Hi dears,
her you can find the complete version of the Proposal  for the WG Reform, a
wide introduction together with the legal terms of the proposal.

Enjoy your reading!
Chiara Benetazzo

AEGEE-Treviso
ABC team
Rainbow sub-Commissioners team



----- Original Message -----
From: "Tomek Helbin" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Thursday, April 11, 2002 9:52 PM
Subject: [AGORA-L] +info+ Working Groups Reform proposal


> Hello everyone!
>
> Below you can find an Agora Proposal known as the Working Groups Reform.
It
> covers structural measures, which are meant to enhance the work of Working
> Groups.
>
> The proposal consists of the explanatory part, followed by the legal one.
> Not all aspects of the Reform are of legal nature, and therefore not all
of
> them are covered by the legal part.
>
> Feel free to comment on the Proposal on this list or, even more so, on the
> Prytanium, which will take place on Saturday 6th May at 15 hrs. You will
> also find the text of the Proposal in the Agora Booklet.
>
> Hereby I would like to thank Piotr Tylko-Tylczynski, Stefan Hauk, Davide
> Calenda, Olivier Genkin, Yuriy Tokarskyy as well as the whole CD, and
> everyone else who gave their input into the Proposal.
>
> See you at the Prytanium!
>
> yours
>
> Tomek
>
> _________________________________
>
> Working Group Reform Proposal
>
>
>
> Contact:
>
> Tomek Helbin, [log in to unmask]
>
> Yuriy Tokarskyy, [log in to unmask]
>
>
>
> Introduction
>
> The current legal system regulating the work of Working Groups is
> inefficient and, very often, outdated. The up-dates to CIA presented below
> are a part of a broader package called 'The Working Group Reform' which
> covers legal framework, PR, HR and IT matters, and aims at reviving the
work
> of WGs. Most of the matters have already been discussed at WG-SPEAKERS-L.
>
>
>
> What is the proposal about?
>
>
> I. ORDER - changes to CIA
>
> a. The distinction between AEGEE and 'non-AEGEE' WG remains intact. It has
> no influence on the motivation/activeness of WGs and any harmonisation in
> this field would be too costly/time consuming/unrealistic.
>
>
>
> b. The distinction between Supporting and Thematic WGs: in CIA S-WGs and
> T-WGs have different legal basis (the board is elected in a different way,
> they have different requirements). What we suggest is to create the same
> 'legal background' (covering: elections, criteria for financial support,
> reporting etc.) for both types. Yet we agree to leave the name "Thematic",
> "Supporting" WGs also in CIA - which would explicitly say what the main
goal
> of the WG is.
>
>
>
> c. All Working Groups will receive Guidelines for their Internal Working
> Format. All WGs will be required to have their own Internal Working
Format.
> The Guidelines will serve as help for the WGs, not an obligatory set of
> rules.
>
>
>
>
> II. ACCOUNTABILITY - changes to CIA
>
> a. for each Agora the Working Group must present an
>
> +Activity Report
>
> +Financial Report
>
> +List of Members
>
> +Activity Plan for the next term (with a Preliminary Budget)
>
> +General Strategic Plan, which would explain the long-term goals of the WG
> and the need for existence of the WG, it would only be up-dated for each
> Agora, the AEGEE Strategy Plan is seen as a guideline for the respective
WG
> Strategy Plans.
>
> Voting rights (for AEGEE WGs) and financial support will be provided once
> these have been submitted.
>
>
>
> b. The General Strategic Plan - explains the long-term goals of the WG and
> the need for existence of the WG. It is only up-dated for each Agora (not
> written again), the AEGEE Strategy Plan and its Fields of Action are a
> *guideline* for the respective WG Strategy Plans.
>
>
>
> c. based on the Activity Plan and Preliminary Budget the CD decides (at
the
> first CD meeting in Brussels) what amount to allocate with each Working
> Group. The overall Working Budget will be limited (for the year 2002 it is
> 2000 EUR for all WGs).
>
>
>
> d  the amount will be transferred to the Working Group at the next Agora
> upon presentation of receipts, Financial Report and Activity Report. The
> money can be transferred to the WGs before the Agora (i.e. when the money
is
> needed) only after a decision of the CD and in an amount of up to 70% of
the
> total budget provided by the WG.
>
>
>
> (this solution can be compared to WGs 'applying for a grant' from
> AEGEE-Europe, and receiving it in instalments during and after their
> activities)
>
>
>
>
>
> III. CONTACT TO THE CD (following Stefan Hauk's proposal) - changes to
> Internal Working Format of CD
>
> a. CD supports the work of WGs in the thematical field of action, as well
as
> their activities on European level.
