SYL Comments on ESU Executive Committee Proposal for Amendments to ESU Standing Orders 7.10.2011

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Comments to the Executive Committee of European Students’ Union 7.10.2011

COMMENTS ON THE ESU EXECUTIVE COMMITTEE PROPOSAL FOR AMENDMENTS TO
STANDING ORDERS

The proposal for amendments to Standing Orders of ESU are intended to carry out the organizational
reform that was approved at BM60 in the Structures Evaluation Internal Motion. While the goals outlined
in that internal motion are generally good and indicate that ESU as an organization is developing into a
good direction, we hope that the current process of amending the Standing Orders is not indicative of that
very direction.

The Board was informed in late June that a test group of willing NUS’s would be required to “identify
gaps” in the Standing Orders and SYL was informed that first draft of the Standing Orders would be
disseminated to that test group by August 10th. This quite obviously did not happen. Instead, the very
first draft that was disseminated to any member unions, as far as we know, was sent in September 27th.
This is very unacceptable. SYL wants to stress that 10 days for comments is by no means an adequate
timeframe to comment on something as fundamental as amending the Standing Orders to dramatically
reform the organizational structure of ESU. Extending the deadline by two days to a Sunday does very
little to help the situation.

Largely due to the tight timeframe, we are wary of supporting any changes that are not related to the
organizational reform as outlined in the internal motion passed in BM60.

General Comments on Amendments

In the bigger picture, we would like to raise the question of what are the implications of the various
references to regional balance in the Standing Orders. As there are no tools, such as quotas or
geographical divisions, to measure sufficient regional balance, we feel that all references to regional
balance should be removed from the proposal for new Standing Orders.

We are also concerned on the ambiguous role of the coordinators. The EC proposal outlines a model
where the EC practically appoints the coordinators, although this is ratified by the Board, while the
coordinators would still remain under supervision of the BM. It seems unjustified to give the EC the
competency to recruit these people while giving the BM the competency to dismiss them. Either BM
should be stripped of power to dismiss a coordinator or the BM should elect the coordinators in the same
manner as members of the Presidency. We would rather see the latter option chosen.

Please find our detailed comments on the proposal for amendments in the following pages. Since the time
given for going through the Standing Orders, we want to point out that we most likely have not been able
to find all the parts that we will, eventually, find problematic. We hope that you will still find our
comment helpful in drafting your final proposal for amendments and wish you the best of luck with your
efforts to make ESU a more efficient and professional organization.

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Suomen ylioppilaskuntien liitto (SYL) ry
(National Union of University Students in Finland)

Katri Korolainen-Virkajärvi Jarno Lappalainen
President Vice-President

Further information:
Vice-President Jarno Lappalainen (jarno.lappalainen@syl.fi, tel. +358 449 065 005)

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Detailed Comments

NO Paragraph Original text Revised text Comment of SYL

1 1 Definitions VOTE (CAST) The number of VOTE (CAST) The number of votes We fail to see how this
votes cast inclusive of the number of cast inclusive of the number of votes in relates to reformation of
votes in favour, against and favour and against at the time of a vote. ESU’s organizational
abstentions at the time of a vote. Abstentions and invalid votes are not structures. Also, the
Invalid votes are not taken into taken into account. expressed motivation deals
account. with confusion of the
member unions. This is a
pedagogical matter, not
something that should
primarily be fixed through
amendments to the Standing
Orders. Alterations to the
voting system are always
very fundamental changes
that should not be taken
lightly and thus we cannot
support this amendment
under these circumstances.

2 1 Definitions GENDER Gender is the This is necessary and minor
biological sex (male/female) of a person change that only defines the
existing practice and can
therefore be added.

3 3 Plan of Work 3 Plan of work 3 Three-year strategic framework, plan Proposed amendments are
of work and policy largely good.

ESU functions according to a three-year However, the part “thus
ESU functions according to an annual
strategic framework and an annual plan operationalising the strategic
plan of work. This plan of work will be
of work. The strategic framework framework” might be better
presented by the Executive Committee
includes the general action lines ESU formulated as: “in order to
(hereafter referred to as EC) and
has to work on intensively for the advance the action lines
adopted by absolute majority at the last
upcoming three years. A yearly plan of outlined in the strategic
Board Meeting (hereafter referred to as
work lines out the short-term goals and framework”.
BM) of the working year. The adopted
priorities thus operationalising the
plan of work must be sent to members
strategic framework.
within 14 days of the end of the BM.
Both the strategic framework and the
plan of work will be presented by the
Executive Committee (hereafter referred
to as EC) and adopted by absolute
majority at the Board Meeting (hereafter
referred to as BM). The adopted strategic
framework as well as the adopted plan of
work must be sent to members within 14
days of the end of the BM.

To promote the views of students the
BM adopts the policies of ESU. Any
passed policy is in place maximum for
six ordinary BMs and can be discussed
only once in every two BMs.

All ESU elected representatives and
institutions should follow the
prioritisation given by the strategic
framework and the plan of work and in
representing or advocating for ESU,
follow the policy of ESU.

