Chapter 1.
General
regulations
1.1. Name of the organisation
1.1.1. The official name of the
organisation is: Rwanda Quality of Life Centre or Rwanda QOL
Centre.
1.1.2. Recognised
translations of this name are “Centre Rwandais de la Qualité de Vie” or
« Ikigo Nyarwanda ku Mibereho y’Ubuzima »
1.1.3. The only
abbreviation recognised is “RWQOL”.
1.2. Language
1.2.1. The official languages of RWQOL
are English and French.
1.3. Status
1.3.1. RWQOL is officially recognised
as a Non-Governmental Organisation (NGO) within the Rwandan Law N° 20/2000
of July, 26th 2000 that regulates non profit and non
governmental organisations;
1.3.2. RWQOL is officially recognised
as a charity organisation, established in the Republic of
Rwanda.
1.3.3 RWQOL maintains status as a
non-profit organization within the Republic of Rwanda.
1.4. Mission Statement
1.4.1. Our mission is to promote
quality of life of Rwandans in general and of chronically ill people in
particular by disseminating information on quality of life through the
country, the region, the continent and over the world and enhancing
research in the field.
1.5. Constitution and Bylaws
1.5.1. RWQOL shall be governed by its
Constitution and Bylaws.
1.5.2. The Constitution is the highest
law of RWQOL. The Constitution shall never be suspended. The Constitution
is registered under Rwandan Law.
1.5.3. The Bylaws regulate the
practical internal management of RWQOL.
1.5.4. Whenever “he” is mentioned in
the Constitution or Bylaws, this implies on both males and
females.
1.6. Logo
1.6.1. The official logo of RWQOL is
defined as RW above QOL in blue with the same letters in background in
light blue.
1.6.2. Only the official logo of RWQOL
can be used. Changes in lay-out or any other additions are not
allowed.
1.6.3. The official logo can only be
used by the Organisation Members.
1.7. Publications
1.7.1. All printed material (e.g.,
leaflets, pamphlets, booklets and external correspondence) written in the
name of RWQOL (e.g., on RWQOL printed stationary) must be approved by the
Executive Committee before being distributed.
1.7.2. Advertisements can occur in any
printed RWQOL material except on the RWQOL stationary.
1.7.3. Advertisements in any
printed material shall be approved of by at least
one Executive Committee member.
1.7.4. The official RWQOL
stationery can only be used by Officials of RWQOL.
Chapter 2
Members
2.1. The RWQOL shall
have as members:
- Founder members
- Ordinary members
- Honorary
members
The founder members are
those who shave signed this constitution.
The ordinary members are
those who will join the Centre having been accepted by the General
Assembly upon application for membership.
Founder and ordinary
members are active members.
The honorary members
those who will show interest in the activities of the
Organisation and who will
support it morally and materially
In those categories the members can
be:
-
personal members
-
institutional members
2.2. The founder members and ordinary members constitute the
effective membership of the organization and are the only ones allowed to
elect or be elected in leadership posts.
2.3. Membership admission shall be accepted, without
consideration of nationality, on the following grounds:
- An applicant must uphold the constitution and rules of the
Organization
- Must be interested in intercultural exchange and
cooperation
- Must show adequate initiative to reach the goal
of the association
- Pay fees when due.
2.4. All applications for membership shall be addressed
to the organizing Board, which after scrutiny shall present them to the
General Assembly for the final decision.
2.5. Honorary Life Membership
2.5.1. Only persons
can become Honorary Life Members.
2.5.2. The General
Assembly can elect Honorary Life Members during the Annual Meeting. The
status shall be granted to persons who have greatly contributed to the
achievements and aims of RWQOL. A motion must be submitted to elect
a person for Honorary Life Membership. Voting will be done by ballot
and candidate shall be elected with the absolute majority.
2.5.3. Candidature
for Honorary Life Membership must reach the Executive Committee before the
first of March and shall be sent out to all founder and ordinary members
no later than first of June. Proposal should include:
a. Proposal
b. Technical Data Card
c. Petition signed by at least five founder and/or
ordinary members announcing their support for the candidate for Honorary
Life Membership.
2.5.4. Honorary Life
Members shall be invited to RWQOL meetings and events if they send to the
Executive Committee a Technical Data Card for RWQOL Honorary Life Members
before the first of May of the corresponding year.
2.5.6. Honorary Life Members shall pay
a membership fee of zero (0) RWF to RWQOL.
2.5.7. The General Assembly can take
away the Honorary Life Membership from a person, when he has violated the
Constitution or Bylaws or when he has done considerable harm to RWQOL.
Such a decision requires a two-thirds majority.
The names of the Honorary Life Members
of RWQOL shall be attached in a list to the RWQOL Constitutions and Bylaws
as an annex. The Executive Committee is
responsible to update.
2.6. Regulations for
RWQOL Membership Fees
2.6.1. The
members of RWQOL are obliged to pay annual membership fees equal to 10000
RWF or in foreign currency equivalent.
2.6.2. Candidate members who have not held prior
membership shall pay 75% of the membership fee.
2.6.3. An ordinary member shall pay the
same fees as that of a founder member.
2.6.4. All payments for membership fee
must be paid before the first March each year.
2.6.5. Cost of RWQOL exchange programmes and
taxes will be invoiced together with the membership
fee.
Chapter 3.
Procedures at meetings
3.1. General
3.1.1. Meetings of the RWQOL are the
sessions of the General Assembly Meetings.
3.1.2. Quorum. One third of all full
members with voting rights shall form a quorum.
3.1.3. Language. The official working
language during General Assembly Meetings is English and/or French.
3.1.4. Smoking or consumption of
alcoholic beverages is prohibited during formal meetings of RWQOL.
3.1.5. Breaks. There will be breaks of
half an hour within each four-hour working period.
3.1.6. Adjournment. The Chairperson can
decide upon adjournment of the meeting. If the chair fails to adjourn the
meeting, any delegate can suggest the adjournment of the meeting through a
procedural motion.
3.1.7. A delegate is a representative
of a founder or an ordinary who has been instructed by that member to
exercise his parliamentary right at the General Assembly Meeting.
3.2. Participants and Observers
3.2.1. Registration. All participants and observers have to
register themselves to the Meeting Organising Committee. Delegates who
fail to register cannot participate in the plenary sessions.
3.2.2. Participants in General Assembly meetings
are:
a. Founder members
b.Ordinary members
c.Delegates from founder member organisations
d. Delegates from ordinary member
organisations
e. RWQOL Officials
f. Honorary Life Members
g. Delegates from Regional Partner
organisations
h. The Chairpersons of General Assembly
Meetings
i. Organising Committee members and staff of
General Assembly Meetings.
3.2.3. Observers in General Assembly Meetings are:
a. Invited guests
b. Delegates of organisation in
official relationship
c. External advisor
The participation of persons of 3.2.3 a. must
be approved by the Organising Committee of General Assembly
Meeting and by the Executive Committee of RWQOL. The
participation of persons of 3.2.3 b and c must be approved by the
Executive Committee of RWQOL.
3.2.4. Speaking rights. All participants
and observers have speaking rights during General Assembly Meetings.
3.2.5. Proposing rights. Only
participants have proposing rights during General Assembly Meetings.
3.3. Chair
3.3.1. The Executive Committee has the
responsibility to chair the General Assembly Meeting.
3.3.2. The Chair is composed of a
Chairperson, a Vice-Chairperson, a Secretary, Assistant-Secretaries, and
Returning Officers.
3.3.3. The Chairperson and the
Vice-Chairperson must be normally the President and the Vice-President
respectively.