>
>
>
> b. each CD is responsible for one/a few WG(s), according to his/her
> preferences, field of action and position. He/she reports on WGs
activities
> and his/her cooperation with a WG on a monthly basis.
>
>
>
> c. one person in the CD is appointed as the "WG Responsible" - only for
the
> administrative work common for all WGs (*not thematical*) - taking care of
> the web page, administering the WG-Speakers-L, taking care of the WG
> e-mail-magazine etc. this responsibility should be preferably/eventually
> taken up by the Secretary
>
>
>
> d. a working format between certain CD-members and his/her supporting WGs
> will be created (i.e. PR Resp - PRWG; FR Resp - FRWG, IE Resp - Academy,
IT
> Resp. - ITWG), aimed at outsourcing work out of the CD to the WGs
>
>
>
>
> IV. CONTACT TO THE NETWORK - slight changes to CIA, changes to Network
> Commission Internal Working Format
>
> a. stronger cooperation between Working Groups and Network Commissioners
is
> needed. Each Netcommie takes care of a given Working Group. In general the
> Netcom should be seen as a support for WGs (provding WGs with local
> resources), not an extra link between WGs and the CD.
>
>
>
> b. The co-operation between WGs and Netcom would cover:
>
> + providing the WGs with local facilities, helping find locals, human
> resources to organise events etc.
>
> + presenting at least some WGs at Regional Meetings
>
> + improving the communication between WGs and locals
>
> + foster the work of 'local WGs' working on local level
>
> (this has been discussed at the NetCom meeting in Passau, 12.2001)
>
>
>
> c. stronger cooperation between the Working Groups and relevant Liaison
> Officers to be fostered.
>
>
>
>
>
> VI. HUMAN RESOURCES - Guidelines for Internal Working Format of WGs
>
> a. A workshop on how to manage a Working Group for WG Speakers and Board
> members will be run at the Agora. In Amsterdam extra pressure will be put
on
> the details of the Reform.
>
>
>
> b. a stronger presence of WG Management at Internal Education events is
> needed (esp. ES2) - details still to be discussed with the Academy.
>
>
>
> c. MEMBERSHIP: on-line only . All applicants fill out an application form
> were they state their skills, interests, experience - which would enable
the
> Board to contact and involve given applicants into WGs activities even
> before meeting at the Agora. The applicants will also be asked to attach a
> motivation letter and submit their CSN. The Board will have a limited time
> (e.g. 2 months) to react to the application. If the Board doesn't react
the
> person becomes a member automatically. The Board has the right to reject
an
> application upon presentation of serious reasons. The membership needs to
be
> renewed each year.
>
>
>
> (This is the only way to enable the Board to have any control of the
> WG-members, in a situation where there is no personal contact and the
> membership doesn't require any fee).
>
>
>
> d. BOARD ELECTIONS: on-line preferably/Agora alternatively. On-line
> elections preferably directly after the Agora. Voting upon presentation of
> CSN number and a password (which each WG member would receive). Board
> members will be chosen for one year (part of the Board elected after each
> Agora). Open calls for Board Members should be sent. The candidates would
be
> encouraged to get in touch with the present Board. Elections campaign
could
> be carried out at the mailing-lists and at the Agora preceding the
> elections.
>
>
>
> e. the Boards will be encouraged to meet personally for 'strategic'
> meetings, also outside of the statutory meetings. Such activities would be
> supported by the CD (also financially by accepting projects to have Board
> meet)..
>
>
>
> f. the Boards will be encouraged to outsource as many tasks as possible
out
> of the Board to WG members. They will be encouraged to present their
> activities to all WG members on a regular basis. This could be achieved
> through internal education and monitoring done by the WG-Responsible.
>
>
>
> g. The present WG lists would remain open to all AEGEE members (as an open
> discussion forum). Subscribers to the lists will be asked to re-subscribe
to
> the lists after each 6 months.
>
>
>
> The actual proposal in legal terms
>
> Introducing Article 25 instead of articles 25 and 26:
>
> Article 25: Supporting and Thematic Working Groups
>
> (1) 1The Agora may decide on the creation of Working Groups responsible
for
> the preparation, organisation and realisation of specific tasks within
> AEGEE-Europe. 2Thematic Working Groups are acting fairly independently
> regarding their special subject and are responsible to the Agora.
> 3Supporting Working Groups are responsible to the Comité Directeur and are
> aimed to assist the Comité Directeur in its specific tasks.