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4 4 Membership In case of application for membership In case of application for membership the OK.
issues the applicant shall submit the applicant shall submit the documents
documents specified in paragraph 4 of specified in paragraph 4 of the Statutes
4.1 Applications
the Statutes of ESU. The documents of ESU. The documents will be
will be presented to the BM. The EC as presented to the BM.
well as the SUDC can comment on the
The EC as well as the coordinator for
documents and the EC may direct any
membership issues can comment on the
other ESU structures or elected
documents and the EC may direct any
representatives to also do so..
other ESU structures or elected
representatives to also do so.

5 4 Membership No decision on such membership can be No decision on such membership can be OK.
Issues taken without a study visit. A study taken without a study visit. Whenever a
visit team will consist of study visit team is established, it will
4.3 Candidate
representatives from at least two submit a written report to the BM,
Membership and
member NUSes and an EC and/or stating whether the union is eligible for
Study Visits
SUDC member. Whenever a study membership and/or which actions should
visit team is established, it will submit be taken in the future.
a written report to the BM, stating
whether the union is eligible for
membership and/or which actions
should be taken in the future.

6 4 Membership Once published to the Board, the EC as Once published to the Board, the OK.
Issues well as the SUDC can comment on the coordinator for membership issues as
study visit report and the EC may well as the EC can comment on the
4.3 Candidate
direct any other ESU structures or study visit report and the EC may direct
Membership and
elected representatives to also do so. any other ESU structures or elected
Study Visits
representatives to also do so.

7 4 Membership If an applying NUS does not receive If an applying NUS does not receive OK.
Issues membership status the BM can decide membership status the BM can decide to
to elect a member NUS which will then elect a member NUS which will then
4.4 Advisory
function as advisory partner to the function as advisory partner to the
Partner to a NUS
rejected NUS in order to support the rejected NUS in order to support the
development of the latter. The rejected development of the latter. The rejected
NUS has to agree to the proposed NUS has to agree to the proposed
advisory partner. The advisory partner advisory partner. The advisory partner
NUS will report at every BM about its NUS together with the coordinator for
work and the reforms of the applying memberhsip issues will report at every
NUS, until the status of the respective BM about its work and the reforms of
NUS changes. the applying NUS, until the status of
the respective NUS changes.
If an applying NUS does receive
membership status the BM can decide If an applying NUS does receive
to elect a member NUS which will then membership status the BM can decide to
function as partner to the NUS to help elect a member NUS which will then
the NUS to integrate in ESU and to function as partner to the NUS to help
ensure a strong and stable the NUS to integrate in ESU and to
communication between the new ensure a strong and stable
member and ESU. The new member communication between the new
needs to agree to the elected partner. member and ESU represented by the
coordinator for membership issues. The
new member needs to agree to the elected
partner.

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8 4 Membership The EC or the Board can propose to re- The EC or the Board and in consultation OK.
Issues assess the membership of a member of with the coordinator for membership
ESU. Before proposing to the BM to issues can propose to re-assess the
4.6 Membership
reassess a member the concerned membership of a member of ESU. Before
Criteria and
member must be given the chance to proposing to the BM to reassess a
Review of
comment on the proposal and the member the concerned member must be
Membership
reasons for the reassessment. If the BM given the chance to comment on the
votes in favour of a review a study visit proposal and the reasons for the
team will be established in which the reassessment. If the BM votes in favour
NUS which is to be re-assessed cannot of a review, a study visit team will be
be a member. The study visit team established in which the NUS which is
reports latest at the BM after the next to be re-assessed cannot be a member.
where then a decision can be taken. The study visit team reports latest at the
BM after the next where then a decision
can be taken.

9 4 Membership Circulation of all documents as stated Circulation of all documents as stated in OK.
Issues in the statutes of ESU to all ESU the statutes of ESU to all ESU members
members shall be arranged by the ESU shall be arranged by the ESU secretariat
4.9 Applications
secretariat not less than thirty (30) not less than thirty (30) days before the
for the status of
days before the BM. Applications shall BM. Applications shall be valid until the
associate
be valid until the BM has taken the BM has taken the vote on granting the
organisations
vote on granting the status of an status of an associate organisation to the
associate organisation to the applicant. applicant.

The organisation is granted the status The organisation is granted the status of
of an associate organisation for an an associate organisation for an
unlimited period of time. The EC shall unlimited period of time. The EC
review the activities of the organisation together with the coordinator for
on a regular basis. If the organisation membership issues shall monitor the
ceases to fulfill the criteria laid down in activities of the organisation on a
the preceding paragraph, the EC will regular basis. If the organisation ceases
propose to the BM to revoke the status to fulfill the criteria laid down in the
of the associate organisation. Any preceding paragraph, the EC in
member, seconded by another can also consultation with the coordinator for
propose to the BM to revoke the status membership issues will propose to the
of an associate organisation. BM to revoke the status of the associate
organisation. Any member, seconded by
another can also propose to the BM to
revoke the status of an associate
organisation.

