems of society. The European Association submits reports, adopted texts and minutes of meetings and colloquy organised by it to the European institutions and informs the said institutions of texts adopted by the different member associations concerning the European construction.
2. composition of the association
Art. 2 : The European Association of former members of parliament of the member countries of the Council of Europe consists of associations of former members of parliament of the member countries of the Council of Europe and of the European Parliament, who have subscribed to the statutes and who have complied with the rules concerning financial participation, on the understanding that these Associations have to consist of democratically elected former members of legislative Assemblies.
Art. 3 : The associations of former members of parliament who have not yet subscribed to the statutes may be granted observer status for a maximum period of two years allowing them to participate in the proceedings and meetings of the European Association, but without any voting rights. This status is granted by the Bureau and confirmed by the General Assembly.
Art. 4 : Based on a decision of the Bureau, members of the associations of former members of parliament of non-member countries of the Council of Europe may be invited to attend meetings of the European Association.
Art. 5 : The request for membership is addressed to the Chairperson of the European Association and must be accompanied by the statutes, a list of members of the association and members of the Bureau and the address of the seat of the association.
Requests for admission with observer status are sent to the Chairperson of the European Association as well.
Requests for membership and for admission are examined by the Bureau which will issue a positive or negative recommendation and are sent to the General Assembly for ruling.
4. general Assembly
Art. 6 : The General Assembly of the European Association consists of delegates of member associations.
Art. 7 : In accordance with Article 5 of the statutes, every member association is represented for a period of two years by three delegates appointed for this purpose. Each of these three delegates may, if unable to attend, be replaced by another delegate appointed by his/her association. Two months before the end of the two-year period at the latest, the member associations inform the secretariat of the name of their delegates.
Art. 8 : The ordinary General Assembly takes place every year during the course of the first trimester.
Art. 9 : The convocation of the General Assembly is sent by the Chairman to the Chairmen of the member associations and to the former Chairmen of the European Association. The convocation includes the agenda, the time and venue of the meeting. It should be sent at least 30 days before the planned date.
The member associations may submit proposals for modifications and supplementary questions within the two weeks following the date of mailing of the convocation. A draft agenda is submitted for confirmation to the General Assembly during its plenary meeting before examining any other matter.
Art. 10 : An extraordinary General Assembly may be convened at the request of one third of the member associations.
Art. 11 : The Bureau consists of two delegates of every member association.
Art. 12 : In accordance with Article 6 of the statutes, the mandate of the delegates of the Bureau is approved by the General Assembly on the proposal of the member associations for a two years mandate. Two months before the end of the mandate at the latest, the member associations inform the secretariat of the name of their candidates, except if a shorter delay is motivated by urgency.
Art. 13 : In accordance with Article 7 of the articles of association, the General Assembly elects the Chairperson of the European Association on the proposal of the Bureau. The term of the mandate is limited to two years.
Art. 14 : The General Assembly, on the proposal of the Bureau, elects a first Vice-President to replace the Chairperson in the event of his/her brief absence.
For the election of the President and the First Vice-President, each association will communicate to the Bureau not later than 2 months before the General Assembly the name of its candidate as well as his/her curriculum vitae; for the candidates to the presidency a programme will also be sent.
The Bureau appoints also a second, third and fourth vice-president. The mandate of the vice-presidents, elected or appointed, is a two year period. They cannot take up more than two consecutive mandates. One of the vice- presidents will be in charge of the finances and will present the budget and the accounts to the General Assembly. A vice-presidency will be granted by right to a delegate of the association of the country where the seat of the Association is. Other delegates of the Bureau may be given particular assignments by the Chairperson.
Art. 15 : In accordance with Article 8 of the statutes, the Bureau may only deliberate if a majority of member associations is present.
The decisions of the Bureau are taken by a majority of the member associations present. The Chairperson has the casting vote in the event of a tie.
Art. 16 : Every year the Bureau submits a draft budget to the General Assembly which must be approved by a two-third majority of the member associations present.
Art. 17 : In accordance with Article 11 of the articles of association, the Bureau holds at least two meetings a year of which one on the day of the General Assembly. The Bureau may meet more often at the request of half of the member associations. The convocation of the meeting is sent by the Chairperson to all members of the Bureau at least 30 days before the meeting. The convocation contains the agenda, the date and the venue of the meeting.
Art. 18 : The restricted Bureau (cf. art. 4 of the Statutes) consists of the Chairperson, the four Vice-Presidents, the Secretary General and the Deputy Secretary General. It determines and distributes the tasks and missions among its members.
The restricted Bureau may meet inbetween two meetings of the Bureau and at any time it deems appropriate.
In case of impediment, each delegate of the restricted Bureau can be replaced by the other delegate of the Bureau of the member association concerned.
6. general administative secretariat
Art. 19 : The Bureau appoints a Secretary General and a deputy secretary general, whose task consists of coordinating the different activities of the European Association. These appointments have to be confirmed by the General Assembly. They attend the meetings of the Bureau and the General Assembly. They prepare the agendas for the meetings of the Bureau, the restricted Bureau and the General Assembly. The Secretary General is responsible for the execution of the budget under the supervision of the Vice-President acting as Treasurer. For this purpose, the Secretary General is expected to open and manage, on behalf of the European Association, a current bank account. The European Association's bank account operates under the signature of the administrative Secretary General up to an amount of 10.000 euros. The signature of the Vice-President acting as treasurer is required for any outlay exceeding this amount.
7. seat of the association
Art. 20 : In accordance with Article 12 of the statutes, the seat of the European Association in Paris is at the Assemblée Nationale in Paris.
Art. 21 : The administrative office of the European Association in Brussels is at the Palais de la Nation.
Art. 22 : The Bureau may organise its meetings either at the seat or at the administrative office of the Association or in the country of one of the member associations.
The calendar of the meetings and events is regularly finalised by the Bureau.
Art. 23 : The General Assembly may take place either in Paris, Brussels or Strasbourg, or in a city of the country of a member association.
8. payment of membership
Art. 24 : All member associations deposit the annual membership fee on the account of the European Association in the course of the first trimester.
9. other provisions
Art. 25 : The current rules of procedure enter into force following their approval by the General Assembly who can modify them by a simple majority.