3.3.4. The Chairperson is responsible for the
conduct of the meeting and for interpreting and giving his ruling on all
matters of procedure, order, competency and relevancy, as stated in the
Constitution and the Bylaws.
3.3.5. The Chair is responsible to inform the
members about the motions that will be presented in the plenary at the
General Assembly meeting at least two hours before the plenary at the
General Assembly meeting is scheduled to start.
3.3.6. The Vice-Chairperson shall
assist the Chairperson in his work. The Vice-Chairperson shall take the
Chair
a. when requested by the Chairperson,
b. when the Chairperson is absent at the
appointed time for the opening of the meeting,
c. when the Chairperson is involved in the topic
under discussion,
d. during the elections in which the Chairperson is
a candidate,
e. when the Chairperson is removed through a “vote
of no confidence”.
3.3.7. In the event that both the
Chairperson and the Vice-Chairperson are absent 15 minutes after the
appointed time for the opening of the meeting, the founder and ordinary
members present shall elect a temporary Chairperson amongst themselves.
The temporary Chairperson shall act until the Chairperson arrives at the
meeting and takes over the Chair.
3.3.8. To overrule a decision of the
Chairperson a procedural motion to “Overrule the decision of the
Chairperson” has to be passed. When the motion passes, the Chairperson
shall reverse the ruling in question.
3.3.9. To remove the Chairperson a procedural motion of
“No confidence in the Chair” has to be passed. When the motion passes the
Chairperson shall immediately leave the Chair. In this case the
Vice-Chairperson will become the Chairperson and a new Vice-Chairperson
has to be elected.
3.3.10. Secretary. The Chairperson can appoint a secretary and
assistant-secretaries for the meeting. The secretaries will take minutes
of the meeting.
3.3.11. Returning Officers. Two returning officers will be elected
by the full members who had voting rights at the previous General Assembly
Meeting. The returning officers are preferably observers. They will
assist during voting through handing out and collecting ballot papers and
by counting votes.
3.4. Voting Rights
3.4.1. All founder and ordinary Members or
his representative who do not have financial debts towards RWQOL of
greater than 2000 RWF can obtain voting rights during General Assembly
Meetings.
3.4.2. Every active
Member with voting rights has one vote during voting.
3.4.3. To obtain
voting rights during General Assembly meetings, the member must have
registered hours before the start of the second plenary session of the
General Assembly. This does not apply to a member not represented at the
meeting.
3.5. Motion and Debate
3.5.1. Any active member or his delegate can speak on behalf of
the delegation.
3.5.2. A written motion must be tabled before debate is
undertaken on a subject. Motions must be given to the Chair before
midnight the day before the scheduled start of the session in which the
motion will be discussed. This is the deadline for submitting motions.
3.5.3. All motions or alternative motions will be evaluated by
the Executive Committee to ensure that the motions do not contradict the
Constitution or Bylaws. If any contradiction is found, the motion will
fail immediately.
3.5.4.
The Chair shall decide when a tabled motion will be discussed. The
Chair shall conduct the debate and decide upon the limitation of the
discussion.
3.5.5.
When a relevant motion is tabled, the Chair shall read the motion.
The proposer may briefly explain the purpose of the motion.
3.5.6.
All motions, including the alternative motions, need a seconder.
Any Active Member other than the proposer can second a motion. If no
seconder is specified in the motion, the Chair shall ask for a seconder
after the proposer explained the motion. If there is no seconder, the
motion fails immediately.
3.5.7.
The Chair shall ask if there are any questions to the proposer. If
there are questions, the Chair shall make a speaker’s list and the
discussion on the motion shall be opened. The proposer of the motion shall
have the right to speak last before the closure of the discussion.
3.5.8.
During the debate the speakers shall address the Chair. The Chair
shall decide when a speaker gets the floor.
3.5.9.
A motion or an alternative motion can only be withdrawn with the
consent of both the proposer and the seconder. If only the proposer
withdraws, the seconder automatically becomes proposer of the motion and
another seconder needs to be found. In case that the proposer and the
seconder withdraw at the same time the motion or the alternative motion
fails immediately. In case the proposer withdraws before a seconder is
found, then the motion or the alternative motion fails. From the time a
seconder is found for an alternative motion then the alternative motion
stands even in the case the original motion is withdrawn. After the
discussions have been closed and the Chair has announced to proceed to the
vote, a motion can no longer be withdrawn.
3.5.10. After the
discussion is closed, the Chair shall ask for amendments. An amendment can
be submitted at this point regardless of the deadline for motions
In the case an amendment is
proposed, the proposers of the amendment may briefly explain the
amendment.
a. After this, the proposer of
the original motion shall be asked if he accepts the amendment. If the
proposer of the original motion accepts the amendment, it shall be
incorporated in the original motion. If the proposer of the original
motion does not accept the amendment, the amendment shall automatically
become an alternative motion and a seconder for this alternative motion is
required. From the time a seconder is found the alternative motion stands
even in the case the original motion is withdrawn.
b. In the case the proposer of the
original motion accepts the amendment; the seconder of the original motion
shall be asked if he accepts the amendment. If he does not accept the
amendment, a new seconder has to be found.
c. After this the Chair shall ask if
there are questions. If there are questions, the Chair shall make a
speakers´ list and the discussion on the amended motion shall be opened.
The proposer of the original motion shall have the right to speak last
before the closure of the debate.
3.5.11. In the event of
no or no further amendments, the Chairperson shall call for any direct
negatives to the motion. Should no delegation give a direct negative to
the motion, the motion passes nemo contra without further
debate.
3.5.12. If there is a
direct negative, the Chairperson shall call for an alternative motion. An
alternative motion can be submitted at this point regardless of the
deadline for motions. The proposer of such an alternative motion shall
speak before any discussion may begin. An alternative motion needs a
seconder.
3.5.13. After the closure of
debate, no withdrawal of motions is acceptable.
3.5.14. The Chairperson
shall call the meeting to vote on the motion and the alternative motion.
3.5.15. A motion passes
if:
a. No
delegation gives a direct negative to the motion
b. It reaches a
simple majority of votes
c. It reaches a
relative majority of votes in case there is an alternative motion.
3.5.16. If a motion has not
been seconded or has been defeated after voting, it shall not be
reintroduced unless there is a procedural
motion “The debate on a motion to be reopened”.
3.6. Point of
Order
3.6.1. A point of order shall be concerned
with the enforcement of interpretations of the Constitution, Bylaws and
policy statements of RWQOL.
3.6.2. A point of order shall take precedence
over all other terms of address to the Chair and shall require the Chair
immediately to allow the delegate to make his point of order.
3.6.3. In the event of any delegate using the
point of order to make statements which are not directly related to the
defined concern, he shall be called to order by the Chairperson. In the
event of a delegate being so warned on three occasions during a General
Assembly Meeting he shall personally lose the right to use the point of
order for the rest of the General Assembly Meeting.
3.7. Point of Information
3.7.1. A point of information TO somebody
shall be a brief fact that is of value and relevance at this moment to the
current speaker or to the meeting as a whole. It can in no case be used to
express a personal point of view.
3.7.2. A point of information FROM somebody
serves to put a brief question to the current speaker or the meeting at
large, which is relevant to the particular debate.
3.7.3. When a point of information is
indicated to the Chairperson while a speaker is speaking, the Chairperson
will ask the speaker whether he will accept the point of information. In
the event of the speaker refusing it, the Chairperson must make it as soon
as the speaker has finished.