10 4 Membership Members can be mandated by the EC to Members can be mandated by the EC or If Presidency can mandate
Issues represent ESU in whatever capacity the Presidency to represent ESU in representation, then it seems
EC should deem necessary. whatever capacity deemed necessary. redundant to also list EC as a
4.10 Additional
institution that is able to give
rights of members Members are eligible to chair working Members are eligible to chair working
this mandate.
(mandatory item) groups. groups.

11 4 Membership Membership fees shall be paid in the Membership fees shall be paid in the OK.
Issues beginning of the working year. The beginning of the working year. The
membership fee will be based on a clear membership fee will be based on a clear
4.12 Membership
calculation, as proposed by the EC in calculation, as proposed by the EC in
Fees
consultation with the Commission for consultation with the Commission for
Internal Auditing (hereafter referred to Internal Auditing (hereafter referred to
as the CIA) which will be approved by as the CIA) which will be approved by
the BM by absolute majority. the BM and will be stipulated in the
Financial Standing Orders.

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12 4 Membership Members of ESU can apply for a Members of ESU can apply for a OK.
Issues voluntary Quality Enhancement Visit voluntary Quality Enhancement Visit
conducted by ESU. When NUSes conducted by ESU. The quality
4.13 Quality
apply with ESU for a voluntary enhancement visit team is selected by the
Enhancement
Quality Enhancement Visit, the SUDC EC in coordination with the coordinator
Visits
issues a call for a team to the student for membership issues. This team then
union development experts’ pool. The conducts the visit and reports back to the
team members are selected by the EC. NUS as well as to the EC. The costs for
This team then conducts the visit and this need to be covered by the NUS that
reports back to the NUS as well as to asks for the visit.
the SUDC. The costs for this need to be
covered by the NUS that asks for the
visit.

13 Working The institutions of ESU shall be: The elected institutions of ESU shall be: OK.
structure
• The Board Meeting ■ The Board Meeting
5 Institutions (hereafter referred to as the BM) (hereafter referred to as the BM)
(mandatory item)
• The Executive ■ The Executive
Committee (hereafter referred to as the Committee (hereafter referred to as the
EC) EC)

• Secretariat ■ Presidency

• Commission for ■ Coordinators
Internal Auditing (Hereafter referred
■ Commission for
to as the CIA)
Internal Audit
Additionally the following structures
■ Working groups
are also to be considered ESU
institutions

• The Working Additionally the following appointed
Groups (hereafter referred to as the structures are also to be considered ESU
WGs). institutions
• The Content
Committees :
■ Secretariat
The Academic Affairs Committee
■ Task forces
The Social Affairs Committee
■ Expert Pools
The Committee of Internal
Development

The Student Union Development
Committee

• Task Forces

• Cross-committee
Networks

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14 6 Minutes 6 Minutes 6 Reporting and minutes It seems unnecessary to
actually vote on whether to
All institutions of ESU must have All institutions of ESU are ultimately
adopt the reports that are
minutes of their meetings. These accountable to the Board Meeting or
given by ESU institutions.
minutes have to be made available to all with the exception of CIA and WGs to
What does it mean if the BM
members within 14 days of the the Executive Committee in the duration
“rejects” the report? We
meeting. The only exception are the between Board Meetings. All
propose that reports are
BM Minutes. BM’s minutes shall be institutions of ESU report regularly in
adopted without voting. If
sent to all members, associates and written on their activities to the Board
the BM finds a report
candidate members of ESU not later Meeting (with the exception of the
insufficient, it can pass an
than 30 days after the end of the BM. Secretariat) and if requested, to the
internal motion to request a
The WG chairs (for WGs meetings) Executive Committee. All reporting
new report to
and the EC are responsible for should be based on the 3-year Strategic
publishing the minutes. The next Plan of ESU and Plan of Work and other Grammatically, it would be
meeting of the institution concerned adopted strategies and should reflect the better to rephrase the
should approve these minutes, by actual situation. sentence “All institutions of
simple majority. The minutes of the ESU must have minutes of their
Reports have to be
CIA meetings are to be considered as meetings that clearly note the
circulated like other documents relevant
excluded from the requirement of decisions”
for the BM. Each member of the
making minutes available to members.
Presidency as well as the EC must also -> “All institutions of ESU
All minutes are kept at the disposal of
present an individual report to the BM. must keep minutes of their
the members by the ESU secretariat.
All reports are voted upon by the BM meetings. The minutes should
7.8 Reports and are adopted with a simple majority clearly point out the decisions
of votes cast. The Chairperson of ESU that have been taken.”
The institutions of ESU, except the
will present the general report of the
Secretariat, will present to the BM the
activities of ESU.
written reports on their activities
according to their plan of work. Reports Reports should be
have to be circulated like other archived and made available to
documents relevant for the BM. Each respective institutions and the Board to
EC member must also present an be consulted at any given time.
individual report to the BM. All
When any person or organisation has
reports are voted upon by the BM and
represented ESU, they have to present a
are adopted with a simple majority of
written report to the EC, within 14 days
votes cast. The Chairperson of ESU
of the meeting having taken place.
does not have to produce an individual
Unless the information is considered
report and will present the general EC
confidential from the provider of that
report.
information, the EC shall provide these
When any person or organisation has documents to the Board.
represented ESU, they have to present
. These minutes have to be made
a written report to the EC, within 14
available to all members within 14 days
days of the meeting taking place.
of the meeting. The only exception are
Unless the information is considered
the BM Minutes. BM’s minutes shall be
confidential from the provider of that
sent to all members, associates and
information, the Executive Committee
candidate members of ESU not later
(EC) shall provide these documents to
than 30 days after the end of the BM.
the Board
The WG chairs (for WGs meetings) and
the EC are responsible for publishing the
minutes of their meetings. The next
meeting of the institution concerned
should approve these minutes, by simple
majority. The minutes of the CIA
meetings are to be considered as
excluded from the requirement of
making minutes available to members.
All minutes are kept at the disposal of
the members by the ESU secretariat.

