Governance review process - consultation with GA

Dear GA member,

We kindly need your feedback on the proposed changes to the EASPD governing documents! Your contribution will guide the further work of the Constitutional Review Group (CRG).

Please note that the text below is just a summary of proposed Articles & Standing Orders & Annexes. You are encouraged to read the complete documents available online at https://www.dropbox.com/sh/1eeb6xtmxqft721/AAA_KKFwj011VseCSyDio-Lra?dl=0

The deadline for the completing the survey has been extended until 2nd August.

Should you have any questions, please free to contact the CRG chair James Churchill: wjcchurchill@gmail.com

Thank you for your valuable contribution!

1. Name (optional)

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2. Organisation (optional)

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3. Country (optional)

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4. Please choose what is applicable to your status
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5a. Purpose of EASPD: We inserted reference to UNCRPD and deleted the previous reference to "social firms" - do you approve?
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We are proposing an update regarding the purpose of EASPD: Purpose of EASPD - an International Non-Profit Association (INPA) which exists to: a) i. to promote/ support (by bringing service providers together) the provision of good quality services and to stimulate innovation to meet changing needs of people with disabilities ii. to promote equality of opportunity and the full and equal enjoyment of rights for persons with disability in line with the principles enshrined in UNCRPD b) To create a shared vision within the Association of how these principles work in practice c) to promote, support and represent the collective membership of the Association. . d) To influence the development of policy at European and international level. Extra info: There is no major change. We inserted reference to UNCRPD and deleted the previous reference to "social firms". INPA is the legal status of EASPD under Belgian law. A new law has just been introduced covering INPA's and the final version will reference this following legal advice. We also included a reference "to equality of opportunity".

5b. Do you have any remarks regarding the changes proposed to the purpose of EASPD?

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6a. Renaming the current Standing Committees and Interest Groups: Do you agree for these to be collectively named "Members Forums"?
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The bodies of the Association are: General Assembly (GA), Board, Executive Committee, Members Forums and other committees established by GA, Secretariat

6b. Do you have any remarks regarding the renaming of the current Standing Committees and Interest Groups into "Members Forums"?

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7a. Membership categories: Do you agree with making a distinction between the 2 observer categories "candidate observers" and "approved observers"?
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Proposed change: Candidate Observers are eligible agencies who are considering becoming full members of EASPD. They may be Candidate Observers for six months, with a possible extension for a further six months, after which they must opt for full membership or leave. Approved Observers are organisations not eligible for membership, but who wish to support the work of EASPD. Approved Observer status lasts for the four year length of the Board cycle, but may be renewed by the new Board for the next cycle if appropriate, for as long as both parties continue to consider it to be appropriate.

7b. Do you have any remarks regarding the proposed observer categories?

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8a. Membership fee: Do you agree for the membership fee for a year to become liable on January 1st?
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The membership year shall run from 1st January. The membership fee shall be due on 1st January of the membership year unless notice of intention to leave has been given to the Secretariat before that date.

8b. Do you have any remarks regarding the membership year?

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9a. Code of conduct: do you agree with the proposed EASPD code of conduct?
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The code of conduct references our collective and personal commitment to UNCRPD, to equal opportunity, rights based approach to disability, and covers with how we deal with conflicts of interest, promote and expect financial integrity, legal obligations etc in EASPD. Remark: This is 100% new, yet also it contains nothing new- just a commitment to 'do things right.' It is both (in places) a 'hearts and minds' document and list of things members must do.

9b. Do you have any remarks regarding the proposed EASPD code of conduct?

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10a. Complaints procedure: do you agree with the proposed complaints procedure?
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The complaints procedure sets up a 3 person Independent Complaints Committee (ICC) - Open selection process by Board, approved candidates voted on by GA. Serve 4 years. 4th 'reserve' ICC member to ensure gender balance in all its work. Reccommendations go to Board and then to GA. ICC has significant mediation role. CP has informal and then formal steps. Conditions for ICC members are not Board, not EASPD staff and s/he must be Nominated Representative of member organisation.

10b. Do you have any remarks regarding the proposed complaints procedure?

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11a. Terminating membership: Do you agree to reduce the vote percentage of the GA to 66% to be able to remove a member at a GA (in case the termination of membership is contested by a member)?
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Proposed change: Terminating membership -when contested by member - GA has final say needing a 66% vote to remove a member at a GA. Board may recommend (but does not have to) Explanation: It used to be 75%. Fair hearing & reasons given conditions attached in Standing Orders (SO).

11b. Do you have any remarks regarding reducing the vote percentage needed to to be able to remove a member at a GA (in case the termination of membership is contested by a member)?

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12a. General Assembly: Do you agree with the following responsibilities for the General Assembly (see below)?
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General Assembly (GA) is the highest body in EASPD, receives reports from Board, Executive Committee and Members Forums. Approves plans for future & monitors progress on them. Takes 'big' decisions, such as future long & short term strategy, elects board, approves ICC, admits/expels members, approves audited accounts and budget, acts on ICC reccommendations, creates/dissolves Members Forums, changes Articles or SO's, dissolves EASPD).

