5.2 The International Board
Nomination and Election
Any member belonging to an EUROAVIA Affiliated Society (AS) that has attended a Congress at least once and has actively participated in a Working Group for six (6) months is eligible for candidature. To be eligible, the member also needs to attend the EUROAVIA Congress while the election takes place. Current members of the International Board are also eligible.
Candidates can be nominated by either the International Board or at least five (5) Affiliated Societies in writing. Their nominations must be communicated before the EMEAC. Candidates that have not applied during the call made by the International Board, must inform the International Board about their candidacies no later than forty-eight (48) hours prior to the election process. An introduction of their candidacies to the Congress in the form of a short presentation is compulsory.
Every binding nomination may be deprived of its binding character pursuant to a decision taken by a ballot two-thirds (2/3) majority vote of the Congress where at least two-thirds (2/3) of the Affiliated Societies are represented.
The Congress can elect the members of the International Board as well as its number, with a minimum of three persons.
When there are no nominated candidates, the Congress may elect the members of the International Board from any eligible member.
The position that each member will occupy has to be decided by the Designated International Board itself. This decision shall be reflected in the Business Plan.
The minimum positions that have to be covered are President, Secretary and Treasurer, which form together the Executive Board and are responsible for the daily management.
Additional positions may be appointed within the Designated International Board and given specific tasks and responsibilities.
The electoral process should follow this structure:
the International Board in office shall make a call for candidates at least two (2) months before the EMEAC takes place. Possible candidates should submit a motivation letter;
the International Board will nominate their candidates. Additional nominations may be performed by five (5) or more Affiliated Societies;
every nominated candidate shall make a presentation, followed by a round of questions and an off-minute discussion at Congress. This will be repeated for every nominated candidate, while the others wait outside the Congress room;
there should not be communication between the candidates outside and the Congress representatives, except for the International Board. Additional exceptions shall be studied on a case-by-case basis by the International Board;
no additional nominations will be accepted from the start of the presentations until the end of the elections;
the elections themselves will take place after all the nominated candidates’ presentations. An absolute majority ballot vote is required in order to elect a nominated candidate. The results of the voting will be made public to the candidates after the completion of the entire voting process.
Responsibilities
The International Board has the following responsibilities:
to represent EUROAVIA and its members' interests where necessary and possible;
to provide its members with the necessary information concerning EUROAVIA's international interests;
to act as a mediator and coordinator between Affiliated Societies when necessary or called upon;
to supervise the work of the Working Groups;
to run the EUROAVIA Congresses with regard to their thematic content;
to provide a written Business and Financial Report for the AMEAC to all Affiliated Societies four (4) weeks before this meeting;
to keep and maintain a complete record of all EUROAVIA's financial transactions;
to make these financial records available for the Auditors in time for the Auditors to prepare their report;
to provide all requirements for a smooth hand-over to the Designated International Board;
to provide support in the projects started within its mandate for their entire duration;
to provide advice, when needed, for the projects carried on within its mandate;
to archive the documents deemed important to the Association such as the minutes of the congresses and contracts with sponsors. The International Board can handover this responsibility to a specific Affiliated Society if deemed necessary;
to provide a Preparation Package that contains all relevant information and documents for the EUROAVIA Congresses to all (Prospective) Affiliated Societies / (Prospective) Adjunct Members no later than four (4) weeks before the start of the Congress.
to keep the “EUROAVIA Data Protection Policy” up to date according to the needs and changes of the association and the European GDPR;
to elect a Data Protection Officer, based on their knowledge of EUROAVIA and privacy policy matter; to communicate their name and email to all Local Groups and to write this data into the corresponding section of the “EUROAVIA Data Protection Policy”.
Task division within the International Board
The tasks of the President
The President of EUROAVIA is obliged to:
coordinate the work of International Board within EUROAVIA;
supervise and ensure the completion of duties by International Board members;
sign contracts jointly with the Treasurer.
The tasks of the Secretary
The Secretary of EUROAVIA is obliged to:
provide all Local Groups and International Board members with a valid version of the Statutes and Bylaws;
supervise the conformity of all actions of the EUROAVIA Congress and the International Board with the Statutes and Bylaws;
inform the Local Groups of the agenda of the meetings of the EUROAVIA Congress four (4) weeks in advance. Any additional points to the agenda that are added later will be sent to the Local Groups as soon as possible;
supervise the timely preparation and mailing of the minutes of the EUROAVIA Congress;
assure that the Business Midterm Report or Business Report are sent to the Local Groups at least four (4) weeks before the start of the general meeting.
The tasks of the Treasurer
The Treasurer of EUROAVIA is obliged to:
monitor expenses of the International Board and Working Groups in alignment with the Business and Financial Plan;
prepare the Financial Reports of the International Board adhering to internationally applied bookkeeping rules;
sign contracts jointly with the President.
Decision making
Decisions within the International Board are made with an absolute majority of all the International Board members. In case the votes are equally divided, the vote of the President is decisive.
Authorisation of Payments
The International Board is authorised to sign any contract with the third parties which may or may not include Unexpected or Extraordinary Payments, unless those payments require approval beforehand. Approval is to be granted by the defined ways of voting over a motion.
Exoneration
Exoneration has to be confirmed with an absolute two-thirds (2/3) majority ballot vote. Representatives voting against exoneration are allowed to have a written statement of their vote with arguments included in the minutes of that meeting of the EUROAVIA Congress.
Last updated