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15 7 Board Meeting 7.2 Voting at the BM (mandatory item) 7.2 Voting at the BM (mandatory item) OK.

7.2 Voting at the (34) The BM shall The BM shall endeavour to reach the
BM (mandatory endeavour to reach the widest possible widest possible measure of agreement.
item) measure of agreement. Decisions shall Decisions shall be taken by an absolute
be taken by an absolute majority unless majority unless otherwise specified or
otherwise specified or except: except:

• The adoption of ● The adoption of
any policy or internal/external motion policy or internal motions and
(2/3 majority) resolutions (2/3 majority)

• Amendment of the ● Amendment of the
Statutes or mandatory item on the Statutes or mandatory item on the
standing orders (3/4 majority) standing orders (3/4 majority)

• Amendment of the ● Amendment of the
auxiliary items on the Standing Orders auxiliary items on the Standing Orders
(2/3 majority) (2/3 majority)

• Changes in ● Changes in
membership status (3/4 majority) membership status (3/4 majority)

• Granting or ● Granting or
revoking the status of an associate revoking the status of an associate
organisation (3/4 majority) organisation (3/4 majority)

• Approve the ● Approve the
financial report and balance with (2/3 financial report and balance with (2/3
majority) majority)

• Dismiss EC ● Dismiss EC
members, the EC, committee members members, the EC, Presidency,
or entire committees by vote of no Coordinators, CIA members, the CIA by
confidence with (2/3 majority) vote of no confidence with (2/3 majority)

16 7 Board Meeting The BM shall be convened by the EC The BM shall be convened by the EC OK.
and organised by a member, as and organised by a member, as approved
7.3 Organisation
approved by the BM, in association by the BM, in association with the ESU
with the ESU secretariat. Unless secretariat. The Presidency must
otherwise specified all documents to be approve applications to host a BM based
voted upon will be circulated 30 days on financial feasibility before they are
before the BM to all members, subject to a decision by the BM.
associates and candidate members. If
Unless otherwise specified all documents
the documents are not circulated
to be voted upon will be circulated 30
accordingly, the documents being late
days before the BM to all members,
are not to be dealt with or voted upon.
associates and candidate members. If the
documents are not circulated
accordingly, the documents being late
are not to be dealt with or voted upon.

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17 7 Board Meeting The BM can decide to have a closed The BM can decide to have a closed The proposed amendment
meeting or to have closed sessions meeting or to have closed sessions has nothing to do with the
7.4 Closed
during the meeting. This is done by during the meeting. This is done by organizational reform.
Meeting
proposing a procedural motion. proposing a procedural motion.

Closed meetings are only open to full Closed meetings are only open to full
members and student representatives members and student representatives
who are part of an institution of ESU, who are part of an institution of ESU,
either as a person or as a either as a person or as a representative.
representative. The EC may decide to During the closed sessions, the Board
allow the presence of any members of may decide to allow the presence of any
the secretariat and the CIA during guests.
said closed sessions.

18 7 Board Meeting Transfer of mandate may also be Transfer of mandate may also be applied The proposed amendment
applied during sessions of a Board during sessions of a Board Meeting, has nothing to do with the
7.6 Mandates
Meeting, where a member NUS where a member NUS provides the organizational reform.
provides the Chair of the BM with a Chair of the BM with a written
written statement of consent giving a statement of consent. A member can
reason acceptable to the chair. A carry the mandate of one other member,
member can carry the mandate of one and at no time may any one member
other member, and at no time may any organisation ever have more than four
one member organisation ever have (4) votes at any one time.
more than four (4) votes at any one
time.

19 7 Board Meeting Every speaker has the right to have Every speaker has the right to have three OK.
three minutes to present his or her minutes to present his or her views
7.9 Speakers
views without interruption. The without interruption. The speaking time
speaking time can be altered by a can be altered by a procedural motion.
procedural motion. This time limit This time limit should not apply to
should not apply to representatives presenters of any report.
presenting any report.

20 7 Board Meeting Motions and amendments may be put Motions and amendments may be put OK.
forward in writing at any time during forward in writing at any time during
7.11 Motions and
the BM until the deadline as directed the BM until the deadline as directed by
amendments
by the Chair of the BM. During the the Chair of the BM. During the BM,
BM, where motions do not relate to the where motions do not relate to the items
items on the agenda, the BM should on the agenda, the BM should vote on
vote on whether or not to accept those whether or not to accept those motions
motions onto the agenda. These are onto the agenda. These are accepted to
accepted to the agenda with a simple the agenda with a 2/3 majority.
majority.