>
> (2) These Working Groups will consist of at least:
>
> a Treasurer, sole responsible for the finances towards the Comité
Directeur,
>
> a Speaker, responsible for the Working Group towards the Agora and obliged
> to be permanently in touch with the Comité Directeur.
>
> (3) 1The Working Group responsibles are elected by each group. 2After each
> election, the names of those elected have to be communicated to the Comité
> Directeur, which will have to approve them. 3They will be considered
> approved if no written objection has been presented within one month
> following this notification.
>
> (4) 1The Comité Directeur may discharge an elected responsible for reasons
> of offence against the aims or principles of AEGEE. 2The substitute must
> have been a member of the Working Group for at least six months. 3A final
> decision will be taken by the following Agora.
>
>
> Article 32 Sta: Add the following sentence:
>
> 3Thematic, Supporting and AEGEE Working Groups will receive the Guidelines
> for their Working Format from the Comité Directeur.
>
>
> Working format Working Groups criteria:
>
> Article 1: Rules
>
> (1) 1A Working Group is a body installed by AEGEE-Europe according to the
> Statutes of AEGEE-Europe. 2It consists of people meeting in certain
> time-spans to ensure continuous work on defined arguments, on the
situation
> of AEGEE and on topics that decisively affect Europe.
>
>
>     a.. (2) Working Groups have to fulfil the following criteria:1Working
> Groups have to draw a General Strategy Plan with the long-term goals of
the
> Working Group. 2This Plan has to be approved by the Comité Directeur and
> presented to the Agora; it should be updated before each Agora;
>
>
>     b.. the Working Groups have to have a Treasurer and a Speaker;
>
>
>     c.. all responsibles are approved by the Comité Directeur;
>
>
>     d.. Working Groups are accountable to the Agora and they have
therefore
> to submit an Activity Report, a Financial Report, an Activity Plan for the
> next term, including a Preliminary Budget and a list of actual Members at
> each Agora;
>
>
>     e.. after every organised project the Working Groups have to present
the
> results to the network.
>
> (3) Working Groups receive financial support from AEGEE-Europe only if
they
> fulfil all of the above-mentioned criteria. The CD decides the amount
> allocated to each Working Group within one month after the Agora.
>
> (4) Every Working Group has to send a representative to at least three of
> the Speaker's Meetings during a year.
>
> (5) Members of a Working Group elect the board of the Working Group.
>
> Article 2: Supporting Working Groups; Thematic Working Groups
>
> Supporting Working Groups and Thematic Working Groups are regulated by the
> Article 25 of the Statutes.
>
> Article 3: AEGEE Working Groups
>
> (1) The Working Groups must deliver a copy of their statutes in the
original
> language and a translated version (in English or French) of their statutes
> to AEGEE-Europe.
>
> (2) The Working Groups have to have their statutes checked by the
Juridical
> Commission and after approval registered.
>
> (3) Members of a Working Group elect the board of the Working Group;
>
> (4) In order to sign the Convention d'Adhésion a Working Group must have
> organised a European event.
>
> Article 4: Voting Rights
>
> (1) To exercise its voting rights an AEGEE Working Group:
>
>
>     a.. has to send delegates either to two ordinary Agoras or to one
> ordinary Agora and one Planning Meeting in every period of four
consecutive
> AEGEE-Europe meetings (Agora or Planning Meeting);
>
>
>     b.. has to submit its updated General Strategy Plan;
>
>
>     c.. has to submit an Activity Plan for the next term with a
preliminary
> budget before every Agora;
>
>
>     d.. has to submit a financial report before each Agora;
>
>
>     e.. has to submit a report on their activities before every Agora;
>
>
>     f.. has to organise at least one European activity per year (period of
> two Agoras);
>
>
>     g.. has to submit a list of actual members before every Agora.
>
> (2) In special cases when written explanations are presented, the Comité
> Directeur may decide that the fact of not having fulfilled one or more
> criteria might not lead to a loss of voting rights of an AEGEE Working
> Group.
>
>
> The role of the Network Commission:
>
> General Responsibilities of the members of the Network Commission:
>
>
>     a.. Supporting the locals and the Working Groups.
> _________________________________
> Tomek Helbin
> AEGEE Europe Public Relations
>
> rue Nestor de Tiere, 15
> B-1030 Bruxelles
>
> Tel: +32-2-245 23 00
> Fax: +32-2-245 62 60
> http://www.aegee.org
>
>
>
>
>
>
> --
> Encyklopedia multimedialna w prezencie!
> http://www.e-mail.onet.pl
>
>
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