12b. Do you have any remarks regarding the responsibilities of the GA?

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13a. Board: Do you agree with the following responsibilities for the board (see below)?
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Board - elected every four years by vote in GA. Board reports to GA, gets reports from Ex Com, monitors progress against objectives in long & short term strategy, budget, ensures EASPD fulfill statutory responsibilities, gets ICC reports. Proposes plans/budgets/changes to Articles & SO's to GA. Extra info: The Board does everything that the GA is not specifically told it must do by the Articles. A Board member is not allowed to hold more than one proxy vote.

13b. Do you have any remarks regarding the responsibilities of the board?

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14a. Size of board: Do you agree the size of the board to remain unchanged and be made up by up to 21 board members maximum?
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Size of Board 21 (max)- currently made up as follows: 1 president , 3 Vice presidents, Treasurer, 9 directly elected Board members, up to 7 co-options. This size of Board is necessary in an international association like EASPD in order to be representative of the varied membership. Extra info: This includes (optional) co-options to help cover all the elements in EASPD, gender balance, locations, old/new Europe, minority interest groups etc which get overlooked in elections. The board recommends no change in size.

14b. Size of the board: Do you any remarks regarding the size of the board?

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15a. Composition of board membership: which option do you prefer?
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15b. Composition of board membership: do you have any remarks regarding the proposed options?

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16a. Length of board membership: which option do you prefer?
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16b. Length of board membership: do you have any remarks regarding the options?

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17a. Role of the president: Do you agree that the president has the following responsibilites (see below)?
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President - chairs Ex-com, Board & GA meetings, represents EASPD to third parties, cheque signatory, supports SG and does SG's Annual Appraisal, has role in Complaints Procedure, works with SG & Treasurer to optimise funding opportunities for EASPD in line with Strategic Plan . Extra info: restrictions on President's post. Must be the Nominated Representative of an UMO.

17b. Role of the president: do you have any remarks regarding the responsibilities of the president?

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18a. Role of the vice-presidents: Do you agree that the vice-presidents have the following role (see below)?
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Vice Presidents (x3) - steps in for President when needed eg, chairs meetings, speaks for EASPD & any other Presidential duty as needed plus normal duties of Ex-com and Board member Extra info: all 3 VP's must be of different nationality and cannot be of same nationaity as President.

18b. Role of the vice-presidents: do you have any remarks regarding the responsibilities of the vice-presidents?

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19a. Role of the treasurer: Do you agree that the treasurer has the following responsibilities (see below)?
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Treasurer- oversight of all financial dealings, bank account signatory, presents audited accounts & budgets to Ex-Com, Board & to GA for approval, updates GA on financial progress in year, certifies annually to GA that Financial procedures are robust & sufficient for coming year, produces budget for coming year. Extra info: Treasurer cannot be of same nationaiity as President or 3 Vice Presidents.

19b. Role of the treasurer: do you have any remarks regarding the responsibilities of the treasurer?

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20a. Role of the board members (including Ex-com): Do you agree that board and ex-com members have the following responsibilities (see below)?
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ALL Board members & Ex-com: ensure EASPD has clear direction & purpose, operates legally, finances are well managed, contributes to setting & monitoring of annual and long-term strategic plans to go to GA, ensure good governance, compliance with Articles & SO's, workplan is commensurate with resources. Extra info: upward accountability to GA now assured through link of all activities to the Strategic Plan & via reporting to GA of all Member Forum actvities (new)

20b. Role of the board members (including Ex-com officers): do you have any remarks regarding the responsibilities of the board members and ex-com officers?

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21a. Role of Chairs of Standing Committees and Interest Groups: do you agree that they have the following responsibilities (see below)?
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Chairs of SG and IG (might become Member Forums): must be a Board member, chairs Forum and reports annual to GA on work of Forum in past year

21b. Role of Chairs of Standing Committees and Interest Groups: do you have any remarks regarding the responsibilities of the chairs of members forums?

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22a. Financial procedures: do you agree with the financial procedures?
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Approved Financial Procedures (Annex A) sets out EASPD's internal financial procedures, checks and balances in systems, approved by External Accountant. Extra info: This is in annex to Standing Orders & is amended on advice of External accountant (eg recent change over VAT)

22b. Financial procedures: do you have any remarks regarding the financial procedures?

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23a. Operational Practices: do you agree with the operational practices?
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EASPD Approved Operational Practices (Annexe B), covers how to deal with gifts in kind, hospitality, legacies, awarding of Tenders & contracts, working with & paying member organisations Extra info: This is 100% new & codifies best practice in these difficult areas. Following it protects staff, members and EASPD.

23b. Approved Operational Practices: do you have any remarks regarding the approved operational practices?

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24a. Job description of Secretary General: do you agree with the responsibilities of role and qualities needed in this post?
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Job Description for post of EASPD Secretary General/ Director (Annex C)-details main responsibilities of role and qualities needed in this post.

24b. Job description of Secretary General: do you have any remarks regarding the job description of the SG?

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25a. Job title of Secretary General: should the SG title be changed to Director?
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25b. Job title of Secretary General: do you have any remarks regarding the potential change of the SG to director?

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