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21 7 Board Meeting All motions put forward by members All motions put forward by members OK, although the fourth
shall have a proposer and at least one shall have a proposer and at least one paragraph might be better
7.13 Procedure to
seconder. seconder. formulated as:
motion
Candidate and associate members may Candidate and associate organisations “All other ESU institutions
put forward any motion but these must may put forward any motion but these with the exception of the
be seconded by a full member or the must be seconded by a full member or Secretariat may put forward
EC. the EC. motions within their area of
work without a seconder.”
The EC may put forward motions on The EC may put forward motions on
any point without a seconder. any point without a seconder. -> “ESU institutions, with the
exception of the Secretariat, may
All Content Committees and Cross- All other ESU institutions with the
put forward motions within
Committee Networks may put forward exception of the Secretariat may put
their area of work without a
motions within their area of work forward motions within their area of
seconder.”
without a seconder. The Chair of the work without a seconder. The Chair of
meeting decides if a given motion falls the meeting decides if a given motion
within the Content Committees’ area of falls within the area of work. Any
work. . Any motions that are deemed to motions that are deemed to be out of the
be out of the area of work would require area of work would require a seconder,
a seconder which is either the EC or a which is either the EC or a full member.
full member. The Chair's decision may The Chair's decision may be overturned
be overturned in accordance with these in accordance with these standing
standing orders. orders.

After moving a motion, the proposer or After moving a motion, the proposer or
one of the seconders if the proposer one of the seconders if the proposer
chooses not to speak, shall have the chooses not to speak, shall have the right
right to speak, for a maximum of three to speak, for a maximum of three
minutes, in order to motivate the minutes, in order to motivate the
motion. The motion shall then be motion. The motion shall then be opened
opened to discussion and amendments; to discussion and amendments; the
the proposer may exercise a right of proposer may exercise a right of reply
reply immediately before the vote is immediately before the vote is taken.
taken.

22 7 Board Meeting When a change is proposed to an When a change is proposed to an OK.
amendment or a motion which isn’t amendment or a motion, which isn’t
7.14
Plan of Work, Budget or a Policy Three-year strategic framework, Plan of
Amendments
document, only the proposer of the Work, Budget or a Policy document,
amendment has the right to include it only the proposer of the amendment has
or change the amendment or motion. If the right to include it or change the
the proposer refuses a change, the amendment or motion. If the proposer
amendment will be put to vote as it refuses a change, the amendment will be
stands. Proposers have the right to put to vote as it stands. Proposers have
withdraw motions at any time before the right to withdraw motions at any
the vote of adoption. time before the vote of adoption.

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23 8 ESU Elected • ESU Elected ● ESU Elected We feel that it is indeed
Representatives Representatives Representatives necessary to limit elected
representatives’ right to
simultaneously hold
Any person nominated for an elected Any person nominated for an elected positions in ESU and
position within ESU structures, as position within ESU structures, as member organizations. in
detailed below, must be a student at the detailed below, must be a student at the order to secure a certain level
time their mandate as an ESU elected time their mandate as an ESU elected of impartiality. However, it
representative begins. Candidates for representative begins. Candidates for the is not within ESU’s power to
the Commission for Internal Audit Commission for Internal Audit need not decide whether a person can
need not be students. be students. be elected to a position in
another independent
There is no limit on the amount of There is no limit on the amount of terms organization.
terms an ESU elected representative an ESU elected representative may
may serve, with the exception of the serve, with the exception of the We propose that the last
Chairperson who may only serve a Chairperson who may only serve a sentence be altered from:
maximum of 2 consecutive terms in the maximum of 2 consecutive terms in the
“Elected members of the ESU
post of chairperson. post of chairperson.
Presidency cannot be elected to
No elected member of ESU can also act No elected member of ESU can also act any decision-making body of a
as a representative of any member as a representative of any member union full or candidate member.”
union or other association or or other association or organisation
-> “Elected members of the ESU
organisation during any ESU event, during any ESU event, whether
Executive Committee cannot
whether organised in whole or organised in whole or supported by
hold positions in any decision-
supported by ESU, or when attending ESU, or when attending any ESU
making bodies of a full or
any ESU internal event or while on internal event or while on external
candidate member. If an
external representation when mandated representation when mandated to do so.
Executive Committee member
to do so. Elected members of the ESU Presidency
has a position in such body, they
cannot be elected to any decision-making
are considered resigned from the
body of a full or candidate member.
Executive Committee.”

24 8 Executive The EC consists of five to seven people The EC consists of eight to ten people OK.
Committee elected by the Board Meeting. This elected by the Board Meeting. This
number includes the Chairperson and number includes the Presidency
8.1 Composition
Vice-Chairperson. The number of composed of a Chairperson and two
of the EC
people in the EC is decided by a motion Vice-Chairpersons. The number of
(mandatory item)
to be treated before the EC elections people in the EC is decided by a motion
and supported by an absolute majority to be treated before the EC elections and
and this decision will stay in force supported by an absolute majority and
unless decided otherwise. this decision will stay in force unless
decided otherwise.
The term of mandate of all the members
of the EC is for one (1) year and starts The term of mandate of all the members
on the first of (1) July and ends on the of the EC is for one (1) year and starts
thirtieth (30) of June. The period on the first of (1) July and ends on the
between the elections and the first (1) of thirtieth (30) of June. The period
July is to be considered one of between the elections and the first (1) of
transition between the present EC and July is to be considered one of transition
the elected members. between the present EC and the elected
members.