3.7.4. In the event of any delegate
using the point of information to make statements that are not directly
related to the defined concern of it, he shall be called to order by the
Chairperson. In the event of a delegate being so warned on three occasions
during a General Assembly Meeting he shall personally lose the right to
use the point of information for the rest of the General Assembly
Meeting.
3.8.
Procedural Motion
3.8.1. A procedural motion shall take precedence over all terms
of address to the Chair apart from points of order, but shall not carry
the right of interrupting the current speaker or a voting procedure.
3.8.2. A procedural motion can be submitted at any time during
a session. In the event of a procedural motion being proposed, the
Chairperson shall after a brief introduction by the proposer ask for a
seconder. If the motion is seconded, the Chairperson shall immediately put
the procedural motion to a vote.
3.8.3. All procedural motions require a two-thirds
majority.
3.8.4. In the event of a procedural motion being carried it
shall be put into effect immediately.
3.8.5. The following motions shall constitute procedural
motions:
a. To change the agenda.
b. The meeting to be adjourned.
c. The meeting to proceed immediately to a
vote.
d. The meeting to proceed to the next
business.
e. Consideration of present motion to be
postponed.
f. The debate on a motion to be
reopened.
g. The speakers’ list to be reopened.
h. Let the meeting take an unofficial vote.
i. Candidates for election leave the hall
during preliminary discussion.
j. To suspend a bylaw until the end of the
General Assembly Meeting or until it will be resumed by the General
Assembly.
k. To resume a bylaw that has been
suspended.
l. A discussion not to be recorded in the
minutes.
m. Overrule the decision the Chairperson. n. No
confidence in the Chair.
o. Overrule the decisions of the Executive
Committee.
p. Observers must leave the room.
3.9.
Voting
3.9.1. Decisions will be taken with a simple majority in cases
of a single motion and relative majority in case of several motions,
unless otherwise specified in the Constitution or Bylaws.
3.9.2. Majorities will be defined as follows:
a. Simple Majority: more votes IN FAVOUR than
AGAINST. ABSTENTIONS do not count.
b. Absolute Majority: more than 50% of all the
votes IN FAVOUR. ABSTENTIONS do count.
c. Relative Majority: the proposal receiving the
most votes carries. ABSTENTIONS do not count. In case there are more votes
AGAINST than for any of the proposals, all proposals fail.
d. Two-thirds majority: The number of votes IN
FAVOUR is at least the double of the number of votes AGAINST. ABSTENTIONS
do not count.
3.9.3. Voting is done through a roll call. The Chair will call
all delegations with voting rights and ask for their vote. When called,
the delegation has to clearly show their voting card and say what they
vote.
3.9.4. Voting during elections will be done by ballot, except
for the election of the Chair, Constitution Credential Committee, and
Financial Committee. In addition, voting by ballot shall take place if
requested by a full member with voting rights.
3.9.5. Voting by ballot is done by indicating the
vote on ballot paper. Ballot paper should be signed and stamped by the
Chair or an Executive Board member. The Chair and the Returning Officers
will hand out the ballots to the delegations with voting rights. They have
to write their vote on the ballot paper after which it has to be returned
to the Chair. The Chair and the Returning Officers will count the votes.
Before voting by ballot all observers (except the Secretaries and the
Returning Officers) have to leave the hall. During the voting by ballot
the doors of the hall will be closed and nobody will be allowed to enter
or leave the room. After the votes have been counted and before the
results are announced, the doors will be opened again and observers are
allowed to enter the room.
3.9.6. Ballots must always contain an option to vote for
an ABSTENTION, and also an option to vote AGAINST all of the other
options.
3.9.7. All ballot papers must be kept for archiving for two
years after the election has taken place.
3.9.8. In case of suspected fraud or mistakes, the Chair shall
call for a re-vote.
3.9.9. Active members unable to attend the General Assembly
Meeting can vote by proxy in case of changes to the Constitution and
dissolution of RWQOL. In order for a Active Member to be allowed to grant
power of attorney to another Active Member in order to cast a vote, they
must provide a letter to the other Active Member and to the Executive
Committee, signed, in which they will clearly state this decision. Both of
the Active Members must have voting rights. An Active Member is
allowed to cast a vote for a maximum of two Active Members.
3.10. Elections
3.10.1. Candidates for
the Executive Committee have to send in their candidature before the first
of May to the Vice-President. The postmark will be used as indication of
the date. If no candidatures are received for a certain post in the
Executive Committee, it will be possible to candidate for this position
until two days before the day of the elections.
3.10.2. The
Vice-President should distribute a list of all candidatures for Executive
Committee positions, Honorary Life Membership, and projects to the Active
members two moths before the Meeting.
3.10.3. Candidates may run for only one RWQOL Official
position in any given mandate.
3.10.4. Candidates for RWQOL Officials have to provide the
following documents:
a. A filled out and signed candidature
form.
b. A filled out Technical Data Card for
Officials.
c. A motivation letter.
d. A curriculum vitae.
e. A passport picture for publication
purposes
f. Three copies of the identity page of
the candidate’s passport for registration purposes.
3.10.5. Candidature forms must be made available to
all Members at the Meeting.
3.10.6. Envelopes in which used
candidatures are enclosed must be kept for archiving for four years after
the election has taken place to keep proof of the postmark.
3.10.7. Candidates must give an oral presentation the day
before the elections.
3.10.8. Candidates will have a limited time to present
themselves. The speaking time includes audiovisual or other presentations.
The time available for presenting is:
a. Executive Board: 5 minutes speaking time and 3 minutes for
questions.
b. Other Officials: 3 minutes speaking time and 2 minutes for
questions
c. Initiative
projects: 3 minutes speaking time and 2 minutes for questions
3.10.9. If
there is more than one candidate for a position, the order of
presentations will be decided by the Chair through a lottery. During the
presentation of the candidate, the other candidates for the same position
have to leave the room.
3.10.10. Presentations and elections will be done in the
following order:
a. Executive Committee members
b. Other Officials.
c. Initiative projects
3.10.11. The election will be done by ballot.
3.10.12. All RWQOL Officials will be elected with absolute
majority.
3.10.13. If there is more than one candidate for a position and
no candidate gains absolute majority there will be a second round. Only
the two candidates with the highest number of votes in the first round
will continue to the second round, where the candidate who gains relative
majority will be elected.
3.10.14. If the two candidates gain the same number of
votes in the second round, the casting vote will be drawn from a lottery
performed by the Chair.
3.10.15.
In case there is only one candidate for a position who fails to gain
absolute majority, the candidate will not be elected.
3.10.16. RWQOL Projects and Initiatives are elected
by absolute majority.
3.11. Minutes
3.11.1. Minutes have to be taken during all the sessions.
Minutes should contain:
a. Name, date and venue of the session.
b. Time of opening, breaks and closure of the
session.
c. The names of the Chairperson, Vice-Chairperson,
secretaries and returning officers.
d. The items on the agenda.
e. The results of the roll calls.
f. The names of the speakers and their
delegations.
g. All motions and amendments, including the
number, the name of the proposer and seconder and the full
text.
h. All decisions.
i. The results of the votings and
elections.
j. The most important points of
discussions.
3.11.2. If possible, the sessions have to be recorded on
cassette tape or other audiovisual recording format.
3.11.3. The Chair is responsible for the production of the
minutes, of which the draft has to be handed over to the Executive
Committee at the end of the meeting.
3.11.4. The Executive Committee is responsible for the
publication and distribution of the minutes to all members, not later than
two months after the meeting.
3.12. Reports
3.12.1. All reports shall be written. A copy on paper and (if
possible) in digital format must be handed in to the Chair.
