For boards! ---------- Messaggio inoltrato ---------- Da: "Maryana Semenyak" <[log in to unmask]> Data: 15/Mar/2016 14:40 Oggetto: [BOARDINF-L] Time to submit: Members' list including Membership fee A: <[log in to unmask]> Cc: Dear board members! As you might know, the time for submitting the *Members' list including Membership fee *of your local is approaching us before every Agora. Below in this email you can find all details and importance of the submission. From the 18th to 22nd of May the *Spring Agora Bergamo 2016 *is taking place. This is a time for dealing with many things, among which are the* Antennae Criteria.* Submission of the *Members' lists* of your Local and paying the *Membership fee* to AEGEE-Europe is one of them. *The DEADLINE for submitting the** Members lists **including the annual Membership fee** of your local **is: Tuesday, 29th of March 2016. * *Reminder*: this is also the deadline for Local boards to approve the applications of their members and assign a participant type for Agora Bergamo. Please respect the *deadlines*! No members' list will be accepted after the deadline! If for some reasons you will not submit the *Members' lists including Membership fee*, the following things will happen: 1. If your local doesn’t submit the Members' list -> then a *criterion is not fulfilled!* 2. If your local doesn't submit the Membership fee with the members' list, The Financial Director *cannot* calculate your fee -> you *cannot* pay fee to AEGEE-Europe -> the *criterion is not fulfilled!* 3. The Comité Directeur and the Chair team *cannot* cross-check if the members applying for the Agora *are* (still) members and it's impossible to accept delegates -> the local* cannot *take part in the Agora -> *Criterion is not fulfilled!* *Result* = Your local is *not fulfilling* *3 criteria* --> you risk to be downgraded or deleted! To avoid it please submit *Members's list including Membership fee* within *the deadline 29th March*! In order to upload the file perfectly,* follow the instructions*! You can find a really brief FAQ <http://intranet.aegee.org/group_file/view/3/5309> regarding the submission and how to upload it according to all requirements. I would like to ask Board members to pay double attention *to correct spelling* of each name, and make sure it's the same name *as members are registered in Intranet!* Here you can also find a *survival guide <http://www.intranet.aegee.org/group_file/view/3/4738>* for the file submission which will lead you through the whole process (you need to log in to download it). *For further description and information, please, continue reading.* The Comité Directeur and the Juridical Commission will be using the members list: · To check if a person is entitled to participate in the Agora; · To check if a person is entitled to be delegate in the Agora; · To calculate the membership fees of locals; · To allocate the amount of votes each local can have at Statutory meetings; · To check whether a person is a member of a local. There is *only one way* for submitting member lists - through the *Statutory events website <http://www.zeus.aegee.org/statutory/ag1510/>:* · Members lists* on paper* will *not *be accepted; · Members lists *on excel file* will *not *be accepted; · Members lists *by email* will *not *be accepted; · Members lists *submitted not according to all requirements* explained before in this email will *not *be accepted; A special function has been implemented at the Statutory events website. Click on the left bar on "Board", and you will have access through your intranet account or through the password that was sent by mail to your local. *The password has already been sent* to all locals and contacts if at least one member of your local has already applied to the Agora (it's the same password to approve applications for the Agora). You can also use your own intranet account to upload instead of the local's password. In case you have not received the password, check the contact email of your Local on intranet <http://intranet.aegee.org/> and in case it is wrong, please correct it and send an email to *[log in to unmask] <[log in to unmask]> *requesting to resend you the password. You will then have to upload the file with the members list file to the website. You can find the instructions, first at IT-language (bullet points) and then in non-IT language (the rest). You can also find the instructions on the website! Keep in mind that Agora applicants that are *not present *in your members list will *not be able* to participate at the *Spring Agora Bergamo* *2016*, nor to be delegate / envoy at the *Autumn Agora Chisinau 2016*, according to the CIA <http://www.zeus.aegee.org/portal/wp-content/uploads/CIA_General-Rules_v26.1.pdf> . (Working Format of the Agora, Article 3 / 2: "1 The delegates and envoys of AEGEE locals to the Agora of AEGEE-Europe are elected by the local agora of the respective AEGEE local. 2 In order to get elected, the delegates and envoys of locals must be on the members list the respective local submitted before the preceding Agora, with the exception of members who have been announced as members of the local board at least three months before the start of the Agora.") In order to ensure that also those members who join your local between the end of *the deadline for submitting the members list *on 29th of March and the start of *Spring Agora Bergamo 2016* on 18th of May can be delegates for *Autumn Agora Chisinau 2016* you can send an updated members list to [log in to unmask] *until 17th of May*. (Working Format of the Agora, Article 3 / 2 "3 An updated members list can be sent up to the day before the preceding Agora. 4 The newest members list will be taken into consideration.") I would like to remind that Locals are obliges to pay *Membership fee to AEGEE-Europe* every Agora. (CIA: 1) *General Financial Rules*, Membership Fee, Article 2, 3 and 5 and 2) *Antennae Criteria*, Article 4 / 1, 5 / 5 and 6 / 5). Please don't forget about including *Membership fee to Members list,* and to* paying Membership Fee of your local before Agora Bergamo.* For more information or questions you can always write to Financial Director email: [log in to unmask] Locals who will not pay Membership Fee are going to be at risk to be excluded from participation at Agora. Waiting for your cooperation and understanding! And of course your Members' lists! Sincerely yours, Maryana --- *Maryana Semenyak* Network and Human Resources Director AEGEE-Europe / European Students' Forum Mail: [log in to unmask] Office: +32 2 246 0320 Mobile +32 4 873 52738 Fax: +32 2 246 0329 Skype: maryana.semenyak AEGEE-Europe Rue du Noyer, 55 1000 Brussels / Belgium *********************************************** AEGEE's mailing lists are powered by LISTSERV(R) from lsoft.com ============================================================================== RAINBOW-L is a regional discussion list of AEGEE. Check out http://lists.aegee.org/ for the archives of public lists. To unsubscribe send 'signoff RAINBOW-L' to [log in to unmask]