The EC and the Presidency should
represent the diversity of ESU and their
members. Therefore the Board should
strive for a representative EC in terms of
region and opinion.

’


25 8 Executive 8.4 Competencies of the EC 8.2 Competencies of the EC Coordinators should be
Committee elected at a BM in the same
Further to what is defined in the Further to what is defined in the
manner as the Chairperson.
8.4 Competencies Statutes, the EC shall: Statutes, the EC shall:
of the EC
• Coordinate the ● Draw up the agenda
WGs; for the Board Meeting and decide on
proposed decisions for BM approval
• Implement the
decisions of the BM; ● Implement the
decisions of the BM
• Coordinate the rest
of ESU’s elected representatives and ● Be responsible for
content committees; external representation and advocating
for ESU policy
• Ensure that the
chairs of relevant WGs are informed ● Define the political
about the decisions of the EC of strategy of ESU;
relevance to the work of those WGs;
● Take policy related
• Draw up the decisions within the remit of the policy
agenda for the BMs in cooperation with decided by the BM
the Secretariat, other ESU content
● Propose
committees and the relevant WGs;
coordinators to the BM, appoint task
• Define the political forces and the Secretariat;
strategy of ESU;
● Establish, and if
• Draw up a necessary implement, a procedure for
portfolio of competencies for all ESU setting up steering committees of any
elected representatives and these shall expert pools
be in line with the ESU plan of Work;
● Ensure that all ESU
• Keep all members, institutions and bodies are informed
candidate members and associates about the decisions of the EC of
regularly informed of the activities of relevance to the work of those
the organisation in between BMs; institutions; and serve as the contact
point for coordinators as well as the
• Be responsible for
steering committees of the expert pools.
overall finances and financial wellbeing
and development of the organization. ● Draw up a portfolio
of competencies for all ESU institutions
and elected representatives being in line
with the ESU plan of Work and the
three-year strategic framework;

● Keep all members,
candidate members and associates
regularly informed of the activities of the
organisation in between BMs;

● Be responsible for
overall financial wellbeing and
development of the organisation.

The EC may delegate competencies and
responsibilities to the Presidency who
must report to the EC at every meeting.
The EC may not delegate issues
concerning setting the political strategy
and appointing task forces and steering
committees of expert pools.

26 8 Executive 8.5 Votes in the Executive 8.3 Votes in the Executive We applaud the goal of
making EC a well-

’


Committee Every member in the Executive has one Every member in the Executive has one functioning and efficient
vote during EC meetings. The EC vote during EC meetings. The EC decision-making body that
8.5 Votes in the
meetings are chaired by the ESU meetings are prepared by the Presidency has the power to set its own
Executive
Chairperson and minutes are to be and chaired by the ESU Chairperson. working procedures.
taken and disseminated by the Vice- Minutes are to be taken and However, it is generally a
Chairperson. disseminated by the Presidency. good idea to define some
very fundamental working
During the transition period the newly During the transition period the newly
principles outside the
elected members do not have the right elected members do not have the right to
working procedures that the
to vote during EC meetings. vote during EC meetings.
EC makes for itself. Such
Without prejudice to the preceding Without prejudice to the preceding things are the voting
Article, every elected EC member has Article, every elected EC member has the procedure and procedure for
the right to attend EC meetings and be right to attend EC meetings and be kept postponing a decision.
kept informed by the present EC informed by the present EC during the
Regarding voting, we
during the period of transition. period of transition.
propose an addition to
clarify what happens in an
event of tie and how to use
secret ballot. Addition would
be made after “Every member
in the Executive has one vote
during EC meetings.”

Addition: “When voting,
decisions are taken by a simple
majority vote. In case of a tie,
the acting Chairperson’s vote is
decisive. Secret ballot is used
whenever at least two members
of the EC request it as well as in
the case of an election.”

The second issue is related to
postponing a decision. In
order to safeguard rights of
all EC members to take
enough time to decide on an
issue, there should be a
procedure for making a
motion to table a decision.
One might be set up with a
following addition: “If a
motion to table a topic is made,
the motion has to be resolved
immediately without further
discussion. The first time that
topic is in an EC meeting, the
motion to table succeeds if two
or more members of the EC
support it. In further meetings a
simple majority is required. The
tabled topic has to be taken on
the agenda of the next EC
meeting.”

We also feel that the Vice-
Chairpersons should be able
to chair the meetings when
Chairperson is not available.
We trust in your ability to
formulate the change if you

’


find it appropriate.