3.12.2. All reports shall include
a. the title of the report
b. the author of the report
c. the date of the report
d. the meeting for which the report was
written
e. a summary of the report
f. the report itself
3.12.3. All reports, except those for
which deadlines are specified elsewhere in the bylaws, must be finished
and distributed to Members before midnight the day before the scheduled
start of the session in which the reports will be discussed.
3.12.4. If necessary, reports can be explained with an
oral presentation. The oral presentation shall not contain any new
information.
3.12.5. For all reports, a motion shall be tabled to adopt the
report. The motion shall be handled as described in the section “Motion
and debate”.
3.12.6. In case a report of an official is not adopted, the
matter shall be presented to the Evaluation Committee for review. The
Evaluation Committee will then propose further action to be taken by the
General Assembly.
3.12.7. In
case a report of a committee, task force or any other group is not
accepted, the report can be amended, changed or deleted by the General
Assembly by separate motions.
3.14.8. All reports, accepted or not accepted, shall be attached
to the minutes as annexes. Above the report shall be
mentioned if the report was accepted or not.
Chapter 4.
General Assembly Meetings
4.1.
General
4.1.1. Meetings of the General Assembly of
RWQOL are held once a year. The General Assembly Meeting shall commence
within the first seven days of August. Any exceptions to this bylaw
regarding the commencing of the General Assembly Meetings can be decided
by the Executive Committee between two General Assemblies and must be
confirmed at the next General Assembly Meeting.
4.1.2. General Assembly
Meetings shall be held in place decided by the previous meeting.
4.2. Invitations
4.2.1. The
Secretariat must send out invitations and provisional agendas for General
Assembly meetings to all Members, officials and official relations before
the fifteenth of June.
4.2.2.
Invitations shall include:
a. A document of official invitation.
b.
The provisional agenda and time schedule for the General Assembly
Meeting.
c. A list of all candidatures for Executive
Committee positions, Executive Committee positions, Honorary Life
Membership, venue for the meeting, projects and events when it
applies.
4.2.3. The
Organizing Committee of the General Assembly meeting is obliged to
distribute an invitation package to all Members including:
a. Registration form.
b. Price and payment information.
c. Travel and lodging information.
d. Visa regulations.
e. Additional information (e.g. workshops
etc.).
This
package must be distributed no later than 15th of April.
4.3. Programme
4.3.1. General Assembly Meetings shall be at
least last two day and two nights: one day for arrival and the opening and
working ceremony, another working and departure day.
4.3.2. The Executive Committee decides upon
the programme of a General Assembly Meeting after consulting the
Organising Committee.
4.3.3. A General Assembly Meeting shall
include at least two plenary sessions.
a. The first plenary session must be held on the
first day. It shall follow immediately after the opening
ceremony.
b. A plenary session must take place one day prior
to the day of departure. This plenary session shall at least contain
presentation of candidates for meetings and presentation of candidates for
RWQOL Officials (at the Voting Meeting only).
c. A plenary session must take place one day prior
to the day of departure. This plenary session shall at least contain
election of RWQOL Officials (at the Voting Meeting only), and changes to
policy statements.
4.4. Agenda
4.4.1. The General Assembly meetings agenda
shall include:
First plenary
(these items (a-g) must occur in the order listed):
a.Opening
b.Election of the Chairperson, Vice-Chairperson,
Secretary and Returning Officers.
c. Election of the Evaluation
Committee.
d. Election of the Executive Committee.
e. Adoption of the agenda.
f. Presentations of other
organizations, observers and guests.
g. Introduction of all RWQOL Officials
and the Organizing Committee.
Next plenary sessions:
h. Adoption of the report from the Evaluation
Committee.
i. Adoption of the previous meeting’s
minutes.
j.
Adoption of the Member reports.
k.
Adoption of all reports of RWQOL Officials and RWQOL Projects.
m. Presentation of members, applying for membership or for
a change of status.
n.
Adoption of changes of status of Members, and admission of new National
Members
o.
Adoption of the report of the Treasury.
p.Adoption
of the financial report of the Executive Committee. (This point must occur
in the agenda after the adoption of the report of the Treasury.)
q.Report
of the Executive Committee of the developments and pursued goals of
the Centre.
r. Adoption of
the final report of the Evaluation Committee.
s. Changes to the
Constitution and Bylaws.
t. Adoption and changes to
the RWQOL Policy Statements.
u.Changes
to the status (opening and closing) of the RWQOL Projects.
v.Presentation of candidatures for Executive Committee and
other posts.
w.Presentations of venue for hosting next General Assembly
Meeting.
x.Election
of the Executive Committee and other posts.
Adoption
of the next year’s budget
y.Any other business.
aa.
Closure of the meeting.
4.4.2 The
point “Changes to the Constitution and Bylaws” [4.4.1.s.] can not be
re-opened during the same General Assembly.
4.5. Participation fees and finances
4.5.1. The participation fee for a General
Assembly Meeting shall be fixed in Euro. The fee for early registration
shall not exceed 10000 RWF per participant. The organizing committee of a
General Assembly meeting shall guarantee participation for:
a. A minimum of one delegate for
every member.
b. All RWQOL Officials outside the
member quota.
c. Two representatives from
Initiative project are allowed places at General Assembly meeting outside
the member quota.
d. Coordinators of any
existing RWQOL Task Forces outside the Member quota.
The
participation fee for these participants should be that of early
registration if they register within the time frame specified for the
meeting. Receipt of payment transfer of the participation fee must be
submitted to the Organizing Committee by 23:59 GMT on the last day of
early registration period.
Organizing
Committee members and staff at the General Assembly do not pay
participation fees or taxes.
4.5.2. Executive Committee Members do not pay a
participation fee or any associated taxes to the General Assembly
Meetings.
4.5.3.
Variation in the participation fee due to late registration, special
discounts, observer status, limited participation in board, lodging or
social program must be announced in the information package from the
Organizing Committee.
4.5.4. Members
having debts to the Organizing Committee from a previous General Assembly
Meeting due to late cancellation, delegates not showing up or delegates
not paying the participation fee, cannot participate in another General
Assembly Meeting before having paid these debts. The Executive Committee
decides in these matters and must inform the Members in question in due
time before the next General Assembly Meeting.
4.5.5. The organizational expenses of General Assembly
Meetings shall not be met out of the ordinary RWQOL budget.
4.6. Contract
4.6.1. The task to organise a General
Assembly Meeting shall be on a contractual basis. The contract between the
hosting institution and the Executive Committee of RWQOL shall be signed
immediately after the election of the hosting institution. The contract
must state at least the maximum participation fee, the place and name of
the venue and the dates of the General Assembly Meeting.
4.6.2. The Organising Committee of a General
Assembly Meeting that is not able to fulfil the contents of the contract
shall inform the Executive Committee of RWQOL immediately. In such a case,
the Executive Committee shall decide on relevant actions.
4.7.
Report
The Organising Committee of a General Assembly Meeting shall
deliver a written financial report for the Executive Committee
Meeting. This report shall be due before the Executive Committee
meeting held just the Annual General Assembly Meeting. The
Executive Committee shall adopt the report or, if questions arise, leave
the report to the next General Assembly Meeting for adoption.
Chapter 5.
Officials
5.1. General
5.1.1. A RWQOL Official is any person elected
by the General Assembly or appointed by the Executive Committee, as
defined in the Constitution.
5.1.2. A RWQOL Official must meet the
following requirements at the time of application:
a. Be a member of RWQOL for at least one
year.
b. Have attended at least one General Assembly
Meeting; for candidates for Executive Committee positions, at least two
General Assembly Meetings.
c. Have basic knowledge of the structure, function
and relations of IFMSA.
d. Not be in violation with the RWQOL Constitution
and Bylaws.
5.1.3. RWQOL Officials are:
a. The members of the Executive
Committee
b. The members of the Evaluation Committee
c. RWQOL Initiative Co-ordinators
g. Regional Co-ordinators
5.1.4. The Officials shall:
a. Abide by the Constitution and Bylaws.
b. Fulfil the described tasks of the appointed
positions as specified in the green manual or the Bylaws.
c. Make an effort to attend all General Assembly
Meetings.
d. Send a report to the RWQOL Vice-Presidency
before the first of July
e. Provide information concerning his activities upon request to
any member or other Officials of the RWQOL
f.
Maintain regular communication with the RWQOL members.
g.
Send external meeting report to the RWQOL Vice-Presidency within
one month after the end of the meeting.
h.
Assist the Webmaster in maintaining the update of RWQOL Externals
database at its website.
5.2. Suspension and removal
of Officials
5.2.1. Officials shall be suspended
from their functions by the Evaluation Committee for the following
important reasons:
a. Fraud
b. Committing a criminal offence
c. Malfunction of office
d. Inability to fulfil duties
e. Breaking the Constitution or
Bylaws
f.Deliberately working against Executive Committee or General
Assembly
decisions
g. Failing to communicate with the organisational
bodies
h. Refusing to report
5.2.2. Procedure for suspension of
Officials.
a. Only RWQOL Officials or a member of RWQOL may
inform the Evaluation Committee of any action(s) taken by a RWQOL Official
for the important reasons listed in the previous article (5.2.1.) The
Evaluation Committee will then be responsible for investigating such
claims.
b. In the event that the Evaluation Committee
determines that an Official has committed the offences described in the
previous article (5.2.1) the Evaluation Committee shall suspend that
Official and must notify all other Officials and Members of their findings
within one week of their decision.
c. Any decision made by the Evaluation Committee to
suspend or not to suspend an Official shall be voted upon at the next
General Assembly Meeting. A two-thirds majority shall be required to
remove or not to remove the official from office. If such a majority is
not reached the official shall resume his functions.
5.2.3. Upon suspension of an Official, he
shall return all funds allocated by the RWQOL to him which have not been
used at this moment. Furthermore he shall not receive any more
reimbursements or be given further funding.
5.2.4. If the Official is to resume his
function, the remaining money allocated will be returned to the
Official.
5.2.5. If an Official is removed from office
by the General Assembly, he can never again be elected or appointed as
RWQOL Official.
5.2.6. If an Official is removed from office
by the General Assembly, the Executive Committee shall write a letter
explaining the removal. This letter shall be send to all members and
Officials. Furthermore the Executive Committee can decide to send this
letter to any external relation, institution or person, with whom the
removed Official has been in contact.
5.3.
Replacement of vacant Official positions.
5.3.1. In the absence, suspension,
removal, resignation, or death of an elected RWQOL Official, the Executive
Committee must take a decision regarding the replacement of that official
(except in the instance of a resignation of an Evaluation Committee
member). The Executive Committee may decide either to redistribute
tasks among themselves, or to have a special election for that position at
the next General Assembly Meeting. This decision can only be taken
during an Executive Committee Meeting.
5.3.2. In the event
that the Executive Committee takes the decision to have a special election
for a vacant position at the next General Assembly Meeting, then the
election may take place at the August Meeting. Candidates must
fulfill all criteria for becoming a RWQOL Official. The elected
candidate will assume office immediately upon election and will fulfill
only the remainder of the current term. Candidatures must be handed
in to the Chair no later than two days before the day of the
elections. Candidates must have an opportunity to give an oral
presentation the day before the election. The election will
otherwise proceed in accordance with the bylaws listed herein.
During the interim period between when the vacancy is created and the new
officer is elected, the Executive Committee may choose to appoint an
interim officer to fulfill relevant responsibilities for the interim
period.
5.3.3. Vacancy of Executive
Committee positions. In the special instance of the suspension,
removal, resignation, or death of an Executive Committee member, there
shall be a right of ascension as follows:
a.The Vice-President shall replace
the President, in the event of the absence, suspension, removal,
resignation, or death of the President. The Executive Committee must
decide if this is to be an interim or permanent appointment.
b. The President of the
Evaluation Committee shall replace the President, in the event of the
absence, suspension, removal, resignation, or death of the
Secretary-General. The Executive Committee must decide if this is to
be an interim or permanent appointment.
c. The Secretary shall replace
the Treasurer, in the event of the absence, suspension, removal,
resignation, or death of the Treasurer. The Executive Committee must
decide if this is to be an interim or permanent appointment.
d. If a Vice-President is
suspended, removed, resigns, dies, or assumes another position on the
Executive Committee, his tasks will become the responsibility of the
remaining Executive Committee members, who will decide about
redistribution of these tasks among themselves. The remaining
Vice-President shall take the title of “Vice-President”. The
Executive Committee may decide either to have a special election for the
vacant Vice-President position at the next General Assembly Meeting, or to
redistribute these tasks among themselves.
If the Executive Committee decides to make an
interim appointment as listed above, then the Executive Committee member
granted the interim appointment must return to his original elected
position at the next General Assembly Meeting. In this instance an
election must be conducted to elect a permanent Executive Committee member
for the vacant position at the next General Assembly meeting.
If the Executive Committee decides to make a
permanent appointment as listed above, then the Executive Committee may
decide either to have a special election for the vacant Vice-President
position at the next General Assembly Meeting, or to redistribute these
tasks among themselves.
5.3.4.
Vacancy
of Evaluation Committee positions. In the case of a vacancy of any
of the positions during the year, a special election for that position
must be conducted at the next General Assembly Meeting. The elected
person will fulfill this position for the remaining period in accordance
to 8.2.5.
Chapter 6.
Executive Committee
6.1. General
6.1.1. The Executive Committee is the body
responsible for the work of RWQOL between the General Assembly Meetings,
within the mandate, guidelines and decisions provided by the General
Assembly.
6.1.2. The Executive Committee will be
composed of 5 members as follows:
a. President
b. Vice-President
c.Treasurer
d.Secretary
e. Webmaster
6.1.3. The term of office of all Executive
Committee members is two years. Before the term begins, there is a
preparatory period from immediately after the August Meeting
where they were elected until the 30th of September that year.
In his preparatory period, the respective Executive Committee
member shall specifically train him. The office period runs from the first
of October that year until the 30th of September two years
after. After the end of this term there is an advisory
period from first of October until the next August Meeting. Officials in
their preparatory and advisory periods are expected to participate in
General Assembly Meetings, and be active resource persons and provide
their successors with their gained experience.
6.1.4. Executive Committee members are not
allowed to hold any other post in RWQOL.
6.1.5. No individual is allowed to be a
member of the Executive Committee for more than three election
periods.
6.1.6. All Executive Committee members have
representation authority in the name of RWQOL in the specific field of
their task.
6.1.7. Members of the Executive Committee
must attend all General Assembly Meetings.
6.2. Tasks
6.2.1. President:
(1)Preside over all Executive Committee meetings
;
(2)Prepare for the meetings of the Executive
Committee :
(1)
Represent RWQOL on all
official matters and maintaining contacts;
(2)
Plan for
the promotion of good external relations ;
(3)
Ensure
that the Constitution and Process Rules are followed ;
(4)Ensure that all Centre-related events are
carried out successfully and in the Merit of this constitution;
(5)Raise funds for RWQOL
6.2.2. Vice-President:
(1)Replace the President in his/her absence or
when s/he is incapable of performing his/her duties;
(2)Head the Evaluation Committee ;
(3)Help the President in his/her
duties.