27 8 Executive 8.6 The Executive Meeting 8.4 Working methods of the the The Vice-Chairpersons
Committee Executive Committee should also be able to call EC
EC meetings are called by the
meetings.
8.6 The Executive Chairperson who also sets the agenda, 8.4.1 General working procedures of the
Meeting on advice of the rest of the EC. Every Executive Committee We propose that “EC
EC member can ask the Chairperson to meetings are called by the
The EC adopts rules
call an executive meeting, in writing Chairperson who also sets the
of procedure of its own work and makes
who must do so within five (5) days of agenda”
them public towards ESU’ s members.
receiving the request.
is changed to
These rules should include procedure of
The EC has the right to self-regulate
decision-making, of meetings and every “EC meetings are called by a
the procedure of their meetings. To this
day work. These rules of procedure can member of the Presidency who
end the EC will issue a document
be adopted and changed by the also sets the agenda”
outlining the working methods for such
agreement of the EC by two-thirds
meetings. This document must be
majority.
disseminated to the different ESU
representatives and can be changed by No part of these procedures or any other
agreement of the EC as detailed in the similar working document can go
paragraph below. Any subsequent against ESUs Statutes or Standing
changes must also be circulated to ESU orders. In case of conflict the statutes
representatives. and standing orders are to be considered
supreme.
No part of said working methods
document, or any other working EC members divide the different areas of
document, can go against ESU’s work and content responsibilities
statutes or Standing orders. In case of between themselves and make these
conflict the statutes and standing divisions transparent to the members.
orders are to be considered supreme.

The EC will meet at least once a month
8.4.2 Meetings of the Executive
The working method document is only Committee
valid if it is ratified by two-thirds (2/3)
of the EC. Any amendment to such EC meetings are called by the
document needs to be ratified by the Chairperson who also sets the agenda, on
same amount of votes. advice of the Presidency and the rest of
the EC. Every EC member can ask the
The EC meetings are to be open only to Chairperson to call an executive meeting
ESU EC members. The Chairperson in writing, who must do so within five
may invite anyone else to the meeting (5) days of receiving the request. The EC
to act as an observer or to talk about a will meet at least once a month
specific point or points on the Agenda.
The EC meetings are to be open only to
ESU EC members. The Chairperson may
invite anyone else to the meeting to act
as an observer or to talk about a specific
point or points on the Agenda.

’


28 8 Executive 8.5 Competencies of the Presidency OK.
Committee
The Presidency consists of the
Chairperson and two Vice-Chairpersons.
The Presidency is the operational
decision-making body within the
organisation and is responsible for day-
to-day coordination and management of
the organisation and steering of its
institutions.

The Presidency is responsible for the
preparation of the EC meetings and
must report on its activities to the EC at
every meeting.

The Presidency is responsible for
monitoring and coordinating the work of
the EC, the Secretariat, the coordinators
and task forces.

The members of the Presidency are fully
located at the ESU headquarters and
remunerated equally in accordance to
the law.

Among other competencies, the
Presidency should:

Coordinate the
administration and management of ESU

Coordinate the
reporting to the Board Meeting

Coordinate the external representation of
ESU

’


29 8 Executive 8.2 Competencies of the Chairperson 8.6 Competencies of the Chairperson “ex officio”. Otherwise OK.
Committee
The chairperson is the chair of ESU. The chairperson is the chair of ESU.
8.2 Competencies S/he is the principal representative of S/he is the principal representative of
of the ESU and represents the total of the ESU and represents the total of the other
Chairperson other institutions of the organisation institutions of the organisation and
and must act accordingly during the must act accordingly during the entire
entire term of their mandate. term of their mandate.

The Chairperson is a member ex ufficio The Chairperson is a member ex ufficio
of every structure or institution within of every structure or institution within
ESU, except the CIA. S/he is also the ESU, except the CIA. S/he is also the
chair of all EC meetings and has one chair of all EC meetings and has one
vote within this institution. vote within this institution.

The Chairperson is responsible for the The Chairperson is responsible for the
overall coordination and carries out the overall coordination and carries out the
financial administration of the financial administration of the
organization in cooperation with the organization in cooperation with the
Vice-Chairperson. Presidency.

Among other competencies and duties Among other competencies and duties
the Chairperson should: the Chairperson should:

• Assure that the ● Assure that the
whole political priorities of ESU are whole political priorities of ESU are
coherent and keep to the principle of coherent and keep to the principle of
continuity as a basis for these continuity as a basis for these
considerations: considerations.

• Keeps contact with ● Keep contact with
all the institutions of ESU and keeps all the institutions of ESU and keep
them updated of the developments in all them updated of the developments in all
spheres of activities of ESU. spheres of activities of ESU.

• Call EC meetings ● Call EC meetings
and together with the EC, develop an and together with the Presidency and the
agenda. EC, develop an agenda.

• Be the primary ● Be the primary
coordinator for all political activities in coordinator for all political activities in
cooperation with the rest of the EC. cooperation with the rest of the EC and
the Presidency.