(4). Maintain the registration of
RWQOL and its Constitution to the Chamber
of
Commerce.
(5)Update
the Constitution and Bylaws with the changes decided upon the
General Assembly, by September 1 for changes made at the
August Meeting.
(6) Prepare and send out invitations,
provisional agenda, and other relevant
information concerning General Assembly Meetings.
(7) Be
responsible for updating the Officials Manual and the Member Manual.
(8).
Inform National Member Organizations that they have lost membership status
or having been excluded from RWQOL immediately after the General Assembly
Meeting.
(9) Raise funds for RWQOL.
(10)
Assist the webmaster in maintaining an updated database of RWQOL
Honorary Life Members and RWQOL Externals
6.2.3. Treasurer:
a. Be
responsible for the financial administration and bookkeeping of RWQOL.
b.
Collect membership fees.
c.
Be responsible for the official bank accounts of the RWQOL.
d.Present
a written financial report at each Executive RWQOL Meeting, which includes
accounts, statements of assets and liabilities of RWQOL and a list of the
financial transfers made since the last Executive Committee Meeting.
e. Propose the budget of the next financial
year to the Executive Committee.
f.
Present an annual financial report, preferably reviewed by a professional
auditing company to the Executive Committee
g.Audit
the financial report of Organizing Committees of a General Assembly
Meeting.
h.Present
a list of Members having debts to RWQOL to the Evaluation Committee.
i. Review
the budgets of all RWQOL projects and events.
j. Deliver
receipts received during his term to General Secretariat at the end of
his
term
k. Raise
funds for RWQOL.
6.2.4.
The
Secretary :
(1)Accept and execute all correspondence. If s/he
is not capable of performing it, s/he must seek assistance from the
Executive Committee.
(2)Keep minutes of all Executive Committee
meetings and provide the Executive Committee members with a copy of said
minutes within 5 days of the meeting.
(3)Archive all records, including copies of
pertinent correspondence, publicity
Material, official forms, and all minutes of
Executive Committee meetings.
6.2.5.
The
webmaster shall :
(1)Maintain and update the Centre webpage to keep
all information update ;
(2)Maintain all mailing lists unless otherwise
agreed by the Executive Committee ;
(3)Help other officers with computer-related
Centre work upon request.
6.2.6. The Executive Committee can delegate
tasks to others. Any Executive Committee member can propose to delegate
one of his personal tasks to another person. The Executive Committee has
to take a decision about this. The Executive Committee member to whom this
task belonged will remain responsible himself for this task at all
times.
6.3. Regulations for Executive Committee
meetings
6.3.1. The Executive Committee shall meet at
least two times every year. One of the meetings shall be in
conjunction with the General Assembly Meetings.
6.3.2. The quorum for an Executive Board
meeting is the total number of Executive Committee members minus
1.
6.3.3. All Executive Committee members have
one vote at the Executive Committee meeting.
6.3.4. The Executive Committee takes
decisions with at least three votes in favour.
6.3.5. Presence shall be preferably physical
presence. Alternatively, presence can be by video conferencing, telephone
connection or direct internet connection such as IRC or ICQ in such a way
that the discussions can be followed continuously without interruption and
direct input can be given.
6.3.6. An agenda for the Executive Committee
meeting shall be sent out at least two weeks before the meeting. The
agenda for the Executive Committee meeting shall contain at least the
following points: adoption of the past Executive Committee minutes,
activity reports by the Executive Committee members, financial report by
the Treasurer.
6.3.7. Executive Committee members who cannot
attend have to inform the other Executive Committee members and submit
their activity report in writing.
6.3.8. Executive Committee members who are not present can submit
written proposals in advance.
6.3.9. Minutes shall be
taken which comprise a summary of discussions, decisions taken, and
reports presented. These minutes are to be made available to all RWQOL
Officials within two weeks of the end of the meeting. Minutes are to be
made available to all Members within two weeks of their adoption.
6.3.10. Participants of Executive
Committee meeting are RWQOL Officials.
6.3.11. Only the Executive Committee
may allow observers to be present at Executive Committee meetings.
6.3.12. Observers of Executive Board
meeting are:
a. Members of
the Centre, except RWQOL Officials
B.Honorary Life Members
c. Any
interested expert in the mission of the centre.
d. Invited guests
e. Members from organisations in an official relation with
RWQOL
f. External advisors
6.3.13. All
participants have both speaking and proposing rights during the Executive
Committee meeting.
6.3.14. Observers have neither speaking nor proposing
rights, unless given by the Executive Committee.
6.4.
Overruling an Executive Committee decision by the Evaluation
Committee
6.4.1. A decision of the Executive Committee
can be overruled by the Evaluation Committee for the following important
reasons:
a. When the decision will result in an illegal or
criminal offence
b. When the decision violates the Constitution or
Bylaws
c. When the decision violates decisions of the
General Assembly
d. When the decision is beyond their mandate as
specified in the Constitution or Bylaws.
6.4.2. Procedure for overruling an Executive
Committee decision:
a. Any Member of RWQOL may inform the Evaluation
Committee of any decision of the Executive Committee for the important
reasons listed in the previous article (6.4.1.) The Evaluation Committee
will then be responsible for investigating such claims.
b. In the event that the Evaluation Committee
determines that the Executive Committee has committed the offences
described in the previous article (6.4.1.), the Evaluation Committee shall
overrule this decision and must notify all other Officials and Members of
their findings within one week of their decision.
c. Any decision by the Evaluation Committee to
overrule or not to overrule a decision by the Executive Committee shall be
voted upon at the next General Assembly Meeting. A two-thirds majority
shall be required to overrule or not to overrule the decision of the
Executive Committee. If such a majority is not reached the decision is
reinstated.
Chapter 7.
Projects
7.1. RWQOL
Projects
7.1.1. The term Projects refers to activities
in any field of interest of Members within RWQOL principles, aims and
policy statements. This includes Projects, Events, Workshops, Surveys,
Networks and Campaigns.
7.1.2. RWQOL has two categories for projects:
RWQOL Endorsed Projects, and RWQOL Initiatives.
7.1.3. Projects in all two categories must
comply with the Constitution and Bylaws of RWQOL.
7.1.4. All RWQOL projects must be listed on
the RWQOL website within one month of being recognised or
endorsed.
7.2. RWQOL Endorsed Projects
7.2.1. Any Member of the Centre or any organization in an official
relation with RWQOL can propose a project as candidate for RWQOL Endorsed
Project.
7.2.2. The candidature may
be sent to the Executive Committee by email at any time of the year. The
candidature must include a scanned completed candidature form signed and a
proposal with the responsible organisation(s), the name of the
coordinator, executive summary, project objectives and methods.
7.2.3. The Executive
Committee will review the project and gain advice from Externals advisors
and other relevant Officials. The Executive Committee will decide upon the
endorsement within one month of receiving the application. The Executive
Committee should inform the member or the organisation of the endorsement
within one week of the endorsement.
7.2.4. The project gaining the endorsement
will receive a letter of recommendation from the Executive Committee and
can use the text "endorsed by RWQOL" in their project material. This
letter must be sent within a month by the Executive Committee.
7.2.5. The project that fails to
receive the endorsement will be notified by the Executive
Board.
7.2.6. To keep the
endorsement of the project has to deliver a half-year report and a
complete description of the project for the RWQOL Projects Database. These
must be sent within six months after the project is endorsed.
7.2.7. The Executive Committee or the General
Assembly can decide to remove the endorsement from a project from proposal
of any member of the Centre Organisation or IFMSA official. This calls for
simple majority.
7.2.8. RWQOL Endorsed Project
Co-ordinators are not guaranteed a place at the General Assembly outside
the member quota.
7.2.9. Networks cannot be accepted as
RWQOL Endorsed Projects.
7.3. RWQOL
Initiatives
7.3.1. A RWQOL Initiative
is a project or series of projects centrally coordinated under the
responsibility of the RWQOL Executive Committee.
7.3.2. The Executive
Committee can propose a project or projects as candidate for RWQOL
Initiative. Any Member or any organisation in an official relation
with RWQOL can advise Executive Committee a project or projects as
candidate for RWQOL Initiative Project. The Executive Committee should
inform the Members of all applications for RWQOL Initiative. The
announcement must also include the arguments for proposing and not
proposing a project to candidate for RWQOL Initiative.
7.3.3. The candidature must be sent to the
Vice-Presidency before first of May concerning the August Meeting in
electronic format or by fax. The date of email or fax will be used as
indication of the date.
7.3.4. The candidature must
contain:
a. a written Project Proposal. Additional to the other
requirements, the Project Proposal must include a definition of the tasks
of the Initiative Coordinator.
b. a scanned completed candidature form signed or the
Executive Committee.
The candidature form must specify the name of the
Initiative Co-ordinator, names of the project co-ordinators, permanent
address of the project, names and addresses of the involved organisations.
7.3.5. The Executive Committee will review
the project and gain advice from the Advisors and other relevant officials
and advise the General Assembly, after which the General Assembly must
decide upon recognition by absolute majority. The advice must be made in
written format. The project may start after a decision of the Executive
Committee, but must then be approved at the next General Assembly Meeting
within the deadlines.
7.3.6. After the
Initiative is approved by the General Assembly, the Executive Committee
will appoint the Initiative Coordinator as a RWQOL Official.
7.3.7. The Initiative
Coordinator must provide a complete required presentation of the project
for RWQOL Projects Database, a report to the Executive Committee and
present a half-year report to General Assembly.
7.3.8. The General Assembly can decide to
remove recognition from an Initiative by simple majority.
7.3.9. An appointed RWQOL Initiative
Co-ordinator does not have a budget assigned to him from RWQOL. However if
the Coordinator was already an officer, his budget is not
removed.
7.4. Regulations for the project
proposal
7.4.1. These items must be considered in the
written project proposal for new projects and events. They should be
explained as clearly as possible:
a. Name of the project or event
b. Name of Responsible
Member(s)
c. Name and address of Organising Committee or project
leader
d. Names of the project Local Organising Committee and
International Organising Committee coordinators
e. Details of any participating organisations
f. Executive summary
g. Background and identification of a problem, baseline survey,
reasons and aims of the project h. Methods
i. Expected outcome
j. Description of the evaluation procedures
k. Duration of project
l. General plan of action
m. Detailed plan of action for the coming year
n. Involvement and role of the target
group
o. Tasks of participating members
p. Description of the management and organization of the
project
q. Tasks of Organising Committee/project
coordinator
r. Description of how information will reach international
QOL organisations
s. Tentative deadlines for application
t. Description of selection
criteria
u. Description of how the results of the selection will
reach the applicants Application form
v. General budget in RWF or USD
w. Detailed budget for the coming year in RWF or USD or
EURO.
x. A written permission from the country in
question.
y. Description of contacts taken with senior
organisations and professional supervisors.
z. Evaluation and dissemination
plan
7.5. Reporting
7.5.1. All reports have to be sent to the
Vice-Presidency in electronic format. Only in the case that project
coordinator has difficulties with electronic communication, the
co-ordinator can ask permission from the Executive Committee to submit
reports on paper to the General Committee.
7.5.2. All RWQOL projects have to submit a
half-year report to the Vice-Presidency. The half-year report must be
submitted before the first of December and before the first of
May.
7.5.3. The half-year report for RWQOL
Endorsed Projects must
include:
a. Activities conducted after previous report
b. General financial status
c. Plan of action for the next half a year
d. Coordinator’s description of the status of the
project.
7.5.4. The endorsement will automatically be removed
if the projects coordinator fails to deliver a half-year
report.
7.5.5. The half-year report for RWQOL
Initiatives must include:
a. An activity report of the past half-year.
b. An evaluation (e.g. a comparison with the plan of action,
summary of member reports).
c. An update on the present political and security situation in
the country of the project.
d. An updated general plan of action.
e. A detailed plan of action for the coming half
year.
f. An updated general budget.
g. A detailed budget for the coming half-year.
Furthermore, the half-year report for RWQOL Initiatives must
include Reports from partner organisations if any.
7.6. Grant
applications and RWQOL banking services
7.6.1. A RWQOL Project may apply for grants.
The Project must inform the Executive Committee of any grants
submitted.
7.6.2. If a Project needs the assistance of
the Executive Committee for a grant application, the Project must submit
all the necessary documents to the Executive Committee at least two months
before the deadline for the grant.
7.6.3 Projects may apply to the
Executive Committee to use RWQOL bank accounts for transfer of funds
related to grants. The Project and the Executive Committee must sign a
contract in case of such an agreement.
Chapter 8.
Evaluation Committee
8.1. Members
8.1.1. The Evaluation Committee consist of five members or at
no time less than three members.
8.1.2. The Evaluation Committee shall consist of:
a. One, and only one, member from the resigning Executive
Committee.
b. Two former RWQOL Officials.
c. Two persons with extensive experience. Those persons
should not currently be engaged in any RWQOL work or activities and could
be: an expert, an honorary life member, or anybody with experience in a
field that could help RWQOL in its work.
8.1.3. The members of the Evaluation Committee are not allowed
to currently hold an elected or appointed position within the RWQOL.
8.1.4. Members must have participated in at least two General
Assembly Meetings and have extensive knowledge about the RWQOL.
8.1.5. Members of the Evaluation Committee do not have to
be active members of the RWQOL.
8.2. Election of Members
8.2.1. The resigning Executive Committee shall propose the
candidate for 8.1.2.a. The candidates for 8.1.2.b. and 8.1.2.c shall be
proposed by the Members, the Executive Committee or the Evaluation
Committee.
8.2.2. Candidatures have to be sent to the Secretariat before
the first of May. The postmark will be used as indication of the date. If
no candidatures are received for a certain post in the Evaluation
Committee, it will be possible to candidate for this position until two
days before the day of the elections.
8.2.3. All members of the Evaluation Committee are elected for
a period of four years, except for the member of the resigning Executive
Committee, who is elected for two year.
8.2.4. Elections of the Evaluation Committee members will be
held at the August Meeting after the election of all other
Officials.
8.2.5. In case
of a vacancy of any of the positions during the year a new member shall be
elected for this position at the next Annual Meeting.
8.3. Duties of the Evaluation Committee
8.3.1. The Evaluation Committee shall
be responsible for overseeing the actions and decisions made by the
Executive Committee and Officials of RWQOL.
8.3.2. Evaluation committee members
will receive a copy of all Executive Committee meeting minutes at the
latest three weeks after the meetings and will be responsible for review.
Each member shall post a signed copy of the minutes with any comments to
the Secretariat within two weeks of receiving the minutes
8.3.3. The Evaluation Committee is responsible for submitting a
written report at the first day of the General Assembly Meetings.
Their report also has to be presented orally before the adoption of the
reports of RWQOL Officials.
8.3.4. The Evaluation Committee will have the authority to
temporarily suspend any Executive Committee member or RWQOL Official for
the important reasons detailed in “Suspension of Officials” (Section
5.2.1.).