’


30 8 Executive 8.3 Competencies of the Vice- 8.7 Competencies of the Vice- Add “Call EC meetings and
Committee Chairperson Chairperson responsible for together with the Presidency
organisational affairs and the EC, develop an agenda”
8.3 Competencies The vice-chairperson is elected directly
of the Vice- by the members of ESU and is the The Vice-Chairperson responsible for
Chairperson primary responsible for the organisational affairs (hereafter referred
organizational aspects, finances and to as VCO) is elected directly by the
administration of ESU together with members of ESU and is the primary
the rest of the EC responsible for organisational aspects,
finances and administration of ESU
She is a member of the EC and has
together as discussed and agreed upon
one vote within the committee.
by the Executive Committee.
Among other competencies and duties
the Vice-Chairperson should:
the VCO should:
• Together with the
● Together with the
Chairperson and EC coordinate the
Chairperson and EC coordinate the
administration of ESU;
administration of ESU;
• Coordinate
● Coordinate
communication and relations with
communication and relations with ESU
ESU associate members;
associate members;
• Coordinate the
● Coordinate the
relations and communication between
relations and communication between
the different ESU structures;
the different ESU structures;
• Coordinate,
● Coordinate, together
together with the EC, correspondence
with the EC, correspondence with ESU
with ESU members;
members;
• Ensure that all
● Ensure that all
institutions of ESU are kept up-to-date
with the developments of the
with the developments of the
organisation;
organisation;
● Disseminate the
EC, set the agenda and call meetings of
minutes of the EC meetings to the ESU
all ESU elected representatives (so-
members and other ESU elected
called hacks meetings);
representatives;
• Disseminate the
● Coordinate the
minutes of the EC meetings to the ESU
reporting to ESU members;
members and other ESU elected
representatives; ● Together with the
EC and other relevant ESU structures,
• Coordinate the
be responsible for the internal
reporting to ESU members;
development of the organisation;
● Carries out the day-
EC and other relevant ESU structures,
to-day financial administration of the
be responsible for the internal
organisation within the Executive
development of the organisation;
Committee, in cooperation with the
• Carries out the Chairperson and the Secretariat. This is
day-to-day financial administration of without prejudice to the competencies of
the organisation within the Executive the CIA as outlined in these Standing
Committee, in cooperation with the Orders.
Chairperson, the Secretariat as
mandated by the Executive Committee,
and the Committee of Internal
Development. This is without prejudice
to the competencies of the CIA as
outlines in these Standing Orders.

’


31 8 Executive 8.8 Competencies of the Vice- Add “Call EC meetings and
Committee Chairperson responsible for policy together with the Presidency
coordination and the EC, develop an agenda”

The Vice-Chairperson responsible for
policy coordination (hereafter referred to
as VCP) is elected directly by the
members of ESU and is the primary
responsible for the organisation’s
lobbying work and coordination of policy
making together as discussed and agreed
upon by the Executive Committee.

the VCP should:

Chairperson and the EC, work in
promoting the political principles of the
organization

● Implement the
political strategies of the organisation

Chairperson and the Secretariat,
coordinate external communication and
relations with the media;

● Ensure that all
with the policy developments within the
organisation;

’


33 8 Executive 8.8 Nominations 8.10 Nominations OK.
Committee
Nominations for Chairperson, Vice- Nominations for Chairperson, Vice-
8.8 Nominations Chairperson or EC must be submitted Chairpersons or EC must be submitted
in writing to the ESU secretariat and in writing to the ESU secretariat and
copied to the members of the EC not copied to the members of the EC not less
less than thirty (30) days in advance of than thirty (30) days in advance of a
a BM. The ESU Secretariat shall BM. The ESU Secretariat shall
distribute all the information relating distribute all the information relating to
to the nominations of candidates to all the nominations of candidates to all
members within ten days of receiving members within ten days of receiving
the nominations. the nominations.

A nomination shall consist of a A nomination shall consist of a mandate
mandate from a full ESU member, a from a full ESU member, a copy of the
copy of the nominated person’s CV and nominated person’s CV and a letter of
a letter of motivation from said motivation from said nominated person.
nominated person.
When there are not enough candidates
When there are not enough candidates before the nomination deadline the
or gender balance cannot be achieved returning officer will re-open the call for
before the nomination deadline the nominations. This call will be re-opened
returning officer will re-open the call for 15 days, during which time no
for nominations. This call will be re- names, letter of motivation, CV or
opened for 15 days, during which time nomination of candidates that submitted
no names, letter of motivation, CV or applications before the initial deadline
nomination of candidates that will be released. If after this 15 days
submitted applications before the initial deadline there are still not enough
deadline will be released. If after this 15 candidates to fill the position(s) then the
days deadline there are still not enough nominations will be re-opened till the
candidates to fill the committee or start of the Board Meeting. The names,
gender requirement then the CVs and letters of nomination and
nominations will be re-opened till the motivation of all candidates will be
start of the Board Meeting. The names, notified only after this 15 day deadline.
CVs and letters of nomination and
motivation of all candidates will be
notified only after this 15 day deadline.

SYL Comments on ESU Executive Committee Proposal for Amendments to ESU Standing Orders 7.10.2011

SYL Comments on ESU Executive Committee Proposal for Amendments to ESU Standing Orders 7.10.2011

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SYL Comments on ESU Executive Committee Proposal for Amendments to ESU Standing Orders 7.10.2011