8.3.5. Any Member of RWQOL or any RWQOL Official may request
the Evaluation committee to investigate the actions of an Executive
Committee member or RWQOL Official.
8.3.6. In the event that the Evaluation Committee determines
that an Executive Committee member or other RWQOL Official has not acted
in accordance with their duties and responsibilities (section 5.1.4), the
Evaluation Committee must notify all Officials and Members of their
findings within one week.
8.3.7. The Evaluation Committee has the authority to stop and
suspend any financial transaction that is not made in the best interest of
the RWQOL and its Members, or contradicts the Constitution and Bylaws of
RWQOL.
8.3.8. The Evaluation Committee must make an effort to attend
the meetings of the Executive Committee.
8.3.9. All decisions made by the Evaluation Committee shall
require a two-third majority.
8.3.10. Any decision made by the Evaluation Committee to
suspend a member of the Executive Committee or another RWQOL Official has
to be presented at the next General Assembly Meeting. The General Assembly
has to approve the suspension with a two-thirds majority. In case the
General Assembly approves the suspension, the suspended Official will be
removed from office. In case the suspension is not approved the Official
will resume the position.
8.4. Working
methods
8.4.1. After the election of the members of the Evaluation
Committee, they will be in contact and decide who will deal with financial
matters and be the observer and advisor of the Executive Committee during
the next two General Assembly Meetings.
8.4.2. After the election of the members of the Evaluation
Committee, they will be in contact and decide upon one person who is
responsible for the communication within the Evaluation Committee and the
reports to the General Assembly. All members of the Evaluation Committee
are responsible for the communication with the Members of the
Centre.
Chapter 9
Finances
9.1. General
9.1.1. The official RWQOL currency is the RWQOL.
9.2.
Regulations for the RWQOL General budget
9.2.1. The RWQOL General Budget includes all income and
expenses related to the management of RWQOL and the travel expenses of the
RWQOL Officials.
9.2.2. The Treasurer shall propose the RWQOL General Budget for
the upcoming financial year to the General Assembly who will decide upon
it during the Annual Meeting. The Treasurer shall send the proposed RWQOL
budget to all its members before the first of July.
9.2.3. A budget must be adopted by the General
Assembly.
9.2.4. In case the budget proposed by the Treasurer is not
adopted, the Executive Committee must consult Members and submit a new
budget or amendments.
9.2.5. The budget shall include:
a. Income from:
I. Membership fees.
II. Interest and other
income.
b. Expenses for:
I. Administration.
II. Communication.
III. Printing
IV. Personnel.
V. Executive Committee
VI. Other expenses.
9.2.6. Travel expenses exceeding the budget will not be
refunded.
9.2.7. Expenses, which are not related to travel costs, can
exceed the budget with no more than 25%.
9.2.8. Only in case the existence of RWQOL is threatened, the
budget may be exceeded with more than 25% after a decision of the
Executive Committee. The Executive Committee has to inform all the members
immediately when such a situation occurs.
9.3. Financial Management
9.3.1. Any expenses and expenditures of RWQOL not directly
allocated in the budget can be authorized by:
a. The Treasurer.
b. The Treasurer and one other member of the Executive
Committee.
c. The Executive Committee.
In case of an urgent matter the Treasurer or the President may
make decisions to the economic limits. The Executive Committee must
reconfirm such a decision as soon as possible.
9.3.2. All payments to RWQOL are preferred as bank transfers.
Cash payments of more than 60000 RWF will be charged with an extra
24000RWF to cover expenses.
9.3.3. All payments from RWQOL to anybody else are preferred as
bank transfers. Cash payments from RWQOL to anybody else will be subdued
24000 RWF to cover RWQOL expenses.
9.3.4. To ensure the continuity of RWQOL, the
organisation shall possess a reserve fund consisting of at least 10% of
the total budget. The capital from the reserve fund can only be released
with signatures of the complete Executive Committee.
9.3.5. Financial surplus, exceeding 5% of the meeting budget,
from any RWQOL meeting shall be transferred to the general RWQOL
account.
9.3.6. Any RWQOL project pays for itself. RWQOL projects can
obtain financial support from the RWQOL budget if granted by the General
Assembly. Any RWQOL project co-ordinator shall present a written budget to
the Executive Committee before the first plenary session at every General
Assembly Meeting.
9.3.7.
Financial surplus.
a. Financial surplus from any occasional RWQOL activity shall be
divided equally between the general budget of RWQOL and the budget of the
relevant projects, or specific functions.
b. Financial surplus from any occasional RWQOL activity
not included in the RWQOL budget shall be transferred in total to the
general RWQOL account.
c. Financial surplus from ongoing RWQOL activities shall
remain in the budget of the ongoing activity.
9.3.8. It is possible for a maximum of 50% of the approved
budget for a relevant project to be paid in advance to the project. The
remaining part of the budget can be obtained once the advance has been
accounted for.
9.4.
Supervision, Evaluation and Audit
9.4.1. The Treasurer must be able to present a detailed report
about the financial status of RWQOL at all times.
9.4.2. The financial administration is open to be reviewed by
all members upon request.
9.4.3. RWQOL must have continuous internal monitoring regarding
finances by a specified member of the Evaluation Committee. The appointed
person must receive a copy of all bank statements straight from the bank.
This person has the powers as stated in Section “Duties of the Evaluation
Committee” (article 8.3.7).
9.4.4. An internal audit of the RWQOL bookkeeping has to be
performed by the Evaluation Committee during the second term. The report
of this audit has to be approved by the General Assembly.
9.4.5. An internal audit of the RWQOL annual financial report
has to be performed by the Evaluation Committee during the Annual General
Assembly. The report of this audit has to be approved by the General
Assembly.
9.4.6. An external audit of the financial report of RWQOL must
be performed on a regular basis by a RWQOL selected auditing company.
Chapter 10.
Amendments to the
Constitution and Bylaws
10.1. Amendments to the Constitution
10.1.1. Proposals for changes must be submitted to the RWQOL
Vice-Presidency before the first of May.
10.1.2. The RWQOL Vice-Presidency has to distribute the
proposed changes to all full Members no later than the first of
June.
10.1.3. Proposed changes not fulfilling these requirements
cannot be voted upon by the General Assembly. Once a change to the
Constitution has been proposed, no further amendments to that proposal may
be submitted at any time
10.1.4. The Executive Committee is responsible for
acquiring advice from a lawyer concerning legal consequences of the
proposed amendment. The Executive Committee must present this advice to
the General Assembly prior to the vote.
10.1.5. Proposed changes not fulfilling these
requirements cannot be voted upon by the General Assembly.
10.1.6. Changes to the Constitution are voted upon by
ballot.
10.1.7. Changes to the Constitution require a two-thirds
majority.
10.1.8. Amendments to the Constitution will take effect
immediately after the General Assembly unless otherwise specified in the
proposal.
10.1.9. Any amendments to the Constitution shall be
exclusively discussed and voted on under the point of the agenda
“Amendments to the Constitution and Bylaws”. This point cannot be reopened
during the same General Assembly Meeting.
10.1.10. Active Members unable to attend the General
Assembly Meeting can vote by proxy on amendments to the
Constitution.
10.2. Amendments to the Bylaws
10.2.1. A proposal to change the Bylaws must be submitted
in writing to the chair of the G0neral Assembly Meeting by midnight the
night before voting upon it. Furthermore, the proposal must be distributed
in writing to the Members present at the General Assembly Meeting by
midnight the night before, before voting upon it. The proposer is
responsible for this.
